Executive Director's Report
October 28, 2004

Navigation: SCHHCA > EDReports > Oct 28, 2004

Executive Director’s Report
Meeting of the Board of Directors
of the
Sun City Hilton Head Community Association, Inc.

October 28, 2004

1.      Staffing: The community association now employs a total of 123 employees, of which 71 are full-time and 52 are part-time. This compares with a total of 120 employees during the previous quarter.

2.      Management Direction From the Board:

• Review and revise traffic enforcement policy.

• Re-evaluate ingress/egress and traffic at the 278 gate, with the intent of slowing traffic before it reaches the gate, and eliminating as much parking as possible in the existing space.

• Review and revise catering and room rental policy. The policy has been reviewed, and will be revised to be presented at the January Board meeting.

• Review and revise the golf refund policy.

• Prepared and circulated for Board signature a policy allowing the purchase of additional golf rounds at the same unit price as the initial package rounds.

• Prepare UWC approving the Nomination Committee’s recommendations for future Board elections.

4.   All Departments

·        Managers met with the Board and the Finance Committee to discuss their 2005 budgets and 5-Year Financial Plan.

·        Managers attended the Newcomers’ Coffee in September to give new residents an overview of operations for all CAM departments.

5.   Golf Operations & Maintenance:

·         Golf Maintenance altered their overseeding schedule for Okatie Creek due to the impact of Hurricane Jeanne, but the process was completed during the same week by working around golf play.

·         Between July and September, golf hosted 63 events, mostly association related.

·         The Intro to Golf Classes sold out in two days. The implementation of a refundable deposit that can be used for merchandise credit in the golf shops has helped combat no-shows.

·         Golf Operations revenues are $1,741,103 YTD through September. For the same period last year, revenues were $1,527,903.

·         Combined expenses are favorable in excess of $100,000 for the year. Some of the savings is attributable to lower than budgeted staffing levels in golf maintenance, but management will try to obtain additional staff in the short-term, since the seasonal labor force has left for the year.

6.   Activities:

·        August’s John Davidson event was a sell-out with 554 in attendance. There were seven other events in August, including two concerts, one pool party, two movies, and two dances. Due to a hurricane threat, one event was rescheduled for September. Total August attendance for special events and seminars was 1,804.

·        Approximately 150 new residents attended the September Newcomers’ Coffee. Bob Mahnke made his debut as the new Executive Director. Also in September, we had one picnic, three dances, two movies, our first wine tasting, and one concert.

·        The Community Theater performed their “Follies” to a sellout house for all performances, and Activities and the Shalom Club hosted a 911 Memorial.

·        In the third quarter, approximately 4,590 residents participated in seminars, special events and community-wide club events 

7.      Communications:

• Third quarter SunSations revenues were $47,145, and printing expenses were $23,474.
• We have a waiting list for SunSations advertisers, and some of them are moving to Channel 51. We plan to increase the publication by 4 pages to accommodate Club News, Activities, and various other articles.
• A website portal “task force” has been evaluating a new portal. The general consensus is that we need to determine the community’s needs before we evaluate websites.

8.   Fitness:

·        Fitness Director ordered the 2005 replacement items – 11 strength pieces and 8 cardio pieces. Delivery is expected in December. Savings reflected in the 2005 reserve funds is $8,262, inclusive of a 42% discount on equipment from Nautilus.

·        Equipment has been ordered for the new Hidden Cypress Golf & Recreation Center. With equipment discount and promotional items, this equipment will come in $55,000 less than budgeted.

·        Total fitness usage was 40,000 for the quarter. During the period, we had 52 participants in the One-on-One and Level 1 programs, compared to 24 for the same period last year. Total number of participants for all individual programs totaled 133 for the quarter.

9.   Facilities Maintenance:

• Department manager has been working closely with Pulte IS to get the 278 gate operation connected to the CAM/Pulte network. The current VPN connection through the Internet and Davidson Cable has some speed issues.
• Completed the install of all new barcode systems. Moved the gate system from the 170 gate to the 278 gate for better traffic control.
• With local labor and residents, accomplished the painting projects in the following areas: fitness interior, social hall interior, outside pool fence, bocce court trellises, and parts of the 278 gatehouse.
• Drawings are in process for the Riverbend dock, and may be treated as a new permit. The original ‘rough’ drawings could not be used for the permitting process.

10.Common Area Maintenance

• Met with the Hunting and Fishing Club to discuss future stocking of lagoons. Money will be added to the budget for this purpose for the next 4 years.
• Completed walk-throughs of Blue Heron Village, Egret Cove, and Andover Place neighborhoods with their respective neighborhood committees.
• Management met with representatives of Stratford Village to explain lagoon maintenance procedures. Gave a similar presentation at an NRC meeting.

11.Community Standards & Security

• Fines generated through September totaled $17,800, including payment of speeding and parking tickets.
• Safety & Service issued a total of 11,292 guest passes during the quarter. They made 901 home checks for out-of-town residents this quarter.
• A total of 157 speeding citations were issued during this quarter.
• The Safety and Service Team’s Traffic Control Unit, headed by Tom Mehrlich, continues to receive accolades from various clubs/groups for traffic control during special events. Year-to-date, their efforts have saved the Association approximately $11,400 that would have been spent on contract security for special events.
• Through September, vendor decal revenue (annual and daily passes) is $195,933, compared to a projected budget of $138,000.

That concludes my report, Mr President. Are there any questions from the Board?

Material supplied by Bob Mahnke, WWW editor, Steve Koehl. Revised: December 02, 2004.