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August 27, 2013 Manager Reports Agenda Indian Hills – Pro Shop- Josh Little – Golf Maintenance- David Delk – Country Club- Clint Stevens Marina- Jim Stafford.

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Presentation on theme: "August 27, 2013 Manager Reports Agenda Indian Hills – Pro Shop- Josh Little – Golf Maintenance- David Delk – Country Club- Clint Stevens Marina- Jim Stafford."— Presentation transcript:

1 August 27, 2013 Manager Reports Agenda Indian Hills – Pro Shop- Josh Little – Golf Maintenance- David Delk – Country Club- Clint Stevens Marina- Jim Stafford Utilities- John Tyer Recreation- Sheryl Paxton Newspaper- Dan Feuer Chief Financial Officer- Jack Keathley Owner Services- Sharon Boone General Manager- Paul Wellenberger

2 Pro Shop Accomplishments: We had a successful American Legion (inaugural) event with 72 players participating. We also had a travel group from the Moose Lodge in Little Rock that had 38 players. Plans: We have several events to complete the golf season (Revenge tournament, Bay Cup, Ladies Invitational, Beat the Pro, Ladies Fall Match Play, and Glow- Ball Outing. Issues: We have golf carts that are not functioning properly due to faulty sensors that tell the carts when to stop and go. All carts will receive new sensors as soon as our vendor receives them. Since this is a major problem with this model, they are limited to how many they can get. Although under warranty, it is quite inconvenient for players and staff.

3 Indian Hills Golf Maintenance Accomplishments: – Green banks, tees, fairways potash and lime one time – Fertilize greens four times – Insecticide greens once – Add sand to traps – Pull crabgrass from greens where pre-emerge broke down – Plug sand greens – Cut dead trees, as needed – Mow, weed eat, change cups daily – Water Greens, as needed

4 Indian Hills Golf Maintenance Plans: – Spray greens twice fungicide – Fertilize greens twice – Insecticide greens once – Add sand to traps and edge traps – Plug greens from nursery where needed – Aerify greens once – Start blowing and mulching leaves – Mow, weed eat, change cups six days a week – Water greens, as needed

5 Indian Hills Country Club Accomplishments I managed to get the placemat menus finalized and will be on tables Wednesday the 18 th. I have contacted Jeremy with Sysco to reschedule the server training. Working with the staff to develop a more cohesive team. With my role at the club changing the moral of the staff has changed as well. Guests have noticed and commented that it is a plus. The staff has taken a bigger part in what is going on and seem to have more pride in their work lately. Utilities repaired the hole in ceiling in bar.

6 Indian Hills Country Club Plans: – Working on bartender training for all of us. – We have a wedding reception on the 28 th. – As it slows down we are deep cleaning and scrubbing the restaurant. – When it cools off we are going to clean out and organize and inventory the storage building. – We are inventorying glasses and silverware in preparation for the gala – We are working on menus and plans for Thanksgiving. – Budget issues. – Liquor and beer cost are way high. The former club manager thought that we needed a par level of way more than we need. We will work through what we have here before purchasing more. – Overtime is high. Working on getting schedules under control. We are working short handed. Have tried to hire additional help but not much luck. – R&M equipment repairs on ice cream machine. As far as I can tell it is functioning properly. – Cleaning and janitorial is way high. – Utilities sewer is high. – These items that I do not know the reason for I am getting with Karen on Wednesday at 2 to try and figure out what happened.

7 ACCOMPLISHMENTS Despite losing 5 seasonal employees we were able to maintain coverage throughout August ( overtime was required for proper coverage ) One of the motors on the Belle of the Bay had a water pump failure at the end of a cruise. Out of convenience we replaced the water pumps in both motors and changed the oil, filters and gear lube while the boat was out of service. This service is normally performed once per year in the spring. Next scheduled service is April Although the marina wasn’t directly involved with the Boat-Gras it had a good turn out and brought traffic to the marina to enjoy the event. We participated in the Annual Poker Run for the Special Olympics on August 24 th. The marina was a stop for all participants and a prize assortment was donated as a raffle prize. Marina

8 PLANS Re-stripe parking lot ( scheduled for October ) Participate in the Lake Clean-up on September 7 th. Shampoo carpet in marina store ( winter project ) Order winter merchandise Order winterizing supplies Investigate expansion of retail display area by eliminating the tables and chairs in the southwest corner of the store. ISSUES Northstar System – problems with system continue to persist. A detailed list has been furnished to the accounting department which they forwarded to Northstar.

9 Public Works Accomplishments Admin Helped Sharon and Patsi put up “For Sale” signs Repaired Sharon’s desk Repaired doors and painted ceiling at the “Condo” Log Cabin Museum 215 hours of work Indian Hills Country Club Repaired lights Repaired floor Repaired toilet

10 Public Works Repaired Street Signs DC Parkway, Woodlawn, Polly Circle, Oakwood, Wimberley, Richwood, Lost Creek Parkway, Major Road Repair Hanson Lane, Carnaby Ditch work Cleaned ditches on Overlook, Cliffside, Castle Ridge Hgts, Plans Replace culverts in Oak Ridge Issues None at this time.

11 Public Works Recreation Repaired toilet in Pool House Repaired stall door at Hamilton Cove Pool Cut and hauled limbs from the Indian Rock House Cave Trail Road Work Cut and Hauled trees from Sunnyside, Castle Ridge, Snead, Fairhaven, Lost Creek Parkway, Mountain Ranch, Wilshire, Timber, Maddox, Robinhood, Woodlawn, Pine Hill Road, Blue Ridge, Overlook, Pine Grove, E. Blue Ridge, Davis Special, and Spring Street. Brush Hog ROW on Mossy Rock, Garden, Pine Knot Drive, Oak Ridge, Broad Pine, Pin Oak, Black Jack, Patched Potholes on Persimmon, Tee Pee Trail, Acre Trail, Maddox, Mt. Ranch, DC Parkway, Parkland Circle, Meadow Lane, Sherwood, Canterbury, London, Fairhaven, Meadowview, Scarbrough, West Cliff, and Timber.

12 August 2013 Wastewater Report Accomplishments Inspected Conference Sewer Line Installation Hauled 103 loads of Sludge from Lynn Creek Digester to Land Application Site. Plans Clear sewer line right-o-ways Purchase generator for the Lynn Creek WWTP Issues None at this time

13 From all the homeowners at Fair Oaks, I wish to extend our Thanks to you and the Community Club Maint Staff; Liz, John and all the gang for your help with our Maint issues this month. This is how neighbors truly help each other, and we are very grateful. THANKS AGAIN!!! Floyd Kent and Janice Kent Floyd Kent Ozark Extrusion Consultants

14 Recreation Department Accomplishments Plans Budgeting Fall Cleaning Event Planning for Next Year Lots of Research for Idea Team Disc Golf Course Fall/Winter Maintenance List Budgeting Fall Cleaning Event Planning for Next Year Lots of Research for Idea Team Disc Golf Course Fall/Winter Maintenance List Farewell to summer staff and directed all department activities for the last half of August Idea Incubator Team meeting and research Continued…activity sheets, Wyndham leads, e-news tips, calendar updates, breakfast presentation updates, and daily operations High School Tennis every day at the courts Closed Hamilton Cove and Mountain Ranch Pools Budget Work with Employees Farewell to summer staff and directed all department activities for the last half of August Idea Incubator Team meeting and research Continued…activity sheets, Wyndham leads, e-news tips, calendar updates, breakfast presentation updates, and daily operations High School Tennis every day at the courts Closed Hamilton Cove and Mountain Ranch Pools Budget Work with Employees Issues None at the time

15 Fairfield Bay News September 2013 Accomplishments At the end of Aug 2013, the Newspaper is showing a profit of $12,036 for the year without dues allocation. The Sept. 4 issue of the News went out without a hitch while I was on vacation. The Light up the Bay contest and Lighting of Ed Leamon has been set for December 5 th. Plans Step up efforts for ad sales for the 2014 Pet Calendar, E-News Banner ads and print. Issues None at this time

16 ACCOUNTING DEPARTMENT August 2013 ACCOMPLISHMENTS Bay Bucks Cards have now replaced the $5 paper Bay Bucks. Seventeen cards have been issued. July and August dues statements were mailed to property owners. Community Club financial statements can now be generated in a timely fashion. Department heads can now view and print their Income Statements and the General Ledger detail directly from their computer using the Northstar software. The Budget Packages have been modified and presented to the department heads. The OCR line on our statement “Payment Stubs” is finally readable by the Regions Bank Lockbox Department. While Northstar does not directly apply sewer payments to Wastewater, we have determined that in all “Bill Codes” for sewer charges percent is the wastewater share. We have requested a report to reflect any payments received for properties with a sewer bill code so we can make transfer the sewer payments to Wastewater.

17 Accounting Department August 2013 Continued PLANS Continue to modify procedural changes as necessary due to the software changes. Continue to monitor department sales reports weekly at a minimum. Complete the review and balancing of Wastewater General Ledger history as soon as it is loaded by Northstar. Work with Owner Services staff to find and correct properties that are billing incorrectly. Continue to work with Northstar and the Marina on issues the Marina has with billing.

18 Accounting Department August 2013 Continued ISSUES Northstar still has not associated the “Lien Codes” for each lot number correctly. The dues statement wording for the period of time billed is not accurate. Northstar has not been able to correct this issue at the time of this report. We are awaiting the requested report to reflect any payments received for properties with a sewer bill code so we can transfer the sewer payments to Wastewater. Owner Services determined that many properties were not billed due to the “statement Delivery Method in the Member’s record reflecting “Do Not Send”. I have requested a listing of all properties with a “Do Not Send” status in the Delivery Method field and the associated lien code so we can correct the accounts.

19 Summerhill Condos/Owner Services Accomplishments: Rentals continue to improve- appears to be priced right. Patsi and Judy are doing an unbelievable job responding to the numerous calls from angry, frustrated, and sometime verbally abusive members. The problems with the new software has caused everyone’s level of frustration to rise, but the ladies continue to give great customer service. Plans: Continue working with Northstar on the new system. Issues: None, other than the above.

20 General Manager’s Report Accomplishments – Conference Center fundraiser was a great community event- the Club’s help was noticed and appreciated by all – Wyndham Welcome Breakfasts continue to have good attendance- not winding down as fast – Excellent meeting with Target Archery and Triathlon coordinators- follow up planned – Invited new Flyboarding outfit to Surf the Bay- suggesting a more involved relationship Plans – 50 th Dam Anniversary on the 3 rd at John F Kennedy Overlook – Follow up meeting with Planned Communities Coalition planned for October 24 th in Cherokee Village – Conference Center Grand Opening on October 12 th Chris Massingale- Chairman of the Delta Regional Authority plans to attend Our State Senator, Missy Irvin, plans to attend Still waiting word from Mark Pryor – We are working hard to incorporate strategic planning initiatives into the 2014 budgeting process Right size operations Fund incubator ideas


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