Annual General Membership Meeting January 13, 2016 Martinez Elementary
Annual General Membership Meeting Agenda • • • •
I. Call to Order II. Verification of Quorum III. President’s Introductions IV. Approval of January 14th 2015 Annual General Membership Meeting Minutes (Jim Beckham) • V. Reports of Officers • President - Hector Warner • Treasurer - Crystal LaTier (2016 budget ratification) • ASR Reserve Study Presentation - Mike Kelson • VI. 2016 Board Of Directors (BODs) Elections • VII. Resident’s Open Forum (3-5 minutes/topic) • IX. Adjournment
Annual General Membership Meeting • I. Call to Order- President Hector Warner • II. Verification of Quorum/ProxiesPresident-● Ask for total count of proxies and ● members present in-person ● The total count will be announced to ● determine if quorum requirement of 10% has been met. • III. 2015 Board Of Directors (BODs)
2015 BOARD OF DIRECTORS Introductions • III. 2015 Board Of Directors (BODs) Introductions--President • President- Hector Warner • • • • • •
Vice President/Ops Director- Rudy Trujillo Secretary- Jim Beckham Treasurer- Crystal LaTier Membership Director- Cindy Beckham Social Director- Derika Hacker Director at Large- Open position • Resignation- Kathleen Rigby (in June)
Colorado Association Services (CAS) Associa Colorado Introductions • 2016 Nor’wood Recreation Association #1 • Management Company: Associa Colorado • Community Manager: Alan Teets Ateets@associacolorado.com
• Assistant Manager: Delisa Martin Dmartin@associacolorado.com
• Office Ph #: (719) 473-5000 • Address: 5225 N Academy Blvd #200 • Association’s assessment fee will remain the same at $300.00/year
Approval of 2015 Annual Membership Meeting Minutes • IV. Secretary’s Report- Jim Beckham
Seeking Board and Membership approval of the January 14th 2015 Annual General meeting 2015 Annual Meeting minutes were included in the meeting mailer packet for review. • Motion to approve the 2015 Annual Meeting minutes? • Second?? • All in favor?? say Aye…any opposed?? • Motion is carried and the Annual General Meeting minutes are approved
Reports of Officers • V. President Reports-Hector Warner • Review 2015 summary of accomplishments • Preview of 2016 season • Please hold all questions until the Membership’s open forum.
2015 Norwood President’s Report • New Mission Statement: "To enhance the quality of life and promote the well being of the Association community via efficient and effective Association management“ • Foundation: Strong Financials; BODs Teamwork/Vision; Implementation of the Reserve Study; Safety & Security • Association Pillars: • Associa Colorado • Competent Vendors • Volunteers • Activities Events/Amenities • Communications • MSM-Pool Management- Certified Pool Operators/Facility Ops
2015 Norwood President’s Report • January 2015 partnered with Associa Colorado for licensed and accredited community management services. • Associa established a new Norwood website with access to all community Documents, current meeting minutes and financial reports. • Please be sure to log in, register and set up your owner profile
2015 Norwood President’s Report • Associa also provides additional services: • Strongroom electronic invoice review and approval by 2 board members • Vendor portal registration and background screening for all approved vendors • National resources and local contacts for project management etc • Comprehensive financial reporting and budget comparison • Email blast newsletters and informational communications • Social and Membership/Communications: • Social Director composed a ‘survey monkey’ owner survey to get feedback and input from owners to better understand the demographic data of the community • A Facebook Page for the Norwood community was created • Membership Director streamlined a newsletter with all the important dates and necessary information for the 2015 pool season • Membership also upgraded the neighborhood entry event signs • Community Service Volunteer Awards was established by the President
2015 Norwood President’s Report New Boiler System Before the 2015 pool opening, the board made the decision to replace the old rusted and inefficient boiler system with a new Powermax 1500 heater‌The VP of Operations (Rudy) researched qualified contractors
Before
New Powermax 1500
2015 Norwood President’s Report New Umbrellas
2016 Norwood Projects New Lounge Chair Replacements
2016 Norwood Projects
Electric Repairs
Horseshoe Pit Repairs
Gate Repairs/Painting
2015 Norwood President’s Report A big “Thank You” to our Social Director and all the volunteers for the great 2015 events:
• Annual Easter Egg Hunt (Deer Run Association members) • Opening Day Pool Party; Kids Fest; Music in the Park; Movies in the Park; 4th of July Celebration and the Pool Closing Event
2015 BOARD OF DIRECTORS Thank You • Norwood Board of Directors Team • Association Membership • Resident Event Volunteers/Coordinators • High School Link Crew Volunteers • Associa Team • 2015 Facility Managers • Chris Noll • LiAnne Thiessen • 2015 Pool Staff/Lifeguards • Vendors
Community Service Volunteer Awards The Board elected to initiate a Community Service Volunteer Awards Program
The 2015 Awardees: Evelyn and Melvin Lucero Karen Warner Kevin & Anna Seder D. "Al" Bowie Norm Wakerley Harvey Houston Charlyn & Dave Smith Linda Rogers Darlene & Mel Kramm Laura Nonte Cheryl Dobson 2015 Top Life Guard Denna Martinez
Congrats to all this year's awardees The 2015 Board recognizes that many, many volunteers have contributed numerous hours to our Association Thank You To ALL!!
2015 Norwood Projects Reserve Study In October 2015, the NW Board commissioned Aspen Reserve Specialties to complete a comprehensive 30 year facilities infrastructure study The study will provide a ‘road map’ for future capital expenses and the funding needs for all future board members to utilize as a guide. Mike Kelson with ASR will give a brief overview of the study and the projections for the funding requirements during the Treasurer’s Report.
2016 Norwood Projects Rest Room Remodel 2015 restroom remodel project will be completed by the May 2016 pool grand opening event The NW Board commissioned “RE Construction Experts” and “Blu Sky” for comprehensive proposals and design RE Experts were selected to complete the project A Remodel Project Manager will be present features options to the 2016 board members for review and selection choices
2016 Norwood Projects Pool Management Services The board developed relationships with the Pike Peak's Regional YMCA's Sr. VP/Chief Operations Officer and Mountain Shadows Management (MSM) whom have both managed pool recreation facilities such as Wolf Ranch, Wagon Trails, Meridian Ranch and Banning Lewis Ranch YMCA and MSM both toured the Norwood facilities and provided comprehensive pool management service contracts for the board members to review The board is pleased to announce that Mountain Shadows Management has been selected as the "Certified Pool Operators (CPOs)" Team Partners MSM will directly handle contract employees staffing, payroll and pool and facility management, etc. at a cost reduction to the Association Introduction: Chad and Renee Coker (MSM) for a brief overview
Pool/Facility Management Services
Banning Lewis Ranch
Wagon Trails Norwood Rec Pool
2016 Norwood Projects New Access Cards and Camera System As part of the partnership with Mountain Shadows Management pool services, MSM highly recommended VTI Systems for a proposal for a new upgraded pool card access and camera system The installation of the new system will be completed for the 2016 pool opening in May The new system will include: • New cameras and a desktop server with monitor and HD recorder • Internet access to review recordings or live camera feeds by approved Board members and pool staff members • All new pool access cards issued to owners with barcodes and photos • Barcodes will track usage data with times and dates and owner info which will provide better staffing for peak and low times • Community event attendance will be tracked for better planning and cost efficiencies • More information will be coming soon on the implementation of the issuing of new pool access cards
2016 Norwood Projects Camera System
2015 Norwood Treasurer’s Report • 2015 Treasurer’s Report: Crystal LaTier January thru December 31, 2015 Reserve Cash Balance:
$18,470.72
Reserve Cash Balance:
$126,697.70
Total Assets:
$703,733** **Includes “Past Dues” accounts receivables and $550,000.00 for property and equipment YTD
YTD Total Income (assessments and additional income) : YTD Total Expenses: YTD Budget Variance: YTD Reserve Capital expenses:
$155,223.41 ($476.59 under budget) $155,737.01 ($513.60 net loss) $37.01 OVER BUDGET for the year!!! $26,216.43 for new boiler system $2068.59 for new umbrellas/stands
2015 Norwood Treasurer’s Report • 2016 Norwood Budget: 2016 Budget Summary Review The summary of the 2016 proposed budget was included in the November mailer to all owners. The 2016 budget is also on the back of the agenda handout. The Annual Assessments will remain the same at $300/yr:
2016 Total Projected Income will be:
NOTE: Assessments have not increased since inception of the Norwood Recreation Association in 1994. An annualized CPI increase since 1994 on $300/yr would equal $480/yr in 2015. The NW board projects an increase of $75 to $375/yr in 2017. $152,040
2015 Norwood Treasurer’s Report • 2016 Norwood Budget: 2016 Budget Summary Review Utilities Expenses:
$17,395 (Decreased $4605 due to improved boiler efficiency)
Ground Maintenance and Pool mgmt/staffing Expenses:
$74,566 (overall the same as 2015)
Admin, taxes, insurance and social event Expenses:
$60,079 (Increased $874)
Overall Total Expenses:
$152,040 (same as total income but does NOT include any funding of reserves.
Ratification Of The 2016 Budget On behalf of the 2015 Board of Directors, Treasurer will make a motion to ratify of the 2016 Nor’wood Recreation Association budget as presented ● Second?? ● All in favor?? say Aye…any opposed?? ● Motion is carried and the 2016 Nor’wood Recreation Association budget as presented is ratified ●
Aspen Reserve Specialties Norwood Reserve Study Overview Treasurer Crystal will introduce Mike Kelson with ARS to give an overview of the Reserve Study process and the results and recommended actions:
• • • • • • • •
What is a reserve study and why do we need it? How is a reserve study conducted and what information does it provide? How do we use the information in a reserve study? What does our reserve study tell us about the Norwood Rec Association? What is the funding level % and what does this mean to us? What does Norwood need to do to maintain and improve our funding level? How much should Norwood contribute to the RESERVES each year? Will we need a special assessment in the future?
Aspen Reserve Specialties Norwood Reserve Study Overview
• Minimum annual contribution PER house is $72/yr • Recommended contribution PER house is $81/yr • ARS would recommend an increase in annual assessments of $75/yr in 2017!
Aspen Reserve Specialties Norwood Reserve Study Overview
Aspen Reserve Specialties Norwood Reserve Study Overview
2016 BOD Elections • VI. Election of Board Members-
President • All 7 Board Members terms are 1 year • 4 current Board Members are seeking re-election to provide “continuity” • Hector Warner, Jim Beckham, Derika Hacker and Cindy Beckham are nominees • 3 positions are open for nominations from the floor at the annual meeting
2016 BOD Elections • President will call for nominations:
• 3 positions are open for nominations • Great time to get involved in your community! • Any nominations from the floor? • Any nominations from the Board Candidate applications? • Board member must be willing and able to meet at minimum every month…Also available by email between board meetings • Board meetings are held on the 2nd Thursday of the month at 7 PM (until 9PM) at the Associa office
2016 BOD Elections • Review of board candidates: • Any candidates or nominations from the floor at the annual meeting will stand and introduce yourself to the Membership • Please give a short overview your professional and community experience
2016 BOD Elections • Closing of the nominations: • President will call for nominations from the floor to be closed • Motion to close the 2016 Nor’wood Recreation Association floor nominations?? • Second? • All in favor??, say Aye…any opposed?? • Motion is carried and the motion to close the 2016 Nor’wood Rec Association floor nominations is approved
2016 BOD Elections • Voting for the board candidates:
• Voting will be conducted by “affirmation of all members” as long as there are only 7 or fewer candidates • If there are more than 7 candidates, then a vote by ballot will need to be conducted • CAS will have copies of the ballot for distribution and will conduct the count with a volunteer • Call for alternates to serve in the event a Board Members is not able to complete the full term
2016 BOD Elections • Final voting approval of the board members: • The new 2016 board will conduct a brief board meeting after the adjournment of the 2016 annual meeting to assign the following board positions: • President • VP Ops • Treasurer • Secretary • Social Director • Communications Director • Director at large
Community Discussion/ Open Forum • VII. Membership and 2015 BODs Discussion • Please state your name and address • 3-5 minutes per topic • The next schedule 2016 BOD’s Meeting • February 11th, 2016 7PM to 9PM • Associa offices: 5225 N. Academy Blvd, Ste 200 • Phone #: (719)-473-5000
2016 GOAL “To Provide A First Class Quality Facility & An Excellent Customer Experience" Our Pool Facility for the Nor’wood Recreation Association No.1 was built in 1994 We need to Operate and Maintain this community treasure via ensuring high standards
“The Association Foundation and Pillars”
Adjournment • VIII. Adjournment- President
• As the 2015 President, I propose a motion to adjourn this General Membership Meeting • Second?? • All in favor??, say Aye…any opposed?? • Motion to adjourn is approved
Thank You For Attending!