ALPINE LAKE PROPERTY OWNERS ASSOCIATION

Transcription

1 ALPINE LAKE PROPERTY OWNERS ASSOCIATION ANNUAL MEETING JUNE 24 TH 2017 AGENDA Call to Order 10:00 a.m. Quorum Notification: 40 Members 1. Welcome Gary Cox, President a. General Announcements b. Introduction of New Property Owners c. Property Owner News 2. Presentation of Election Process - Boris Nazaroff, Nominations & Elections Chairman 3. Memorials - Reverend Pat Kerr 4. Secretary s Report - Ginger Tucker a. June 10, 2017 Meeting Minutes 5. President s Report - Gary Cox 6. General Manager s Report - Linette Sines 7. Treasurer s Report - Rick Mancini 8. Income Taxes - Motion 9. Environmental Control Committee Dave Gearhart 10. Compliance Committee - Teddi Cox, Chair 11. Standing Committee Reports (by Chair) a. Finance - Randy Law b. Marketing/Newsletter - Rich Nelson c. Property Owners - Bernie Stock d. Common Area/Lake Management - Jim Hoadley e. Road/Traffic/Safety Craig Stevens f. Beautification - Sally Rocchi g. Information - Charlotte Wiles h. Recreation - Denise Kerr i. Golf - Carl Donald j. Nominations & Elections - Boris Nazaroff 12. Alpine Learning Program - Norleen Hoadley 13. Deer Ad Hoc - Jay Beigel 14. Other Activities/Programs Old Business a. Broadband Proposal - Prodigi b. Dam Process 16. New Business a. Strategic Planning b. Special Assessment - Capital Replacement Funding 17. Election Announcements 18. Adjournment 19. Open Discussion

2 PRESIDENT S REPORT A Year in Review Another interesting year has passed with many activities at Alpine Lake with some highs and some lows. Improving the desirability of Alpine Lake where one can Live Your Dreams continues to be the strategy of the Board. The following are some examples of efforts for improvement: The mini golf course has been replaced with landscaping provided by the Beautification Committee. The old Beach Platform has been replaced as well as the Fountain on the entry pond. A lot in the Matterhorn was purchased for back taxes for the possible addition of a cell tower. The Standing Committees have been reorganized and a fire Pit Registration policy implemented. Board meeting can now be listened to via Go-To-Meetings. Grass cutting by the lake has been changed per recommendation of WVU study and tree cutting has started per guidance of the USGA. An agreement has been made for the removal and replacement of the round house at the corner of Wildrose Lane and E. Alpine Drive. The fireplace roof leak at the Boathouse has been repaired and improvements have been made to the golf course comfort stations. A settlement was reached with the previous GM and the management of the restaurant/bar has returned to in house control. Open Mic has also returned. The previous approved location of a Dog Park has changed. We have a number of optimistic plans/efforts to make living at Alpine even better: Develop a Capital Replacement/Repair Fund and a Strategic Plan - details to follow later. Review and rewrite governing documents, PO & Employee Handbooks plus develop a number of new policies and procedures. Take all actions need to obtain high speed fiber optics (PRODIGI) in Alpine. Resolve legal issues on lodge roof and fix the roof leak in the exercise room. Put the Dam in compliance with the WV requirements - 20-year effort targeted for completion this year. Continue the new marketing efforts for the sale of lots. Resolve legal issues concerning adjoining properties concerning access to Alpine. Relocate business offices to 3 rd floor of Lodge. Finalize plans to finish outside of Lodge. Repair beach pavilion shelter and remove/replace rain shelter on #7 golf course. Linette Sines as General Manager has done an excellent job with our seasonal operations and the ever-changing staff. We are currently at the high staffing level with 73 on board - 3 salaried, 18 full-time and the remainder as part time. In the off-season staffing drops to Adding the restaurant/bar operation back to her workload has been very demanding with all of the corrections that had to be made. If you want to get involved there are many committees that welcome your volunteer time as this sharing neighborhood community thrives by helping others. Gary Cox 2

3 GENERAL MANAGER S REPORT The past year has been a challenging one for me. Multiple staffing changes in key areas have forced me to spend a large amount of time training new managers. We lost two Marketing Directors and one Business Manager to higher paying jobs. Our previous Director of Security retired in December. After Seasons terminated their lease of the restaurant area, I had to begin the time-consuming process of opening the restaurant. It has been, and still is a struggle, but we are working hard to make it a success. I am only as good as the staff that support me. I want to publicly recognize key staff members for the hard work they do. Shane Livengood has now been promoted to Assistant General Manager. He still assumes the duties of Recreation Coordinator, but is also working with me to learn the entire operation of Alpine Lake so he can fill in when I am not here. His eagerness to learn and to step in wherever needed is a valuable asset. Over the last fiscal year, Tom Hawkins helped us save significant payroll dollars in the golf department, without sacrificing service. During Tom s medical leave this spring, C.J. Foy and Ann Dunson both took on extra duties to fill in the gaps until Tom could return to work. Their teamwork has been a key factor in the success of our golf operations this spring. Shelley Rexroad ensures that our guests are greeted with a warm smile each day. All too often, she is encouraging me and lifting me up when times are difficult, and for that I am truly grateful. She also takes the lead if an issue arises when management is not here. Russell Gover joined us as Director of Security after Fuzzy Corum s retirement. Russell keeps in close communication with me about the entire department s operations and has truly taken the lead when it comes to our Security department. Chester Fitchett leads our Golf Course Maintenance Department and, with the assistance of his son C.J., the Roads and Grounds Department. This department has taken quite a bit of criticism over the past year, and I want to say that these guys work hard to keep up with the never-ending list of projects assigned to them. They are a small staff for the workload of the department, and often have many uncontrollable factors that dictate when and how work gets done. Jeff Delaney heads up our Maintenance Department here at the lodge. Jeff, along with his assistant, Mitch Tasker deal with constant necessary repairs to keep our building safe. They have also spent a large amount of time clearing out years of junk that has been stored in the lodge. Robert Rounds is now our Head Housekeeper. Before Rob was promoted, we were having issues with oversights in that department, but now Rob ensures that any housekeeping issues are few and far between. Erica Canan has joined us as Business Manager. Erica s years of experience in bookkeeping have helped her excel in this position. She is a motivated employee who performs her job with professionalism. Former Marketing Committee Member, Michael McGovern has joined the staff as our Interim Group Sales and Marketing Coordinator. I honestly do not know what I would have done without Michael over the past few weeks. The largest portion of his time has been spent dealing with the weddings and other group functions in the restaurant that require a lot of planning and attention. Chris Harvey is our kitchen manager, and is working hard to ensure that our food costs are under control. He did an amazing job at cleaning and detailing the entire kitchen from top to bottom prior to our reopening. Valerie Felton is doing a fine job as our Front of the House Manager. She works to train our server staff and handles the daunting task of scheduling our servers and bartenders. The past year has allowed me to grow professionally, and I hope to use this growth to the benefit of Alpine Lake. I was able to earn the credentials of Certified Manager of Community Associations last July, and am pleased to announce that I have just been appointed as a member of the Board of Directors of the Preston County Chamber of Commerce. The positive comments of support that the staff and I get from many of you is greatly appreciated. Today s technology allows an outlet for constant criticism, which wears on the morale of the staff and me. Our employees have a love for Alpine Lake, and want to see it succeed just as much as the owners. Every positive comment the staff receives helps boost our morale, and to those of you who take time to pass along praise when deserved, we thank you. 3

4 I have provided statistics for the various departments below: Fiscal Year 2016/17 Number $ Fishing Day Pass 361 $ 2, Fishing Weekly Pass 1 $ Fishing Season Pass 10 $ 1, Addt'l Member Season Pass 2 $ Total 374 $ 4, Boat Launch Daily (Public) 99 $ Boat Launch Annual (Public) 3 $ Hour Boat Rental 34 $ Hour Boat Rental 12 $ Total 148 $ 1, Property Sales YTD 2016/17 Home 41 Adjacent to Home 33 Unimproved 30 Adjacent to Unimproved 26 Total Transfers 130 4

5 Hotel Occupancy Report January February March April May June July August Septembe October November December Total Pool Useage Property Owners Hotel Guests Employees Renter Total FY 2016/ Golf Rounds 2016 Golf Card 204 Bronze Rounds 276 Gold Round 1324 Gold Guest Round 101 Silver Rounds 209 Volunteer Rounds 23 Weekday Weekend Weekday Weekend Twilight 283 Tournament 178 Junior Rounds 90 Replay Rounds Replay Rounds Senior Rounds Senior rounds

6 Mini Golf 16/17 Paid Adult Rounds 313 Paid Child Rounds 149 PO Adult Rounds 885 PO Child Rounds 456 Employee Adult Rounds 10 Employee Child Rounds 10 Total Rounds 1823 Linette Sines, CMCA General Manager 6

7 TREASURER S REPORT Alpine Lake Property Owners Association Profit & Loss Performance By Department ** Line Area Administration 682, , , ,347 2 General Maintenance (41,041) (32,304) (47,688) (65,822) 3 Golf (33,422) (72,958) (114,778) (74,647) 4 Lake/Recreation/Pool (4,189) 3,743 (40,252) (85,206) 5 Motel 133,189 75,397 46,339 63,275 6 Bar/Restaurant (84,247) (97,592) (144,856) (65,834) 7 Security (195,406) (188,255) (197,961) (215,716) 8 Roads & Grounds (216,158) (204,353) (209,206) (191,753) - 9 Total 241,543 71, , ,644 ** ** Estimate - subject to Accountant review & adjustments Alpine Lake Property Owners Association - Line of Credit Use Actual to Loan Line Balance # Year April $ 85, $ 187, $ 278, $ 272, $ 344, $ 209, $ 214, $ 51,000 7

8 Line Actual Income & Expenses # Year Income - COGS - Expenses Profit / (Loss) ,961,943 (2,177,817) (215,874) ,946,860 (2,080,310) (133,450) ,829,099 (2,142,534) (313,435) ,533,364 (2,255,282) 278, ,613,304 (2,539,595) 73, ,852,706 (2,871,818) (19,112) ,638,884 (2,717,858) (78,974) ,739,616 (2,801,668) (62,052) ,819,752 (2,819,280) ,707,413 (2,834,959) (127,546) ,734,280 (2,703,947) 30, ,916,771 (2,675,228) 241, ,849,140 (2,778,105) 71, ,757,159 (2,629,208) 127, * ,413,143 (2,198,499) 214,644 Rick Mancini Summary Of Alpine Lake's Financial Operations Actual to * Estimate - subject to Accountant Review & Adjustments 8

9 ENVIRONMENTAL CONTROL COMMITTEE REPORT In the past year the ECC has issued 202 permits for various projects. One new house has been completed and only two violations had to be referred to the Compliance Committee for resolution. We continue to strive to work with property owners in a timely manner. The ECC meets every Thursday morning at 10:00 A.M. in our downstairs office from April through October. From November through March, we meet the first and third Thursday of each month at 10 A.M. I would like to mention one big continuing problem we have here at Alpine Lake, House numbers! We have repeatedly asked each and every property owner with a home here to please ensure their own safety as well as the safety of their property by helping Emergency Responders be able to locate them when calling 911. You should not rely on the guards to help them!! No disrespect to them, but the fact that most don't live here is not their fault. We especially would like to thank all property owners who even when not here, respect the community as a whole by abiding by our declaration of restrictions and keeping their property in good condition. Also we have pretty much nofee permits for most outside projects, but you still must file a timely permit application even though it's no-fee. If there are ever any questions pertaining to any ECC policy or permit, all ECC members contact info is on the web site, feel free to contact us. There is a new permit required as of March 2017, if you own or operate a Fire-Pit you MUST register it with the ECC, it is a no-fee permit AND please note that it must be Notarized!! There are 3 Notary Public types here at Alpine Lake, who offer the service as no-fee as well for the convenience of all. I wish to thank former Chairman Kurt Engel for his many years of dedicated service to the Alpine Lake Community, Jim Rocchi, Craig Stevens, (our newest members) and I would like to wish Kurt and his wife, Judy, good luck as they move on to other endeavors. Dave Gearhart, ECC Chari COMPLIANCE COMMITTEE Total No. of Allegations Submitted: 4 No. of Allegations Submitted by ECC: 4 No. of Allegations Submitted by Property Owners: 0 Allegation Types: o Failure to Maintain Premises: 2 o Failure to Obtain Application for Improvement: 2 No. of Allegations Resolved: 2 No. of Open Allegations: 2 from 2016, 2 from 2017 Teddi Cox 9

10 FINANCE COMMITTEE REPORT I want to thank my fellow committee members: Angie Huffman,CPA,and Mike Hipple, Retired Attorney. These two individuals gave many hours of their personal time to the work of our community. The finance committee drafted and presented to the board for their consideration a nepotism policy that we hope will be approved and put in place in the near future. The committee, along with Rick Mancini, the treasurer of the Board of Directors, worked long and hard on the budget for fiscal year We have also spent many hours discussing and working on the proposal for a muchneeded Capital Reserve Fund so that we can start properly repairing and replacing assets. There is much more work that must be done to have in place a complete assessment of the state of all our assets and we will soon be asking many of you to help us complete this project. We will also be asking all property owners to support the establishment of this fund with the payment of a special assessment that will be governed by rules you will be aware of and that will strictly be followed by the board and our management team. Randy Law MARKETING COMMITTEE REPORT Over this past year our committee has worked with the Board, management and the marketing coordinators in promoting Alpine Lake. We continue to develop and manage Alpine Lake s website that can be accessed on all devices. The website offers two separate and unique pathways: one to attract more prospects to Alpine Lake s wonderful amenities and events throughout the year and the other to permit property owners, via an exclusive log in, to participate in a very active community chat, access ECC forms, reference a digital member phone directory, and much, much more. Key website results for the year: - "Alpine Lake Rentals" and "WV Cabins" dominate paid ad activity to the site. - Accessing the website via free Organic (natural), Direct searches and Social Media comprised over 90% of website traffic. Very positive info! - The most popular web pages visited related to lodging and FWIW. - The top three cities viewing our website (in terms of sessions) are Clarksburg, WV, Washington, DC, and Morgantown, WV. Six out of the top ten cities are located in WV (see below). - Over 52% of our website visitors were 55 years or older. 10

11 - Approximately 56% of these visitors were male. Our new marketing coordinator, Michael McGovern, has been aggressively promoting Alpine Lake Resort and nearby events using social media (in particular, Facebook) in a very cost-effective way. Our hotel rooms can now be easily found and booked online and our restaurant specials and entertainment are publicized on a daily basis. The major special event, now in its final planning stage, is the upcoming Summer Music Festival on Saturday, July 8th. We will feature four talented bands again this year and, based on feedback from our 2016 attendees, the music has been tilted once again to bluegrass. Tickets are $25 at the gate, $20 in advance, and $10 for all children from 7-12 years old. We hope everyone in this room will attend this annual celebration of Alpine Lake and great music. TOTAL SESSIONS BY CITY (LAST 3 MONTHS) Columbia, MD Charleston, WV Ellicott City, MD Wheeling, WV Bridgeport, WV Pittsburgh, PA Huntington, WV Morgantown, WV Washington, DC Clarksburg, WV Rich Nelson 11

12 PROPERTY OWNERS COMMITTEE REPORT The Property Owners Committee finished another year of activities that provided enjoyment for our Owners, raised funds for various projects, introduced guests to our wonderful community, made donations to local charities and gave us all an opportunity to work together, forming friendships and, in some cases, learning new skills. Our fundraisers included the Yard Sale, Oktoberfest and the Kentucky Derby Party. Together they raised more than $13000 after expenses ($5600). Other activities included monthly Carry-Ins, Memorial Day/Mountaineer Luncheon, Labor Day Picnic, Holiday/Christmas Dinner and Dance along with assisting with other events around the Lake. The Holiday/Christmas for the employees and their families gave us an opportunity to recognize their hard work. Besides having a nice meal each employee was presented with a gift card. A Welcome Committee was started recently to invite new home owners and give them some heads up on the community. Hopefully we'll get some volunteers to help continue our activities. Other income from 50/50s, aluminum can sales and individual donations (especially at Christmas) help us with expenses. Our recent purchase of a larger(65") TV and surround sound at the Boathouse cost $1700. The employees party at the end of the year was$1900 with the gift cards. The new fountain at the front gate cost us $1400. Proposed concrete base for the new pavilion at the Mini-Golf Course and Shuffleboard will run about $3000. The Pavilion will run about $5600. Our present balance will be quite exhausted when we are finished, so we need to have some successful fundraising in the coming months. Again, many thanks to all the PO's who have given their time and talents to make it all happen. Time and again the same faces show their support. We need new blood to fill the void left by attrition. Please help us. B&B. Bernie and Birgit Stock Co-Chairpersons Jim Sheets Treasurer 12

13 ROADS, TRAFFIC & SAFETY COMMITTEE REPORT In the past year the committee has identified all potholes in the community. Patching is currentlyu taking place. Estimates are back and road paving will begin soon on identified roads in need of immediate repair. Many sides of the road on East Alpine will be built up with gravel and an area enlarged near the mailbox area. I would like to thank Dennis White and many volunteers who have painted lines on the parking lots. Many Lines have already been completed. Ditching and culvert cleaning along roads are two ongoing projects. Areas in need of immediate attention have been addressed. Time and availability of maintenance crews will allow completion of other ditch and culvert cleaning projects. Some STOP signs and street signs are being replaced. New speed signs are being placed in needed areas of the community. New signs specifying 15 MPH have been placed at the guard house. Please make every effot to follow these speed signs. Also, a new sign will be placed at the guard house saying security cameras are in use. The big tree was removed at the entrance triangle past the guard house due to road damage from roots of the tree and line of sight at the triangle. This area has been replaced with beautiful flowers and the railroad ties have been painted. I would like to thank committee members, Dennis White and Kathy Berry for helping to meet, identify, and discuss these issues to make a plan of action to resolve these problems. Thank you, Craig J. Stevens, RTS Chair 13

14 BEAUTIFICATION COMMITTEE REPORT We gave almost $200 to the East Preston Terra Alta Elementary School for their Project North Pole. We gave $300 to the Leo Club/Lions Club, for Camp Horseshoe Leadership Summit. With a great group of volunteers, we ve done the Lodge landscaping, assisted in landscaping the Mini-Golf course, attended to the gardens at Grosbeak and Alpine, The Boathouse Gazebo, The gardens at the Welcome center, the new garden at the West Alpine/East Alpine Y, and the garden at # 10 Tee. We planted 400 daffodil bulbs alone West Alpine Dr. and plan to plant 800 more this fall. We also changed most of the the live plants in the pool area, with artificial greens. As usual we decorated for Christmas in December, except for the Restaurant, but we re looking forward to decorating the Evergreen Room again this December. We have been working with Linette to redecorate the Lobby and surrounding area with a more Alpine look. We are also committed to paying some of the cost of the gazebo/pavilion for Bocce and Mini Golf Area. Annual House Tour is tomorrow, tickets are being sold in the Rhododendron Room, as well as raffle tickets for Articles donated by property owners. The raffle money will go for a very good cause, The Alpine Lake Foundation, which awards scholarships to Preston County High School Seniors. We have five homes on tour this year; Richard and Nancy Henderson, Jim and Barbara Herndon, Mike and Bridget Kistler, Jim and Norleen Hoadly, and Jay and Sue Beigel. The Beautification Committe is open to everyone, it s like if you are a homeowner, you are a member. The money we earn with our projects, helps to support the work that we do around Alpine Lake. Respectively Submitted, Sally Rocchi Committee Co-Chair 14

15 RECREATION COMMITTEE REPORT 4th of July activities have been set. We will offer between 10:30 and 11:30 AM Mini Golf Swim Races and Noodle races 2:30-3:00 PM.in Pool Corn Hole Bocce Awards will be given out at each event. Hiking schedule (New signage is up)-1pm 6/17 Birchinal 7/15 7 Bridges- Denise 8/26 Castle Rock- Bev 9/23 Matterhorn-Curtis Pickle Ball instruction and play on 9AM Tennis play on 10 AM Steps to pool will be painted soon with safety paint. Fling Golf- we are in the process of setting up a date for instruction to Fling at the Driving Range in July- more info to come. In order for this committee to have a budget, we will need to start fund raising. Bake sale volunteers are: Lisa, Pat, Janice, Bev and Denise. Trish is looking into large outside Connect 4 game that could be played outside. There are conflicting signage on the Birchinal Trail. Curtis will talk with Lynette about remedying this situation. Since our last meeting, there have been 2 Pickle Ball activities with instructions given and play occurring. 5-7 have participated having a great time. Mulch has been spread at the playground by: Kathy Andes, Janice Nelson, Denise & Pat Kerr. More much is needed along with volunteers who will weekly go down and pull weeds. The June 17th Hike took place. Denise Kerr 15

16 GOLF COMMITTEE REPORT The Golf Committee has met three times in 2017 with other meetings scheduled and pending. The golf event schedule for this season was planned by Tom Hawkins, Golf Manager, at the close of the 2016 season. Players should check with the golf shop personnel for the dates of special events. We want your participation. Our committee has spent much time discussing trees on the course. The Alpine Maintenance crew has removed some diseased trees from our course this Spring with some other removal planned. The biggest challenge is the removal of some pine trees between the first tee and the eighteenth green. The ALPOA Board granted approval for this project recently because of the recommendation of the USGA course consulting service visit in May of They determined that the root systems of these pines were adversely affecting the eighteenth green to the point that we could lose the green. At a potential cost of $30,000 to $40,000 to replace a green, the choice was to remove some of these trees. Arrangements have been made to have a bonded tree service do the work. There will be trees planted in that area soon after the removal of the large pines. Several years ago a pervious golf committee sponsored a fund drive to place more trees on the golf course. The present committee inherited these funds and will use them to buy trees with root systems that will not affect the green. I want to highlight some approaching golf activities here at Alpine Lake: 1: The WV Senior Women s Open will be hosted here from June 19 th thru the 21 st. This is big for us. Women from all parts of the state compete in this event. Our senior ladies are eligible (must be a WV resident). 2.The Alpine Lake member-guest tournament will occur between July 6 th and July 9 th. Obviously, we need the Alpine members to recruit a non-member to play together. This includes men and women who can play with a man or woman. Check with the golf shop for details. Carl Donald 16

17 NOMINATIONS & ELECTIONS COMMITTEE REPORT In the Fall and Winter of , the procedures of the Nominations & Elections Committee (NEC) were revised and approved by the board. The revisions took into account the changes to the publication of the newsletter and the use of the community chat. After the openings on the 3 Board of Directors for (3 years) were announced at the beginning of the year, 7 candidates put their names forward to serve our wonderful community. The Community Chat and Meet the Candidates Night were very positive and useful in enabling property owners learn more about the candidates. The chairman would like to thank the members of the committee, our yearly ballot counters: - Bob and Peg Caudry - Richard and Wilma Rumble - Michael and LaUna Maddox Last but not least, the committee s work would not have been possible without the superb support of the current Board, Linette Sines, General Manager, and her staff, Janice Nelson, Editor of For What It s Worth, and last but not least Richard Nelson who made and the many changes to the Community Chat possible. Thank you. Respectfully submitted, Boris-Frank A. Nazaroff 17

18 ALPINE LAKE LEARNING PROGRAM REPORT The Alpine Lake Learning Program (ALP) is offering a total of eight programs this year which includes a Tuesday series with two guest speakers, 3 workshops, two field trips and an end of summer musical performance. We suggest that you register for programs in advance, as some programs have limited enrollment. The Registration Notebook is located at the end of the Front Desk for sign-up. The cost for each program is listed in this brochure and on the sign-up sheet for each program. The fee will be collected at the door for most events. Field trips may require pre-payment. Programs are held either at the Alpine Lake Boathouse, the Rhododendron or Evergreen Rooms at the Lodge or at the site of the field trip and luncheon. Our ALP Committee aims to provide opportunities for personal enrichment, intellectual stimulation and social interaction for Alpine Lake property owners and the larger community. Our classes are developed and offered through the generosity of volunteers who share their time and knowledge. Norleen Hoadley 18