The Board of Directors held their regularly scheduled meeting on August 23, 2016. Following is a summary of the discussion and actions occurring at this meeting.
President Pribyl opened the meeting by inviting guests to make statements or ask the Board questions. Mayor Olson provided a couple of updates from the City, beginning with a reminder that the police force will be recognized with a special day at the beach on Sun., Aug. 28. This event will provide a meal for Lake Quivira officers and their families. The main purpose will be to recognize their service and show appreciation for their dedication to the community, particularly given all the events happening in our nation.
Work will proceed on resurfacing Renner Road beginning in October, from the west gate to the top of the hill. The spillway will undergo repairs sometime late fall or winter after the lake level is lowered. No costs have been determined for the project, but it is expected to require considerable expense to repair the problems.
Mayor Olson expressed his concern over any possible plan that might emerge to provide a community dock at any location on the lake. Discussion has taken place that such a structure would allow a place for Associate Golf Members to dock a boat as few alternatives are available for them at this point.
Ms. Bowker reviewed the membership update year-to-date: 19 Country Club members, 15 Social members. Unfortunately, there has also been attrition, but the reasons for resignations are being investigated. Upcoming projects include; updating the current website, as well as providing a new app for better access to club information.
Mr. Starr addressed the Board about the 2017 budgeting process, giving specific dates for various deadlines for a special meeting of the membership to be held November 14, 2016. Committees have been encouraged for several weeks to evaluate projects they intend to present for consideration next year. Mr. Starr shared the response on projects has been quite active; however, it will be imperative that each project have confirmed numbers prior to consideration by the Finance Committee.
The schedule presented is as follows; September 15 – committee capital projects complete for presentation; September 23 – Finance Committee deliberates on all proposed projects; September 27 – Board review of projects; October 21 – Finance Committee final review; October 25 – Board votes on capital projects, equipment and operations budgets. Packets will be sent to the Foundation members by November 4.
Capital projects, under the Covenants and By-laws reserve funds, are designated to be used for maintenance, repair, and replacement of current capital assets. Common sense should rule when developing such ideas to determine if they are substantive enough to require coordination with the Strategic Planning Committee prior to presentation to the community. Projects should be “vigorously vetted” and contain well documented plans and costs to ensure accuracy and substantiated need.
Mr. Markley reminded the Board he had previously brought a long-range plan for golf course improvement that would enhance both its appearance and enjoyment for all levels of golfers. This plan provides a number of changes that in some cases lengthens or shortens holes depending on which tees are being played. The course length can be adjusted from 6,700 yards to as little as 4,200 yards from forward tees. Additionally, Jeff is introducing cool season grasses in several locations around the course.
Mr. Markley sought Board approval for the aforementioned plan; however, no specific dollars have been developed for the proposal. It was suggested a good portion of the plan could be accomplished in-house with minimal expense to the club, but some would require financial assistance. Following discussion, the Board approved the plan with the caveat that funding would require budget approval.
Lake & Residential Committee
Considerable time was spent discussing the trail system being developed in the community. The only trail previously approved by the Board is the “Waterfall Trail” (#1). Mr. Brown sought and received approval from the Board to proceed with completion of all planned trails with the exception of #2. Funding for the trails is provided by the Quivira Foundation and other private sources, so no expense is anticipated to be incurred by Quivira, Inc. Bridges will be necessary on some trails, and these received Board approval; however, final inspection and approval for bridges and other structures must be obtained in advance by the General Manager
The next subject was the deer management program, which had been approved by the committee. The Committee worked in conjunction with Mr. Segebrecht and the Kansas Conservation officers to obtain information on deer herds and whether culling was a necessary practice. The decision as to whether deer management will be allowed on Quivira, Inc. property is one that will be determined on an annual basis and was approved for this season. The subject was raised as to the dates, allowable hunting times, and other rules for the hunting season. Mr. Brown was asked to publish this information in The Quiviran to be certain residents are aware of the times hunters could be present.
Ms. Boling informed the Board there were no minutes from the last House Committee meeting since a quorum was not present. Two items were disclosed from the meeting. First, QMGA had approached the committee with a plan to renovate and expand the existing Men’s Card Room. This project, if approved, would be funded by QMGA, but they would need to work within the framework of the committee in the process of selecting chairs, tables, fabrics, etc. Additionally, the committee would want them to work with an approved decorator in designing the space, which will require a plan be submitted for approval.
Secondly, a proposal is being evaluated to produce a “Club Crawl” in conjunction with the Marketing Committee. This event would be held Thurs., Oct. 20, and would involve all Lake Quivira clubs, giving them the opportunity to share information about their club and invite participation from the membership. The purpose is to try and connect more members with activities in an effort for bonding and member retention. A standard club membership form will be developed, which will allow each member to select the clubs they would like to join and charge the associated fees through the standard billing cycle.
The appointment of Linda Segebrecht to the House Committee was unanimously approved.
Safety & Security Committee
Ms. Walker provided the Board with suggested changes to the Traffic Rules in the community. Several suggestions were offered as to items that should either be added or changed on the rules. Some Board members raised concerns that it appears numerous rules are being introduced, making it appear there are simply too many rules governing the community. Other members suggested it is imperative that rules be in place for the sake of safety. Rules are important to serve as the basis for enforcement. The Board was asked to review the proposed changes and send changes or recommendations back to Ms. Walker. She will bring these changes to the next committee meeting for approval and then return to the Board for final discussion and approval to submit for member notification.
Mr. Braun mentioned the importance of insurance for all members owning golf carts. Homeowner policies should be checked as to coverage for carts. In many cases, a rider might be necessary for coverage and this can be verified through the insured’s agent.
Mr. White announced the committee is getting closer to providing the Board with guidelines for an impact fee associated for large trucks entering the property for construction projects. The issue of damage to streets from home construction is being addressed and property owners are being notified of the need to reimburse Quivira, Inc. for street damages.
Ms. Boling notified the Board of her desire to fill an open position on her committee with Sandy Whitaker. The nomination was unanimously approved.
Strategic Planning Committee
Mr. Sestak shared information on seven recent member input sessions held at various homes around Lake Quivira. Each meeting was attended by approximately 10 – 20 members, and the sessions have proven to be very informative. In the near future, several group meetings will be held at the Clubhouse to be certain anyone who has not had the opportunity to attend a previous meeting may do so.
The question was raised as to who approves the dispersing of Yellow Pages to homes in Lake Quivira. The consensus of the Board was this product is basically useless in today’s marketplace and should not be allowed at Lake Quivira. No one could answer the question of who is responsible, so the General Manager was asked to check into the matter.
General Manager’s Report
Dennis Nighswonger provided an overview for the financial statement ending July 31, 2016. This was not the best month for club finances, with the net result being a loss of $24,800 versus a budgeted loss of $6,900. Revenue for July fell below projections by $5,300, mostly due to banquet revenue being under budget by approximately $9,000.
Expenses for the month exceeded projections by $12,600 represented by a number of line items. Clubhouse was responsible for the majority of the variance with payroll being a significant area, partially due to the Lake Classic, as well as July 4th. Building repairs were $3,000 greater than budget, and utilities also exceeded budget by $4,000 as a result of exceptionally warm weather in July.
On a year-to-date basis, both revenue and net income continue to be ahead of plan. Net Income through July is a profit of $25,700 versus a budgeted loss of $11,000, or a positive variance of $36,700.