PROPERTY OWNERS ASSOCIATION STRATEGIC PLAN APRIL Prepared By:

Transcription

1 PROPERTY OWNERS ASSOCIATION STRATEGIC PLAN APRIL 2013 Prepared By:

2 TABLE OF CONTENTS INTRODUCTION...1 STRATEGIC ISSUES AND GOALS...2 ACTION PLANS Financial...4 Architectural Review Board...5 Landscaping...6 Communications...7 POA Governance...8 Marketing...9 Security...10 Quail Ridge POA Strategic Plan April 2013

3 INTRODUCTION Quail Ridge POA entered into a strategic planning process in September The POA retained Roger Hietbrink from Cornerstone Decision Support, an experienced club research and planning consultant, to facilitate the collection and compilation of primary and secondary data to be used in a planning meeting of the Board that involved the development of six planning components: mission statement, values statement, strategic issues, goals, overarching strategy and action plans. In preparation for the Board planning meeting, five information components were documented and sent to the participants prior to the meeting: Findings from interviews with the Executive members and an online survey of area governors; Findings from a quantitative community opinion study; Real estate statistics; Market position indicators from the most comparable communities in Southeast Florida The data collection set the stage for Board discussion about strengthening the value that residents receive from the POA and how to use the community s advantages to attract new home purchasers. Discussions revealed several strategic issues, nine of which were considered critically important to the POA s future success. This strategic plan is a road map from which detailed operational plans will guide management to implement actions that lead to the achievement of the POA s strategic goals. The outline presents the POA s, mission, leadership values, key strategic issues, five-year goals, an over-arching strategy, and details 12-month action steps that focus Board and management on the first of a five year journey. Finally, this framework is not designed to be a static document, but is meant to be the basis for ongoing planning as circumstances and issues continue to evolve. The Board collaborated to present the following mission statement. A mission is like a blue print for what the POA will do to create the envisioned benefit for the residents of the Quail Ridge Country Club community. Quail Ridge POA s mission is to preserve the aesthetic beauty, infrastructure and security of the community through fiscally responsible leadership, homeowner services and effective communication to area governors and residents. Quail Ridge POA Strategic Plan Page 1 April 2013

4 STRATEGIC ISSUES AND GOALS Strategic issues are fundamental problems or choices evolving from the analysis of operational strengths, weaknesses, external opportunities and threats. The planning process revealed 28 issues relevant to the POA s future success. The following nine were considered critically important strategic issues that frame the POA s focus for the next five years. Facility improvement Kittiwake area quality and price/value POA financial position ARB requirements Infrastructure and common area landscape POA communication Board and committee recruitment Marketing of real estate and rental units Community security Strategic Direction Quail Ridge POA enjoys a strong history of successful stewardship in the preservation of a beautiful community and solid infrastructure. The POA s overarching strategy is to preserve the residential value of the community by being organizationally prepared to cost effectively anticipate and address evolving infrastructure and homeowner needs. STRATEGIC GOALS Maintain a strong financial position Require the development of adequate contingency funds in each area Monitor the efficiency of departmental operations and expenses Work in cooperation with the Country Club to achieve a more mutually beneficial distribution of funds Support of a facility master plan that explores using multiple financing options Support the development of a master plan that includes the fitness center, clubhouse and south gate Support the development of a new clubhouse after the payoff of the Community Services project Communicate capital plans in a clear, timely, decisive and financially responsible manner Review and refine of ARB requirements Review all guidelines of the ARB rules and regulations with the help of an ad hoc committee Explore plans to enhance villas within the same footprint Clearly communicate expectations about compliance with the ARB requirements Quail Ridge POA Strategic Plan Page 2 April 2013

5 STRATEGIC ISSUES AND GOALS Develop a long term plan for efficiently maintaining and upgrading the infrastructure and common area landscape Support the development of specific landscape plans for each community area within Quail Ridge Obtain a professional independent analysis of the irrigation system including wells Maintain the current standard of roads and surface water drainage system Evaluate and correct potential problems with the common area electrical and lighting system Plan the replacement of the perimeter plantings Communicate all long term plans to the residents Issue facts-blasts on a quarterly basis or as needed Explore creative methods for using Channel 63 and the newsletter to inform residents about POA plans, issues and events Recruit qualified board and committee members Archive the collective skills and qualifications of residents Review the bylaws and nominating process to explore new options for recruitment Implement a process for identifying and engaging qualified committee and board members Explore the development of term limits for committee and board members Continue an aggressive marketing of real estate and rental units Acquire new realtor relationships that are most beneficial to the sale of Quail Ridge properties Engage the teamwork of the Club in the use of sophisticated real estate marketing tools and promotional events Maximize the Internet to increase awareness of Quail Ridge and the properties for sale Explore member referral incentives Explore incentives to attract younger members Achieve an inventory of no more than units on the market at any time Continue to maintain a high level of community security Explore the use of new technologies Review and revise security policies and procedures Quail Ridge POA Strategic Plan Page 3 April 2013

6 Financial GOAL: Maintain a strong financial position Implement a capital replenishment fund Membership contribution Address working capital deficiencies POA Finance and Board January 2013 Commission and adopt a reserve study for the local areas and for community infrastructure Independent reserve study Identify funds required for future capital needs POA Finance and Board and CFO Develop a coordinated 10-year project plan for the community A community improvement plan that s updated annually Area Board POA Finance and CFO January 2014 Conduct an analysis of the economic advantages of outsourcing services Independent vendor proposals Information for use by the Finance in future decisions and CFO October 2013 Quail Ridge POA Strategic Plan Page 4 April 2013

7 Architectural Review Board GOAL: Review and refine the ARB requirements Form the ad hoc committee to explore creative options for villa and apartment renovation Independent review of the current ARB guidelines Outside counsel as required New renovation options to consider in decisions to refine the ARB requirements Revision of current guidelines ARB POA Board ARB Bylaw Recommendations for refining the ARB requirements Board review and approval of refinements ARB POA Board Bylaw January 2014 Quail Ridge POA Strategic Plan Page 5 April 2013

8 Landscaping GOAL: Develop a long term plan for efficiently maintaining and upgrading the common area landscape Conduct an assessment of the needs of each community area Conduct a needs assessment of the perimeter landscaping Conduct an independent study of the common area irrigation system and wells Develop recommendations for updating all landscape standards DR Technologies Area specific landscape plan leading to budget planning Security-enhancing and cost-effective long term perimeter upgrade plan Recommendation for long term capital planning Updated and native landscape pallet Horticulturist and Landscape Horticulturist and Landscape CFO October 2013 Landscape January 2014 Quail Ridge POA Strategic Plan Page 6 April 2013

9 Communications GOAL: Communicate all long term plans to the residents Publish the 2013 strategic plan and member survey for membership consumption Incorporate more frequent and timely communications to all members under the Facts Blast platform Inform members of the master planning process objectives and progress An informed membership An informed membership An informed membership with opportunities for input Country Club and POA Boards Country Club and POA Boards Country Club and POA Boards May 2013 Ongoing Ongoing through 2018 Quail Ridge POA Strategic Plan Page 7 April 2013

10 POA Governance GOAL: Recruit qualified board and committee members Evaluate the effectiveness of the current committee recruitment process Develop an informal list of potential candidates through board and committee level networking Develop a profile of the preferred background and experience needed for each committee Formally engage them into the appropriate committees Identify weaknesses and ways to improve the process Membership Administrator April 2013 Qualified prospects Ongoing Recruitment of people aligned to the committee charter Thriving governance structure Board of Directors Board of Directors March 2014 Keep members informed about opportunities to serve on committees and in discussion groups Promotion of the committee service opportunity Membership Administrator Ongoing Quail Ridge POA Strategic Plan Page 8 April 2013

11 Marketing GOAL: Continue aggressive marketing of real estate and rental units Evaluate the effectiveness of current marketing, promotional, PR and sales activities Decide how to augment the current marketing activities Explore the alternative of using a marketing firm or an in-house professional Outside marketing firm Marketing firm proposals Club/POA budget allocations Independent assessment with recommendations Improved marketing of the community Decision about the most cost effective approach to aggressive marketing of the community Real Estate Marketing Director of Real Estate Real Estate Marketing Director of Real Estate Real Estate Marketing Director of Real Estate January 2014 February 2014 March 2014 Quail Ridge POA Strategic Plan Page 9 April 2013

12 Security GOAL: Continue to maintain a high level of community security Continue to explore safety and security technology that focuses on efficiency and service Recommendations regarding how to improve the current safety and security system Review and revise the safety and security policies and operating procedures Communicate safety and security policies to the membership Awareness of options to remain state of the art Decisions that generate budget implications Ensuring a safe and secure community through professional service Increase sense of security and understanding of procedures Safety and Security Property Manager Director of Security Safety and Security Property Manager Director of Security Safety and Security Property Manager Director of Security Safety and Security October 2013 December 2013 Ongoing Quail Ridge POA Strategic Plan Page 10 April 2013