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IronOaks HOA President's Message, May 2015          

Our Community in Transition

Over the past few months, your Board of Directors has met and discussed at the Board Discussion Meetings, the projects that will most affect our Community now and in the coming years.

     We searched for direction from our Master Plan, the Community surveys that have been compiled and from Member comments. We listened to our Management's plans and objectives. We reviewed our Community Project list. The Project Request list is a culmination of formal requests from our Members that are driven by demand. Our objective was and is to create an available Project list that is developed from all of the data collected through the avenues described above.

     The Board, at our Discussion Meeting held on May 6, 2015, discussed the Project Request list in some detail. We surveyed the Project Request list understanding that there will be a need to invest resources and Association funds to move these projects forward. We developed the priority list by assessing the information provided from the above-mentioned feeds.  

     We accomplished this and have developed a defined list that is already in motion. The listed started with six (6) projects, (These are all on the Member Project Request List) in an order that is most important to the Communities objective.

Here is the list as set out the order of priority:

1. F&B Venues
2. Pickleball
3. Vehicle Parking
4. Administration Space
5. Outdoor Activity Area, (The Park)
6. Fitness Center Expansion

Discussions continued as we developed a proposed plan to move forward. Our objective led to a consideration to combine a select number of projects. This was based on use of funds and potential success rate for accomplishing the projects goal.

In the end, we recast the priority list as follows:

1. F&B Venues and Administration Space
2. Pickleball and Outdoors Activity Area, (The Park)
3. Vehicle Parking
4. Fitness Center Expansion

The combination of F&B Venues and Administration Space was based on the need to open space in our Oakwood Clubhouse that is currently occupied by Association Staff. This move will reduce the costs associated with our F&B operations. 

     Project number three (3) is well underway. We have received reports from our Consulting Engineer on our current situation and have tasked him further to look at the need, based on our projects that might expand demand.

     Project number four (4). As part of the repurposing of the Poolside Restaurant, we believe we will uncover space for our Fitness Director, Pam Barker. Pam would be able to develop this available space for classes that are currently held in the main Fitness Center. By opening this space in the Fitness Center, it may be possible to expand the main physical fitness area space.

     Gary Market, Doug Bishop and I have met with Faye Stone, your General Manager, to action these projects. Faye is acting on projects 1,2 and 3. We have met with Consulting professionals equipped to provide feasibility proposals based on our scope and defined environment requirements. Project number 4 will be an output if our Members approve project number 1.

     Another very important objective that the Board has is the method in which we communicate our findings as we move forward through the feasibility process. I want to assure our Members that we will not make decisions that require Member voting during the summer months. We will communicate our findings in detail over the summer and early fall months. In the fall, we can put forward any necessary procedural processes once all of our Members are back from their many destinations.

     We want to move these projects forward to fruition. The results are not clear. We do expect based on the additional funds and resource time to come to a conclusion.

Respectfully,

John Porter

IronOaks President, Board of Directors

General Manager's Monthly Report

to the Board of Directors

Common Area-Office remodel at Oakwood: Our maintenance team began work in early April in the administrative offices to create a better working space for our F&B team and the project has been completed.

Common Area-Sustainable Landscaping Services:

Food & Banquet (F&B)-Banquet Hallway at Oakwood: On April 26th, all items currently stored in the banquet hallway were moved to the ballroom while the floors are stripped and waxed and then moved back on April 27th.

F&B-Operations: New summer menus for Ironwood and Oakwood were put in place May 4th.

Golf-Lakes Pump Station at Oakwood: Earlier this year, the project was approved by the BOD, however the project had been delayed due to the back order of the control panel. Installation is complete and working well.

Fitness & Rackets-Shed: We completed the clean up of the area around the storage shed.

Parking Space Survey for Oakwood: We hired a surveyor to work with us on determining what our current parking space situation is along with what impact future projects will have. A meeting was held on April 7th with our surveyor, our HOA representatives and the Maricopa County. To be discussed in detail under new business at May BOD meeting.

Common Area-Tripping Hazards: Tripping Hazards along the walking path have been addressed, however one location remains and will be demolished by the end of May.

Common Area-Halley & Voax Pools at Ironwood: Southwest Gas Corporation's engineering blueprints and proposals were approved at the March BOD meeting. On April 14th, we met with Southwest Gas and on April 21st, they were onsite and met with Ron Kotnik to determine the meter location for both pools. Work began on the Voax pool on May 26th, they are still waiting for Maricopa County to resolve blue stake issues under Alma School to begin the gas line to the Halley pool.

Common Area-Pool Chairs at Ironwood: New lounge chairs were approved for purchase at the April BOD meeting. They have been ordered, and we are awaiting delivery.

F&B-Operations: New menus and pricing for banquets and activities will be completed before season begins. A employee training program is also being created for current and future staff.

F&B-Ballroom Chairs at Oakwood: The ballroom chairs are being collected and will be steam cleaned over the summer months so they will be ready for season and then will be placed on a maintenance schedule to do every year.

F&B-New phone extensions for Sunsets: Additional phones are being installed to help with the reservation line issues that have been occurring. Once complete every incoming call will be answered by a live person during normal business hours.

G&A-2014 Financial Audit: The accounting team has provided our external CPA firm with all requested documentation and an onsite visit was done on April 29th-May 6th. We are progressing quite well in comparison to previous years and are ahead of schedule.

F&B-RFP: In March, an RFP was sent out to interested parties, who then met onsite on March 16th. They prepared and submitted proposals on April 17th summarizing possible options for our F&B department in relation to operations and décor. The proposals were presented to the BOD for review and comment on April 29th.

Common Area-RFP's: An RFP was created and published for block fence and gate painting, it will be primarily the western side of Oakwood. An RFP was created and published for Seal Coating of roads. The resolutions are going before the BOD for approval at the this month.

Common Area-Resolutions: A resolution for replacement of the audio amplifier system in the Oakwood ballroom and a resolution to replace the four major monument signs at Oakwood are going before the BOD for approval this month.

Communications-A Paper Newsletter: We are currently working on creating a new paper copy of an additional newsletter that will first be distributed around the property and eventually be mailed out to each home. The full cost of this project will be funded through advertising space in the newsletter that will be sold. We will still continue sending the Stay in the loop (SITL).

Communications-Informational Monitors: We are currently working on our new information monitor system to be placed around the clubhouses. This will be one more way to get information out to homeowners.

Golf-Lakes Course at Oakwood: The Lakes golf course renovation project was approved at the March BOD meeting. A pre-construction meeting was held on April 15th and mobilization will begin April 25th, with the project beginning construction on May 11th.  

Common Area-AT&T Cell Tower: We have been informed the earliest the cell tower project will begin is the 4th quarter of this year. We are still receiving payments per our contract.

Common Area-Oakwood Kiddy Pool: Increased wall height around kiddy pool due to revised code standards for 2015.

Common Area-Halley Pool at Ironwood: We are working on permits to add a new fence between the pool and the tennis courts per the revised code standards for 2015 as chain link is no longer an option.

F&B-Ballroom Dance Floor at Oakwood:

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PARKING STUDY

REPORT

MAY 22, 2015

The Parking Study has been completed. The Consultant contracted by IronOaks prepared a drawing of the Oakwood Clubhouse Campus highlighting the currently existing Buildings and Parking Spaces. The Maricopa County Planning Department is in agreement with parking calculations provided in the drawing and have accepted these counts. The County did not issue any formal letter indicating we are in compliance with existing legislations, but in two emails sent to our Consultant from the Planning Department it is implied that we are in compliance.

In the Meeting we had with the County Planning Department it was stated that the Parking Space Requirement was 380 spaces. We have 354 Regular Vehicle Parking Spaces, 22 HDP Parking Spaces, and separately have 248 Golf Cart Parking Spaces. The County allows communities, such as IronOaks, to have up to 10% of their Parking Space requirement satisfied with Golf Cart Parking. Considering all of this, we easily satisfy the 380 Parking Space Requirements.

Further, since we are actively considering adding Pickleball Courts in the Oakwood (OW) Clubhouse Campus (CC) area, the County indicated that they have no Parking Requirements associated with issuing permits for Court Construction. The County will have to see our requests for a Park and Fitness Center Expansion before rendering a decision on Parking Space Requirements for these two Projects.

Another action item, that is currently in progress and will be completed this month, is preparing formal Request to the County to combine the 4 Parcels of land that make up the OW CC area into 1 Parcel. Once we have this change submitted and approved by the County, it will facilitate the handling of future Permit Requests to the County.

Electronic copies of the OW CC Area Drawing, created by our consultant, and the related email correspondence from the County are on file.

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