FACTS BLAST

Edition # 1

February 12, 2008

As our community becomes fully populated during “season,” there is an increase in members’ interest and involvement in the affairs of the Club.  In this regard, there is an abundance of information, much of which is accurate and, as with many clubs, some of which is not.  We try to keep the membership informed with our periodic letters, and expect and want your suggestions and criticisms.  Most of you know your Voting District representative to the board whose email addresses are in the directory, and we are happy to receive questions or comments. 

Last year we instituted an Electronic Survey Group to seek quick survey answers from the community on various issues, the last of which was our Dress Code.  And, the Communications Committee and management is presently looking into improving the communication capability within the community, which presently relies on our letters, Between the Palms, Channel 96, the website, and email blasts on the Chelsea system.

To the end of making the interaction between the Club board and the membership more useful and minimize the potential problems associated with misinformation, we have decided to do an email blast to all those for whom we have current email addresses. This information will be reprinted on the Club’s website at www.hpgcc.com.  We have named the message a “Facts Blast” and its purpose will be to periodically update the membership about pressing issues, and to correct rumors about which we become familiar.  This is the first such Facts Blast.

Water Restrictions: We have all felt the pinch of the Phase III water restrictions which reduced the amount of water allocated to Heritage Palms by about 75% versus last year at this time. Our South Florida Water Management District permit requires our adherence to allocations or face heavy fines. Our allocated water is pumped from one source and distributed throughout the entire community irrigation system including golf course, common areas or yards of neighborhood associations, villas and homes.   To assure adequate water on the golf courses and not go over our allocation, we have found it necessary to shut down the pump station, impairing the ability to irrigate neighborhood association and residential lots.  The rules do permit hand watering of hot spots for 10 minute periods.  If we do again find it necessary to shut down the pump station and your ability to irrigate is interrupted, please be patient and know we are doing our best to shut down on varying days so as to not impact any one day over another.  Finally, we await delivery of the meter necessary to begin using reclaimed water and hope that this water is available to us by the end of the month. (Remember, reclaimed water is not potable, cannot be used for drinking water and should be kept away from pets and vegetable plants.) 

Renovation Project vs. Redecorating Project:  This is a confusing issue about which the pieces are easily mixed and matched.  Here are the facts as they exist today.  In response to survey results shortly after the late 2005 turnover, it became apparent that the community felt we needed (i) a greater capacity to offer casual dining and (perhaps outdoor seating), and (ii) an enlarged and modernized fitness facility.  In addition, we are nearing the 10 year age of our Clubhouse furnishings, wall coverings, floor coverings, equipment, and the like.  Finally, as most know, we have a very undersized kitchen (resulting from the number of planned homes at Heritage Palms being increased dramatically during the development). Limitations associated with our kitchen relative to casual dining in late afternoons and evenings when we have dining events, etc, are all to many.  All of these needs have promoted two different but interrelated inquiries.

The Renovation:  In the summer of 2006, the Club engaged an architect and designer to help us determine what we might do to enhance our spaces, permit casual and outdoor dining, offer more room for fitness equipment and fitness programs, deal with our kitchen problems and the like.  This resulted in a series of plans which were exposed to the community at a number of forums during the 2007 season.  The member response and prevailing sentiment seemed to be strongly of the view that the original renovation plan (which involved demolishing the cart barn, building a new fitness and aerobics building, transforming the fitness center building into a separate casual and outdoor dining facility) were too elaborate and costly—particularly given the seasonal nature of the greatest need.  That these proposals came at the same time we felt a need for and related costs concerning our golf courses was also part of the issue. 

While the current less-elaborate plan (no destruction of the cart barn) has not been abandoned, we recently received a cost estimate of approximately $7M.  At this time, it would appear that this major renovation and construction project is not likely to be accepted by the requisite number of members, and that the costs associated with making our golf courses among the best in the area, the costs associated with the shoreline restoration project currently being conducted by the CDD, our recent increase in the annual assessment and other difficult economic issues, make any project this ambitious questionable over the near term. 

However, our clubhouse is still dated with aged and worn furnishings, wall and floor coverings, aged equipment, pressing kitchen needs (including regulatory requirements for floor replacement), and we still have an undersized and worn fitness center.  Thus, the redecorating project:

Redecorating:  Given the existing doubts concerning any near-term major renovation project, the significant needs for clubhouse and fitness center work and replacements, immediate kitchen needs, and existing related reserves, the board asked management to examine a complete redecorating of our clubhouse (professionally designed and tied in wall-coverings, floor-coverings, furnishings, and the like).  A committee has been working since last fall on this project. Further, kitchen and fitness center needs prompted the Building and Grounds Committee to examine a kitchen enlargement project, as well as an enlargement of the fitness center room and re-populating the fitness center with new equipment.  While the funds we need to do this are not covered fully by existing reserves, such reserves can fund a large portion of this project if approved. 

The Long Range Planning Committee has recently recommended to the Board that a redecorating effort proceed without delay.  Accordingly, the redecorating project including kitchen and fitness center renovations, will be presented to the Board soon, and if approved would likely take place during late summer of this year—being completed in advance of the 2008-2009 season.  The project would assure Heritage Palms its rightful competitive place as not only a Club with the top golf courses in the area, but as a Club with a terrific clubhouse and fitness center.  A briefing of this issue took place at the January board meeting, and further discussion is likely at the board meeting this coming Monday.

Golf Walkers:  Many rumors abound as to this issue. Here are the facts. Last November, the board accepted a recommendation from management and the Activities Committee that walking golf be prohibited during season, a recommendation based on numerous considerations relative to perceived care of the courses by walkers (admittedly anecdotal), the degree to which other area clubs prohibited walking during season, the ability to mix cart and walking golfers and related revenue implications, difficulty controlling walkers starting at various locations near their homes and “jumping” holes which interfered with golfers already on the course, and a sense of protectiveness of the new greens on Royal—the course on which walking golf historically had been allowed. A month later, becoming convinced that there should be ways to resolve some of these problems and still allow some degree of walking golf during season, the November prohibition was revoked, and the new season walker policy was implemented.  The new policy, something of a compromise between competing views, sets out two days per week as walker days, requires check-in at the pro-shop to obtain a visible tag, and continues the restriction (for now) of walking golf on Royal.  While the compromise is not perfect, it will give management better information to evaluate alternatives for next year in the aftermath of the Sabal greens replacement.

We have noted safety concerns about carts and walkers returning from the Lodge at dusk, and the concern is being looked at.  We have placed reflective devices on carts, and we are asking walkers to please use sidewalks when returning from Sabal, or make the walk before your round and leave a car at the Lodge for return purposes.  Car drivers, please drive with care around returning golf carts.

Winkler Gate:  A rumor has circulated within the community that the Club is going to close the Winkler Gate.  The rumor is untrue, and here are the facts. At this time there is not a serious interest in further exploration of closing the Winkler or Penzance gates.  And this is an issue which, before we would officially consider it, would be subject to surveying of those affected. 

A few months ago, as we were struggling with continued gate repair problems and facing electronic surveillance costs, some informal discussion looked at the question of closing gates. The reasons for the inquiry were many. First, there are few communities, even those quite large, which have three entrances, and the more entrances the more difficult security becomes and its related costs escalate.   Gates damaged by vehicles result in frequent inoperative gates which do not work leaving homeowners frustrated by having to go elsewhere to get in or out, or leaving security openings where there is no gate at all.  And of course there is a cost to the community for maintenance and efforts to install electronic camera surveillance.  Also, the gates at Penzance and Winkler allow intruders to enter behind authorized vehicles, and many have watched as unauthorized cars and trucks follow others through these gates, particularly at Winkler.

So looking at the issue and trip mileage data seemed to make sense.  With respect to trips to the south, our analysis of distances was that most residents in the northern part of the community fair better going out the Main Gate.  On the other hand, trips to the west or north made the Winkler Gate more convenient for many nearby members. 

After board members in the Winkler gate area did some informal polling, it became apparent that there would be considerable inconvenience to residents from a closure of the Winkler gate, and we also became aware of “quick drop” devices which may be capable of stopping unauthorized “followers” into the community. So while there remain legitimate concerns about the security and costs of three entrance points, for now the closure of any of our gates is not on our agenda--as we explore other options to deal with the security and cost issues. 

Shoreline Repairs:  You have undoubtedly noticed black fabric around many of our ponds, and from time to time a boat in the water.  The Community Development District (which owns our ponds and lakes) has engaged a contractor to make repairs to the many eroded shorelines in the community.  The method of repair, which is similar to the repair done shortly after turnover on the south shore of the big lake running alongside the 18^th fairway of Sabal, involves the filling of tubes with sand taken from the bottom of the pond, over which grass is laid to make a relatively permanent and gradual grassed shoreline immune to wind-blown water erosion.  These repairs will likely continue beyond this year, and the costs are funded by an assessment which we all see on our Lee County property tax statement.  The CDD will be seeking reimbursements from US Home in connection with assurances US Home made to the community at turnover.  Pictures of this restoration work are available on the website www.hpgcc.com.

Holiday Bonus:   A rumor circulated within the community that the Club paid $125,000 in bonuses to Club staff at year end. The amount paid was $25,000 among approximately 200 Heritage Palms employees.  Note there has been a tradition to give Holiday monetary gifts to our employees.  The funding of these gifts has varied. During the US Home development, the Club solicited member contributions.  After turn-over, it was determined that the sounder policy--one which neither imposed on those who were more generous, nor allowed those who were less to avoid participation--was to have these gifts funded by the Club, by all of us.  At Holiday time during the last two years, the Club has purchased cash gift cards and/or given cash gifts to all our staff (including grounds workers, servers, attendants, managers, etc).  These gifts were within the payroll related amounts budgeted each year and are funded from our annual association dues—at the rate of approximately $15 per door.   We have a terrific staff, we have been working to assure compensation levels which meet those of competing employers, and will continue to be concerned about the morale of our staff and what is necessary to retain valuable people.

Dress Code and Blue Jeans:  The rumor is that we have eliminated any restriction concerning denim. The facts are that, after random surveying of the members, a straightforward change was made to the Club’s dining room dress code.  Simply stated, denim clothing is allowed except for blue jeans (pants or shorts) which are prohibited within the main Clubhouse. Denim pants which are not a shade of blue are acceptable, as are any color denim garment other than blue jean pants or shorts.  Note male golfers must have golf shirts tucked in.

Food Minimum:  The $500 restaurant minimum for 2008 includes all beverages (soft and alcoholic) consumed at the Clubhouse as of February 1. Please inform your server by presenting your member card at the time of purchase to receive proper credit. A list of events that do not count towards the food minimum is available on the website www.hpgcc.com or you may pick up a printed copy from the information kiosk located outside the administration office. MGA, WGA and Sunday mixer buffets credit $12.09 towards your $500 minimum.

Please note the $500 minimum is not a credit. It was not charged to your account. You must however spend $500 on food and drink at the Club (does not include tax and gratuity) by December 31 to avoid a charge for any unused minimum at the end of the year.

Heritage Palms Master Board of Directors

Disabling Irrigation Pumps during Phase III Water Restrictions

As you all know the South Florida Water Management District (SFWMD) implemented phase III water restrictions on January 15^th.  These restrictions limit residents to watering their properties to one day a week.  The golf courses are limited to a 45% reduction of irrigation use as determined by the SFWMD Blaney Criddle method.  This method is based on the number of irrigated acres and the use of local rain stations and soil types to determine allocation of water for irrigation.  Other weather related factors are also considered when determining water allocation.  Air temperature, humidity, wind and other weather variables are all considered when figuring how much water plants require.

Heritage Palms is unique from most all other communities since all of our water originates from one pumping station.  Most golf communities have one station for the residential and common areas and one for the golf course(s).  Other communities have single well supply for irrigation use that is not metered at all.  Our single source pumping station has a meter that records daily pumping totals.  Weekly totals are reported to the SFWMD every Monday before noon as required by the SFWMD.  These totals are from all residential, common areas, and golf courses combined.  Allocation totals are monitored daily and adjustments are made accordingly.  Irrigation pumping totals must be within monthly allocation limits.  Failure to do so will result in a fine ranging from $500.00 to $10,000.00 depending on how many gallons are over allocation.  An additional $1,000.00 cost is also possible for the recovery of SFWMD staff time and equipment.

 We did not know exactly how many gallons of water we would use under phase III restrictions.  Since the watering schedule produced by the SFWMD had never been instituted we had no knowledge of what amount of consumption would occur.  This phase resulted in the action of immediate adjustments to the irrigation system.

January is the lowest allocation month of the year with February second.  We are allocated 7.95 million gallons, (256,452/day) for the month of January followed by 9.54 MG (328,965/day) for February.  Last year we pumped 33 MG in January and 57 MG in February.  This gives you a pretty good idea of the reduction of irrigation water we are faced with. 

We turned off all fairway and rough irrigation to the golf courses on January 13^th and have significantly reduced irrigation on tees and most greens.  In order to insure that we maintain our pumping allocation we will be periodically turning off the Irrigation system.  This is the only way to make sure we stay within our allocation.  There is not a set schedule for disabling the system.  The decision to run or shut down the system will be based on total gallons pumped compared to gallons allocated and will be decided on a daily basis.

Shutting down the system is not something we like to do, but is necessary as we are faced with these severe restrictions. We are working with SFWMD on obtaining a variance which would increase our allocation and we continue to get closer to receiving City reclaimed water. Until then, our water will be in short supply and chances are we will not have sufficient water to irrigate the residential and common areas. If there are any changes we will send out notification. Please plan accordingly.

Stressed plants and turf areas may be hand watered by homeowners using City water (hose bibs) if needed.  This watering does not go against our allocation but must be applied according to the times listed in the phase III water restrictions.

If you want a complete description of the phase III water restrictions, they can be accessed at www.sfwmd.gov.  Let’s all pull together through these trying times to reduce our water consumption. 

Sincerely,

Greg Kriesch, GCSAA

Golf Course Superintendant