FINANCE & ADMINISTRATION DIVISION (Dwain Mitchell)

MEMBERSHIP SERVICES DEPARTMENT
• The number of water collection lockups for this month is 91.
• Continued cross training of employees.

INFORMATION TECHNOLOGY
• Conducted system review with Cogsdale and representatives from Accounting, Water and Membership Services departments.
• Installed printers at HR and Maintenance and Construction.
• Replaced computer for legal department.
• Replaced handicap computer at Kingsdale.
• Set up ticket sales for Frank Sinatra tribute show on the web site.
• Installed DSL circuit at RV Storage facility. Router will be installed later.

PUBLIC INFORMATION/COMMUNICATIONS

COMMUNICATIONS
Developed & Distributed Media Releases:
• Created 28 News Releases
 
Developed Web Site Content:
•Distributed Foresight Each Week to more than 1,496 subscribers
•Added/Corrected/Deleted 239 Items To POA Web Site

Internal & External Efforts:
• Developed a six-page issue of Insights.
• Attended a monthly lunch meeting with local reporters.
• Edited copy for the October 2008 issue of The Village Voice.
• Attended meeting to discuss Bella Vista Village’s winter carnival.
• Edited a draft for a lakes brochure.
• Edited content and proofed pages for the 2009 profile/business directory.
• Contacted 17 clubs and civic groups to update Bella Vista’s club directory.
• Met with Jean Anderson, director of NWACC’s College at the Crossing.
• Attended GIS training.
• Worked with Retirement Lifestyles and Master Athlete magazines.
• Prepared and mailed 120 information packets in response to Living in Arkansas survey.
• Designed web page for Get~A~Grip.
• Participated in Bella Vista’s Health Fair and Public Safety Day.
• Designed the Halloween Spooktacular flyer.
• Participated in the filming of Bella Vista’s marketing video.

Website:
Summary of Data (Daily Average in September 2008):
• Average Sessions Per Day: 902. A “session” is defined as a series of clicks during a specific time by one visitor.
• Average Pageviews Per Day: 74,677. A “pageview” is defined as a request from a visitor’s browser for a displayable Web page, generally an HTML page.
• Average Hits Per Day: 252,523. A “hit” is a request from a visitor’s browser for any type of file, including an image and HTML page.
• Average Pageviews Per Session: 83
• Average Hits Per Session: 280
• Average Length of Session: 8 minutes and 29 seconds
• The Most Visited Pages: Home page, golf home page, and golf handicaps roster.
• Number of Google Searches in September: 978. (No common queries)
NOTE: Due to a new procedure of rotating banner ads on the web site, the above statistics are overstated as they reflect each time a banner ad is rotated. We have found a way to filter the banner ad rotations out of the above statistics, but portions of this month’s statistics are still affected.

Toll-Free Telephone Calls:
• Received 40 Calls Between August 14 and September 9 on the Toll-Free Line.

COMMUNITY OUTREACH
• Made final preparations for Public Safety Day.
• Prepared final ads for Public Safety Day.
• Finalized ticket sales schedule, web site information, ticket information, and poster content for the Sinatra Tribute Show to be held in October.
• Attended grant writing workshop.
• Conducting ongoing recruiting for volunteers to manage the doggie bag dispensers.
• Attended Bella Vista Business Association meeting.
• Met with AARP group.
• Met with Brookfield Assisted Living Center.
• Met with Mayor Anderson to discuss possible Christmas Tree lighting of Town Center.
• 740 volunteer hours were logged for the month.

OFFICE SERVICES
Outside Printing ():

ACCOUNTING
• Cross trained staff accountant in payroll.
• Conducted physical inventories at Vehicle Maintenance as well as the Highlands, Metfield, Kingsdale, Scotsdale, and Country Club Pro Shops.
• Reviewed and began preparation to pay yearly property taxes for the POA due in October.
• Working with IT in planning upgrade of Cogsdale and Great Plains software in November.

HUMAN RESOURCES
• One part-time position was filled.
• There is an opening for a Water Worker I.

OSHA Form 300 log of work-related injuries and illnesses:

LEGAL DEPARTMENT
• Collected over $1,000 from six delinquent accounts between September 8, 2008 and September 25, 2008.
• Two membership lots have sold through the Internet auction between September 26, 2008 and October 3, 2008; collected $1,430.00 from those two lots.
• Sold 64 of 76 lots that were up for auction on September 5, 2008; we will collect over $75,000 from lots sold.
• Began researching title on POA Common Properties.
• Drafted a private golf cart agreement.
• Met with Lakes Committee, Vern Olafson, and Darrell Bowman regarding lake enforcement issues.
• Attended continuing legal education course on collections.
• Prepared a lease renewal for Papa Mike’s restaurant.
• Researched issues regarding transferring street maintenance to the City of Bella Vista.
• Attended GIS map training session.
• Completed paperwork for service mark logo.

GOLF
• Rounds played finished the month at 25,459 which were 1,290 rounds over budget. For the year, we are down only 755 rounds.
• Hosted the Chamber of Commerce and Sharing and Caring golf tournaments.
• The weather for the month of September and the first of October has been perfect for accomplishing the greens aeration and overseeding. We have chosen not to overseed Brittney’s tees and collars this winter as a trial for the control of winter weeds in those areas.
• Berksdale holes #5, #12, and #13 as well as Kingswood holes #1, #14, and #18 will not be overseeded as part of the give ‘em a break program. These holes will be carts-on-path on January 1, 2009 and lasting until around the first part of May 2009, depending on when the Bermuda grass base comes out of dormancy. The remainder of the Berksdale and Kingswood courses will be carts-on-path beginning October 13th and continuing through October 26th (with the exception of par 3’s which are always on path).
• The maintenance crews have been very busy doing their fall pre-emergence applications to the non-overseeded areas as well as completing their fall fertilizations.
• We have been working to get fertilizer bids out to our vendors and will be meeting with our Andersons fertilizer representative to review the past year’s fertilizer and chemical application results and review soil tests.
• Each course in the Village will be closed for three weeks this winter, including weekends, for completion of winter projects. The closures are: Kingswood (November 3 – 23); Berksdale (November 24 – December 14); Scotsdale (December 15 – January 4); Highlands (January 5 – 25); Country Club (January 26 – February 15); and Dogwood Hills (February 16 – March 8).

RECREATION DIVISION (Clem Morgan)
Riordan Hall
• WGC Invitational luncheon (145 people attended)
• USGA Golf meeting (60 members attended)
• Arvest seminar (75 people attended)
• Public Safety Day (1,500 people attended)
• Ozark Classic Country Show on September 12 (231 people attended); Ozark Classic Country Show on September 26 (114 people attended)
• Silver Sneakers Fall Kick Off (40 people attended)
• Western Bank Library Fundraiser (173 people attended)
• 2008 Bella Vista Senior Health Fair (725 people attended)
• Arnie’s Army golf luncheon (300 people attended)
• Bella Vista Big Band concert (175 people attended)
• First Riordan Hall Game Day (28 people attended)
• Line dancing, tap dance, and clogging lessons resumed this month.

Branchwood
• The facility was closed September 26 to 28 for the installation of carpet in the reception area and tile in the fitness area.
• The pool was closed September 26 to install a fire suppression system in the pool area and pump utility room.

Outdoor Recreation
• The attendance at Metfield Pool for the year was up by 30%. The pool had a reduced season of 75 days in 2008 compared to 87 in 2007 due to the resurfacing of the pool and the slide installation.
• The Kingsdale Pool had a 6% increase in attendance for the year over 2007.
• Over 100 people attended the Farewell to Summer pool party where the Recreation Department cooked hotdogs and patrons brought side dishes.
• The Metfield and Kingsdale pools have been winterized.

MAINTENANCE & CONSTRUCTION DIVISION (Mike Taggart)

ADMINISTRATION
• Completed processing of RV Storage resurfacing contract and coordinated the move-in process at the facility.
• Conducted a GIS user tutorial class for numerous employees.

GENERAL GROUNDS MAINTENANCE
• Continued general mowing and maintenance practices.
• Continued overseeding of cool season grasses.
• Continued fertilization of all turf areas.
• Continued herbicide and pest control treatment to lawn and landscape as needed.
• Continued to prune shrubs and hedges as needed.
• Cleaned and repaired damage to lawn from sewer construction at Metfield Recreation Center.
• Repaired section of construction-damaged lawn at Branchwood Clubhouse.
• Re-planted two beds in the upper Living Memory Garden and completed repair of the rock walls in the lower sections.
• Completed construction of native stone rock planter around large oak tree at the Country Club entrance. Began plant removal, repair, and re-establishment of landscape plants and lawn in areas damaged by garden wall repair.

LAKES AND PARKS/GUN RANGE
• Removed all trees and brush from water side of dams and spillways at Lakes Brittany, Rayburn, Norwood, and Windsor; removed brush, weeds and debris from Lake Ann high water bridge.
• Sunk habitat on Loch Lomond and Lake Avalon.
• Trimmed bushes, tall grass and removed weeds at the RV Park entrance.
• Cleaned aquatic weeds from Lake Windsor.
• Completed dock inspections on Loch Lomond and Lake Avalon.
• Managed ATA shoot.
• Completed rifle and pistol range fencing RFP.
• Filmed a TV spot for Bella Vista Channel 16 about lake drawdowns.
• Gave presentations to Bentonville Daybreak Rotary and Arvest first Friday’s group.
• Reviewed Stoneykirk access for potential improvements.

HVAC-R
Country Club
• Completed the new heat pump installation for Office Services.
• Replaced the drive belts exhaust hood fan.
• Repaired the heating valve
Kingsdale
• Replaced the belt on the make-up air fan for the front grill.
Riordan Hall
• Removed the blower shaft and blower wheel from one of the 30-ton air handlers serving the auditorium.
Metfield
• Replaced the compressor, filter driers, and installed new expansion valve on the kitchen heat pump. Cleaned the evaporator coil, cleared drains, and installed new belt for the blower.
• Replaced the condenser fan blades on the Pro Shop heat pump.
Branchwood
• Replaced exhaust fan grills in the pool area.
• Replaced the blower bearings on the lobby air handler.
• Installed new auxiliary drain line for the locker room air handler.
• Removed, cleaned, and reinstalled the evaporator coil for the locker room heap pump.
Highlands
• Cleaned all supply air grills in the building.
• Rerouted drain lines from the ice machine to accommodate the installation of a new mop sink.
• Replaced the drive belt on the dishwasher exhaust fan and corrected power problem.
Golf
• Replaced the gas furnace and air conditioner at the Scotsdale Golf Maintenance facility.
Yacht Club
• Sealed all exposed duct joints on all duct systems in the building.

FACILITIES MAINTENANCE
Clubs
• Installed an electric disconnect for the elevator at the Yacht Club per elevator inspection.
• Made repairs and painted the Yacht Club informational signs.
• Replaced the stained ceiling tile in the Kingsdale restrooms.
• Made repairs to the patio lighting timer at the Country Club.
• Made repairs to the latch on the patio gate at the Country Club.
• Adjusted the latch mechanism on the double doors leading to the patio at the Country Club.
• Made repairs to the faucets on the three-compartment sink at the Metfield Restaurant.
• Secured an estimate for the replacement of the Yacht Club windows that have lost their seal and are fogged.
Membership Services
• Constructed a counter top printer riser.
Lakes & Ecology Department
• Installed a holding tank for the fish cleaning station.
• Completed the capital project remodel of the old fire station for the department.
General Office
• Installed new weather-proof lights under the main entrance canopy.
• Installed insulation in the ceiling above the Office Services supervisor’s office.
• Installed framed posters in the hallway in the Board room.
• Installed an electrical service to the new heat and air system in the Office Services storeroom.
• Completed the installation of overhead lighting in the Office Services store room.
Recreation
• Completed the winterization of the Kingsdale and Metfield pools and installed the covers on both pools.
• Completed the installation of thirteen new informational signs.
• Relocated the surface-mounted wall outlets in the exercise room after an accident at Riordan Hall.
• Installed a new timer for the Riordan Hall parking lot lights.
• Ordered new ceiling tiles to be installed over the pool during the sprinkler renovation at Branchwood.
• Reset the timers at the Kingsdale pavilion to accommodate the rental schedule.
• Made repairs to the flashing on the sky light located over the pool at Branchwood.
• Made repairs to the light over the steps and several of the parking lot lights at Riordan Hall.
• Installed a new timer on the women’s sauna at Branchwood.
• Removed the backflow prevention devices from both pools and stored them in a secured area.
• Removed the chimney and replaced the siding on the gable ends at the Branchwood facility.
RV Storage
• Met with Guard Tronic on the new four digit key pad and alarm system.
• Made repairs to the entrance gate.
Lakes and Parks
• Replaced the Johni- bolts and wax ring at the Blowing Springs restroom
Golf Division
• Installed a new motion detection security light on the back of the Highlands cart shed.
• Replaced the interior lights in the pro shop at the Highlands building.
• Completed the painting of the Metfield cart shed.
• Installed electrical service for the aeration pump at the Metfield golf course.
• Installed electrical service to the exhaust fan in the Kingsdale cart shed.
• Installed a wall mount heater at the Get-A-Grip building.
• Removed the overhead door and replaced it with double doors at the Get-A-Grip building and painted the newly framed wall for the double door installation.
• Made repairs to three security lights at the Scotsdale maintenance building.
Maintenance & Construction Division
• Installed a new glass door for the main entrance to the building.
• Completed the cylinder gas storage unit as required by the safety team; primed and painted the unit.
• Assisted in the repairs to the gate/fuel system.
• Scheduled two employees for the loader training.
• Made repairs, painted and reinstalled the informational sign at the intersection of Highways 340 and 71.
• Met with the Fire Marshall for needed changes to the evacuation plans and exit lighting post remodel.
Fire Station
• Installed two new lights for the flag pole at the main fire station.
Police Department
• Made repairs to the rear entrance door threshold.

STREET DEPARTMENT
• Completed 13 street sign repairs/installations.
• Cut brush, swept and removed debris from 17 streets.
• Installed two new culverts and cleaned 11 ditches and culvert areas.
• Swept 17 streets and Dura patched 20 streets.
• Repaired 20 street and water cuts and repaired pot holes on 17 streets
• Bladed five streets.
• Completed repairs on RV Storage facility in preparation for the new resurfacing and striping.

VEHICLE/EQUIPMENT MAINTENANCE


WATER UTILITY
• Repaired two pressure reducing valves and adjusted the correct pressure setting on three.
• Completed routine maintenance, including repairs, painting, flushing and brush cutting around 196 fire hydrants.