Governance Council Meeting
Three Boards · April 13, 2026
Board Presidents · Vice Presidents · GM Office
📅Monday, April 13, 2026
🕑2:00 PM
📍Vineyard Center
1
Survey Status — Final Review
Review and finalize community and governance survey results. Confirm response rates and next steps for action items.
2
Strategic Plan — Final Review
Final review and approval before formal adoption. Board alignment on priorities, timelines, and responsibilities.
3
3-Board Alignment — Signs, Solicitations & Materials Distribution
CBOD · ABOD · HBOD alignment on rules governing signage, solicitations, and distribution of materials across all common areas.
4
Management Fee Allocations ⭐
Review Management Fee Schedule · Determine % allocation for FY 2026-27 · Discuss Communications placement in A&G vs. direct allocation · ABOD/AFA timing · Comcast & AT&T fiber transition.
5
Other
Open floor for additional items from Board Presidents, Vice Presidents, or GM Office.
📅
Next Governance Council Meeting
Monday, May 11, 2026 · 2:00 PM
📍 Vineyard Center · Governance Council · Three Boards
Days until next meeting
28
⭐ Primary focus of this meeting: Item 4 — Management Fee Allocations. Supporting data and analysis for this discussion is available in all sections of this presentation. Use the sidebar navigation to move between sections.
📊
Entity Summary
FY 2025–26 YTD · Work orders and cost by board entity
CBOD · Club
FY 2025-26 YTD Summary
1,623
Work Orders
$147K
Cost YTD
25.8%
Preventive
ABOD · Association
FY 2025-26 YTD Summary
7,567
Work Orders
$483K
Cost YTD
3.7%
Preventive
HBOD · Estates
FY 2025-26 YTD Summary
209
Work Orders
$12K
Cost YTD
0.5%
Preventive
All Entities — Monthly Work Orders
FY 2025–26 YTD · CBOD · ABOD · HBOD
Cost Distribution
By entity · selected fiscal year
📧
Background & Context
From Theresa Ostrander — Pre-meeting communication to Governance
From: Theresa Ostrander
To: Blake & Governance Council
Re: Governance Discussion — Management Fee Schedule & Allocation (1 of 2)
Primary Purpose: We intend to review the Management Fee Schedule and have the Boards discuss, review, and determine the % allocation for FY 2026/27.
ABOD / AFA Timing Consideration: ABOD still has the AFA (Automatic Fee Adjustment) and will not move to a spot amendment until later this year. As a result, the Club (CBOD) and HBOD will need to continue to carry, at minimum, the Comcast agreement — and now potentially the AT&T agreement as fiber comes online.
Key Discussion — Communications Allocation: One of the conversations around communications is how hard it is to apply direct allocation like Public Works (PW), Public Safety (PS), Landscape, and Janitorial — since Communications is an enterprise-wide support function serving all entities.
Communications better aligns with Administration & General (A&G), alongside:
Communications better aligns with Administration & General (A&G), alongside:
- GM
- Finance
- HR
- Board Services
- Member Services
- Governance Support
- Communications ← proposed placement
"I believe this is the right placement for Communications." — Theresa Ostrander
Key Issues for Board Discussion
🔑 Fee Schedule Review
Review and set Management Fee % allocation for each entity (CBOD / ABOD / HBOD) for FY 2026-27.
⚠️ ABOD / AFA Constraint
ABOD cannot implement a spot amendment now. CBOD and HBOD must continue carrying Comcast and potentially AT&T fiber contract costs in the interim.
📡 Communications → A&G
Communications should move from direct allocation to A&G alongside GM, Finance, HR, Board Services, Member Services, and Governance Support.
📊 Supporting Data
Work order data from MaintainX (Jul 2024 – Apr 2026) provides objective cost basis for allocation discussion. See Entity Overview and Village Breakdown sections.
Current Cost Distribution by Entity
FY 2025-26 YTD · Basis for fee allocation discussion
| Entity | FY24-25 Cost | FY25-26 Cost | % of Total |
|---|---|---|---|
| CBOD | $257,957 | $146,973 | 22.8% |
| ABOD | $824,034 | $482,829 | 75.1% |
| HBOD | $3,948 | $12,351 | 1.9% |
| Total | $1,087,324 | $643,298* | 100% |
*YTD through April 13, 2026 (9.4 of 12 months) · ⚠️ Public Safety data pending
⚖️
Fee Allocation Framework
Direct Allocation vs. Administration & General (A&G)
This framework determines how management fees are split between entities. Direct Allocation items are tied to a specific entity by location/use. A&G items serve all entities enterprise-wide and are allocated by formula.
🏗️ Direct Allocation
Costs clearly attributable to a specific entity based on location of service or direct beneficiary. Allocated to CBOD, ABOD, or HBOD based on where/who the work is for.
Public Works (PW)
Public Safety (PS)
Landscape
Janitorial
Comcast / AT&T fiber ← CBOD & HBOD only (ABOD/AFA constraint)
These are allocated directly because the beneficiary (CBOD, ABOD, or HBOD) is clearly identifiable from the work order location or contract.
🏢 Administration & General (A&G)
Enterprise-wide support functions serving all three entities. Cannot be fairly directly allocated — better distributed by agreed formula (headcount, square footage, WO volume, or other metric).
GM (General Manager)
Finance
HR (Human Resources)
Board Services
Member Services
Governance Support
Communications ← Proposed move to A&G
Theresa's recommendation: Communications belongs here because it is an enterprise-wide function that cannot be reasonably applied to a single entity by direct allocation.
Why Communications Belongs in A&G — Not Direct Allocation
❌ Problem with Direct Allocation
Communications serves CBOD, ABOD, and HBOD simultaneously. A newsletter, website update, or emergency notification cannot be assigned to one entity — it benefits all.
✅ A&G Is the Right Home
Like Finance, HR, and GM — Communications supports the whole enterprise. The cost should be shared by formula, not arbitrarily assigned to one entity's budget.
📐 Suggested Formula Basis
A&G costs could be allocated by: Work Order volume (CBOD 17% · ABOD 80% · HBOD 2%), unit count, or board-agreed weighted formula for FY 26/27.
📡
Communications & Technology Costs
Comcast · AT&T Fiber · Enterprise Communications
⚠️ ABOD/AFA Constraint: ABOD cannot implement a spot amendment at this time, so the Comcast and potentially AT&T fiber agreements must continue to be carried by CBOD and HBOD until ABOD's AFA process allows for the change later this year.
Current Communications Cost Responsibility
Comcast & AT&T fiber — interim assignment while ABOD/AFA resolves
🏌️ CBOD — Currently Carrying
Comcast cable/internet agreement for Club facilities. Potentially also AT&T fiber as it comes online. Responsible until ABOD/AFA resolved.
🏘️ ABOD — AFA Constraint (Cannot Change Now)
ABOD has an AFA (Automatic Fee Adjustment) that limits spot amendments. Cannot take on Comcast/AT&T costs until later in the year when AFA allows for it.
🏡 HBOD — Sharing Interim Cost with CBOD
Estates homes share in the Comcast/AT&T cost carry with CBOD during the ABOD/AFA transition period.
AT&T Fiber Transition — Key Considerations
Moving from Comcast to AT&T fiber — enterprise-wide impact
📶 Infrastructure Change
AT&T fiber coming online serves the whole community — all three entities (CBOD, ABOD, HBOD) will benefit. Cost responsibility should reflect this shared benefit.
⏳ Timing
ABOD will not be able to assume its share of AT&T costs until the AFA spot amendment process completes later this year. CBOD and HBOD carry the interim cost.
📋 Board Action Needed
Boards should agree on: (1) interim cost split, (2) target allocation when ABOD can participate, (3) whether Communications/AT&T moves to A&G or stays direct allocation.
💡 Recommendation
Move Communications (including Comcast/AT&T) to A&G allocation once ABOD/AFA is resolved. This aligns with the enterprise-wide nature of communications infrastructure.
🏛️
Entity Overview
Work orders and cost by entity · both fiscal years · CBOD · ABOD · HBOD
CBOD · Club Board of Directors
Club Facilities & Amenities
Clubhouse · Golf Course · Pools · Pro Shop · Centers · Stables & all Club-operated venues
1,623
Work Orders
$147K
Cost
25.8%
Preventive
ABOD · Association Board of Directors
All Villages (excl. Estates)
Cribari · Montgomery · Highlands · Verano · Hermosa · Del Lago · Olivas · Sonata · Glen Arden · Valle Vista · Fairways
7,567
Work Orders
$483K
Cost
3.7%
Preventive
HBOD · Homeowners Board of Directors
The Estates
Wine Valley Circle · Wine Master Lane · Estates Homes addresses only
209
Work Orders
$12K
Cost
0.5%
Preventive
Cost by Entity
FY 2025-26 YTD · Current classification
Monthly Work Orders by Entity
Stacked · all three boards
Annual Summary — Both Fiscal Years
| Entity | Definition | FY24-25 WOs | FY25-26 WOs | FY24-25 Cost | FY25-26 Cost | % of FY25-26 Cost | Prev. % |
|---|---|---|---|---|---|---|---|
| CBOD | Club facilities & amenities | 2,256 | 1,623 | $257,957 | $146,973 | 22.8% | 25.8% |
| ABOD | All 11 villages (excl. Estates) | 8,403 | 7,567 | $824,034 | $482,829 | 75.1% | 3.7% |
| HBOD | Estates homes only | 217 | 209 | $3,948 | $12,351 | 1.9% | 0.5% |
| Total | 10,914 | 9,411 | $1,087,324 | $643,298 | 100% | 7.5% |
⚠️ Public Safety data not yet included · FY25-26 is YTD through Apr 13, 2026
🏘️
ABOD Village Breakdown
All 11 Association villages · work orders & cost by village
All village residential addresses are ABOD per board resolution. Montgomery and Cribari are the highest-volume villages. Montgomery has the highest cost in FY24-25 ($200K) and FY25-26 ($131K).
WOs by Village
FY 2024-25 vs FY 2025-26 YTD
Cost by Village
FY 2024-25 vs FY 2025-26 YTD
Village Detail — ABOD
| Village | FY24-25 WOs | FY25-26 WOs | Chg | FY24-25 Cost | FY25-26 Cost | Chg |
|---|
📈
Year-over-Year
FY 2024-25 (Full Year) vs FY 2025-26 (YTD through Apr 13)
CBOD · Club
FY24-25: 2,256 WOs · $258K | FY25-26: 1,623 WOs · $147K
ABOD · Association
FY24-25: 8,403 WOs · $824K | FY25-26: 7,567 WOs · $483K
HBOD · Estates
FY24-25: 217 WOs · $3.9K | FY25-26: 209 WOs · $12.4K
All Entities — Monthly WO Trend
Both fiscal years overlaid
Cost Comparison — Both Years
By entity
📑
Reports & Export
Download handouts, export sections to PDF for distribution
📄
Board Professional Handout
Word document · April 13, 2026 · Governance Council · 3 pages
Includes: Agenda · Entity Summary (FY24-25 vs FY25-26) · Village Breakdown · Current Allocation Schedule · Discussion Points · Next Meeting
⬇️ Download Handout (.docx)
🖨️
Print Full Presentation
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📂
Export Individual Sections
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📊 Data Notes
• Data source: MaintainX work order system
• FY 2025-26 YTD: July 2025 – April 13, 2026
• FY 2024-25: Full fiscal year (12 months)
• Allocation budgets: Placeholder figures — update with actual FY 2026-27 dept. budgets
• Public Safety costs: Not included in MaintainX data
• Prepared by: Theresa Ostrander · April 13, 2026
🎛️
Management Fee Allocation Calculator
Model FY 2026-27 scenarios — view mode · click Edit to modify departments
📐 Preset Scenario
AFA Unit Counts:
Grand Total: —
Allocation by Department
Dollar allocation per entity · stacked bar
Entity Share of Total
Proportional cost by entity
Allocation Summary Table
| Department | Club | Association | Homeowners | Estates | Budget |
|---|
Per-Unit Cost
📊 Entity Cost Per Unit Analysis
How the total allocation breaks down per Club member · AFA unit · HBOD unit · Estates unit
🏌️
CBOD · Club
2,536 members
Navigate here to load
🏡
HBOD · Homeowners
152 Non-Estate Home units
Navigate here to load
🏠
Estates
Units set in AFA Counts above
Navigate here to load
🏘️
ABOD · Association — AFA by Village
AFA unit counts below are placeholders summing to 2,309 · unlock Edit Mode to update with real values
Navigate here to load
Not included in this fee schedule: Comcast Contract · Public Safety · Communications (currently direct-allocated). Use the "⚖️ + Comms in A&G" preset to model inclusion. Update budget fields above with actual FY 2026-27 department figures for precise dollar calculations.
💬
Discussion Guide — Agenda Item 4
Management Fee Allocations · Talking points & proposed decisions for April 13
Decision 1: % Allocation for FY 2026-27
Based on FY25-26 YTD cost distribution — for discussion & board vote
Current data suggests: CBOD 22.8% · ABOD 75.1% · HBOD 1.9%. Boards should review and agree on the FY26/27 formula.
| Entity | Cost Basis | WO Basis | Board Proposed % |
|---|---|---|---|
| CBOD | 22.8% | 17.3% | ____% |
| ABOD | 75.1% | 80.5% | ____% |
| HBOD | 1.9% | 2.2% | ____% |
| Total | 100% | 100% | 100% |
Click the "Board Proposed %" cells to enter values during the meeting.
Decision 2: Communications → A&G
Move Communications from Direct Allocation to A&G
Proposed Motion
"Move Communications to the A&G category alongside GM, Finance, HR, Board Services, Member Services, and Governance Support, effective FY 2026-27, to be allocated across all entities by the agreed A&G formula."
Supporting Rationale
Communications is enterprise-wide · Cannot be fairly direct-allocated · Same rationale as Finance and HR · GM Theresa's recommendation
Decision 3: Comcast / AT&T Interim
While ABOD/AFA Resolves:
CBOD and HBOD to continue carrying Comcast + AT&T fiber costs. Boards should agree on the split between CBOD and HBOD for the interim period, and the target date when ABOD assumes its share.
🚔
Public Safety
ABDI Pulse CAD System · July 1, 2025 – April 8, 2026 · Cases by type, entity & village
1,732
Total Cases · FY 2025–26
Jul 1, 2025 – Apr 8, 2026
All entities combined
447
Medical Calls · #1 Type
25.8% of all cases
156 lift assists also logged
458
Cribari · Most Active Village
30.5% of ABOD village calls
88 medical · 42 lift assist
63.8%
ABOD Association Share
1,105 of 1,732 total cases
611 dispatched YTD
Monthly Call Volume Trend
Total cases per month · Jul 2025 – Mar 2026 · stacked by entity
Case Distribution by Entity
ABOD Association · CBOD Club · HBOD Homeowners · Other
Top Case Types — All Entities
FY 2025–26 YTD · red = high volume, gold = medium
ABOD Village Call Volume
Cases by residential subdivision · stacked by call type
Village Detail Table — All Subdivisions
Jul 1, 2025 – Apr 8, 2026 · Source: ABDI Pulse Cases – Breakdown by Subdivision
| Village / Subdivision | Total Cases | % of ABOD | Medical | Lift Assist | Public Works | Service Req | Complaint | Unlock Req |
|---|
🏛️
PS Entity Deep Dive
Public Safety cases by entity · select entity tab below · Jul 2025 – Mar 2026
⚠️ Jul–Aug 2025 cases logged without entity prefix — those months appear in the PS Overview "Other" category. Tagged data begins Sep 2025.
Monthly Case Volume
Cases per month Sep 2025 – Mar 2026 (entity-tagged period)
Case Types Breakdown
All tagged cases · ranked by volume
Case Type Detail Table
| Case Type | Count | % of Entity | Dispatched Est. |
|---|
🗺️
PS Village Deep Dive
Public Safety cases by ABOD village · select village tab below · Jul 2025 – Mar 2026
Monthly Case Volume
Cases per month · all data including pre-tag period
Case Type Breakdown
All call categories for selected village
Village Rankings
How this village ranks vs all ABOD villages
All Villages — PS Case Comparison
Total cases ranked · selected village highlighted
🏛️
Entity Deep Dive
Work Orders · Cost · Hours — select entity and fiscal year in controls above
Monthly Trend — CBOD
Work Orders · Cost · Hours per month
Efficiency Metrics
Cost per WO · Hours per WO · Cost per Hour
Top Categories — Work Orders
Volume by category
Top Categories — Cost vs Hours
Cost (left axis) and hours (right axis)
Category Detail Table
| Category | Work Orders | % of Total | Cost | Cost/WO | Hours | Hrs/WO | Cost/Hr |
|---|
🏘️
Village Deep Dive
Select a village to drill into WOs · Cost · Hours — FY comparison
Top Categories
Work orders & cost · selected village · FY 2025-26
Village Rankings
Where does this village rank vs others?
All Villages — FY 2025-26 Comparison
Work orders · Cost · Hours · Cost per WO · Hours per WO
| Village | Work Orders | % of ABOD | Cost | Cost/WO | Hours | Hrs/WO |
|---|
⚡
Work Orders · Cost · Hours
Multi-metric comparative analysis across all entities and villages
This view compares the three primary operational metrics: Work Order volume (activity level), Cost (financial impact), and Hours (labor intensity). Items with high cost but low WOs may indicate expensive individual jobs. Items with many WOs but low hours may be quick-resolve tasks.
WOs vs Cost vs Hours — by Entity
FY 2025-26 YTD · Bubble = Hours (size)
All Three Metrics — by Village
Normalized to 100% for comparison · FY 2025-26
Cost Efficiency by Village
Cost per Work Order · lower = more efficient
Work Orders vs Cost — Entity Comparison
Both FY24-25 and FY25-26 · CBOD · ABOD · HBOD
Monthly Hours — All Entities
FY 2025-26 YTD · labor hours reported per month
Complete Metric Table — All Villages (FY 2025-26)
Work Orders · Cost · Hours · Efficiency ratios · Color coded by performance
| Village / Entity | Work Orders | WO % | Total Cost | Cost % | Total Hours | Hours % | Cost / WO | Hrs / WO | Cost / Hr |
|---|