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BOARD REPORT 

August 2024

Summer 2024 Updates!

Board of Directors Meeting

Happy Valley, November 1-2

Lodging is available, contact Tim or Tess.

SAVE THE DATE!

Greetings!

The summer has flown by and we have welcomed the most guest since 2019! This increased occupancy resulted in an increase of gross revenue of about $40,000 over the same summer period, June 1 – August 15, than we earned in 2023. A good increase that our staff worked hard to handle. However, during this time same period we also incurred over $40,000 of unanticipated expense. Below is the breakdown of incurred expenses:

•Walk-in freezer compressor             $8,800

•Main Sewer Line Cabins 1-6            $12,300

•Main Sewer Line Cabins 19-24        $15,750

•Hydro-Jetting Cabins 24-28             $1,000

•Pool Recirculating Pump                  $3,300

 Total                                                     $41,150

Internship Updates

This summer a we were honored to have a of interns who were among the best of the ten groups of interns since 2013. Each of them completed a project that was aligned with their majors or interests. At our next BOD meeting on November 2, we will have a presentation by the group that worked on the viability and sustainability project. They each did excellent work and worked so well with campers and guests.

•ACA Accreditation review in preparation for re-accreditation.

•New pool operations manual.

•Implemented improvements to the basketball court.

•Proposed changes to the front lawn volleyball court.

•Food service management projects that included digitizing the HV recipe book, work on the scaling of recipes to meet the variety of guest group sizes and review of SOP’s.

•Deep dive into the viability and sustainability of HV given our current rate structure. 

•Update on Camper Day calculation.

Upcoming Projects

•Bridge inspections and ratings.

•Complete bids for cabins 24-28 sewer main line and new walkway in front of that cabin bank.

•Complete replacement of the septic riser on the road by camper bath.

•Repairs to the So Res back porch, fence and basement landing

•Repair to bridge at the So Res.

•Health Department yearly inspections.

•Master Planning meeting with Santa Cruz County Planning Department.

•Lodge back deck lighting and fascia replacement.

•Begin repairs to the creekbank on the south end.

The Rest of the Story – Cashflow Spreadsheet and Photos on next pages!

Cabins 1-6 and 19-24 main septic lines replaced androad work done!Septic tank riser workwaiting on contractor.Not a pretty sight!In May the flooring repaircompleted.In May the flooring repaircompleted.Walkin Freezer compressor replacement.

Staff Training Day!2024 Intern CrewSeptic Shenanigans!Reunion Crew deep in the…Septic Shenanigans!Septic Shenanigans!

New freezer compressor in place!Benches stained and sealed!Pool electrical panel replaced.Pool pump replaced.Yikes!That which was broken, has been made whole!

HVCCCash--Financial ProjectionsCY24Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecProjected TOTALBudgeted RevenueActual Bookings/Contracts 66,900 50,200 34,450 85,500 91,000 97,300 100,000 141,850 64,750 61,100 32,955 7,310 $833,315Donations 500 500 500 500 500 500 500 500 500 500 500 500 $6,000Budgeted ExpensesOperating Expenses 49,350 49,350 49,350 65,800 82,250 82,250 82,250 115,150 98,700 65,800 32,900 16,450 $789,600Net Revenue 18,050 1,350 (14,400) 20,200 9,250 15,550 18,250 27,200 (33,450) (4,200) 555 (8,640) 49,715Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecActual Actual Actual Actual Actual Actual Actual Projected Projected Projected Projected ProjectedRevenueEarned 56,858 43,228 85,882 83,289 88,814 112,431 94,575 145,000 57,300 60,100 54,200 7,260 $888,937 $833,315Donations 123 112 112 122 290 3,897 512 500 500 500 500 500 $7,668 $6,000Other Income/Capital 5 8 895 7 $914 $0Accrual to Cash Adj (1,581) 45,069 6,131 23,877 38,151 $111,646 $0Total Revenue $55,400 $88,414 $85,994 $83,411 $95,242 $141,099 $133,245 $145,500 $57,800 $60,600 $54,700 $7,760 $1,009,166 $839,315ExpensesOperating 57,164 73,570 66,679 58,467 86,215 105,160 138,213 65,500 65,500 65,500 65,500 65,500 $912,968 $789,600Other Expense/Capital/Adj 12,939 2,270 39,966 22,181 1,467 16,569 1,467 $96,859 $0Total Expenses $70,103 $75,840 $106,645 $80,648 $87,682 $121,729 $139,680 $65,500 $65,500 $65,500 $65,500 $65,500 $1,009,827 $789,600Net Revenue ($14,703) $12,574 ($20,651) $2,763 $7,561 $19,370 ($6,436) $80,000 ($7,700) ($4,900) ($10,800) ($57,740) ($662) $49,715Cash projections Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecStarting balance 331,937 317,234 329,808 309,157 311,920 319,481 338,851 332,415 412,415 404,715 399,815 389,015Ending balance 317,234 329,808 309,157 311,920 319,481 338,851 332,415 412,415 404,715 399,815 389,015 331,275QBO balance control 317,234 329,808 309,157 311,920 319,481 338,851 332,415Petty Cash 42 42 42 42 42 42 42 42 42 42 42 42Savings 41,624 73,659 78,223 76,098 63,400 76,925 76,932 55,000 55,000 55,000 55,000 55,000Olsen Gift AIP 128,712 103,342 103,342 103,342 103,342 103,342 103,342 103,342 103,342 103,342 103,342 103,342Olsen Campership AIP 119,403 124,115 124,115 124,115 124,115 124,115 108,415 124,115 124,115 124,115 124,115 124,115Undeposited Funds 0 0 0 0 0 0 12,000 0 0 0 0 0Checking 27,453 28,650 3,435 8,323 28,581 34,426 31,684 129,916 122,216 117,316 106,516 48,776QBO balance control 27,453 28,650 3,435 8,323 28,581 34,426 31,684Projected TOTALCY24 Budget APPROVED

The following pages contain May Updates.

BOARD OF DIRECTOR’S MEETING May 18th, 2024 Lodging available on May 17th. Dietary Needs? No problem! Just let us know. Please contact Tim or Tess to confirm.

• For over thirty years, we have welcomed Cabrillo and MESA to Happy Valley. This year 45 colleges were in attendance. It is always a joy to have the Math, Engineering and Science students here. This program has grown so much, that they cannot accommodate the 90 colleges that are a part of the program. Next year they will host the northern schools, the next year the southern schools. The good news; MESA will hold both events at Happy Valley! • Work with the fund-raising committee continues and we are settling in on our approach for our first round to raise money for the pool remodel and possibly the ropes course. We will be working to roll out this first round of fund raising by reunion in June. Much more to follow on this front. Thanks Lynley and group!

• Energy costs have risen quite a bit since the first of the year! The most dramatic rise is in our electricity costs which are running >11% over 2023. Investigations are beginning in order to determine if there are advantageous plans we can migrate to. Under consideration is the use of Loyal Virginia (the generator) during peak summer hours. • In the latest Adventures In Plumbing With Donald, he was able to clear pipes from the third floor of the AFrame all the way through two different drain lines that are located in the kitchen. Right now, the biggest challenge is to determine the best way to install an appropriate mop sink in the kitchen. The old sink required lifting the mop buckets about 3’ to empty. More to come on this front.

• With the Branciforte Fire Protection District migration to the Scott’s Valley Fire Department came new inspections with the new Deputy Fire Marshall. Deputy Collins asked that we restrict use of the AFrame till we migrate the AFrame and Dining Hall to a monitored alarm system. Fortunately, the company that installed our system in 1980 is still in business. After inspection of our system and the extensive documentation that we have in our files, Central Coast Systems was able to install a modem for monitoring and find some additional parts to breath life into our existing system. This is a big win for us! All is good with Scotts Valley. • Interior Visions has the new shipment of flooring arriving next week and the reinstall is scheduled to begin on May 21. • We continue to book new business for Fall 2024. Just this last week Tess contracted three new events, one in October and two in November with anticipated revenues of $40k! It is always great to get contracts for late in the year! Cashflow Projections on next page >>>>

HVCCCash--Financial ProjectionsCY24Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecActual Actual Actual Projected Projected Projected Projected Projected Projected Projected Projected ProjectedRevenueEarned 56,858 43,228 85,882 85,500 91,000 97,300 100,000 141,850 64,750 61,100 32,955 7,310 $867,733 $0Donations 123 112 112 500 500 500 500 500 500 500 500 500 $4,848 $0Other Income/Capital 5 $5 $0Accrual to Cash Adj (1,581) 45,069 $43,488 $0Total Revenue $55,400 $88,414 $85,994 $86,000 $91,500 $97,800 $100,500 $142,350 $65,250 $61,600 $33,455 $7,810 $916,074 $0ExpensesOperating 57,164 73,570 66,679 65,500 65,500 65,500 65,500 65,500 65,500 65,500 65,500 65,500 $786,913 $0Other Expense/Capital/Adj 12,939 2,270 39,966 $55,175 $0Total Expenses $70,103 $75,840 $106,645 $65,500 $65,500 $65,500 $65,500 $65,500 $65,500 $65,500 $65,500 $65,500 $842,088 $0Net Revenue ($14,703) $12,574 ($20,651) $20,500 $26,000 $32,300 $35,000 $76,850 ($250) ($3,900) ($32,045) ($57,690) $73,986 $0Cash projections Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecStarting balance 331,937 317,234 329,808 309,157 329,657 355,657 387,957 422,957 499,807 499,557 495,657 463,612Ending balance 317,234 329,808 309,157 329,657 355,657 387,957 422,957 499,807 499,557 495,657 463,612 405,922QBO balance control 317,234 329,808 309,157Petty Cash 42 42 42 42 42 42 42 42 42 42 42 42Savings 41,624 73,659 78,223 55,000 55,000 55,000 55,000 55,000 55,000 55,000 55,000 55,000Olsen Gift AIP 128,712 103,342 103,342 103,342 103,342 103,342 103,342 103,342 103,342 103,342 103,342 103,342Olsen Campership AIP 119,403 124,115 124,115 124,115 124,115 124,115 124,115 124,115 124,115 124,115 124,115 124,115Undeposited Funds 0 0 0 0 0 0 0 0 0 0 0 0Checking 27,453 28,650 3,435 47,158 73,158 105,458 140,458 217,308 217,058 213,158 181,113 123,423QBO balance control 27,453 28,650 3,435Projected TOTALCY24 Budget APPROVED