Keystone Owners Association Pool and Hot Tub Study July 3, 2012 1
Recommendations v KRPM: v v v Re-evaluate chemical pricing Modify H 2 O 2 usage based on unique facility needs and safety Investigate establishing a leak monitoring program at pool complexes Modify complex log books to indicate desired operating temperatures and inform property managers when temperatures deviations are noted. All Associations v v Evaluate sufficiency of reserve contributions for Pool and Spa/Hot Tub Complexes Evaluate association labor employed in complexes Consider pool uncovering policies in light of desired level of guest service and cost Consider pool operating temperature in light of guest service and cost 2
Recommendations (cont) v Individual Associations v Expedition Station v v Key Condo v v v Consider lowering the pool operating temperature or change the pool chemical sanitizer to Borine The Pines v v Consider lowering the pool operating temperature or change the pool chemical sanitizer to Borine Consider shifting natural gas providers from Xcel energy to Tiger Quick Silver v v Consider lowering the pool operating temperature or change the pool chemical sanitizer to Borine KNC (Dakota) v v Consider changing pool and hot tub sanitizer to Borine to reduce chemical costs Consider shifting natural gas providers from Xcel energy to Tiger Red Hawk v Consider lowering the pool operating temperature or change the pool chemical sanitizer to Borine 3
Recommendations (cont) v Settlers Creek (Minnies Cabin) v v The Seasons v v With the installation of the new hot tub, consider shifting natural gas providers from Xcel energy to Tiger The Springs v v Consider shifting natural gas providers from Xcel energy to Tiger Consider lowering the pool operating temperature or change the pool chemical sanitizer to Borine Wild Irishman v Consider shifting natural gas providers from Xcel energy to Tiger 4
Study Support v The Study could not have been completed without the strong support of the following: v Keystone Resort Property Management v v v v Wildernest Property Management v v Jeff Steele Stephanie Bentz Brad La. Fluer—Spa and Maintenance Department Stephanie Miranda—Red Hawk and The Springs Julie Berry—Jackpine/Black Bear and Arapahoe Lodge Matt Chierek—Chateau du Mont, Hidden River and The Seasons Winston Elliott—Expedition Station Steve Hendryx—Wild Irishman and Flying Dutchman Jenifer Adaro-Martin--Silvermill Nate Nosari—The Pines and Homestead/Lodgepole Ty Thorndike—Soda Spring and Starfire Danielle Webb—Trappers Crossing, Settlers Creek, and Key Condo Erik Robinson—East Lake Lisa Jerke—Keystone Ranch Travis Glynn—Ski Tip Ranch Keystone Neighbourhood Company v Mindy Bothel—Dakota Pool 5
Participants Indoor Pool Complexes Key Condo Homestead/Lodgepole The Pines Quick Silver Village 2 (East Lake) Outdoor Pool Complexes Expedition Station Flying Dutchman KNC (Dakota) Keystone Ranch Red Hawk Lodge/Townhomes Settlers Creek The Springs Tennis Town Homes Wild Irishman Hot Tub Complexes Arapahoe Lodge Hidden River Lodge Jackpine/Black Bear Sts John The Seasons Silvermill Ski Tip Ranch Starfire Trappers Crossing In Unit Hot Tub Chateaux du Mont Not Participating Buffalo Lodge Lone Eagle Slopeside Timbers The Willows 6
General Observations v Operating Hours v v Facility Condition v v 8 am to 10 pm Age varies from 8 years to over 40 years Conditions vary significantly The Springs has the most capabilities and most operating cost Upgrades v v Over $500 K in upgrades in the past two years Major upgrades in Tennis Town Homes, Wild Irishman, Flying Dutchman, Jackpine/Black Bear and Silvermill—Some over $100 K It is imperative that HOA Boards assess their reserve studies to ensure that sufficient reserves are being collected to support future upgrade needs 7
General Observations (cont) v Snow Melt Systems v Newer complexes have snow melt systems v v Around pools and hot tubs Heat provided by a building boiler Increases safety in winter Older stand alone complexes are considering or installing snow melt systems up upgrade plans v Based on The Seasons stand alone boiler data: the annual cost is $3 -4 per sq/ft 8
Cost Observations v Largest cost item is Association Labor v In house Labor v v v Provides facility cleaning, pool/hot tub cleaning, skimming, vacuuming, watering, etc. Hot tub complexes average ¼ to 1 ½ hours per day Indoor pool complexes average ¾ to 2 ¾ hours per day Outdoor pool complexes average 1 ½ to 3 hours per day Each 15 minute reduction in the average equals $1800/year Pool and Spa Tech Labor v v v Provides daily Ph, Alkalinity, and sanitizer testing, temperature monitoring and adding of chemicals as needed. v For River Run complexes scrubs scum lines and vacuums pool/hot tub Fixed Charge: ¼ hour per day per hot tub and ½ hour per day per pool 20% more hours are charged than actually worked resulting in $35 -40 K per year of additional revenue for KRPM—However, price is in line with competition HOA Boards should scrutinize in house labor tasks 9
Cost Observations (cont) v Association Labor (cont) v Night Operations v v v Handles closing of all complexes and night call outs to complexes and HOAs Fixed cost is ½ hour per day. Heat for hot tub and pool water v v v Cost drivers are pool location (wind and sun exposure), boiler type, pool surface area, pool covering, operating policies and natural gas provider Least costly is the newer complexes which use their large building boiler system to provide heat Electric is 2 -3 times more expensive than natural gas High efficiency boilers provide a 20 -30% savings Natural Gas Provider v v Tiger Natural Gas has been 10 -20% less expensive than XCEL Rate structure has been changed to become competitive for small users KNC, The Pines, Settlers Creek, Wild Irishman and The Seasons should consider transferring service to Tiger 10
Cost Observations (cont) v Chemicals v Ski Tip Ranch, managed by Wildernest Property Management has a chemical cost less than 50% of the cost of similar KRPM managed complexes v v Survey of other property management companies indicate a similar variance for chemical costs KRPM Pool and Spa Department puts a 25% handling fee on chemical purchases which provides revenue of over $60 K/Yr. v v v KRPM maintains handling fee is to address increased overhead costs associated with handling chemicals Local pool and spa maintenance providers and local property management companies do not mark up chemicals. They buy from the same chemical provider at the same prices as Vail Resorts. KRPM chemical pricing should be re-evaluated and changed to be competitive to market 11
Operating Observations v Uncovering Policies v v v Complexes on a building boiler uncover on opening No impact on indoor complexes Biggest impact on water usage and heating costs for standalone outdoor pool complexes v v Complexes such as Tennis Town Homes which uncover the pool on call from guests and cover after maintenance have significantly reduced overall heating costs Most outdoor hot tubs are uncovered by guests HOA boards should consider current policies in light of desired level of guest service and cost 12
Operating Observations (cont) v Operating Temperatures v v Hot tubs—All operate at 104 degrees except for a few which cater to children which are set at 102 degrees Pools—Temperatures range from 82 -89 degrees v v Literature suggests each degree of increase in temperature raises heating cost by 10%. v Heating costs for pools such as Wild Irishman which operates at 82 degrees is significantly less than others Found one pool operating at a significantly higher temperature than property manager desires v Pool and Spa Department should establish process to notify properties when operating temperature is higher than desired HOA Boards should evaluate current operating temperature with guest satisfaction and cost 13
Operations Observations (cont) v Pool and hot tub covers v v Indoor complexes: No evidence that having a cover significantly impacts heating cost—could impact humidity and facility maintenance Outdoor complexes: All pools and hot tubs have covers v v Literature suggests not having a cover can increase heating costs by 30 -40% Bubble Top versus Thermal Blanket v Data suggests some savings due to a thermal blanket v Thermal blanket provides a tighter fit and is not subject to wind impact v Thermal blanket cost: Initial cost is $7 -10 K which includes a heavy duty roller. Replacement of cover ($2 -3 K) every 3 -5 years v Bubble top cost: $400 -700 with a replacement every 12 months v Guest safety with open on call policy could be an issue 14
Operations Observations (cont) v Water Loss v Water loss due to a leak or evaporation can have a significant impact on chemical and heat costs v v v A significant leak not discovered for 2 months can cost $3 -5 K in increased heat, water, and chemical usage One HOA performs a weekly leak check of their pool and hot tub In next 3 years the Snake River Water District will be installing smart meters on all pool and hot tub complexes—these should be able to detect leaks within days. Property Managers should consider implementing a weekly leak check 15
Operations Observations (cont) v Hot Tub Chemicals v All associations except Expedition Station, Chateaux du Mont, and Settlers Creek use Hydrogen Peroxide v v Expedition Station uses a water exchange system with the pool which uses chlorine as the pool sanitizer--Pool chemical costs are out of line with other complexes, probably driven by chlorine breakdown. v v Chateaux du Mont and Settlers Creek use lower cost bromine because of low guest usage levels Expedition Station should investigate cause and consider switching to Bromine as a pool sanitizer. Current KRPM operating practices are significantly increasing H 2 O 2 and hot tub maintenance costs v v Hydrogen Peroxide H 2 O 2 is the largest component of all chemical costs v Soda Spring cost was $8400 of a total chemical cost of $10, 900 KRPM hot tub operating practices are very conservative—Increases H 2 O 2 costs by over $50 -60 K/Yr v Hot tubs are maintained at 300 PPM during high use periods and 200 -300 PPM during shoulder periods —no consideration is given to size of complex or hot tub use v H 2 O 2 sanitizes down to 50 PPM v Industry standard is to run hot tubs at 100 -200 PPM v Other management companies and pool and spa maintainers recommend 200 -250 PPM in peak usage and 100 -200 in low usage periods v Practice significantly drives H 202 usage and adds significant cost to maintenance and repair with significant oxidation degradation to grout, pipes, and spa pumps--reduces life up to 50% v Local pool and spa maintenance providers do not recommend maintaining high H 2 O 2 levels for extended periods of time. KRPM H 2 O 2 operating practices should be reviewed consistent with facility use, industry practices and safety concerns 16
Operations Observations (cont) v Pool Chemicals v Most associations use Chlorine as a pool sanitizer v v v Flying Dutchman and Wild Irishman use Bromine Based on data, use of Bromine increases chemical costs $2 -4 K per year. Chlorine breaks down at 88 degrees which results in increased chemical use v Pools operating close to that temperature (above 87 degrees) which use chlorine appear to have high chemical costs (Key Condo, Quick Silver, Red Hawk, KNC, and The Springs) Pools operating close to 88 degrees should consider conversion to bromine to reduce overall chemical costs 17
Operations Observations (cont) v Towels v v v All complexes except Hidden River, Flying Dutchman and Starfire provide towels for guest use Costs range from $400 to over $11, 000 per year Some large complexes have noticed that some guests whose rental companies limit the number of towels guests receive, are using pool and spa towels to augment unit supplies 18
Operations Observations (cont) v Maintenance v Complexes use a variety of pool and spa and boiler maintenance providers v v Largely determined by property managers comfort levels Some complexes have maintenance contracts or service contracts for PMIs as needed, others contract for service as needed. v There is no data to suggest a savings on either approach 19
Operations Observations (cont) v Pool and Hot Tub Decks v v Stamped concrete, pavers, wood and tile are used Over time, complexes with pavers have experienced some heaving. v However, pavers are less costly to repair than concrete or tile decking 20
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