Board meeting notes

President Gordon Lee called the meeting to order at 6:00 p.m. All members of the Board were present. Gordon welcomed the many new residents attending the meeting for the first time.

Committee Liaison Reports

Going Green Committee

Held its annual shredding day event on March 17 and Jean Pritchard reported that approximately 3700 pounds of paper were shredded that day. The profits from the fiber recycling project offset the cost of the shredding event.

Rules Committee

Nancy Eckstein reported that the committee is continuing to research solar lights for the stop sign at the intersection of Championship and Augusta. Many drivers do not stop at this intersection as they are leaving SunBird and installing the lights will hopefully remind drivers to stop. Due to the change in age limits with adult supervision for our amenities, signs are being reviewed for changes as well.

Project Review Committee

Dee Brown-Knoeppel reported that the German Club submitted a request to install a ceiling projector in the Lakeview Room to make the room more usable. This will be further investigated. HOA Board consensus is to leave grass as is in the clubhouse area and to try to find an alternative location for dogs. Jack Loy and Bing Solomon will look into this. Jack Loy will contact the contractor and proceed with tile selection and etching (longest lead time items) for the Hunt/Cooper signage. When completion time frame is known; Jack will work with SunBird Maintenance for installation.

ACC Committee

Pat McGonegle reported the committee has been kept quite busy reviewing many permits from residents who are making improvements to their homes. Remember, you must submit an application when doing any outside work to your home.

Marketing Committee

Chuck Warren reported that the committee met on March 10. The committee discussed various ways to welcome new owners including the possibility of creating postcards for them to give to others who might be interested in buying in SunBird. They proposed the name and charter of the committee be changed to The Welcoming and Marketing Committee. This name and charter change was approved by the Board at this meeting.

Finance Committee

The meeting followed the preliminary meeting with the auditor with all the Board members present. The third delinquent letter was sent out to homeowners who have not paid the January dues. Delinquency rate was .3 percent for the end of 2015.

For the past one and one-half years, there has been a test bocce ball court at the intersection of Championship and Kerby Farms. The game has become very popular with the formation of a Bocce Ball Club and many individuals playing the game on their own. Some social clubs have included playing the game as part of their groups’ activities. The HOA Board and the Golf Course Club has approved the change of use of that piece of land. The final step before two permanent bocce ball courts could be built is a vote by SunBird homeowners. A ballot will be sent out for your vote. So please vote when you receive the ballot on this issue.

Space is always at a premium in the Clubhouse, so Bill Hook and Layne Varney met with pool general contractor (Palladio) to discuss the feasibility of adding a 28’ x 24’ room, patio and balcony in the second floor open space looking toward the pool from the Clubhouse lobby, with the proviso that project was three years out. Palladio submitted a quote of $3,100 to provide plans and specifications suitable for vendor quotes. Cost will be paid from Capital Improvement Fund. This was approved at the meeting.

Nancy Eckstein made the motion to increase the amount new homeowners pay into the Contribution to Capital Improvement Fee to $2,000 effective July 1, 2016. This change would exclude sales now under contract, keeping their fee to $1,500. Real estate agents and title companies will be notified of the change. This motion was passed.

Don Calvert made the motion to reallocate the distribution of the CCIF. The reallocation would be 60 percent to the Reserve Fund, 25 percent to Capital Improvement Fund, and 15 percent to Special Project Fund beginning on July 1 through the end of 2016. Motion passed 7-0.

Don Calvert made the motion to establish the formation of a Contingency Fund. Motion passed 7-0.

Nancy Eckstein made the motion to change the time of the agenda and business meetings to 10:00 a.m. The agenda meetings will continue to be held on the second Monday of each month and the business meetings will continue to be held on the fourth Monday of each month except for June, July, and August when the Board is in recess. This change will begin in September 2016 and the change will be noted on the web page.

Notes from the March 29, 2016 Special Meeting of the Board:

President Gordon Lee called the meeting to order at 1:00 p.m. All members of the Board were present. Layne Varney and Julie Mathis were also in attendance.

General Manager Layne Varney explained the purpose of the meeting was to share information recently learned about food and liquor events held on SunBird HOA property and to ensure compliance with the law and minimize SunBird liability.

He reported that SunBird has two certified kitchens inspected routinely throughout the year; that a Certified Restaurant Manager of SunBird is responsible for kitchen and dining areas; and that SunBird is required and responsible to make sure that all food and liquor service on SunBird HOA property is in compliance with the laws. In recent inspections, the Maricopa County Health Inspector gave the Horizon Room an A Rating. However, SunBird has been warned twice that events being held outside the restaurant (by clubs and individual parties) violated some rules.

Layne shared the laws/rules concerning potlucks; free events for clubs or families, commercial or open food events which require a food special event license; bake sales; and the liquor laws (sales vs. BYOB) when held on the patio.

The meeting was then opened to questions from the audience. Layne and Julie answered many questions; however, Layne stated that they did not have all the answers at this time. He said that he and his staff would look into any questions that were not answered at the meeting.

The Board and staff will develop policies to address the issues regarding the health laws and the issues/events discussed at the meeting. When completed, the policies will be made available to all SunBird residents.

The meeting was adjourned at 2:05 p.m.

Following the adjournment, the Sun Lakes Fire Department Second Responders made a presentation about Medical Information Flash Drives. These flash drives would contain your medical history and medications. They are on sale for $5.

May Board of Director meetings: Agenda Planning meeting is Monday, May 2 at 1:00 p.m. and the Business Meeting is Monday, May 23 at 6:00 p.m. All meetings are scheduled to meet in the Ballroom.