Chuck Heitbrink, HOA Board Secretary
The board of directors had an Agenda Planning and Business meeting on Feb. 28. The following are notes from this meeting:
Members present: Steve Seel, Lisa Onyx, Jim Anderson, Dan Buescher, Dirk Close, Linda DiPalma, Chuck Heitbrink, Manager Layne Varney
The meeting was called to order at 10 a.m. by President Steve Seel. There were 27 residents in attendance.
The board reviewed the Minutes of the Jan. 24, 2022, Business meeting and the Jan. 24, 2022, Executive Session. Approved 7/0
The Treasurer’s Report was given by Jim. He advised that the finalized report for January was not complete. The audit is almost complete and will be reviewed with the board and the Finance Committee on March 1.
The Manager’s Report was presented by Layne. He stated that COVID is still lurking around. Employees are still conducting daily health screening tests.
Administration
24th Annual Rummage Sale: This year’s proceeds are not known but will be added to the over $57,000 raised in prior years. The board recognized Chuck Warren and all of the many helpers who participated in this event.
2021 Independent financial audit is nearing completion. All documents have been provided to the auditor. SunBird is completely anticipating a “clean opinion” report.
Account status for 2022: 76 courtesy notices were sent to homeowners in mid-January. Thirty-five second notices were sent the first part of February. A third notice will be mailed early March to homeowners who are still delinquent in their current dues. SunBird won a judgment for the excess of proceeds of homes sold in the community to pay delinquent dues. We are currently preparing a filing for another excess of proceeds from a pending sale.
Horizon Room
Many favorable comments on the changes to fresh food, meeting the expectation of consistent good food; however, the kitchen has been challenged. Our chef has been working nonstop to meet this high expectation. We are continuing to look for qualified cooks so that the menu can be expanded.
Considerable challenges continue with maintaining and keeping staff for various reasons. On a serious note, it has been observed and reported by residents and staff that some residents are not being respectful towards employees. A handful of servers have left SunBird over the past few months due to these types of incidents. We even had a person walk into the kitchen to get into the face of a cook and threaten him. Incidents like this make it very hard to maintain a positive atmosphere and to retain good employees.
Currently, in the Horizon Room on Sunday and Monday, no food service will be offered, bar hours will be 11 a.m. to 6 p.m. on those days, and Tuesday through Friday food and bar service from 9 a.m. to 6 p.m., Saturday from 8 a.m. to 4 p.m. food service, with the bar open until 6 p.m.
Clubhouse
A new rowing exercise machine and shoulder cardio trainer has been added to the Fitness Room. New dual-paned windows have been installed on the upper level of clubhouse. Repair of decking tiles continues.
Landscape Common Area
The weeds have been treated again due the recent rain and sunny weather.
Patrol
We are replacing cameras at the gatehouse due to age. Additional speed reminder signs are forthcoming, as speeding continues to be a concern and problem in some areas of SunBird. This year, eight vehicles attempted to enter through the exit gates and did not make it past the tire shredders.
Committee Liaison Reports: In addition to the reports, each board liaison reported on the chairman and committee members for the current year.
Project Review: Dan reviewed the year-end home sales of 162, which was 52 over budget. The committee had completed their shuffleboard analysis and agreed with residents to only provide a shade over one end of the court. The cabinets for the Hopi Room have finally arrived. He will be presenting several items for approval later today.
Finance: Jim reported that the committee reviewed the year-end financials.
Architectural Control: Dirk reported that several homeowner permits had not been closed due to delays in materials and/or contractors. Fifty-three permits were approved for January and 38 for February.
Rules – Linda reported that the committee reviewed the following topics:
Ceramics and Lapidary Sales: A rule was added to Section 3 in the Rules and Regulations Booklet that proceeds made from products produced in the Craft Rooms/clubs must go back to the club or HOA. The HOA facilities are not to be used for personal profit.
Signs within SunBird: Several complaints were received concerning the Let’s Go Brandon flag. While the flag itself has no offensive language, the meaning does. Therefore, the word meaning was determined by management or the board of directors and was added to Section 7 of the Rules and Regulations Booklet.
Pet Owner Responsibility: Several comments concerning pet waste have been received. Patrol Chief Dan Russell will create moveable signs to be placed in the offending areas, as well as placing a reminder in the newspaper.
Speeding within the Community: The ongoing problem of speeding will be addressed by placing moveable signs on Kerby Farms, Coral Gable, Gleneagle, and Tournament. Layne will follow up with the City of Chandler to review all speed limits within the community.
Welcoming & Marketing: Chuck reported that the committee had completed two Welcome New Homeowners Dinners and a Renters Coffee this month. All received favorable comments, and two additional dinners are currently planned for March.
HOA/Golf Board: Lisa reported that the committee did not meet in February.
The Architectural Committee recommended the following:
Update officially the previously presented Front Door Colors. The motion to approve was made by Dirk, second by Linda. Motion approved 7/0
Item #8 will read as follows: “covered vehicles and golf carts are not permitted outside of a carport.” The motion to approve was made by Dirk, second by Steve. Motion approved 7/0
The Project Review Committee recommended the following:
Install an awning at the south end of the shuffleboard courts. Estimated cost is $5,250. The motion to approve was made by Dan, second by Dirk. Motion approved 7/0
Install a concrete block wall with footings and a gate around the TV equipment outside the ballroom. The estimated cost is $21.080. After some discussion, the motion to approve was made by Dan, second by Jim. Motion approved 7/0
Remove and reinstall ceiling tile for 29 can lights, 7 speakers, and 12 pendants in the Horizon Room. The estimated cost is $3,855. The motion to approve was made by Dan, second by Jim. Motion approved 7/0
Repair the footings under three awning posts on the patio. Estimated cost is $5,800. The motion to approve was made by Dan, second by Dirk. Motion approved 7/0
Replace and reinforce flooring in the laundry building, add ADA-compliant toilet fixtures, and replace or paint the vinyl paneling. Some discussion concerning a hole in the wall. It was stated that it will be repaired with this project. The estimated cost is $12,000. The motion to approve was made by Dan, second by Linda. Motion approved 7/0
The Rules Committee recommended the following:
Change in Article V, under SunBird Facilities, add the following:
Section 3, letter F, Ceramics, Lapidary, and any other Craft Room. These clubs and/or groups are non-profit organizations. As per HOA rules, no member may use the HOA facilities and/or supplies for profit. Any proceeds made off products produced in HOA facilities must go in the club or be used for the HOA community. The motion to approve was made by Linda, second by Lisa. Motion approved 7/0
Section & Signs within SunBird: All signs, flags, banners, displays, or objects in residents’ yards must be in good taste with no offensive language or meaning as determined by management and/or the HOA Board of Directors. The motion to approve was made by Linda, second by Steve. Motion approved 7/0
The Golf Club request for Capital Improvement Funding: The Hold Harmless documents are in proper order to proceed with the electrical work at the maintenance shed. The estimated cost is $12,025. These funds are available under the Golf Capital Improvement Fund. The motion to approve was made by Lisa, second by Dirk. Motion approved 7/0
The Welcome and Marketing Committee requested approval for new members.
The committee presented the names of Rod Emmerton and Shirley Clark to be added to the membership of the committee. The motion to approve was made by Chuck, second by Linda. Motion approved 7/0
Steve advised the board and the community that the Golf Course Board had requested a Town Hall meeting to discuss the funding of Areas of Golf Course Beautification. This meeting is scheduled for March 22, 2022, at 7 p.m. in the SunBird ballroom.
The board reviewed the SunBird Code of Conduct. The unusual times we live in are creating unusual behavior by people, and it is occurring in SunBird. We were reminded that all staff and residents need to be treated with respect. In the event of a disagreement, there are proper ways to handle the situation and not berate or embarrass any of the staff.
The comment sheets were reviewed by Layne.
Homeowners’ comments were logged and will be responded to, if not at the time, in the future.
With no further business, President Steve Seel reminded the community of the annual meeting on Monday, March 7, 2022, at 7 p.m. in the SunBird ballroom. He adjourned the meeting at 11:15 a.m.
The next Business meeting will be on Monday, May 23, at 10 a.m. in the ballroom.