Dave Edington, HOA Board Secretary
The board of directors met March 24 at 10 a.m. in the ballroom for a regular scheduled meeting. The following are notes from this meeting:
Board Members Present: Marianna Buescher, Nancy Eckstein, Dave Edington, Chuck Heitbrink, Bob Lama, Bob Morris, Brendan Waddell, and Manager Layne Varney
The meeting was called to order by President Nancy Eckstein at 10 a.m. The minutes of the Feb. 24 board of directors meeting and the Feb. 25 board and Finance Committee meeting for 2025 were accepted.
Treasurer’s Report: Chuck Heitbrink: The audit is almost complete, and below are the official numbers through the end of January. The audit will be completed as soon as the taxes are filed and recorded. At that time, the full audit will be on the website. Operating Account: $684,091, Contingency Fund: $320,307, Reserve Fund: $1,033,812, Capital improvement Fund: $27,032, Community and Golf Fund: $58,203, Total: $2,123,445. YTD Revenue through January: $333,629, YTD Expenses through January: $291,209, for a Positive Difference of $42,419.
New items under the Reserve Fund Expenditures since the last report: kitchen equipment $4,994, Lakeview Room window blinds $1,950, Cooper Road block wall repairs $1,380, Fitness Room equipment $824, pool heater $6,759.
Last month we had questions concerning the D&O insurance. This is the policy that protects your officers, directors, committee members, and employees from legal action. At that time, our policy was not due to expire. During the last month, we have been working with our broker to secure the best possible insurance coverage. We are anticipating a substantial increase in this coverage. We anticipated an increase at the time of budgeting due to the lawsuit with SunBird resident Jimmy Klatt and the SunBird HOA. We planned a 50% increase in the policy due to this litigation.
The Manager’s Report was given by Layne Varney:
Administration: There have been abnormal cell phone issues in SunBird. The office is upgrading the Internet service there. Nine third letters of delinquent accounts are to be sent out with the suspension of clubhouse and common area privileges.
Clubhouse: Inspecting and replacing door transitions to rooms for safety. Installing clean-out trap filters for the Lapidary and Ceramics Rooms for easier service and maintenance. Reupholstered bar stools and moved them to the Horizon Room. Repairing a ballroom door.
Common Area: Cox Communications has construction along Cooper Road. The landscape crew is working with the Garden Club refurbishing the front entrance.
Patrol: Three vehicles attempted to enter SunBird through the exit gates. Patrol caught two unauthorized people enjoying the facilities. They were escorted off the property.
Activities: Numerous activities in SunBird as the season winds down. Thanks to all the staff working on the set-up and take-down, along with all the volunteers.
Committee Liaison Reports
ACC: There are 37 permits issued in March to date and 150 total YTD.
Finance: The Finance Committee and the board of directors met with Neal Butler, our auditor, to review the results of the audit. SunBird once again received an Unmodified Report, the highest score any audited business could obtain. The group thanked Neal for the report.
Golf Club/HOA: The committee discussed the problem with parking around the clubhouse and is working on finding a solution.
Rules: The committee is looking into the rules for the tennis and pickleball courts. They are also looking into the animal service and comfort rules to abide by state rules and regulations.
Project Review and Planning: There were six home sales in January and three in February.
Welcoming and Marketing: The Marketing and Welcoming Committee met on March 20. We discussed having a consistent approach to reaching out to new homeowners. Ron Volk will send out the January and February sales list to committee members. Rod Emmerton submitted his resignation as committee chair, and Vice President Ron Volk has assumed the position of committee chair.
The Planning and Project Committee recommended that Bill Hook be added as a new member. Motion made by Marianna Buescher. Motion passed 7-0.
The Rules Committee recommended JD Stephenson as a new member. Motion made by Bob Morris. Motion passed 7-0.
The Book of Policies review process is to be conducted by Nancy Eckstein, David Edington, and Marianna Buescher. After their initial review, the remaining members of the board will review the proposed changes.
Nancy Eckstein gave an update on the Klatt lawsuit. The matter is in the Judge’s hands, hence there is no update.
Layne Varney reviewed the Homeowner Comment Sheet.
Comments were made by homeowners and directors.
The meeting was adjourned at 10:33 a.m.
The next scheduled board of directors meeting is Monday, May 19, at 10 a.m. in the ballroom.