Board meeting notes – November 24, 2014

The notes of the Regular Board Business Meeting on Monday, November 24, 2014, are as follows:

Five Board members and General Manager L. Varney were in attendance. Directors L. Buries and M. Scartozzi were absent. The September 22, 2014 executive session, October 27, 2014 Business and November 10, 2014 planning/workshop meetings were approved.

The Treasurer’s Report was given by Treasurer D. Brown-Knoeppel.

The Manager’s Report was given by L. Varney.

Administration: Preparing for the mailing of the first half 2015 annual assessment billing of $425 due January 1. The Garden Club letter is to be inserted. The Board may want to consider inserting a letter also summarizing the year. Special assessment of $55 billing was due November 1 and delinquent November 15.

As of November 30th, 92 percent of homes have paid. During the month of October $3,470.68 was collected from delinquent accounts. The next Board meeting will review delinquent accounts for further action in Executive Session.

Home sales are continuing to increase with 11 selling in the month of October and 103 for the year with two months left; 96 home sales were budgeted for the year.

Food and Beverage October sales were $42,216.82 with an expense of $51,279.93 for a subsidy of $9,063.11 for the month. Year-to date sales as of October are $374,061.48 with an expense of $413,523.12 with a subsidy for the first 10 months of the year of $39,467.64. Sales increased in the month of October over 17.4 percent compared to last October. Appetizers sales are improving and catering events are picking up. Many positive comments regarding the service, food and catering.

The Clubhouse exterior lighting of the north side of the Clubhouse is complete. A new audio and PA system has been installed in the Horizon Room. The patio area of Horizon Room balcony has new patio furniture which was given by Marion Patterson and the décor was provided by the Garden Club.

The SunBird Rock, Gem and Silver Club donated the $500 deposit for the lapidary room display case.

Trimming common area landscape plants and have removed more trees due to potential hazards; working with the SunBird Garden Club in refreshing the landscape near the Ballroom stairway entrance area.

Riggs gate opticon for emergency vehicles malfunctioned forcing us to keep the Riggs gates open for one night in the case of an emergency until it could be repaired the following day.

Committee Liaison Reports:

ACC Committee: L. Buries was absent due to illness.

Marketing Committee: J. Pritchard – No meeting as yet and still looking for new members.

Projects Review Committee: M. Scartozzi – Committee Chairman B. Hook gave the report commenting about ongoing projects and reported that the committee had reviewed possible new projects.

Going Green Committee: B. Perkins – Committee Chairwoman N. Eckstien reported that the committee has received approximately $880 from the Phoenix fibers recycle collection box.

Rule Committee: C. Warren – The Rule Committee met on November 3, 2014. It reviewed new verbiage in the November 2014 Rule Book relating to rules of using the Ballroom kitchen.

Finance Committee: D. Brown-Knoeppel – Project Review and Long Range Planning Committee new member request: The Project Committee is requesting the Board to approve “Bing” Solomon as a new member. The motion passed

CC&R Ballot and Schedule/Process for Voting: This item was tabled.

Contributions to the Capital Improvement Fee Policy Limitation/Clarification – L. Varney presented the current Policy No. 9 and the proposed changes to not allow exemptions to any SunBird homebuyers of the contributions of capital improvement fees. The motion passed.

SunBird Patrol Duties and Purpose: J. Pritchard would like more information reported to the Board by the SunBird Patrol. It will be requested that the Patrol report more in detail.

Reserve Fund Study/Schedule Update Presentation: The Reserve Fund Study prepared out to 2036 was presented by L. Varney

Golf Cart Parade: December 18 and 19 are the nights chosen for the Christmas Golf Cart Parade on the golf course this year. See Activities Director for more information.

Possible Agenda Items for the December 8, 2014 Board of Directors’ meeting.

Comment Sheet Review: Homeowner/Director Comments

Adjournment: The meeting was adjourned by President G. Lee at 7:14 p.m. An Organizational meeting of the Board of Directors is scheduled for Monday January 5 at 10:00 a.m. in the Ballroom.

A Board Planning/Workshop meeting is scheduled for Monday, January 12 at 1:00 p.m. in the Ballroom.

A Board of Directors Business meeting is scheduled for January 26 at 6:00 p.m. in the Ballroom.