Dave Edington, HOA Board Secretary
A board of directors open business meeting was held on Oct. 27 at 10 a.m. in the ballroom. The following are notes from this meeting. To view the video recording of this meeting, please go to sunbirdhoa.com and select “Board & Committees,” then select “Board Meeting Videos” and then select the meeting to view.
Board members present: Marianna Buescher, Nancy Eckstein, Dave Edington, Chuck Heitbrink, Bob Lama, Brendan Waddell, and Manager Layne Varney. Bob Morris had an excused absence.
The meeting was called to order by President Nancy Eckstein at 10 a.m. Nancy Eckstein reviewed the videotaping policy and other housekeeping.
The minutes of the May 19, 2025, executive session and the Sept. 22, 2025, business meeting were accepted.
Treasurer’s Report given by Chuck Heitbrink. Here are the estimated financial results due to two reasons. In September our bank was presented with a garnishment by the plaintiff in our lawsuit for more than $70,000, and the funds were withdrawn from our bank. This was very surprising, since we had filed the necessary paperwork to appeal the court’s decision. We were forced to get a court order for the plaintiff to return the funds, and we made a bond payment for the judgment. Just recently, the funds were returned to us. We also received a letter of demand from the plaintiff to turn over numerous financial documents for the years 2021 through 2025. This request represents over 1,000 pages of information.
Operating Account: $321,657
Contingency Fund: $249,389
Reserve Fund: $1,095,795
Capital Improvement Fund: $26,737
Community Fund: $73,503
Total $1,767,081
Year-to-Date Revenue: $2,768,187
Year-to-Date Expenses: $2,304,585
Reserve Fund expenditures for the month: New road signs installed, repairs to the clubhouse roof, new poker tables, and a block wall replacement.
Manager’s Report was given by Layne Varney.
Administration: There are three past-due accounts for the second half billing. The office general email account was hacked but shortly fixed, and an email was sent out warning everyone.
Clubhouse and Facilities: A new flat roof was installed and tested out at the clubhouse. New LED lighting is still being installed around the clubhouse. Water shutoff valves are being installed around the clubhouse. The main drains from the clubhouse were cleaned as part of annual maintenance. The health inspector and fire inspector were out over the past month and gave a good review.
Common area Landscaping: 13 trees have been removed that were a nuisance or had fallen over.
Activities: Numerous activities throughout the upcoming month.
Committee Liaison Reports:
ACC: There were 36 permits for September and 36 month-to-date for October, bringing it to 407 for the year.
Finance: The committee reviewed the 2026 HOA budget and will write a recommendation to Layne Varnay and Chuck Heitbrink to be presented to the board.
Golf Club/HOA: No meeting was held in October, and none are scheduled.
Rules: Janelle Cernich, Rules Committee chair, gave the rules update in the absence of Bob Morris. They are still looking at ways to slow down the speeding and the running of stop signs.
Project Review and Planning: There are ongoing projects throughout the clubhouse, including lighting and railing upgrades.
Welcoming and Marketing: There was discussion on the schedule of visitation of the new homeowners and continuing discussion for the 2026 Welcoming Committee dinner.
Janelle Cernich, Rules Committee chair, read a proposed revision to the Code of Conduct, Section 10. Marianna Buescher made a motion to accept the proposed revision. Motion was seconded and passed 6-0.
Chuck Heitbrink made a motion to approve the opening of accounts with BMO
Bank for the HOA banking and CD needs. Motion was seconded and passed 6-0.
Layne Varney presented the final 2026 draft budget: $3,987,250 revenue, $3,372,250 operating expense, and $615,000 transfers into saving fund accounts. This includes an inflationary increase of 5.6% to annual member dues from $1,420 to $1,500 and the capital improvement fee increasing 18% ($2,800 to $3,300) since the last increase in 2021. The Finance Committee has reviewed and discussed the 2026 draft budget and has made a recommendation to the board for approval. Chuck Heitbrink made a motion to accept the 2026 budget for the HOA. Motion was seconded and passed 6-0.
Nancy Eckstein asked for two board members to volunteer to write the letter that accompanies the HOA billing statement for 2026 and to see her after the meeting.
Layne Varney reviewed the Homeowner Comment Sheet. Comments were made by homeowners and directors.
The meeting was adjourned at 10:52 a.m.
The next scheduled board of directors open business meeting is Monday, Nov. 24, 2025, at 10 a.m. in the ballroom.