Notes from the December 12, 2016 Board Meeting

The meeting was called to order by President Gordon Lee at 10:00 a.m. All board members were present. The minutes of November 28, 2016, Business Meeting and the November 28, 2016 Executive Session were accepted as written. Due to the early date of this meeting, the November financial report is still in the process of review and completion.

Committee Liaison Reports:

Golf Club/HOA Committee Meeting

No meeting was held since the last HOA board meeting. Their next meeting is scheduled for December 15.

Going Green Committee

Jean Pritchard reported that they did not have a meeting in December.

Rules Committee

Nancy Eckstein reported the Committee met on December 1. Committee is still working on reviewing the Rules Compliance Book and hope to submit the final review for Board approval in January. The next meeting is on January 2, 2017 at 1:00 p.m.

Project Review Committee

Dee Brown-Knoeppel reported the Committee met on December 1. Final architecture drawings are expected in January for the kitchen remodel and expect to submit plans to the city and county by February 1. New speakers were installed in the Ballroom and the project came in under budget. Jack Loy reported that building a dedicated wood working location within the golf course maintenance area is not feasible at this time. Dave Meyers reported that it would cost approximately $10,000 to add 6 additional parking spaces on SunBird Boulevard near the entrance to the Pro Shop to ease congestion and that it was not feasible at this time. Layne Varney reported that a long-range plan to revitalize all the common areas has begun. This is a 5-7 year plan that may need some PRPC assistance.

ACC Committee

Pat McGonegle reported the Committee did not meet since the last Board meeting. The next meeting is December 14.

Marketing Committee

Chuck Warren reported the next new homeowner breakfast will be on January 16, 2017. Many people rent before they buy in SunBird. When renters check in, they will be personally invited to the Information Coffee meeting that is held on the 3rd Wednesday of the month.

Finance Committee

Don Calvert reported the Committee met on December 6. The October financials statement was reviewed. Layne reported that the delinquency rate for the year is ½ of a percent. The Horizon Room continues to perform better than last year. It had the best October in years. It is projected to lose more than half what it lost last year.

ACC guideline revision

Pat McGonegle reported that the Committee added the following as number 10 to the guidelines regarding walls that were previously approved at the November 28 meeting. The sentence is ‘All fences must be built within property lines by either a survey or written approval from your neighbors’. Jean Pritchard made a motion to add the sentence. Motion passed 7-0

Auditor Recommendation

Walt Mills, Finance Committee Chair, recommended that Joel Huber conduct the 2016 audit. Don Calvert made a motion to accept the Committee’s recommendation. Motion passed 7-0

Review of 2016 Board Goals

1. Study Horizon Room successes, challenges and future services and costs.A Committee made up of Gordon Lee, Nancy Eckstein, Don Calvert, Jean Pritchard, and Dee Brown-Knoeppel met many times to discuss successes and challenges. Food and Beverage operations has greatly improved with a net gain over last year of $34,597.96. This is an on-going goal. Loss is approximately $60,000 which is half of 2015 loss.

2. Work closely with the Golf Club on join interests and projects. Many residents, golfers and non-golfers, have commented on how good the course looks. Layne will talk to new course supervisor to set dates for continued meetings with the HOA Board and Golf Course Board. The Golf Course Board members will be invited to participate in our new homeowner breakfasts. The golf course and residents approved the change use of land enabling bocce ball courts to be built.

3. Improve involvement of residents, renters and new owners by orientations, welcome packets, and the Marketing Committee.A new welcome packet was designed. Committee members meet with new residents to welcome them. Three welcome breakfasts were held with over 100 in attendance. Marketing committee will continue to work on welcoming new owners and renters. Many people who rent in SunBird eventually buy here and will be personally invited to the 3rd Wednesday of the month information coffee meetings.

4. Develop a long term plan to improve and beautify common area landscape throughout SunBird. Staff continues to work with the Garden Club to complete landscape projects around the pool area. A new sign was placed on Cooper/Hunt identifying SunBird. There are 6 miles of cart paths and perimeter areas. A long-range plan is being worked on which includes the landscape supervisor, long range planning committee, and garden club representatives. It was agreed that too many plants had been planted by the original owner of SunBird (some needing a lot of water) and in some cases trees and over planting have crept into private home areas. This on-going goal will take approximately 5-7 years.

5. Study current parking, recreational facilities and common area use (bocce ball, pets, etc.) and next generation homeowner wants and needs for possible expansion and/or long term planning. Two new permanent Bocce Ball courts were voted on and approved by residents and were built. The project regarding building a dog area was not approved by the Board. Continued research into these areas is an on-going goal.

6. Insure the completion of a succession plan for key employees. The plan is completed and on file in the office.

7. Study and provide safety/emergency training opportunities for homeowners. Stop and slow signs were painted on some roads. A handrail was installed at the clubhouse main entryway. Non-slip strips were added to the main steps. Safety markers on steps around the clubhouse were repainted. Cracks on roads and around the clubhouse were repaired. A map has been developed that indicates all the clubhouse emergency telephones, AEDs, first aid kits, and fire extinguishers. A CPR, first aid, and AED training was held and more will be scheduled.

Don Calvert made a motion to meet on January 10, 2017 at 10:00 a.m. to elect new officers. Motion passed 7-0

Meeting was adjourned at 10:45 a.m.

The Board of Directors met Wednesday, January 4, at 10:00 a.m. in the ballroom for an organizational meeting. The meeting was called to order by President Gordon Lee at 10:00 a.m. All Board members were present with new member Shirley Clark. The Board elected the following officers for 2017. Gordon Lee – President, Delores Brown-Knoeppel – Vice Pres., Nancy Eckstein – Treasurer, and Shirley Clark – Secretary.

Committee Liaisons were appointed as follows:

Delores Brown-Knoeppel – Project Review and Long Range Planning, Nancy Eckstein, Finance Committee, Don Calvert – Rules Compliance Committee, Shirley Clark – Going Green Committee, Pat McGonegle – Architectural Control Committee, Chuck Warren – Marketing and Welcoming Committee, Golf Committee Gordon Lee, Dee Brown-Knoeppel and Don Calvert.

The next Board Meeting will be an Agenda Planning Monday, February 13 at 10:00 a.m. and a Business Meeting Monday, February 27, at 10:00 am in the ballroom.