Notes from the Board Meeting

Board of Directors had an Agenda Planning and Business meeting, both on December 10. The following are notes from this meeting:

Members Present: Dee Brown-Knoeppel, Don Calvert, Shirley Clark, Linda DiPalma, Nancy Eckstein, Gordon Lee, Bob Moren and Layne Varney, General Manager

President Gordon Lee called the meeting to order at 10:00 a.m.

Minutes Review and Approval of November 26, 2018, Business Meeting.

Bob Moren made a motion to approve the November 26, 2018, Business Meeting minutes. Approved as presented.

Treasurer’s Report presented by Nancy Eckstein. The Treasurer’s Report was approved as presented.

Manager’s Report presented by Layne Varney. Accounts due; Ballots for Board of Director elections ends Monday, December 17, 2018, by 4:00 p.m. Ballots will be tallied Tuesday, December 18, 2018; CC&R Amendment and consent form has been ballot mailed and are due January 15, 2019; Food and Beverage Operations – 267 people were served Thanksgiving dinner – There were 57 take-home family-size meals – 1200 pounds of turkey was prepared; Grand Opening for the new room and the balcony extension; County Health Inspection of the Horizon Room with an A rating; County Health Inspection of the Ballroom kitchen with an A rating; Elevator project completed and passed all inspections; all areas have an unusual amount of weed growth; Phase one of irrigation project is nearing completion in common areas; Kerby Farms exit gate broken with new motors being replaced – The Fire Department has ordered that the gate remain open until repaired; Kare Bears Tribute Show – evening show has sold out; ABBA show scheduled in February, Piano Man show scheduled in March; Tickets are still available for New Year’s Eve dinner and party; The bus trip to Tempe Town Lake had 55 people; Holiday Decoration Contest and golf cart parade; Thanks to decorating crews and Kare Bears for providing food for Celebration of Life services. Manager’s Report was approved as presented.

Committee Liaison Reports – Board of Directors

Rules Compliance Committee meeting reported by Don Calvert; completing the Rules and Regulations update; ACC Committee meeting reported by Linda DiPalma; many requests for exterior home and yard improvements this year; Marketing Committee meeting Bob Moren reported it has not met; Project Review and Long Term Planning meeting reported by Dee Brown-Knoeppel; List of projects under study and review; Finance Committee meeting reported by Nancy Eckstein; reviewed financial statements and the audit begins this month: Marketing Committee meeting Shirley Clark reported it has not met; Going Green Committee meeting -Layne Varney reported the Committee has not met; HOA/Golf Meeting reported by Dee Brown-Knoeppel; met, discussed ways to improve communications, possible future fundraiser, and land use. Committee Liaison Reports were approved as presented.

Rule Compliance Committee Status Report presented by Chairperson Chris Nechvatal. Reported study and recommendation of non-resident use of indoor facilities. The Committee recommends no new restrictions for guests and visitors using the clubhouse indoor facilities.

Outdoor organized recreational facilities use was reviewed and discussed. Leaders from the Bocceball, Horseshoe, Pickleball, Shuffleboard, Tennis, water aerobics and volleyball clubs/groups were invited and present at this meeting.

A clipboard will be available at each outdoor recreational facility with a dated sign-up sheet with the printed name and address of the SunBird resident and the name of their guest will be maintained by the leadership in order to keep track of local guest participation.

There will be a limit of a one-to-one ratio of one resident player to one local guest player at any time.

There is a limit to local guests of thirty (30) days per calendar year.

Club leadership is responsible for monitoring all guest sigh-up and seeing that all guests and members are following all the rules and policies of the HOA.

For special tournaments, a guest list of participants is to be provide to SunBird office to be forwarded to the gate house, in advance, for admittance to the use the SunBird facility.

Noncompliance of these rules may result in a hearing before the Board of Directors with possible consequences of loss of play privileges and/or fines. (See Article XI and XII in the SunBird Rules and Regulations)

SunBird Rules and Regulations Article V SunBird facilities, Section 5 Outdoor Facilities.

After some comments and discussion with some of the leaders of the clubs and Board, the Board agreed with the clarification and intent of this to be added to the Rules and Regulations for implementation effective January 1, 2019.

January and regular Board monthly meeting schedule discussed. Nancy Eckstein made a motion to have the Organizational and Agenda Planning Meeting on the January 7, 2019. Motion carried 7/0

Consent forms for the CC&R Proposed Amendment revisions for rental property and sexual offenders have been mailed to each homeowner. Requesting return by January 15, 2019.

The Election Committee will be meeting December 18 to verify and tally votes for the Board of Director Elections. Results to be posted in clubhouse and emailed.

Nancy Eckstein made a motion to take the Board of Director Pledge off the table for discussion/vote. Motion carried.

Linda DiPalma made a motion to approve the loyalty pledge and have it effective in January 2019. Vote: 4/3 Passed. Opposed, Shirley Clark, Bob Moren and Don Calvert

Layne Varney reported on the comment sheets that have been turned in to the office since the last Board Meeting.

Appreciation given to Dee Knoeppel-Brown and Don Calvert for their dedicated service to SunBird as a Board of Director.

President Gordon Lee adjourned the meeting at 11:30 a.m.

Next Scheduled Board meetings: Agenda Planning Monday, February 11, at 10:00 a.m. in the ballroom. Business Meeting Monday, February 25, at 10:00 a.m. in the ballroom. All are welcome to attend!