Notes from the Board Meetings

The Board of Directors had a Business meeting on May 20, 2019, in the SunBird Ballroom. The following are notes from this meeting:

Members Present: Nancy Eckstein, Linda DiPalma, Tammy Bachofner, Shirley Clark, Dan Buescher, Gordon Lee and Layne Varney, General Manager

President Nancy Eckstein called the meeting to order at 10:00 a.m.

Treasurer’s Report – was presented by Tammy Bachofner.

Manager’s Report

Committee Liaison Reports presented by Board members

Marketing Committees reported plans and efforts to urge more residents to get involved, both homeowners and renters. Met with Welcoming Committee to combine some efforts.

Architectural Control Committee – recommended to update the ACC Guidelines to state “all outside containers match the house exterior color.” After review and discussion, the vote failed 2-4.

Food and Beverage Task Force was made by Tammy Bachofner. The Task Force met and reviewed all phases of the food and beverage operation. Plans were made for new menu ideas, house wines and a reward program for customers.

Nancy read the resignation letter from Bob Moren. Vote 6-0 to accept his resignation and to allow the open position to be filled by a vote of the membership at the next Board of Directors election this fall.

The Election Committee was appointed with members Barb Ott, Pat McGonegle and Juanita Harbut.

The Project Review and Long Range Planning Committee presented five project for Board review and consideration:

1) A drop-off box to be placed in the parking lot to allow residents to drop off correspondence or other items for the HOA without getting out of the vehicle. This will make it convenient for residents and allow parking spaces not to be unnecessarily filled. The expense for this project is $380. After discussion, the Board voted 6-0 to approve this project.

2) Main gatehouse improvement project was presented to extend and add a planter bed and add a rock façade around the building. This would enhance the appearance of the entry to SunBird. The expense for this project is $3,995 which the SunBird Garden Club offered to fund completely. After discussion, the Board voted 6-0 to approve this project.

3) Upgrade 16 light fixtures to LED in the Horizon Room. After review, the Board decided to delay this idea, as an interior designer is developing a master plan for the clubhouse.

4) Several exterior doors at the clubhouse are not working properly and are in need of replacement. After several professional contractor reviews and quotes, it was proposed that 11 double doors be replaced at the clubhouse in the amount of $43,506.51. The funding for this project is proposed to come from Capital Improvement Fund. After discussion, the Board voted 6-0 to approve this project when funds become available.

5) Additional Clubhouse Room and extended balcony with new balcony railing completed last summer looks great with many compliments. It was proposed that the other sections of old balcony railings be replaced with the same style as the new railings. The expense to complete this project is $18,185. After discussion, the Board voted 6-0 to approve this project to be funded from the Capital Improvement Fund when funds become available.

The Finance Committee has been reviewing and discussing the additional budgeted funds from the bank loan monthly payment. It was recommended that the monthly additional amount of $624.91 be transferred into the Contingency Fund. After discussion, the Board voted 5-1 to approve this funding.

Linda DiPalma presented the first draft of interior design of the clubhouse, including flooring, colors, paint and other décor ideas. The project was divided into phases that could be completed over several years. Displays were presented with colors, design drawings, plans and samples. After discussion, the Board voted 6-0 to approve phase 1 when funds become available.

Board discussed the Goals set for the Year 2019 and reported on the status of each. Many of the goals are being accomplished or are in the works.

A petition that was submitted concerning the Horizon Room had been received. A Food and Beverage Task Force with homeowners had been formed earlier in the year and has been reviewing and recommending new ideas for consideration.

Homeowner and Director comments were presented.

With no further business, the meeting was adjourned at 12:35 p.m.

No Board of Directors meetings are scheduled for the summer: The next Agenda Planning meeting is scheduled for Monday, September 9, at 10:00 a.m. in the ballroom, and a Business meeting Monday, September 23, at 10:00 a.m. in the ballroom. Have a great summer!