Notes from the Board of Directors Meeting

Chuck Heitbrink, HOA Board Secretary

The board of directors met Jan. 23 for a regular scheduled business meeting, and these are the notes from that meeting.

Members present: Nancy Eckstein, Dirk Close, Jim Anderson, Dan Buescher, Bob Morris, Chuck Heitbrink, and Manager Layne Varney.

Meeting was called to order at 10 a.m. by President Nancy Eckstein. There were over 55 residents in attendance.

Board reviewed the minutes of the Dec. 17 Executive Session and the Dec. 19 Business/Organizational meetings and Executive Session. No additions or corrections, minutes approved by common consent.

An amendment to the May 22, 2017, Board of Directors Business Meeting minutes was presented by Nancy. It was stated in the minutes that the By-Laws were revised when, in fact, the ACC Guidelines were revised. Motion that the minutes from May 22, 2017, HOA Board of Directors meeting be amended to read Dee Brown made a motion that the ACC Guidelines regarding 910 Surveillance Equipment/Cameras and (2) Weeds and Unsightly Landscaping be approved. Motion by Nancy, approved common consent.

The Treasurer’s Report was presented by Jim with the year-to-date results through November, with revenue of $2,597,041 and expenses of $2,302,027. Revenue over expenses was $285,015, which was adverse to budget of $171,054, primarily due to home sales and the restaurant. Total cash on hand at month end was $1,151,473, with the following funds:

Operating Account: $40,357

Contingency Fund: $343,807

Reserve Fund: $739,660

Capital Improvement Fund: $5,071

Golf & Comm. Beautification Fund: $20,580

The audit for 2022 began this week.

Layne presented the Manager’s Report.

Administration: SunBird had seven home sales in December, for a total of 112 year to date. The first half assessment billing was mailed on Nov. 30. A new option of electronic payment has been made available, and 30 to 40 residents have utilized this method for payment. First half assessment was delinquent on Jan. 15, and courtesy notices will be sent this week.

Horizon Room: Food and beverage services are available Monday through Saturday from 8 a.m. to 6 p.m. and Sunday from 8 a.m. until 4 p.m. The Friday Night Fish Fry has returned, and new twilight specials will begin soon. Labor issues continue to be a challenge.

Activities: Layne detailed several of the activities of the month with more to come.

Clubhouse: A couple of balcony deck leaks outside the building were discovered and being addressed. The clubhouse roofs and rain gutters have been cleaned of dirt and debris. The makeup air and evaporative cooler unit has been replaced. The jacuzzi heater had been functioning erratically and may need to be replaced.

Common Area: The USPS attempted to assign maintenance and ownership of the neighborhood mail boxes to the HOA. Request for documentation on when this change was authorized. As of this date, the USPS retains responsibility for the mailboxes.

The Common Grounds have been treated with pre-emergent weed spray.

Committee Liaison Reports:

Architectural Control: Dirk reported that December finished with 26 permits and 488 YTD. Weeds continue to be a problem with the recent rains. The ACC will assume responsibility for the Fruit Pickers. If you have fruit that needs to be picked, contact the office.

Finance: Jim reported that October YTD financials, including revenue, expenses, and balance sheets have been reviewed. Variances were reviewed and discussed by the committee. The committee will be recommending Carol Dawley to join the committee.

Project Review: Dan reported that due to termite damage, the counters on the outdoor kitchen have been replaced. New railing around the Sunrise Court to bring them up to code will be proposed.

HOA/Golf Board: Nancy reported that the board will have two items to vote on for the Golf Course, and it was agreed that the Memorandum of Understanding (MOU) needs to be reviewed.

Rules: Bob reported that the committee will be reviewing the Tennis and Pickleball Clubs’ court reservation plans in the fall.

Welcoming & Marketing: Chuck reported that 45 attended the social event on Jan. 12. He thanked the Garden Club for their generous donations of 10 centerpieces, which were given away as door prizes. He thanked the committee for a very successful event. Two new members, Bob Lama and Debra Greisbeck, will be recommended to join the committee.

A motion to add Carol Dawley to the Finance Committee and Bob Lama and Debra Greisbeck to the Marketing and Welcoming Committee was made by Jim, seconded by Bob. Motion passed 6/0.

A motion to replace the railing at the Sunrise Court to bring it up to code was made by Dan. The cost of the project is estimated to be $8,400 and will be completed when funds are available in the Capital Improvement Fund. Seconded by Dirk. Motion passed 5/1 with one abstention.

The board discussed the drainage issue, and Layne advised the community that the attorney had reviewed the document concerning hole 16 and agreed that it could be added to the previously approved project. Dirk made the motion to add hole 16 to the contract with Torrent Resources to open, inspect, and clean out the drain. The cost of this additional hole will be within the set limit of $20,000 previously approved at the Dec. 19, 2022, board meeting. Motion passed 6-0.

Two requests were reviewed by the board for items for the Golf Course. The proper paperwork was submitted with the request.

A motion to approve the upgrading SES to complete the electrical system upgrade. Motion by Nancy, seconded by Bob. Motion passed 5/1. Funding of the estimated $4,385 will come from the Golf Beautification Fund.

A motion was made to approve the fabrication and installation of a gate at the maintenance yard was made by Nancy, seconded by Jim. Motion failed 3/3.

The MOU between the HOA and the Golf Course will be reviewed. The discussion will begin at the Feb. 9 HOA/Golf Club Committee meeting.

The Comment sheets were reviewed by Layne. Several homeowners’ comments were made at the meeting. Board members thanked the residents for attending the meeting.

With no further business, President Nancy Eckstein adjourned the meeting at 11:23 a.m.

The next scheduled board Business Meeting is Monday, March 27, at 10 a.m. in the ballroom. All are welcome to attend.