Notes from the Board of Directors Meeting

Lisa Onyx, HOA Board Secretary

The Board of Directors had a Business meeting on Sept. 28. The following are notes from this meeting:

President Nancy Eckstein called the meeting to order at 10 a.m. All members of the board were present.

The Treasurer’s Report, given by Jim Anderson, was accepted. Jim recognized the contribution Walt Mills has made to the Finance Committee and the SunBird community. He served on the Finance Committee for 10 years; Walt and his wife are moving to Texas to be close to family.

Committee Liaison Reports:

Project Review Committee—Dan Buescher reported multiple projects were completed, including new curbing in the parking area north of the clubhouse, ballroom remodeled, laundry building remodeled, and main floor restrooms remodeled.

ACC Committee—Bill Ley reported 149 permit applications were submitted as of Sept. 28. Permit application forms are now available on the SunBird website. Over 100 reminder letters to trim your palm trees were sent to homeowners. Please have your palm trees trimmed in July to avoid the expense of mailing out reminders.

Finance Committee—Jim Anderson provided the first review of our 2021 budget.

Marketing & Welcoming Committee—Steve Seel reported they will focus on the best way to connect with new homeowners. The next Marketing meeting is scheduled for Oct. 21 at 2 p.m., location TBD.

Rules Committee—Chris Nechvatal reported the committee reviewed political sign verbiage in the Rules Booklet and drafted new rules. They also discussed the effectiveness of the new swimming pool signage. The next Rules meeting is scheduled for Oct. 5 at 1 p.m., in the Pima Room.

Redecorating Committee—Linda DiPalma worked with the planning committee and Layne to select hardware to be used in the restrooms. They replaced the curtains in the ballroom, and Linda extended a big thank you to Dianne Reed for being the seamstress for the new curtains. The next project is the Pro Shop bathroom remodel which will begin on Oct. 12.

HOA/Golf Club Committee—Zoom meeting to discuss proposed CC&R change. Next meeting is Oct. 14, location TBD.

The Project Review Committee postponed their request for a discussion/vote to purchase new chairs for the ballroom.

The motion passed to accept the recommendation of the Rules Committee to incorporate the new Political/Election sign language into Article 5, Section 10, of the Rules and Regulations booklet for information only to be effective Jan. 1, 2021.

The ACC function is to monitor the outside appearance of our homes in the community. The motion passed to have Article V, Sections 7, 8, 9, and 10, about all outdoor signs from the Rules and Regulations Booklet added to the ACC Guidelines to replace page 6 under signage.

Administration chose to revise the original Food Service Policy to now allow groups/clubs to hire certified licensed caterers to prepare and/or serve events (dinner) in the evening in the ballroom. A motion was passed 7-0.

The first review of the 2021 budget includes building the Contingency Fund to $250,000 or three months of expenses by the end of 2021. Proposed $20 increase in annual HOA dues, from $1,040 to $1,060, for increased janitorial staffing and cleaning supplies needed to keep up with safety and disease prevention protocol. 2021 budget is $0 for Activity Sales, because we can’t schedule anything at this time. Restaurant Revenue was budgeted for $672,000 for 2020, and the projection is $285,000 due to COVID closure and changes. The board will vote on the 2021 budget on Oct. 28.

Nancy outlined a CC&R Change Proposal based on feedback from joint town hall meetings with over 500 residents expressing their interest in how we can help the golf course. The HOA/Golf Club Committee made up of three HOA board members and three members of the Golf Club Board have been meeting and discussing how the HOA could be allowed to provide limited funds to the Golf Club. The HOA is working with our attorney on wording for a possible change to the CC&Rs. The proposal is to raise the fee that each new homeowner pays by $300, and this money would be used by the golf course for capital expenditures. There is no cost to current homeowners unless the homeowner purchases an additional home(s) in SunBird. Additional information will be provided at future board meetings, HOA, and Golf Club eblasts, and the SunBird News.

With no further business, the meeting was adjourned at 11:58 a.m. by Nancy Eckstein.

Next Scheduled Board Meetings: Agenda Planning, Monday, Nov. 9, at 10 a.m., in the ballroom. Business Meeting, Monday, Nov. 23, at 10 a.m. in the ballroom. At this time, each of these scheduled meetings is planned to be in compliance with the governor’s orders and CDC guidelines. Guidelines for attending: Stay home if sick. Wear a protective face mask. Do not arrive any earlier than 10 minutes prior to the meeting start time. Do not shake hands or make any type of physical contact with others. Adhere to social distancing by staying six feet away from other people. Cough into a tissue and immediately throw away. After the meeting is adjourned, please do not congregate, and disperse immediately. Thank you for helping us all stay safe and healthy!

Next agenda planning meeting is scheduled for Monday, Nov. 9, at 10 a.m., and the business meeting is scheduled for Monday, Nov. 23, at 10 a.m. Both meetings will be in the ballroom.