SunBird Board Meeting Notes – March 2015

The notes of the Regular Board Business Meeting Monday, January 26, 2015, are as follows:

All Board members and the general manger were in attendance. The meeting was brought to order at 6:00 p.m.

The minutes of the December 8, 2014 Business and Executive Session, January 5, 2015 Organizational and Executive Session and the January 12, 2015 Agenda Planning and Executive Session minutes were approved.

Gordon Lee, Board Treasurer, reported that we are in the process of an audit so there is no final report until the audit is completed in late February.

The Manager’s Report was given by Layne Varney.

Administration: The CC&R ballots were mailed out. All absentee ballots must be received by 4:00 p.m. on Thursday, February 26 to be counted. If you do not cast your ballot by that date and time, you may attend the meeting of the members held in the Clubhouse Ballroom on March 2 at 7:00 p.m. and vote at that time. The ballot box was opened last week to retrieve assessment payments that were dropped in there in error. We opened the box with witnesses and retrieved three payments that had been made and put all the ballots back into the box.

Late notices for first half assessment billing were sent out. A glitch in the accounting program that affected about eight lots in Unit 1A was found. Each lot transaction in Unit 1A has been manually reviewed and corrected. If you receive a notice in error please contact the office.

The financial audit is underway and we have provided the auditor with all accounting data from the computer with monthly bank statements, insurance, contracts and vendors. The auditor reviewed accounting operations and he will be returning for some surprise audits.

Food and Beverage: Sales and activity in the Horizon Room has greatly increased. Wednesday Night Trivia is a huge success. Over 280 guests were served on the Prime Rib Dinner night. The Thursday dinners and Sunday breakfast buffet have been very popular. We are advertising the daily specials on the neon day glow boards upstairs and downstairs and also using the website for better advertising of the menus. The e-mail newsletter is being used to advertise special events. You can sign up for the newsletter by going to and clicking on the Chimps picture. Thanks to the many SunBird clubs and individuals who are returning to and continuing to patronize the Horizon Room.

Clubhouse: Thanks to the Garden Club who purchased new decorations and plants for the Clubhouse. A new projector was installed in the Ballroom for movies, bingo and videos. Thank you to everyone who spent a great amount of time setting-up and removing the holiday decorations.

Common Areas: All the common areas were treated for weeds with post and pre-emergent spray. A blue/green dye was added to help indicate the areas that were sprayed. The dye will dissipate with rain and the sun’s UV rays. The riverbed rock at the Post Office and other areas around the Clubhouse was replaced with rip-rap for a fresh look. There were some sewer problems with the City of Chandler lines in some of the older areas of SunBird. The Municipal Services Director was contacted who immediately sent out staff. They agreed to monitor and clean out the sewer line more regularly and work in coordination with SunBird.

Patrol: The Kerby Farms gate lost communication to the Clubhouse and some memory from the circuit board had gone bad. It was replaced and is now working properly. The Riggs main entrance gates also had circuit board problems and after being repaired several times, it was replaced.

Committee Liaison Reports:

Golf Club/HOA Committee Meeting: Jean Pritchard reported that plans are in process to put fish in pond at the No. 9 golf hole. There are also plans to paint transformer boxes by the SunBird sign and lighting.

Going Green Committee: Jean Pritchard reported that they met on January 8. The Attorney General will be here on March 18 to talk about scams and identity theft. A paper shredding event will take place on March 26 from 8:00-10:00 a.m. in the Waterview parking lot. Phoenix Fibers will also have a truck from 9:00-10:00 a.m. on that day. The committee is looking for new members.

Rules & Regulations Compliance Committee: Nancy Eckstein reported that the committee met on January 5. They are reviewing the revised R&Rs booklet for clerical errors. Chuck Warren was thanked for his 16 years of service to the committee.

Projects Review Committee: Dee Brown-Knoeppel reported that the committee will put two proposals before the Board at this meeting – a bocce ball court and improved lighting in the Horizon Room.

ACC Committee: Pat McGonegle reported that they met on January 14 and that their meetings take place the second and fourth Wednesday in the Lakeview Room. She reminded homeowners that if they are having outside work done on their home they must fill out a permit at the HOA Office.

Marketing Committee: Chuck Warren reported that the committee did not meet this month.

Finance Committee: Gordon Lee reported that the committee met on January 6 and reviewed the financials and audit process.

Project Review and Long Range Planning Committee Requests: Margaret McCathern presented the proposal for the construction of a temporary test bocce ball court to be located at Championship and Kerby Farms. The cost will be $550 plus tax and labor will be done by SunBird residents. The golf course has given permission for this project. Bill Hook requested 10 lights be placed in bar area and four lights above the booths in the Horizon Room. The cost will be $1,500 and the maintenance crew will do installation. Both requests were approved by the Board.

The Board approved Karen Doster as the new chair for the Going Green Committee.

SunBird residents who live outside the United States will continue to receive the SunBird News mailed to them at no cost.

The CC&R ballots will be kept in a secure ballot box until counted. The office staff will compile a list of residents who have not voted and will contact them just to inquire if they have received a ballot. Residents who have not voted and wish to will be able to vote at the annual meeting on March 2.

The meeting was adjourned at 7:55 p.m.

The Board of Directors Planning Workshop meeting is scheduled for Monday, March 16 at 1:00 p.m. in the Ballroom. The Board of Directors Business meeting is scheduled Monday March 30 at 6:00 p.m. in the Ballroom.

The annual Membership meeting is scheduled for Monday, March 2 at  7:00 p.m. in the Ballroom.