UNAPPROVED MINUTES OF
SUNSCAPE BOARD OF DIRECTORS MEETING February 8, 2011
Jean Aili called meeting to order at 9 am.
Pledge of Allegiance.
Prayer by G.H. Sublett.
Present were Jean Aili, Jim Cleveland, Larry Gingrich, Jerry Higgerson, Bob Gordon, Wayne Scramstad and Mary Ann Fender, and Park Manager, Dale Schoeneberger.
There was one correction to January’s minutes. Motion made and seconded to accept the minutes as amended. Motion carried.
Finance Report: Bob Gordon reported the following for the month of January 2011:
Total Money Market and CD $387,747.55
B of A Operations Checking Account $295,942.02
Total Funds in 4 Change Fund Accounts (Petty Cash) $900.00
Total Checking and Savings accounts $684,589.57
Detail of CD Accounts $160,845.50
Great Western Bank (two CD’s) $201,313.31
Bank of America (risk free CD): $25,588.74
Capital: $148,342.12
Contingency: $67,212.35
Park Improvement: $29,543.55
Total restricted liabilities: $254.104.02
This balance sheet will be posted on the bulletin board in the clubhouse. A motion was made and seconded to accept the treasurer’s report. Motion carried.
Setbacks for Lots 1-10: Robyn Moore, Chairman, Architecture Committee presented a policy for the Board’s approval for the following:
Lots 1 - 10 on north side of park have new survey monuments that are approximately 1 ½ feet inside the existing block wall. Most of the improvements that have been constructed on these lots were permitted by Sunscape Architectural Committee and Pinal County. The permits utilized the existing block wall as the rear lot line. When the new survey was performed it was noted that the block wall was not near the lot line. Sunscape RV Co-op is shown to have ownership of the property to the north of the subject lots 1 through 10. A 30’ wide strip is identified for park access purposes and a portion of these lots are adjacent to the triangle landscaping lot. The Park might in the future enhance the roadway and utilize a 14 foot wide section of this strip for road purposes. The Park has no present or future need for the 1.5’ wide strip of property between the lot lines and the existing block wall. Pinal County personnel have indicated that this situation is a Park management condition. Therefore, the Sunscape Board of Directors has concluded that lots 1 through 10 may continue to utilize the existing block wall as the reference for rear setbacks limitation for existing improvements. Any new improvements will adhere to the present Architectural Rules and Regulations as amended and updated. A motion was made and seconded to accept the lots 1 - 10 set backs as written. Motion carried. The policy was signed. and will be filed with Architecture files for these lots.
Approval for Transfer of Lots/Shares Policy:
Mary Ann Fender explained the policy addition for when a member is deceased.
What do to if one owner passes, does it require a change of certificate. When an owner is deceased a copy of the death certificate needs to be submitted. A copy of the authorization of authority to sell or transfer: i.e., share is inherited or an executor of the will or Power of Attorney is doing transfer. An Intent to Sell needs to be filed to order the lot inspection, a requirement for every transfer. Complete the back of the Shares Certificate indicating the new owners of the lot/share. If the Board Secretary does not witness the signature, the signature must be notarized. The lot may be transferred by mail or in person. When a surviving spouse or co-owner of the Share is on the certificate, it does not need to be transferred. However, a death certificate should be put into file to indicate that the one member is deceased. A motion was made and seconded to accept the change to the policy of Transfer of Lots. Motion carried
A discussion followed: If two people that are not married are on the Certificate it would be transferred to the survivor on the Share. Rules and Regulations state that Share’s must be in 2 individuals names; it does not state Trust. In the earlier years of the park they did allow the share to be named as a Trust. Since the Park has changed to 40 plus park, the rules have been changed to 2 individuals. If a Trust is done correctly, it states who can sign the certificate for sale or transfer. Some issues with a Trust is that some lots are out of compliance and therefore would be transferred without bringing the lot up to compliance. Final budget approval
January 20th the revised proposed budget was submitted to the BOD for approval. Budget is in balance. Finance Committee recommended that the assessment fees for the year 2011 be increased to $1,100.00. This is needed along with the withdrawing of funds of the reserve accounts to cover expenditures for the 2011 budget. Should the capital expenditures be voted down, the money will remain in the reserve accounts. Net assessments $524.530.00, Total share holders income: $535,747.38, Operational income: $124,844.00 Total income and operating cash: $664,576.00
Operating expense: $481,721.00 Park Maintenance: Road repair, pool repairs, tools, solar system: $170,855.00 Total expense and capital improvements: $652,576.00 Capital request for maintenance building and storage in the event that it passes is $12,000 Total $664,576.00 A motion was made and seconded to accept the approved final budge as written. Motion carried.
Policy approvals: No new policies up for approval this month.
[2/12/11 Updates in bold].
Volunteer Maintenance status: Per Request, the Project Maintenance Committee will no longer be a standing committee and has been reclassified as Project Maintenance Team. They will answer to the Park Manager. A motion was made and seconded to accept the reclassification of the Maintenance Committee to Maintenance Team. Motion carried.
Annual Meeting reminder: Mary Ann Fender reminded everyone that the Annual Meeting is Tuesday, February 15, 2011 at 9:00 AM at the Fairgrounds, Building 1.
Road paving update: Robyn Moore stated that there is approval to have the roads paved and will take place over the next 3 years. 1st phase will be Carolina Street from the gate to the back street; Texas Way; Thatcher from Texas to the gate, and Sunscape Way from power pole (at change of payment) to Estates Road. 2nd phase will be the following streets: Wisconsin, Vermont, Alabama, the rest of Thatcher, Idaho Way, Idaho East, Iowa and the parking lots around the Clubhouse. 3rd phase will be Minnesota, Indiana and Illinois Streets. Bids were requested from three contractors. Paving would start in April when the park is not so full. This will be an overlay of asphalt pavement, using an asphalt machine. Sunscape Way will be 2 inches thick. In the park it will be 1 ½ inch with a little thinner rock size. Notices of bid items, drawings, and roads to be worked on will be posted for residents. Notices will be put up to inform people what roads will be worked on for traffic detours. The Medical and Safety teams are also involved with this plan so people needing help can get medical attention to them if needed.
The Manager made a comment that a Pool Seminar is scheduled for February 25th from 8am – 12 noon in Florence. One more spot is available. Anyone interested in going, please see Bret.
The Manager made a comment of outsiders throwing garbage in roll-off dumpster: the park has an agreement with sewer people to dump garbage in roll-off dumpster in turn for electric usage for camera and can shed.
Recycling update: Dale Schoeneberger explained that the recycle truck has 2 compartments. One is for plastic and tin and the other is for paper and cardboard. They keep them separated. Last year’s recycle brought the park $326.00 for 12 ton of paper and cardboard. Scrap metal taken to the dump brought in $572.60, for a total of $919.30 for operational income.
Maintenance Report: Bret Harrison that in January, Maintenance repaired 13 water breaks, pumped the septic 7 times, performed monthly maintenance on equipment and other minor maintenance work.
Committee Reports:
Architecture Committee: Robyn Moore, Chairman - January permits - 28 request for permits and/or information Pre-Sale inspections - 47 lease transfer inspections request have been submitted since October Changed meeting date to Wednesday effective January 26 Investigated setbacks for Lots 1 - 10. Prepared memo for BOD Reviewed charter and proposing change to their Mission Statement to include a statement of helping shareholders maintain their properties in accordance with the rules. They are also revising their Charter to change yearly Architectural committee meeting cycle to begin on October 15th and end on April 15th. Emergency permits to be administered by Park Manager.
Finance Committee: Glenda Wilson stated that they postponed their meeting until after the Annual Meeting. Need volunteers. They need a secretary, (does not need financial experience).
Property and Planning - no report
Safety Committee: JJ Schmitz reported that they meet twice a month. A walk though inspection of the Activity Center was done and a 5 page report was given to the Manager. Door number signage for all buildings is almost complete. Safety finance request has been submitted. Half of medical team was trained in material safety sheets and the other half should be trained this week.
Medical Committee: Lee Apgar reported that 6 medical calls were done in January. Pagers are working well. CPR and AED training completed by 15 members. Half the members had MSDS training. Health fair is February 16, 10am -12noon with 22 vendors and door prizes. Blood Mobile will be here 10am - 2pm. Sign up in CH for specific time to donate. Have a good breakfast for blood donation.
Activity Committee: no report
Election Committee: Carol Hanley - no report
Administrative Support Committee: Norm Voelpel stated that they meet once a month. They plan to meet with Dick and Lois Emmel on how to better interact with the webmasters and will also meet with Finance Committee and Long Range Planning Committee to close the loop between the two committees.
Audit Committee: Pat Olsen reported that the audit is complete and in the process of finalizing the report and recommendations. Five people helped with the audit.
Fire Department: no report
Park Party Committee: Each group will be doing their own thing: yard sale, bake sale, book sale. No one person in charge.
Sunscape Info Web Site: Dick Emmel reported that they upgraded the software last month, thanks to the computer club (1st time in 10 years for an upgrade). Reports and minutes are available on the site under the various committee headings.
A motion was made and seconded to accept the committee reports. Motion Carried
Old Business: The Manager reported that Dan Little from Wave Vision informed us their FCC license was approved and they are installing new equipment. Next week will be installing new antennas and within the next two weeks should see a big improvement. Question made on phone service being poor, is this because of the wifi? Dale will check on this.
New Business: Lee Apgar inquired if the park should change Passport America to be used for 1 week time period during October, November and December to try and fill up park lots. They are currently working with Passport America regarding the rates. The Manager stated an evaluation is being drawn up for “lookers” of the park to include: “What would you like to see here, what would bring you into the park, What don’t you like?” Hopefully this will help the park as to what outsiders are looking for in a park.
Wayne Kissick stated that we need some new active recreation here. Manager stated he has a list from members as to what they would like to have here in the park for recreation and is going to review it.
A motion was made to adjourn and seconded. Motion carried.
Meeting adjourned.