Meeting was called to order at 9:00 am by Jean Aili.
Pledge of Allegiance.
Prayer by G.H. Sublett.
Present were Jean Aili, Larry Gingrich, Bob Gordon, Jerry Higgerson, Wayne Scramstad, Mary Ann Fender and Park Manager, Dale Schoeneberger. Absent was Jim Cleveland.
April meeting minutes were from an informational meeting only due to lack of a quorum so no vote of acceptance. There were no corrections to March’s minutes. Motion made and seconded to accept the minutes as written. Motion carried.
Finance Report: Bob Gordon reported the following:
Total Money Market and CD $287,716.47
B of A Operations Checking Account 79,860.57
Total Funds in 4 Change Fund Accounts (Petty Cash) 900.00
Total Checking and Savings accounts $321,504.10
Detail of CD Accounts
Great Western Bank (two CD’s) $201,313.31
Bank of America (risk free CD) 25,588.74
A motion was made and seconded to accept the report. Motion carried.
Eastside lot discussion: Bob Gordon gave a status report of the east perimeter lots. The report is as follows:
County rules require a 10 foot setback for all buildings from the park perimeter when a dedicated strip of at least 10 feet wide owned by the park is not available, such as along the east park perimeter.
The Board has twice approached the owners of the property to the east proposing the purchase of a 10 foot wide strip bounding the east park perimeter. The owners have refused both proposals; they will only sell the entire parcel.
On March 30th of this year, Pinal County Planning and Development, Code Compliance personnel addressed the park residents concerning the completed survey map, setbacks and permit issues on all lots. Of prime concern to the county are the setback requirements to structures along the east park boundaries. The rear lot lines on the east side of the park are the park exterior boundary. The minimum Pinal County setback for all structures along this boundary is 10 feet. The county has stated that all new construction must comply with the 10 foot setback.
The county has indicated it will not enforce the 10 foot setback on previously permitted existing park models and room additions. Existing sheds may remain in place, but must be brought into compliance with the 10 foot setback when the lot is transferred.
The park Architectural Rules require that all sheds must be built on the rear 1/3 of each lot. This rule in conjunction with the 10 foot setback for the east perimeter lots makes it difficult to construct a 200 square foot shed on these lots.
The Architectural Rules could be amended to provide a variance for these lots only permitting the construction of sheds on the rear ½ of the lot. The park Bylaws require that all rules pertaining to members use of the spaces may only be amended at an annual or special meeting by the affirmative vote of a majority of the members of record; present in person, by proxy, or by written ballot.
The Board may present a ballot to so amend the Architecture Rules for the east perimeter lots for a vote of the membership at the coming annual meeting in February.
George Custer, Lot 473, requested a special variance to build his shed and room onto his park model. It would require a vote of all the people in the park and would go out with the voters’ packets. He requested that a special vote be done but the requirement for the 45 days needed to allow responses plus the cost of the postage as a separate mailing is not to any advantage. A discussion followed. A ballot will be written and voted on at the next Board meeting.
Don Waller asked about how these rules affect the west side of the park. At the time of the survey, the county would only allow 10 feet to be taken from the cactus garden to be the west setback. Moving the lot line back would affect the park size and require a 7 foot block wall to be erected around the entire park. Again, at transfer of the lots, sheds abd awnings will have to come into compliance. The March county meeting is posted in the Clubhouse and on the website as well as having been sent to individuals.
Havelina: Dale Schoeneberger reported that his request for locations of the havelina brought an abundance of information. A fish and game person will be coming to the park at the end of this week to take care of this problem; the havelina will be sedated and removed from the park.
Park Infrastructure problems: Larry reported on the problems facing the park in the coming years. We will be striving to prioritize these in a meeting on the 16th with the Management Team and various committee heads and members. This needs to be done so that the budget can be laid out.
- Roads need to be redone.
- Water leak identified at time of repair on the older area of the west side of the park. Tests are going to be done to make sure we have enough water to run the fire truck since the pipes are so clogged with minerals. This appears to be a problem more in the older part of the park but further checking needs to be done.
Stacie Frank said he has information on sandblasting the inside of the water pipes to clear clogs; may or may not work with the pipes in the park.
- Roof of the Community Center is leaking and needs to be redone. Shingles are old. Costs will have to be determined and prioritized.
- The kitchen needs to be updated electrically. The griddle needs to be updated. No further electrical supply available therefore no new appliances can be used.
- Pool deck is breaking up. There is a lot of cracking and chipping and it is at the end of the warrantee. A contractor is doing an estimate on the costs for replacement. This work also needs to be done during the fall and winter months.
- Sewer system may be required to have a grinder pump. More checking needs to be done to see what is the actual need and who will pay for it. There is a number of items being flushed down the sewer that should not be that has caused this problem.
- Shuffle board area will need some work for a safety reason but cost is low.
Our funds are in two accounts: the Capital Improvement Fund needs a vote to use so we are looking to combine this fund with the Contingency Fund so money will be available for the needed improvements.
Pickle Ball Ballots: Pickle Ball ballots are still in the safe. A motion was made and seconded to destroy these ballots. Motion carried. Dale will have Fran take care of these ballots.
South and North Wall Parking: Parking is not a problem at this time. Signs are posted for NO PARKING with allowances for unloading and loading of RV’s and/or trailers.
Transcend Broadband: Dale reported that Transcend was in the park yesterday and installed a new antenna as well as a second antenna with increased strength and frequencies. For one week everyone in the park may have free wifi by going on the computer and selecting Transcend Broadband Demo. They want feedback as they are checking for weak spots or no signal with the time noted. Report this to the Manager and the info will be given to Transcend so they can correct any areas needing better coverage. Charlie Fender said that Transcend is striving to make sure that the whole park is covered therefore feedback is needed.
Committee Reports:
Architecture Committee: Robin Moore, chairman, stated that there were 10 permits and 21 Intent to Sell forms submitted. The committee is waiting for Board action stating that the existing construction of park models and room additions on the east side may remain as placed. All new construction must have a 10 foot setback as set by the county. No written statement will be given by county stating that they will not enforce the 10 foot setback in that area. All park models and room additions have permits from the county. Sheds under 200 sq. ft. do not require county permits. Ray Walker requested approval from Architecture Committee to be able to sell their park model as it is placed. The Board is planning to vote on the setback issue in this meeting and if approved, that would allow the Architecture Committee to move forward with this request.
A discussion of the Architecture Rules and how they are stated followed. After the county meeting last March, they stated that they would allow certain structures to remain until time of lot transfer. The Rules may need to be modified to reflect this.
George Custer challenged the setbacks as the drawing of the plot do not reflect the 10 foot setback rule. However it was the county that stated it to be 10 feet. County rules override the park rules. The 10 foot setback applies to east perimeter lots only.
Finance Committee: Pat Olsen, acting chairman, stated that meetings will be at 2;15 pm on the second Monday of each month. The current finance reports were reviewed and found in order. Budget requests for 2011 were reviewed and they found there were several items that need long range planning; currently not available. The Finance Committee voted to present the Board with the proposal of combining the Capital Improvement Fund and Contingency Fund. A motion to that effect was passed in the Finance meeting. They plan to have next years budget ready to present to the Board by December 10th. A special Finance meeting will be held on November 22 at 2:15 pm in the Activity Center Conference Room to work on the budget. There was a question regarding expenditure of the Park Improvement Fund but these funds require a vote of the membership.
Kathy Gordon requested that the reports be posted monthly as they had in the past.
Jean thanked Pat for being the acting chairman and stated that the Finance Committee as well as other committees all desperately need volunteers. Committee are urged to get signup sheets available for volunteers to sign up. Also, the committees should write up a short description of their duties so that people would know if it is of interest to them.
Bob Gordon stated that he has heard around the park that there have been about 100-125 people that have served on the Board or committees. We urge people to volunteer. Without volunteers, it is difficult to run the park.
Property and Long Range Planning: Stacie Frank gave report for Howard Caires. Stacie stated that the committee talked of disbanding due to lack of members. They feel that their strongest work has been in inventory control and urged that people continue to turn in slips for items purchased. He expressed frustration in having spent hours researching information for projects and park needs and nothing has come to fruition causing unhappiness with committee members. Jean stated that there is a meeting coming up next Tuesday that should provide relief handling requests and their work recognized. We are wanting to prioritize projects.
Safety: J.J.Schmitz, chairman, reported that they are going to continue with the work they were doing last year with the park’s chemicals and the locating the remaining Material Data Sheets. When all this is accomplished, the safety sheets will be copied and posted in strategic areas. They will develop a curriculum for training personnel in the use and protection needed when handling different chemical products. This committee is also seeking members desperately. Sunny Stimmel read from the Committee Guidelines which states the committees shall consist of no more than 13 members. At present, Safety has only 3 members. This committee promotes a safe environment for everyone by identifying areas of concern to be corrected. People are urged to join.
Medical Committee: Kolleen Apgar reported that currently there are 13 people carrying pagers; 2 of these will be having surgery in the near future. This committee also needs volunteers. Members will have free CPR/AED and First Aid Training if needed. Park members are requested to make sure they have the current Emergency Phone Number card as there was a change in the pager provider. The Health Fair is February 16th with numerous vendors.
Administrative Support Committee: Norm Voelpel stated there will be a meeting immediately following this meeting. The meeting of the Board, Management Team and committee members on the 16th will be facilitated by this committee. Announcements of this meeting have gone out. The main focus of this meeting is to prioritize the park projects and how funding is going to be available. He also announced that Terry Kehler is not going to be available much of this season.
Ambassadors: Norah Sostrom reported that the purpose of this committee is to welcome new people to the park that will be staying for 1 week or more. So far, 12 visits have been made. Committee membership is stable at present but new volunteers are welcome as there may be a couple of members leaving.
Fire Committee: Ron Stockall reported the activities of the Fire Team from during the summer until present. Training continues and the firehouse rearranged. The burn pile is overseen by the fire department. They urged that NO CACTUS, METAL, OR OLEANDERS be placed on the burn pile. A new sign will be placed there indicating what may be burned. They will also be checking fire extinguishers and smoke alarms as well as checking the water availability of the hydrants. They are asking for volunteers.
Nominating Committee: Mary Domedka has resigned leaving only 1 member. Need volunteers!! Jean stated that 3 members are leaving the Board with a need for 2 3 year term candidates and 1 2 year term candidate. She urged people to step up and volunteer for committees and Board members so the park may continue to move forward. Without volunteers, our park will not be able to operate well.
There is no Park Party Committee so there may not be a Park Party.
There were no reports available from the Activity or Maintenance Committees.
A motion was made to accept the minutes from March, April and November meetings. Motion carried.
Old Business:
Ray Walker stated he was in the process of finishing off the new shuffle board and they should be painted this week.
Ray Fassbender asked about the resolution of the settlement of Lot 144. Jean stated that the lawsuit has been settled and that the owner had met the standards requested at the mediation. Also, we can not hold him to higher standard than the rest of the park. The Manager will deal with any future violations same as with other owners. Ray asked for details of the resolution of the settlement. This information had been posted for some time on the Board bulletin board. A copy will be available again.
New Business:
At the request of the Finance Committee regarding combining the Contingency and Capital Improvement Funds, a motion was made that we accept the recommendation of the Finance Committee. The Board and the Finance Committee are to draw up a ballot for vote by the park members. Motion carried.
Ray Walker asked the Board to address the setback issues on the East side so that he may be able to sell his lot share. After some discussion, a motion was made to accept the county statement that park models and room additions would not be required to be moved but sheds would have to be moved at transfer to the 10 foot setback from the rear on the east perimeter only. Motion carried
Stacie Frank asked since now that we have no nominating committee and three Board members going off, what happens if we have no Board? Bylaws state that there will be a minimum of 3 members. If there isn’t a Board, we would probably have to have a Management Company manage the park. There are so many people who come to the meetings with dissent but do not participate. Involvement is diminishing. The same people continue to carry the committees and Board. New volunteers are urged to step forward.
Respectfully submitted,
Mary Ann Fender, Board Secretary