2009 Annual Meeting

[Unapproved Minutes]

The meeting was held at the Pinal County Fairgrounds, Casa Grande Arizona

President Hugh Warner opened the meeting.

Pledge of Allegiance.

Opening prayer by Fran Bolm.

Election Results: Carol Handley acknowledged and thank the members of the

Election committee. She thanked the board for their help and reported the

Following results

Larry Gingrich 290 votes

Jim Cleveland 284 votes

Mary Ann Fender 275 votes

GH Sublett 225 votes

Dennis Johnson 119 votes

Neal Wehmer 479 votes

New members to the board are Larry Gingrich, Jim Cleveland and Mary

Fender. Carol made a motion that the secretary record the tally and the

Ballots be kept for 30 days and then destroyed. Seconded by Ken Macomber.

Motion carried. Hugh Warner invited the new members to join the Board.

APPROVAL OF MINUTES: Secretary Neal Wehmer asked if the minutes needed to be read or accepted as posted. Ken Macomber moved to accept the minutes as posted. Seconded by Don Angel. Motion carried.

TREASURERS REPORT: Treasurer Mary Anne Brunner reported the carryover was approximately $8700.00. We transferred $24,000.00 to Capital Improvement bringing it to $108,244.85. Contingency Fund is $84,882.20 and the Park Improvement fund has $8,929.39 including the remainder of the Park Party Funds not used for the welcome center. The no risk CD worked out nicely for us.

Mary Anne thanked Fran Bolm and Glenda Collins for the improvement to the park books. Noting that the Profit & Loss and balance sheets look much better.

Mary Anne talked about the accomplishments of last year. The purchase of the tractor and the utility trailer, painting the outsides of the clubhouse and community center, tiling the fireplace room and building the room for the Sheriff’s Department. She noted that recycling brought in $1967.44 and thanked the volunteers involved

Mary Anne stated that this was her last meeting as treasurer as her term is over. She thanked all the Board members she has worked with past and present and that it was a pleasure working with all of them. She hoped the new members realize the importance of volunteering and reminded us that common sense is the best.

Fran Bolm made a motion to accept the treasurer’s report. Marcie Grimes Seconded. Motion carried.

Hugh Warner thanked all the volunteers that helped thought the year and noted we always need volunteers.

ARCHITECTURAL COMMITTEE: Mike Moore introduced and thanked his committee members. The committee job is to answer questions, issue permits for work done on your lots and seeing that the paper work is properly filed. Mike thanked the members for helping them in this process. He noted that this committee has no enforcement capabilities that lie in the hands of the Board. There were 41 old permits and closed 40 permits. There were 126 new permits and closed 127 permits. In 2008 there were 15 new park models, in 2008 there were 9 new park models and so far in 2009 there have been 2 park models.

Mike gave a pitch for Wayne Kissick and the Architectural Rules and Regulation committee noting they would appreciate input from them members.

Mike noted it was not too early to get permits for summer work. Summer work permits would be issued until April. Manager Jim Mashek will be available for urgent summer work only. Get your permits early. Mike again thanked the members for working the process.

AUDIT COMMITTEE: Glenda Collins introduced the audit committee. The committee has completed the audit and presented it to the Board. The review team looked at the following sections:

Payroll, Payroll Taxes and Procedures

Reconciliation of Operational Bank Accounts

Reconciliation of Money Market Bank Accounts

Review of backup Deposits

Fund Raiser/Donations Income & Expense

Operational income & expense

Reconciliation of Retained Earnings

Reconciliation of Accounts Receivables

Review of Accounts Payable Checks

Review of Welcome Center Building costs. (Cost of the Welcome center Building

Was $53,000, that came out of the park fund)

The team found that the books were being kept in accordance with generally accepted accounting practices. The team presented the Board of directors some further recommendations to make the verification process more complete.

FINANCE COMMITTEE: Glenda Collins introduced the finance committee members. Most of the finance committee’s work is in October, November and December setting the budget for the next year. Forms will be going out to the department heads for the 2010 budget. The finance committee is available to anyone needing help in this process. The finance committee also reviews the budget monthly.

PROPERTY COMMITTEE; Howard Caires introduced the committee members. Howard noted that the coop property is valued at approximately $2,675,000. Missing from the Activity Building are three stationary bikes, a six-foot table, an ironing board, 16 chairs and some chairs from the poolroom. There was some discussion from the floor about the item and it was noted that it is possible some one outside of the park may have taken some items. Meeting notes and committee members are posted in the clubhouse.

Hugh Warner stated no one is accusing anyone of stealing but if you have borrowed something please bring it back

Howard mentioned that the road has been improved. A contractor had excess material which the board purchased at a good price and patched some of the outside road. Howard also was able to convince another contractor that was Appling slurry up at wildhorse to extend it further down the road. The pool heater is maintaining the temperature at 87 to 88 degrees. The problem was a broken gas line, which has been fixed. The committee is working on gaining the title to the south pond. Blinds will be replaced in all the clubhouse windows, with the valances provided by the quilters.

SAFETY COMMITTEE: Ray Fassbender introduced the committee members.

C.H. Grubb safety member for six years is retiring from the committee to be able to spend more time with the fire Department. Ray highlighted some of the safety improvements.

Park emergency maps

Painting the streets

911 phones in activity center, clubhouse, pool and community center

Improved safety in the kitchen area

Spearheaded the volunteer release of liability form

And promoted safety throughout the park

Dale Schoeneberger was elected new committee chairman.

Ray stated he was retiring from the safety committee and thanked everyone.

Ken Macomber asked for more information on the 911 phones if knocked off the hook.

Ray responded if you accidentally knock the phone off the hook stay on the line and tell the operator it was an accident.

Pat Kline asked about the cost of the 911 phones. Wayne Scamstad responded that the phones cost about $40.00 apiece but didn’t know the cost of the wiring. Noting that the labor was free.

Al Schaffner stated we shouldn’t question the cost of safety.

Wayne Scramstad reiterated to stay on the line if you accidentally knock the phone off the hook and tell the 911 operator that it was an accident this prevents a sheriff from responding.

Ray again thanked all the members for making Sunscape one of the safest resorts in Arizona.

Wayne Scamstad addressed speeding in the park noting the speed limit is 10 miles an hour, which is 16 kilometers for the Canadians. He suggested backing in when parking, if possible, don’t cut corners at intersection and don’t ride bikes on the kokepelli trails.Wayne stated one lady was picked up doing 18 miles an hour on her bike. Bikes must stop at intersections. Speed bumps could be added if speeding persists.

Rosetta Maddick wanted to know about the rules for motorcycles. Wayne replied they were the same as any other vehicles.

Lori Aerne noted many improvements in the park.

Ken Macomber stated we could use another sign facing south at 11 mile road.

MEDICAL COMMITTEE: Mary Ann Fender announced her resignation from the committee, the new Chairman is Howard Caires, vice chairman is Ron Stockall, Colleen Apger is secretary and Millie Schmitz is in charge of equipment.

Mary Ann introduced the committee members and the Sunscape firemen. CPR Certification on the 10^th and another class scheduled for March.

Health Fair February 18^th from 10am to 12am. No bone density test at the fair.

AMBASSADORS COMMITTEE: Sonny Stimmel stated she has been chairperson of the ambassadors for three years and is stepping down this year.

There are 13 ambassadors on the committee but we are all ambassadors for the park in the way we act. Three members are retiring from the committee this year.

From October to January there have been 46 new visitors to the park who were contacted by the ambassadors. Working with the welcome center has reduced the number of repeat visits. There have been several positive comments on our packet.

The new chairperson for the 2009-2010 seasons will be Norah Sostrom with Millie Schmitz as co-chair for one more year.

Ron Stockall brought up the concern of overgrown cactus in the set back areas hampering fireman’s access.

Bob Gordon requested that people look at their setback areas to clean them up and make them more accessible.

Betty Livingston asked about palm trees in these areas and stated the answer is to keep everything trimmed back.

ARCHITETURAL RULES & REGULATION COMMITTEE: Wayne Kisssick,Chairman says the committee has gotten input from groups but not individual members. Invited members to attend their meeting every Wed at 9:00am, except the 18^th will be at 1:00 in the TV Room in the activity center.

Dorothy Bos stated the space between the park model and RVs by the electrical boxes have lots of stuff blocking access.

Bob Gordon answered all members should look at those areas and keep them clean.

PARK PARTY: The park party theme is “Under the big top” with Alicia Rasmusson, Connie Roberts and Mary Lawler as Co-chairs.

Event dates are as follows:

Keepsakes dance March 10

Park Party March 12

Casino Night March 13

Golf cart races and Golf Tournament March 14

J.J. Schmitz chair of the entertainment

Marilyn Fritch , chair of the raffle committee

Silent Auction will feature more items donated by residents

The bake sale will be The Big Top Bakery and Coffee Shop

Casino Night has a limit of 96 people cost is $15 a person

Donations of usable items for the yard sale are welcome (Joanne Frank and Rose Ann Owens).

Help is needed for food and silent auction.

Marilyn Fritch is happy the park party is happening with the emphasize on having fun. Ticket sales schedules are posted in the clubhouse and activity center.

Early bird drawing winners are: Maurice Regimbald lot #43 and Charlotte Curry lot #489.

Marilyn noted that hourly winning tickets would only be put back in for the Grand Prize drawing. Prizes will be determined by ticket sales.

Ron Stockall noted that the Golf cart race is now an obstacle race with the driver blindfolded and a partner guiding. He is now taking entries.

Art Aerne suggested that we put” the park volunteers built” below Sunscape RV Resort on our literature.

Fran Bolm liked the idea but felt it would cause problems with the government.

ADMINISTRATIVE SUPPORT COMMITTEE: Norm Voelpel, Chairmen said his committee has been supporting the Board the last couple of years.

Having conducted a workshop for the Board and the committee chairs. And for the last two years a workshop for the Board and the new Board candidates. Having favorable reviews for all the workshops. There is a new expectation to conduct business in a business like manner.

Wayne Kissick invited everyone to come to the Arch rules &regulation review, noting there are forms available for ideas.

Pat Kline keep electrical boxes and propane tanks open and clear. First responders to a fire or other incident shut down the propane and electrical. Please no locks on electrical boxes.

Bob Gordon noted all changes of the arch rules and regulations committee will be voted on one by one like the vote on the by-laws.

Don Angel stated don’t depend on the committee for changes input from the members needed.

Dick Emmel, Webmaster, stated there is a lot of information available on Sunscapervresort.info. take advantage of it. He could use some more pictures from the members.

Don Angel made a motion to accept the committee reports as presented. Seconded. Motion carried.

OLD BUSINESS: Pete Cox would like the exit gate fixed; he has had to help other people out of the gate. He is concerned an ambulance might not be able to get out.

Dennis Harvey stated all the medical team and fire Department know how to get an ambulance out of the park gates.

Don Waller asked about #144.

Hugh Warner answered it is back in the hands of the attorney.

Terry Kehler thanked the Board for all the time and effort they put in.

Joyce Bingenheimer announced Avril’s Spaghetti feed and asked for donations for the bakeshop. Make your family favorites. Contact Dianne Anderson

Lot #427,Joyce Bingenheimer Lot#406, Charlotte Curry Lot #489, Virginia Garman Lot #432 and Joan Wagner Lot #426. Wednesday February 11^th is the spaghetti feed.

NEW BUSINESS: Sonny Stimmel asked if there was any thinking about redoing the rules and regulations

Jean Aili the thinking is to do one set of rules per year on a rotating basis.

Fran Bolm Please buy your ticket events early it helps the people putting on the events

Carol Thornton also believe we need a Sunscape sign on 11 mile road facing south.

Bob Gordon wanted the new younger members to input their ideas on entertainment.

Hugh Warner thanked Alan Greager for manning the mike.

Mary Lawler activity sheets are down to one sheet. Could E-mail them out

Kathy Eaton asked for a hand for Mary Anne Brunner for her service on the Board

Jean Aili thanked Herb Ganske for filling in again. Thank Hugh Warner for his leadership.

Herb Ganske thanked everyone for the appreciation you helped me with.

Betty Livingston thanked the younger volunteers we have in the park.

Rosetta Maddick asked on 911 do we still meet the ambulance at the gate.

Mary Ann Fender answered that we meet them on 11-mile road and at the gate.

John Stalzer wondered if the balance sheet could be sent in the packets.

Hugh Warner noted that they are posted on the board in the clubhouse.

Morrie Lawler said to keep abreast of things you should attend the meetings.

Hugh Warner thanked the members for their help. He noted that the Board tried to be fair and worked as a group. Thanked everyone for giving him the opportunity.