Sunscape RV Co-op

Property-Planning Committee

November 3, 2008

Present: Howard Caires, Chairman; Ray Walker, Sherry Walker, Les Fredrickson, Charlie Pennington, John Schmitz, Lee Apger, Kolleen Apger, Secretary.

This was a pre-BOD informational meeting called by Howard to establish some guidelines for the coming year for presentation to the BOD.

John moved, with Les seconding, that Howard be elected as P-P Committee Chairman, Ray as Vice -Chairman, and Kolleen as Secretary for the 2008-2009 season. Motion passed.

In no order of priority, the following items were determined as needing the committee’s attention this season, subject to BOD approval:

1. Mandating the usage of submittal forms for items purchased, donated, or removed from Sunscape inventory. All committee members are authorized to confiscate and return to donor any items not following the protocol.

2. Follow-up information regarding the south retaining pond: report from Title One has been forwarded to BOD through Howard, with details of actions now needed by Sunscape.

3. Roads, external: Some discussion of what was done during the summer (new topping for part of roadway) and what is needed to replace/complete the project. More information as to precisely what Pinal County would require (in writing) is needed. We await BOD instructions.

4. Roads, internal: Estimates and information being gathered, with information to go to BOD.

5. Lee will gather information re: solar power and wind options for our electrical usage in Sunscape common areas, with a goal of reducing our electrical bills. A cost analysis is needed before recommendations can be made to BOD.

6. John will contact vendors for options and costs for a later presentation regarding the replacement of the Clubhouse blinds; we are including the waffle-cell-blinds as an option.

7. Both Lee and Ray measured and obtained information for a Sport-court/pickle ball option for the areas by the pool and Community Center; copy of one plan attached. Ray will continue with cost analysis.

8. Bookkeeper reported to Howard that the property taxes have been paid for all 5 parcels, relieving Sunscape of the concern of a future tax-lien until formal recording of the retaining property has occurred.

9. Meetings will be the 3^rd Thursday of the month, 10A at Activity Center Conference Room, with the exceptions of November 21^st and December 18^th.

Kolleen will set this up with the Activity Director and notify members.

10. Medical Committee requested and was given committee approval to dispose of surplus and broken donated medical devices as it deems necessary, with the forms submitted to P-P committee for inventory records.

11. As John has certification the relevant areas, he requested that Howard ask the BOD that he be included in the kitchen remodel planning.

12. P-P Committee will be requesting $500 from Finance for budget consideration. This will be used primarily for supplies.

The committee feels that the above will allow the BOD to make current and future determinations regarding “Contingency Fund” expenditures and the necessity of future member assessment considerations.

 

Howard Caires, Chairman

Kolleen Apger, Secretary