Unapproved
SUNSCAPE BOARD
OF DIRECTORS MINUTES
December 11, 2007
Meeting was called to order by President Gene Curry at 9:00 a.m.
Pledge of Allegiance.
Opening prayer by G.H. Sublett.
Roll call by Mary Anne Brunner. All Board members were present (Gene Curry, Gene Wallace, Sam Samler, Hugh Warner, Ken Macomber, Herb Ganske and Mary Anne Brunner), as well as Manager Jim Mashek. Pat Kline was present at the Board’s request to take minutes.
Minutes: It was moved by Ganske, second by Macomber, to approve the Sunscape Board of Directors minutes from the November 13, 2007 meeting as submitted. Carried.
Treasurer Report: Brunner reported current savings of $223,236. An impact fee of approximately $3,400 is expected from the County. It was moved by Macomber, second by Samler, to accept the report. Carried
Standing Committees:
Architectural Committee: Chair Mike Moore reported on the number of requests that have been handled year to date. A total of 40 have been completed, including pre-sale inspections. There are also eight to be inspected and five on hold. It was moved by Ganske, second by Macomber, to accept the report. Carried.
Finance Committee: Chair Kathy Gordon reported the committee had held many work sessions and meeting. The budget was forwarded to the Board yesterday (December 10). Warner and Macomber commended the committee on an excellent job. It was moved by Ganske, second by Warner, to accept the report. Carried.
Property Committee: Chair Howard Caires reported the committee has met three times and is preparing for the actual inventory after the election (Caires also chairs the Nominating Committee). Motion by Macomber, second by Ganske, to accept the report. Carried.
Safety Committee: Dale Schoenberg report for absent chair Ray Fassbender. He reported all painted lines have been completed as well as stop signs painted. Emergency telephone numbers will be posted in all public building by the weekend. He cited a continuing concern for speeding vendors (with the exception of UPS). Manager Mashek will contact the vendor supervisors, as has been done in the past, and request that they either respect our speed limit or leave deliveries at the Welcome Center. Motion by Macomber, second by Samler, to accept the report. Carried.
Medical Committee: Chair Mary Ann Fender that 13 individuals attended the last meeting where beepers were checked. One was replaced. Currently 24 members have beepers. A replacement refrigerator has been purchased from the Medical Maintenance Fund to maintain cold and frozen packs. A clarification of the role with the Fire Response Team is underway. Motion by Macomber, second by Ganske, to accept the report. Carried.
Special Committees:
Nominating Committee: Chair Howard Cairns expressed his appreciation for the efforts of the committee which includes Ron Stockall, Ona Mae Hudson and Mary Domeijka. The committee is putting forth a slate of eight candidates; two for the one-year term and six for the three-year terms. Nancy Loveland and Neal Wehmer are running for the former, and John Schmitz, Alicia Rasmussen, Jean Aili, Wayne Scrimstad, Ken Macomber and Kolleen Apger are candidates for the latter. Candidate forums and round table discussion opportunities will be scheduled after the packets have been sent out. Packets will include biographical information and their completed applications. Candidates will be available at individual tables today following the Board meeting. President Curry indicated candidates would also be invited to stand before the members following the January Board of Directors meeting to answer any questions. It was moved by Macomber, second by Ganske, to accept the report. Carried.
Park Party: Chair Terry Kehler reported the committee had held only one meeting to plan the park party which is scheduled for March. He is still looking for someone to chair the Community Donation sub-committee. More information will be available in January. It was moved by Macomber, second by Ganske, to accept the report. Carried.
Discussion of the need for new tractor was taken out of order to allow Ray Anderson to report. Anderson outlined in detail the problems with the existing equipment, including hydraulic problems which pose a serious safety issue. Repairs are estimated at approximately $7,800 and would not ensure that additional repairs would not be needed. In response to a request from the Board, Anderson researched a new replacement. Costs were as high as $60,000; while John Deere was pegged at $37,000; a suitable Massey-Ferguson has been located for $19,800. President Curry expressed the Board’s thanks to Anderson, noting that a discussion regarding funding would take placed as scheduled on the agenda.
Planning Committee: Chair Norm Voepel reported he has just returned to the park and has not yet held any meetings as he is waiting the return of other members. He recapped planning sessions which were held last season and stressed the need for strong support to continue the process - involvement of members. He is also planning to meet with the Park Manager and incorporate his ideas. Motion by Wallace, second by Macomber, to accept the report. Carried.
Ambassadors Committee: Mary Anne Fender reported for Chair Sunni Stimmel. Members are meeting new guests and members and providing a welcome package with
information about our park and the surrounding area. A written report will be submitted to the Board for approval. Moved by Ganske, second by Samler, to accept the report. Carried.
OLD BUSINESS
Audit Committee: President Curry asked for a motion to approve the appointment of Pat Olsen, Glenda Colling, Gary Fritch and Mary Anne Brunner to the Audit Committee. Moved by Macomber, second by Samler, to approve these appointments. Carried.
Mileage reimbursement: It was moved by Ganske, second by Warner, to approve an increase for mileage reimbursement from $.36 to $.48. This would be in conformance with IRS guidelines. Carried.
ARC Variance Request Form: It was moved by Macomber, second by Warner, to approve changes to the Variance Request form. ARC Chair Mike Miller advised that this is a pre-existing form which is being updated and which addresses a request by Pinal County for this revised conveyance document. It will only be used when a permit is being requested from the County. Carried.
Request for change corner re Lots 42, 43 and 44: President Curry noted that the Board has not yet had sufficient time to review this request. It will be addressed at the next Board meeting. In the meantime, all of the lots which comprise the four corners of the park will also be looked at. Motion by Macomber, second by Samler, to table this item until the next meeting. Carried.
Board Action Request Form: A form prepared and submitted by member Pat Kline was reviewed by the Board at its work session and received strong support. In addition, two minor additions were added at her request which would provide Manager Input and Board Action. This would strengthen its use as a paper trail. This form would be completed and submitted to the Board whenever Board action is being requested. It would be used by other members of the Board, staff, committees and members alike. It would contain information to include: action requested, justification, compliance, financial impact, staff impact and timeline. It was moved by Ganske, second by Macomber, to approve the amended form for use as outlined. Carried. Copies will be available through the Manager’s office.
NEW BUSINESS
Budget: Finance Committee Chair Kathy Gordon reported that the Board is aware of the requests included in the budget. Although the Board needs time for additional review, the major impact items include an assessment increase of $25. This increased assessment along with the dues of $240 (as provided in the Bylaws) brings the total of dues and assessments to $925 for 2008. President Curry advised that full explanations will accompany the budget which will be sent to members as part of the annual meeting packet. The committee was commended for its efforts to cover numerous expense increases with only a $25 increase in assessments. Also included for vote in the packet will be three one-time-only assessments. The first will be to support a new tractor at a cost of $21,000 for which the assessment would be $44.11; the second would be to cement the golf cart parking area adjacent to the Clubhouse as well as graveled areas on two sides of the Activity Center at a cost of $27,500 which would result in an assessment of $57.06; and third, furniture for the new Welcome Center at a cost of $3,500 which would result in an assessment of $7.58. The total for these three assessments would be $109.50. It was pointed out that the cost for cement would be materials only as the work would be done by volunteers. It is felt that this improvement would fall under the category of safety. It was moved by Macomber, second by Warner, to accept these three recommendations as recommended and include them as part of the ballot package. It was also noted that cement was being used as it was approximately one-third less costly than asphalt due to increased oil prices. Carried. Gordon also noted that park lot rentals and storage fees will also increase. See below.
Members were asked by President Curry to volunteer to help stuff the annual meeting packets next Monday, December 17, at 9 a.m. in the Clubhouse.
Bylaws Committee: Chair Jean Aili noted a written report and recommended changes had been provided to the Board and will also be included the annual meeting packet. She expressed appreciation to all of those who attended the numerous meetings, and or provided input. It was moved by Warner, second by Wallace, to accept the committee report. Carried.
Additional Bylaws Amendments: The Board will also be proposing three additional amendments to the Bylaws. Language is being developed for inclusion in the packet but will relate to the Right of First Refusal. Changes would give the Board the ability to buy an existing park model and to discuss and agree on how to fund the purchase. An example would be a park model for use as a rental or use by the Manager, or for resale. It was moved by Wallace, second by Warner, to include these additional Bylaws amendments in the packet. Carried.
Insurance: President Curry reported that the Manager was directed to shop for a new company to provide coverage since the current insurer discussed possible cancellation. A proposal from State Farm is recommended for approval, and will increase coverage under the umbrella liability and equipment and buildings. This coverage will be at replacement value. It will also include bonding for Board members and staff, at a reduced premium. It was moved by Warner, second by Ganske, to accept the State Farm proposal recommended by the Manager and cancel the existing policy. Carried. We are still seeking insurance coverage for volunteer workers but it is proving very difficult, and may not be possible.
Park lot and storage rental: President Curry advised that the park will now accept major credit cards for deposit and payment of the park’s rental lots. This will be the only use of credit cards. An immediate increase in the rental fee (effective for new reservations) will be $475 per (single month). In the case of a three-month rental, the first and second months will be $475, and the third month, and any consecutive months thereafter, will be $450.
Renters will be billed for electricity as is the current practice. Single night rentals will be $30 and weekly rates will be $175.
Monthly rental costs for storage will increase $5, raising the fee for the small storage lot to $20/month, and the fee for the large storage lot to $25/month.
It was moved by Macomber, second by Ganske, to approve the proposed increases. The motion was amended to include approval of the implementation date. Carried as amended.
Manager’s Report: Jim Mashek reported he will follow up on park insurance, and cited the continuing value of volunteers as well as the need for them. Director Ganske noted that last year projects like cement benefited from 25 volunteers; this year only seven. We need new volunteers. Framing of the new Welcome Center will begin next week. Jim will schedule appointments to obtain estimates for adding a fire sprinkling system to the buildings, and will report back to the Board with a cost comparison offset against possible insurance rate reductions for doing so. The new entrance/exit gates will be installed as soon as weather permits their painting. As soon as they are delivered, motors will be installed and they will become operational.
COMMENTS: Finance Chair Kathy Gordon asked for several volunteers to accept dues and issue receipts. The Board asked Director Samler to provide a report on the status of park projects. Terry Kehler spoke in support of additional landscaping around the Activity Center, particularly if cement is added, and volunteered to assist with that project. The Board clarified questions regarding use of credit cards only (not debit cards) for lot rental only. The group briefly discussed the need for safety equipment and training for volunteer workers. Equipment is provided but volunteers often do not choose to use it. The Safety Committee will be asked to follow up on what safety equipment is needed, and available, and make recommendations if needed. It is possible that since we have as yet been unable to locate a provider to insure the volunteers, that a waiver will be need to be signed holding the park harmless. Jim will follow up and work with the Safety Committee on this issue.
Insurance can be obtained for “casual employees” who would necessitate payment in some form, which in turn would need to be reported to the IRS and a Form 1099 issued. Many volunteers are unwilling to incur a Form 1099. It is also likely that they would need to be paid the minimum hourly wage of $6.75. Jim was asked to check with State Farm and see if an optional endorsement to cover owners would be an option.
A motion to adjourn was made by Wallace, second by Macomber. Carried. Meeting was adjourned at 10:20 a.m.