Unapproved Minutes of
Sunscape Board of Directors Meeting
November 13, 2007
The meeting was called to order by President Gene Curry at 9:00 a.m.
Pledge of Allegiance
Opening Prayer given by G.H. Sublett.
Roll Call by Mary Anne Brunner. Present were Gene Curry, Gene Wallace, Ken Macomber, Hugh Warner, Sam Samler, and Mary Anne Brunner.
Gene Curry thanked Catherine Eaton for taking the minutes of this meeting.
Approval of Minutes: Ken Macomber moved and Gene Wallace seconded that the April 10, 2007 meeting minutes be approved. Motion carried.
Treasurer's Report: Mary Anne Brunner reported that we had a busy summer. We are doing pretty good on our budget figures. I posted them out there in the fireplace room, but they keep on disappearing. I posted another set this morning. We are over budget on some stuff, but still under budget on a lot of other things. In the Money Market we have $259,589.31, and we still have $25,404.10 in our Checking Account. We have Capital Improvement $56,852.69, Contingency Fund $59,767.96, and our Park Improvement money for the Welcome Center is $46,755.76. All in all we are doing pretty good. Are there any questions? Jean ??? wanted to know the amount we have left in our operating budget for the year? $98,889.55. No other questions. Sam Samler moved to accept the Treasurer's Report, seconded by Ken Macomber. Motion carried.
Standing Committee Reports:
Architectural Committee: Mike Moore, lot 226. We have had a good October and November started off with a bang! We have approved approximately 18 permits, we have had a number of closures and answered a lot of questions. We look forward to having you guys come in, bring in your projects, bring them in in advance--ask questions. We would be more than happy to help you with anything you would like to do; for any improvements on your lot, please come for a permit. That's all. Thank you. Ken Macomber moved to accept the Architectural Committee Report, seconded by Gene Wallace. Motion carried.
Finance Committee: Good morning! Kathy Gordon, lot 18. As everyone knows, our primary job of the Finance Committee is to set the next year's budget, which we are starting this afternoon. We have met--we met in the spring and we met again this fall, because not only do we get the budget ready for the annual packet, but we also take a lot of responsibility to see that the by-laws are followed, to see the finances of the park, to see where we are going, so we kind of oversee expenditures of the funds otherwise, besides just doing the budget. I guess I am saying we do more than just the annual budget. We also oversee a lot of stuff like that. We are starting this afternoon to work on this coming year's budget to go out in the December packet, and we have no idea at this time what's gonna happen! Ken Macomber moved to accept the Finance Committe Report, seconded by Gene Wallace. Motion passed.
Property Committee: Good morning! Howard Caires, lot 399, I'm the Property Committe Chairman. Right now we have had 2 meetings so far. We are doing real well. We are progressing really well. We have done some approvals, but one of the things that's happening-- please make sure you see me for a property committee approval form, and we have to get that form filled out so we get the proper inventory on our listing and taken off the old. Remember, what we, the Property Committee, do is make sure we have an accurate inventory of everything in Sunscape so we get insured for the right amount of money that we need to be insured for. Any questions? I still need one more volunteer for the Property Committe board. If you would like to volunteer, let me know please. Sam Samler moved to accept the Property Committee Report, seconded by Ken Macomber. Motion passed.
Safety Committee: Ray Fassbender, lot 141. This morning I come to you with good news. Dale Schoeneberger--stand up--I would like to introduce him as the newest member of our Safety Committee. Tom Barnhill resigned last spring and we have had an opening spot, and so Dale has become the 7th member of our committee. We have such confidence in Dale, he has been elected assistant chairperson. I don't know if it was through innocence or what, but we are glad to have you, Dale. By the way, terrific Veterans celebration--outstanding. And, that goes for Bonnie, too--it was a 2-person project. Well, with the shorter days, we are encouraging people to use flashlights and reflective tape. We're encouraging people to put reflective tape on their golf carts. We have had a number of situations already with people with bicycles, as well as with golf carts, without using lights. We would like to encourage when it gets to be dusk, that you light yourself up so that you don't become a target. One other thing I wanted to mention, too, is having to do with speed, which we touch on every month. I've contacted Jim and he has contacted the gate, so that any non-residents that come into the park are advised to please respect our 10 mph speed limit. We are trying to slow down the trucks and things that service us. Last but not least, we encourage you now that you are here in the park to take a deep breath, relax for the winter season, and slow down on your speeds. Thank you. Park manager, Jim, said he would like to add a little to Ray's report--yes, we have been working very close. This past week we went through 4 gates out there folks! Please remember that that gate only stays up for 20 seconds, and it comes down. If you want to wait for it, that would be great, but to drive through, it costs $50. If we could all pass it around the park to look out for that gate--it bites the car. Any questions? Ken Macomber made motion to accept Safety Committee Report, seconded by Gene Wallace. Motion passed.
Medical Committee: I'm Mary Ann Fender, lot 26, and I'm in charge of the Medical Committee. I'm just wondering when you talk about all these gates, is that a money-making proposition? It was answered, "no." I was thinking we could have that a "for profit" thing at the rate they are going! We started off in October with our first meeting already, because somebody put an agenda of all the committees in my mailbox, and I thought, "Are we starting already?" So, I called a meeting, but it was more a check on our beepers with the new system, and we found out we have a few glitches in it that we are working on, and it is getting better. That's the gist of the October meeting--I was the only committee that had a meeting though. I don't know why the knee jerk works so well on me. Anyway in November, we just had our meeting last week. We did a review of our defibrillators since we have so many that are CPR and first-aid certified now, I think about 95% of our committee is certified. But, when they trained us, it was with instructors' AED, and thought that it would be nice to get our members up to date on ours, and so that's what we did last Wednesday--we went through that. We have had 2 medical calls so far this season, so we need to keep track of where we are walking, where we are putting our limbs, keep ourselves safe. We don't want to have to use that 911 too often. That's pretty much it for Medical. Any questions? Howard Caires asked about the etching. Mary Ann said the sign-up sheet was a mess so I typed it and it had exactly 50 names so it is full, and I looked at it at just the right time. At any rate, they are coming this Saturday at 10 o'clock for the Block Watch presentation and 11 o'clock to 1 p.m. will be the etching. Howard Caires said everyone should come on the Pool Room side of the Activity Center and drive around and come around to the west side--so we want you all lined up on the west side. So come to the east side of the Activity building and make a U and line up on the west side where we will start doing it. Make sure you are on the list and have a Sunscape sticker on your windshield. Lined up, not parked. Still trying to find out more about it, but anyway we will be ready for you Saturday. Mary Ann said it was wonderful that Howard and Ron had volunteered to do this. Mary Ann also if anyone still had bicycles they wished to donate? We have 18 donated now and one tricycle, and they will be picking them up on Saturday. If you have any more, please contact me. I would like to get these out of here so we don't have to continue to tie up our shed. Manager Jim added to the Committee presentation that an issue came across his desk. Someone cut their hand in the ClubHouse, and they wanted to know where the first-aid kit was? All of the public buildings in this park do have a first-aid kit, and they are located by the fire extinguisher. In the ClubHouse, it is by the kitchen. Mary Ann and her crew have done a wonderful job of keeping these things stocked. I want to thank you Mary Ann. Motion to accept Medical Committee report made by Ken Macomber, seconded by Hugh Warner, motion passed.
Gene Curry at this time thanked all the committees of the park. The committees do a lot of our leg work. Then they bring the recommendations back to us, and, at that time we vote on them. They are of great assistance to this park, and I want them to know that we appreciate them.
Special Committee Reports:
Nominating Committee: Howard Caires said they were moving forward on the Nominating Committee. I understand that some members of the previous, last year's, committee are still active and would like to still participate. People come by the house but they don't leave a message with lot/name/phone so we don't know who they are. Please come and see me. We are looking for candidates and volunteers, so please come and see me--I'm at lot 399. There will be several seats open--one-yr. term for Mel, Ken is leaving and that will be a 3-yr. term for him, and also Gene Wallace will be replaced-- that's 3 years. Motion to accept Nominating Committee report made by Gene Wallace seconded by Hugh Warner, motion passed.
By-Laws Committee: Jean Aili, chairperson, lot 419, reported that they will be holding their first meeting for this season this coming Friday, Nov. 16th. Meeting will be at 9:30 a.m. in the conference room in the Activity Center. They are doing the final work to get the recommended changes into a format to turn over to the Board. Their intention is to do our submission in such a manner that it can be submitted to the membership for voting, along with the annual meeting packet. They are providing the current wording along with the recommended change in wording for each proposed change. It will also include the committee's reasoning for each proposed change. The committee is also suggesting to the Board that there be an informational meeting held regarding the proposed changes once the membership has received the annual meeting packet. Motion to accept By-Laws Committee report made by Ken Macomber, seconded by Mary Anne Brunner. Motion passed.
Planning Committee: committee chairperson not present.
Master Plan Committee: committee chairperson not present.
Old Business:
Gene Curry announced that last April, we inadvertently forgot to vote on an issue for a stick built or metal welcome center. It was pretty well unanimous that we agreed to it , but it was not put to a vote. So, at this time, I'm going to have to ask for a motion for the stick-built building. Gene Wallace made the motion, Sam Samler seconded, and the motion was passed.
Lot #8--Request to put new park model along the back of the lot. We have had much discussion on it, and I think the Board has finally come up with a conclusion on that. Ken Macomber made motion to approve a variance for Daryl Henderson, lease holder, of lot 8. The variance will grant to Daryl Henderson a variance from the rule shown on page 3 of the Sunscape Estates RV Cooperative (hereinafter known as the "Park") Rules and Regulations Revised April 12, 2005, which requires that "Any RV or Park Model occupying a lot MUST be backed in and its length situated parallel to the right side of the lot (when viewing the lot from the road) in a front facing position." This variance shall apply only to the placement of the park model proposed for installation on the attached drawing submitted by Daryl Henderson and only for the park model's installed life on Lot #8. All other rules of the "Park" regarding any and all improvements on Lot #8 shall remain in effect. Further, this variance shall not affect the application of any and all Rules and Regulations of the "Park" to all other lots within the park. An approved Improvement Permit issued by the Architectural Committee shall be required before any construction may begin on Lot #8 to assure compliance with all other rules and regulations of the "Park." Sam Samler seconded Ken Macomber's motion and motion was passed.
5 Ft. Setbacks--In the past we have had many issues on our 5 ft. setback rule and our 15 ft. rule. We had many issues on Phase 1 and 2 of this Park. We will handle them case by case because there are so many issues we cannot cover them at this meeting. At the work session there was a lot of discussion about the 15 ft. rule. It appears that the position of the Board, at this time is that the rule was made, accepted by the Board, and we will have to live by it. Ken Macomber said he has received some support of the 15 ft. rule, the Architectural Committee worked on it, and he cannot see rehashing it again. No motion necessary because it was already voted on last March.
10-Year Rule--Refer to fact that if you are preparing to sell your lot, please see the Park Manager, Jim, first, then he will direct your request to the Architectural Committee and have your lot inspected for presale approval. They'll check your setbacks, etc.
There was a question brought up last year. In the Small Storage Area there has been a request for more than one item to be put in the area. We have turned this over to the Park Manager. Go to manager, the manager will see if it will be a hindrance or a safety hazard. At that time he will allow you or disallow you to do so. Ken Macomber said if people have a small trailer and want to put another, there should be no problem. What is the maximum footage on the small storage? 25 ft. At meeting last Thursday, it was decided that it was probably okay to put two items in one spot, IF you own both units. Want to keep away from two people renting one spot--subletting!
New Business:
We have a need for 3 Board Members and before we get into this too far, we will have to accept the resignation from Mel Glaze. Ken Macomber made motion to accept Mel Glaze's resignation, with regret. Mel is resigning because of medical reasons. Heart problems this summer make him unable to continue his Board seat. Sam seconded and gave many accolades as did Gene Curry concerning Mel Glaze and his work. Motion carried.
We need an Audit Committee. Please come forward before the annual meeting. Seems like we are always a little late. We'd appreciate anyone coming forward. Kathy Gordon was asked if Glenda Collins had contacted her. Glenda was an auditor. Kathy said she had the 4 she needed.
Volunteer Insurance: We have been looking diligently for insurance for volunteers. The manager has also been looking. So far we cannot get a company to write it. It is now in limbo or whatever you want to call it. I would ask that if you are a volunteer, check with your own insurance and see if you are covered, because we do have a problem with that at this time.
Time Used For Buildings--not necessarily buildings, but anything the Park owns. Some members think that if they are members, they can use property, etc. any time they want to. This creates a problem--500 lots, 1000 people; 40 or 50 people cannot dominate the use of all these things. Check with the Activities Director. She pretty much knows who is in what building, when, etc. If there is a problem, she will go to the manager, and he will go from there.
One thing I would like to say--We had tremendous help this summer. You'll come back and see all that has been done. We had people like Dale and Bonnie Schoeneberger that worked their fannies off, and that Veterans program and so many other issues that they have done. I look at the people that were working the Welcome Center, the volunteers. They helped Jim, and Jim told me he never had anyone refuse to help. This Park is starting to pull together. I think we now have a manager that can manage a park. Jim said again that the volunteers did all the work. Don and Diane Wittig did a fantastic job on the buildings with their crews even though we had such a hot summer.
We need to replace Mel until February and I talked to the Board. Past Board member, Herb Ganske, agreed to do so, but his wife said she'll shoot him and me if it goes one day past February. She has graciously agreed to allow us to have him until then. Herb received ovation and asked that they definitely not make him liaison for Safety!!! Much laughter as his arm is still in a cast. Sam Samler made motion to accept Herb Ganske as replacement, Ken Macomber seconded, and motion was carried.
Ray Fassbender, lot 141, at the work session I had a brief question about how many people we had under contract and the duration of their contract? Arlene's is until the 15 of April and Vera's is also. Betty Livingston, lot 276, and I would like to know status of the lot on th corner, #144. Because it is still in the process of going to court, we can't discuss it.
Gene Curry said that times have changed and our budget is not allowing this Board to do a proper job for this Park. They have limited the funds to the Board and it is costing this Park so much. I have gone through some of the items in just the last year and a half. In some cases, it has almost doubled. Some of the problems--even with the Welcome Center. If we had the authority, as a Board, to go ahead with the Welcome Center 2 years ago when we started planning it, we would have eliminated an impact fee, probably had the permits in a shorter time, etc. Somehow you have to put the trust back into your Board to be able to allow them to do certain things. Take lot #144. Suppose it comes up for sale, and we can buy it back for what he paid for it. The judge is not going to let you pay for it next year. Someone has to take a serious look at what the Board is allowed to spend. We work with all the Committees. We do not do this with the 7 member Board up here. Everything we do has usually gone through a committee somewhere. The point is the vote is coming up in February, the by-laws are being renewed in February, and that is the time, if you feel you can trust your Board to do this, it's time to take a serious look at this.
Thanks to all the people of this park.
Sam Samler added that this money would not be available to one Board member. It would take all seven to agree. Money would not be spent without agreement. Please give us a hand. Ken Macomber said this would be for the benefit of the park. It would save the Park some money. Hugh Warner said that it would take a by-law change. The chairperson of the By-laws Committee said they decided not to recommend a change like this at this time. A lot of these problems can be addressed if we have proper planning in the Park, and we know what we are planning two or three years down the road. We can address the financial aspects of it by proper financial planning. We discussed raising the limit that the Board can spend for Capital Improvements without approval by membership and decided not to change that at the present time until there is more financial planning available. Thank you. Mary Ann Fender said that she respects that decision, but that an exception should be if they have the right of first refusal on a lot that is an issue in the Park. I think that there should be an exception for this because of the time constraint, and there's not time to fool around with a vote. We have that ruling in front of us right now. The By-Laws Committee chairperson, Jean Aili, said this was discussed with Gene Curry at one of the meetings. The answer is that with proper planning--send it out in November--should we earmark "X" number of dollars for such and such--it doesn't have to be spent now, but we can vote on if we will allow this to happen. It doesn't have to wait until the very end! It can be addressed ahead of time. Jean, what do we do in the summertime in the off season? Sam Samler asked what if something comes up that we want to purchase? We bought that trailer when just about everyone was gone, a fantastic bargain, for $5000. Guess where the money had to come from--The Board of Directors Fund--but it was for the Park. Jean replied, "That's the whole idea"--why you are given the discretion of spending "X" number of dollars without the membership voting on it. The Park, I don't think would give you unlimited authority. We tried several years ago to raise the limit to $15,000. and it got voted down. At one point we had it that no money could be spent without membership approval. Until more advanced planning is in place, things are not going to change. Jean was asked if her Committee was the final say so? No. But, they had many sessions last spring for the proposals to put in the wording for submission, and only one person showed up that wanted to increase the limit. So where was everybody then? We have a million or half million dollar operation, Samler stated, with 500 plus lots and you give the manager $1000 a month to run this place-- a nickel and dime operation. Jean replied that the By-laws have nothing to do with the manager's salary. That's not his salary--that's what he has to maintain this Park for a month. Jean replied that's the Finance Committee. Hugh Warner said it was not right to attack Jean on this. Jean said she did not consider it a personal attack. Hugh Warner stated that if we want to change the by-laws, we can ask for a request that it get voted on. I ran a $67 million business and I had a spending limit of $5,000, but my immediate boss that sat in a corporate office could do $50,000. So it's a little easier in that progression. If we want to make this change as a group, it will have to be voted on. The Board should make a recommendation, and we'll put it to a vote. Betty Livingston told the meeting that she has been here forever, and I don't know how many people realize that this Park pulled itself up by the boot straps from nothing. We can thank the Finance Committee for that, and we can thank our safeguards for that. I realize we have more people here now, retired, younger, and with a lot more money than we had but remember that we stayed debt free, and I believe that's a big accomplishment.
Gene Curry asked for a motion to adjourn, Ken Macomber made motion, and Hugh Warner seconded. Motion passed and meeting adjourned.
Respectfully submitted by Catherine Eaton.