APPROVED MINUTES OF
SUNSCAPE BOARD OF DIRECTORS
MEETING
November 11,2008
President Hugh Warner called the meeting to order:'
Pledge of allegiance.
G.H. Sublett led the opening prayer.
Mary Anne Brunner read Robert Samler's letter of resignation and made a motion to accept it. Seconded by Neal Wehmer. Carried
Mary Anne Brunner made a motion for Herb Ganske to fill out the term of Sam SamIer. Seconded by Wayne Scramstad. Carried
Herb Ganske agreed to fill out the open term left by Robert Samler and joined the board members.
Roll call by Neal Wehmer. Present were Hugh Warner, Mary Anne Brunner, Wayne Scramstad, Robert Gordon, Herb Ganske, Jim Mashek, and Neal Wehmer. Jean Aili was absent.
Approval of April 8, 2008 minutes. Secretary Neal Wehmer asked if the board would like the minutes read or accepted as posted. Mary Anne Brunner made a motion to accept the minutes as posted. Seconded by Wayne Scramstad. Carried.
Finance report: Mary Anne Brunner reported there is $18,670.53 dollars in Checking and $344,266.55 in our CD's. Mary Anne also noted that Glenda Collins would be working with Fran and Jim Mashek to resolve some of the problems with QuickBooks. Hugh Warner asked for volunteers for the audit committee noting one more person was needed. Motion made by Mary Anne Brunner to accept the treasurer's report. Seconded by Bob Gordon. Carried
Park Party Leader: Hugh Warner noted the need for a park party leader and asked for volunteers. Alicia Rasmussen suggested the park party be run through the activities office by the Activities Committee. Hugh agreed that was a good idea. Further discussion needed.
Resolution on Lot #210: There is a tentative agreement with Steven and Pamela White to resolve the electrical issue on Lot #210. They have agreed to accept one month's free rent to resolve this issue. Motion made by Neal Wehmer to accept the agreement. Seconded by Wayne Scramstad. Carried
Pool Speaker Noise level: Wayne Scramstad stated the noise levels at the pool were investigated and found to be acceptable. Wayne also asked the people to be tolerant of noise generated by people enjoying themselves. Wayne Scramstad made a motion that the noise level was a dead issue. Seconded by Neal Wehmer. Carried
Candidates for the Board: Howard Caires asked for "candidates for the board. There are three 3-year positions and one I-year position to rdl. Contact Howard if interested.
Neighbors helping Neighbors: Alicia Rasmussen, Activity Director, reviewed the request for Neighbors helping Neighbors. There would be a small food bank for use by people in the park who are in need. There would also be a small monetary fund, run thru the park bookkeeper, to assist people in need. This will be kept as quiet and confidential as possible. Motion made by Mary Anne Brunner. Seconded by Herb Ganske. Carried.
Architecture Rules and Regulations committee: Hugh Warner asked for non-bias. members for the committee. Reinforced the need to comply with the five foot set back rule. Noting there are still some people out of compliance. Turned the mike over to Bob Gordon, Architecture committee liaison. Bob read the county letter requiring the park to enforce the five-foot setback. Noting that includes slide outs. Emphazing that the park can lose its RV zoning if we don't comply. All changes in the rules and regulations would be voted on separately as it was with the by-laws. Bob would like to have ten to twelve members from all areas of the park. If interested contact Bob Gordon Lot #45.
Committee Reports: Bob Gordon made a motion to accept the committee reports as written. Seconded by Mary Anne Brunner. Carried
Committee Reports on the web: Richard Emmel Lot #477 reviewed the beginnings of the Website then asked the committees and the Board of Directors for their minutes to post on the Web. The website address is www.sunscapervresort.info There are two sections, dialup and broadband, and an E-mail us button to send info to the website. You can also drop off information at Lot #477 after the noon hour or later please. Drop off pictures also, either flash drives or cameras with usb ports. Kudos from Mary Ann Fender and Wayne Scramstad on the job Richard has done on the site. Hugh Warner emphasized the committee chairs need to step up to make this happen. Noted if a vote of the board was required to make this happen we would do that.
Finance Chairperson computer access: Mary Anne Brunner read the request from Glenda Collins for computer access on a read only basis. (Copy attached). Motion made by Wayne Scramstad to grant Glenda Collins read only access. Seconded by Neal Wehmer. Carried. After discussion from the floor the motion was amended by Neal Wehmer to replace Glenda Collins with Finance Chairperson. Seconded by Wayne Scramstad. Carried.
OLD BUSINESS;
Election Committee Suggestions: Hugh Warner acknowledged the suggestion from the election committee, such as larger envelopes and noted we would work with them to implement them. Pat Olsen Lot #379 stated the pool temperature was to cold and asked if anyone was addressing this issue. Jim Mashek said the pool temperature is maintained at 84 to 86 degrees, but we were having some problems and they are being addressed. Herb Ganske stated the pool temperature should be from 86 to 89. Jim Mashek noted county says 82 to reduce bacteria growth. Herb also noted problems with the hot tub temperature. Jim Mashek stated repairs have been made and it should be working.
NEW BUSINESS
Alicia Rasmussen Lot #403 asked about the letter she had written about lot #142. Hugh Warner asked Bob Gordon to respond. Bob Gordon he had not been made aware of all the issues. Alicia was concerned about the property lines stating the Architecture Committee had told her they wouldn't survey the lot the board had to.
Bob Gordon said they were working on establishing the lot lines on those lots. John Willard addressed the board noting he was not retired and the trips to Sunscape were expensive and would appreciate resolution of this matter. Stating he needed an okay of sale before he can improve on the property. Hugh Warner asked John Willard when he was leaving. John replied the 27th of November. Bob Gordon asked John Willard to attend the Architecture Committee meeting next Thursday. Hugh Warner stated if the Architecture Committee approved the sale, the board isn't involved. Hugh noted that this issue may not have been handled correctly, but it will be resolved. John Willard stated he had copies of the Arizona room permits and was asked to bring them to the meeting. Hugh and Bob agreed that there would be an answer by the meeting Architecture meeting Thursday.
Kathy Gordon, lot #18, thought the gate open or closed issue would be brought up, but since it hadn't decided to bring it up. Kathy thought the gate being open made it look more friendly, but noted concern about multiple cars going throe Kathy also suggested a brighter color for the cover of the card reader when gate is open. Bob Gordon noted the electric eye would not let the gate close on a vehicle. Hugh Warner noted Manager Jim Mashek had left the meeting but the board had voted last year to have the gate remain shut. There was some question on the gate being left open to reduce wear on the mechanism. It was discussed to table this issue until more information could be obtained from Jim Mashek. A motion was made by Neal Wehmer to table this issue until the December Board Workshop. Seconded by Bob Gordon. Carried Hugh Warner stated the gate would remain open when the welcome center is open until we determine if there is a wear issue.
Don Angel, Lot #91, had two questions. The first one, can the Architecture rules and regulation committee sit in on the Architecture meeting to understand how they work. Bob Gordon will discuss the matter with Mike Moore. The concern is the amount of people in the relatively small room. Bob didn't see any other issues except the occupancy. The second question was for Jim Mashek and involved the water pressure at lot 91. Don Angel says the water pressure is non-existent. Dennis came out and checked the pressure and said it was okay and suggested Don check their system. Don had his system checked out and every thing was fine. Don heard there was an issue with clogged lines and discussed the issue with Jim Mashek. Jim explained there was a problem with clogged lines and they were going to replace lines a section at a time. Jim also took Don Angels name and lot number. Don Angel would like to have a ballpark figure when his lot would be done.
Hugh Warner said the plan was to do six units at a time but couldn't give Don a date as Jim had left the meeting. Bob Gordon said he talked to Jim and the pressnre at the regulator is 61lbs and thru out the park it is 51 lbs. The problem is the minerals in the water are clogging the galvanized pipe. Herb Ganske feels the 3/4" inch standpipes are part of the problem. Howard Caires stated his system is fairly new and gets 52lbs pressure at the standpipe but pressure falls off when in use. He believes the increase in park models is part of the problem and an increase in pressure at the regulator may solve the problem. Hugh Warner asked Howard if the pressure could be changed at the regulator, Howard answered yes he thought so. Howard thought at one time there was a lot of pressure and it had been turned down. Howard stated that the initial 5l Ibs of pressure needs to be backed up by now to maintain the pressure. Don Angel said Jim Mashek showed him an elbow that was clogged and said that was part of the problem. Don related his pressure problems again. Believes it to be a park problem and would like to see it addressed. Hugh Warner stated it would be addressed.
Hugh Warner asked for any other new business.
A motion was made by Mary Anne Brunner to adjourn the meeting. Seconded by Neal Wehmer. Carried
Meeting adjourned.
BOARD APPROVAL REQUEST
November 5, 2008
TO: Board of Directors. Sunscape R. V. Co-op
FROM: Glenda Collins, Chairperson, Finance Committee
SUBJECT: Access to the computer accounting records of the Co-op
In the process of my attempting to understand the accrual and cash basis input to the accounts for the Co-op, all I have discovered is that some ofthe accounts do not come out with the same balance. I have requested and received from the bookkeeper print outs of these accounts and have found that even though there sometimes is a small difference in the totals for the accrual method and the cash method, there can be several item on each that make up that total. I understand that in the past the Finance Chairperson was permitted to access the accounts on the computer. I am requesting the Board to reinstate that policy, but only on a read only basis. I do not intend to make any changes, but I will work with the bookkeeper to get the accounts agree. By be able to access the accounts on the computer. I believe the amount of paper that is currently being generated for me will be cut way down.
Respectfully submitted
Glenda Collins
Finance Committee Chairperson