SUNSCAPE BOARD OF DIRECTORS MEETING

February 4, 2010

 

Meeting was called to order at 9:00 am by Jean Aili.

Pledge of Allegiance

Roll call by Assistant Secretary Mary Ann Fender: Present were Jean Aili, Jim Cleveland, Larry Gingrich, Bob Gordon, Wayne Scramstad, Dale Schoeneberger, and Mary Ann Fender. Absent was Neal Wehmer.

Mary Ann asked if there were any corrections or if the Board wanted the minutes of the January meeting read. A motion was made and seconded to accept the minutes as written. Motion carried.

Finance Report: Bob Gordon reported there is $522,260.54 in our Money Market and CD funds. In the Bank of America checking account there is a balance of $71,552.16. An amount of $900.00 is in the petty cash funds for a total of $594,712.70. A motion was made and seconded to accept the report; motion carried.

Committee Charters: Jim Cleveland presented the charters for the following committees:

Safety and Security

Medical

Ambassadors

Motions were made, seconded and carried to accept the above charters.

Board of Directors – previously reviewed and accepted by the Board.

Architectural Committee – previously reviewed and accepted by the Board.

Activity Committee – previously reviewed and accepted by the Board.

Administrative Committee – previously reviewed and accepted by the Board.

All charters will be posted on the Board of Directors bulletin board in the Clubhouse for one month for members to review.

Organizational Flow Charts: Jim presented the Organizational Flow Charts that have been developed by the Administrative Support Committee. The chart depicts the flow of communication between the various committees, Board and Manager. A motion was made, seconded and passed to accept these Flow Charts. These charts will also be displayed on the Board bulletin board.

New Policies: These new policies were reviewed by Jim.

Human Resource Management Policy

Policy on Policy Statements

Annual Board Workshop Policy

Organization Management Policy

RV Storage Policy (already reviewed and accepted)

A motion was made, seconded and carried to accept these policies.

Board of Director’s bulletin board: Mary Ann reported that the Board bulletin board is updated. Two boards had been available but the one in the fireplace room will be the one that will be utilized to display all the new items accepted by the Board. Items will be removed after one month.

Survey Update: Bob reported that the Survey is being finalized with the addition of the portion of the cactus garden requested by the county. When this is finally accepted by county, they will come out and meet with the people to discuss needed changes and suggestions. With this said, Jean stated that our only lawyer fees incurring now are with the survey as we have settled the matter with Lot 144.

In park telephone system: Mary Ann reported that she had sent a letter to Jim Mashek requesting a letter stating that the park will become the managing body for the in park phones. Jim had called back and stated to her that he would send this confirmation. It has not arrived as yet.

Committee reports were given. Motion made, seconded and passed to accept them.

Carol Hanley brought up a potential problem with the Sports Court/Maintenance ballot. With the 3 choices, how will the votes be counted and by what percentage does one of the choices pass? A discussion followed. A motion was made to require a 60% of the votes to pass any of the three choices given; seconded and motion carried.

Old business: None

New business: Mary Domejka gave information on the new group of Friends Helping Friends. They offer temporary assistance to residents needing rides or other aid. They are looking for people to help.

Millie Boone spoke regarding her project of putting a Newsletter type history of the park together with pictures since this is the 10th anniversary of the park’s independence from the developer. Also, all of the Sunscapers that she published are in a binder in the Activity Office and available to look at there. Specific issues can be obtained from her computer via flashdrive.

 

Respectfully submitted,
Mary Ann Fender, Assistant Secretary