SCHOA BOARD OF DIRECTORS MEETING

Minutes – April 27, 2010 

Pledge of Allegiance:  President Granucci asked all in attendance to rise and join him in the Pledge of Allegiance.

Call to Order:  The meeting was called to order promptly at 9:00 a.m., and roll was noted.  Present:  Pete Granucci, Linda Lindquist, Ben Roloff, Lyle Roth, Kay Bush, Rick Gray, Walt Patterson, Jim Powell, Jim Stark, Marie Weekley, and Roy Logan.

Agenda:  Directors were asked to refer to the tentative printed agenda.  Kay Bush moved the agenda be adopted as printed.  After a proper second, the vote to adopt was carried. (11-0)

Secretary’s Report:  Secretary Roloff noted that there were actually two items requiring action under the secretary’s report for this meeting instead of one:

1.   Walt Patterson moved approval of the minutes for both the regular board meeting and the executive session that followed on March 23.  There was a proper second.  With no discussion or amendments, all minutes were approved.  (11-0)

2.   Ben Roloff moved approval of a new policy titled, “Updating SCHOA Policy Book.”  The motion was seconded and passed unanimously.  (A copy of the exact policy has been placed in the permanent records of the association.)

Treasurer’s Report:  Treasurer Roth distributed a synopsis of the March financial and a year to date summary for the board review and highlighted several items to note.  Linda Lindquist moved to receive the treasurer’s report and place on file for audit.  Motion seconded and carried.

Suspension of the Rules:  Roloff moved to suspend the rules to hear from members on their concerns.  The motion was seconded and passed.  One resident, Warren Clucker appeared to express concern for the weed growth on the lot next to the Heritage at 99^th Avenue north of Bell Road. He also informed the board that the Sun City Civic Foundation would be presenting a request later in the meeting for some help from SCHOA.  Walt Patterson moved to return to regular order of business.  The motion was seconded and carried.

President’s Report:  President Granucci noted that he had two items in his report of the day—one of which required action:

1.    It was noted that the office staff and several directors have dedicated large quantities of time to revamp office procedures including: receiving mail, recording deposits, entering accounting information, tightening accounting controls, creating checks & balances, generating reports, etc. 

2.    President Granucci moved adoption of a new board policy titled: “Incoming Donations.”  The motion received a second, and the policy was summarized as setting up a system of acknowledging donations.  Members donating $15 in addition to their prescribed dues up to $84 dollars would receive a thank you note from staff as directed by the Administrative Manager.  Donations of $85 or more would be referred to the President by the Administrative Manager to properly acknowledge on behalf of the Association. Motion passed.  (A copy of the policy has been placed in the permanent records of the association.)

Administrative Manager’s Report:  Jeannine Frederick, Administrative Manager, explained the new report format she developed with input from Kay Bush.  Highlights from March include renewing 710 members and enrolling 88 new members on the membership side. Vendor fees continue to trail budget estimates, but both Website fees and Vendor Advertising funds continue to exceed anticipated amounts.

A request was made to consider closing the office on Fridays again this summer as was done last year during July and August, with possible consideration of also closing during June.  President Granucci referred the request to the Finance and Administration Committee, with direction to bring it back for the May agenda for the board of directors if appropriate.

Compliance Manager’s Report:  Bill Szentmiklosi had several items to review with the board:

1.     As predicted, the number of reported violations was up for the month numbering over 600.  The winter rains produced a bumper crop of weed problems.

2.     The board was briefed on the attempt of Union Hills Country Club to get the C.C. &R.’s for that area of Sun City amended to allow changes to golf course property.

3.     An update on an information exchange with the new developers of the property formerly known as Sun City Manor was presented.

4.     Contacts with potential grant writers have been made to explore possibilities of obtaining grant money for remodeling/expanding the current building.

5.     Plaques and proclamation certificates were presented individually to employees of the compliance department who were invited to attend the board meeting for a special recognition ceremony.   Recognized employees included:  Marilyn Slater, Carole Studdard, Tom Wilson, Gene Turiano, Bobi Pellegrino, and Tom Dellopolous.  The entire department was commended for their service to the community by members of the board.

Committee Reports:

Membership:  Two action items were presented to the board by

Chairman Ben Roloff.

1.   Roloff moved approval of a new policy titled “Renewals of Resident Members and Vendors.”  The motion was seconded.  During discussion, Kay Bush moved to amend by addition of: 7. Implementation of this policy shall be the responsibility of the Administrative Manager.  The motion to amend was seconded.  Both the motion to amend and the main motion as amended then passed by votes of 11-0.  (A copy of the motion as amended has been placed in the permanent file.

2.   Roloff moved approval of a new policy titled “Complaints Against Vendors.”  The motion was seconded, and during discussion Jim Stark moved to amend by addition the words “and Compliance Manager” after Administrative Manger in Number 10 of the policy provisions.  The motion was seconded.  Both the amendment and the main motion as amended were then passed.  (A copy of the motion as amended has been placed in the permanent file.

Information Technology:  Chair Linda Lindquist offered the following action item for board consideration.

1.    Lindquist moved approval of four additional telephone lines as allowed by our contract with Qwest/CopperState and also an extra line and phone for the small meeting room.  The motion was seconded.  During discussion, Rick Gray moved postponing the vote until after an alternate bid can be obtained from Cox Communication to replicate the recommended service as proposed and that the President then be authorized to poll the board electronically as to their preference as a substitute method of finalizing action on the proposal.  Gray’s motion was seconded and passed unanimously without further debate.

Compliance Committee:  Linda Lindquist briefly summarized four different requests that came before the committee at their last meeting.

Public Relations:  Marie Weekley announced that the next meeting will be held on May 3 at 10:30 a.m.  Efforts continue to have SCHOA information made available at the RCSC with 30 day approvals being given at this time.

Environmental Committee:  Walt Patterson did not have a written report, but he noted that water quality issues discussion were discussed in their meeting and that he would be attending an air quality hearing at Ventana Lakes on April 29.

Transportation Committee: Jim Powell reminded board members his committee meets the day after the board meeting at 10:00 a.m.  Parking issues, striping of paint, public transportation and traffic enforcement issues continue on the agenda for this month.

Charter Amendment & Bylaws:  (No Report)

Planning & Elections:  (No Report)

Administration & Finance:  Chairman Lyle Roth reported on activity of the committee and had the following action items for the board’s consideration:

1.   Roth moved that a new policy titled “Fees for Room Usage” be approved.  A second was heard for the motion and the motion passed unanimously.  (A copy of the policy has been placed in the permanent files.)

2.   Roth moved to continue suspension of including coupons in mailings of renewals and to new residents until more information can be obtained regarding appearance, legal exposure, and cost.  The motion was seconded and carried.

Chairman Roth expressed his concern of whether vendors on our list should produce a certificate of insurance along with a release of SCHOA from culpability in the event suit is brought against the vendor.  After discussion, President Granucci suggested Chairman Roth put it on his agenda for his committee’s discussion and bring it back to the board in terms of a recommendation or policy decision if appropriate.

Government Affairs Committee:  Rick Gray reported the scheduled meeting for April 30 had to be canceled because a majority of the legislators were not available.

Linda Lindquist moved to recess for 5 minutes and then assemble in executive session before returning to adjourn the meeting until 9:00 a.m. on May 25, 2010.  The motion was seconded and passed.

Linda Lindquist moved adjournment at 11:55 a.m.  The motion was seconded and passed unanimously and enthusiastically.

Respectfully submitted,

Ben Roloff, Secretary