SCHOA Board of Directors Meeting

March 23, 2010 - 9:30 a.m.

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

Call to Order:  Following the pledge, the meeting was called to order promptly at 9:30 a.m. and the roll was noted.  Present: Pete Granucci, Linda Lindquist, Ben Roloff, Lyle Roth, Kay Bush, Rick Gray, Walt Patterson, Jim Powell, Jim Stark and Marie Weekley.  Excused:  Roy Logan

 Agenda:  Directors were asked to refer to the tentative printed agenda.  Walt Patterson moved the agenda be adopted as printed.  Hearing a proper second, Pres. Granucci put the question, and a unanimous affirmative vote was announced.

Secretary’s Report:  Board members received copies of the minutes of Feb. 23, 2010 via email and also print copies for review before the meeting.  Linda Lindquist moved approval of the minutes of the Feb. 23, 2010 board meeting and executive session as distributed.  The motion was seconded and approved unanimously.  The secretary then asked for guidance about releasing minutes waiting for approval to be posted to the SCHOA Website.  A consensus was reached that after a “draft” copy had been circulated, with an appropriate time for board members to suggest additions or deletions, that a preliminary copy could be released for posting, and any changes made at time of final approval could be added editorially.

Treasurer’s Report:  Lyle Roth called the board’s attention to several items on the February financial report where either more/less money was collected/expended than had been expected during budget preparation/passage.  Linda Lindquist moved the February financial report be received and filed for future audit/review.  The motion was supported with a second and passed unanimously.

Suspension of the Rules:  One member and two news representatives were noted in attendance.  None requested the opportunity to address the board, and the rules were not suspended.

President’s Report: 

1. Administrative Procedures:  President Granucci led a lengthy discussion of many changes in process regarding office procedures and thanked several board members for their efforts and hours helping with significant changes to how cash and checks are handled/reported/deposited.  He noted the new system was in place and working well and that a written set of procedures had been now existed to guide the process going forward. 

2.  Renewal Notices:  The first notice sent regarding renewal of membership has been significantly revised with the help of many board members providing input.  The second notice was in the final revision status and renewal letters for vendors and introductory letters to new residents were also in various stages of revision.

3. Office Staffing:  The concern expressed in January about being overwhelmed with work and not keeping up in the office had been addressed by the granting of two extra hours of employment daily for the office staff.  Pres. Granucci noted the office was now caught up,which was confirmed by Office Manager Jeannine Frederick.  The temporary extension of office hours for office staff from 8:00 a.m. to 4:00 p.m. set to expire on March 31, 2010 will not need to be extended.

4.  Vendor Referral Program:  Director Jim Stark expressed some legal liability concern regarding current checking of referrals and appropriate vetting of applicants for vendor status.  He also commented on the need for keeping our vendor list current to avoid referral to non-existent businesses or providing business opportunities for non-paying vendors.  President Granucci assured the board that the entire vendor program was under review, but that procedures were already in place to thwart the two specific concerns raised.

5.  Building Security System:  After our recent experience with possible vandalism, a proposal was solicited from one of our vendors for an appropriate security system to fit our needs.  A copy of the expensive proposal had been given to board members and no action was taken.

6.  Disaster Recovery:  Pres. Granucci reminded board members they had a written summary of the outline for a disaster recovery program in front of them and pointed out several features, with assistance from Linda Lindquist, Chair of the Information Technology Committee that is developing the plan.  A finished procedure will ensure continuation of business in the event of a disaster befalling the building and/or association records.

7.  Meeting Time:  There was a general discussion of the length of meetings and appropriate meeting times.  Pete Granucci moved that the meeting time be moved to 9:00 a.m.  The motion was seconded and passed without dissent.

8.  Other non-agenda announcements included:  Lyle Roth announced that finance & administration was working on updating a policy on updating the board on monthly membership activity and Kay Bush requested that papers distributed to the board for their review be clearly marked as to their source.

Administrative Manager’s Report:  Jeannine Frederick described the continued problem of insufficient lighting in the parking lot, as the current outdoor lighting at the entrance, lighting the flag pole and the parking lot does not work often.  One vendor gave an estimate of just under $1,000 for work in the breaker box(s) and running conduit to address the current problems.  After considerable discussion, Jeannine will send a description of the current problem to all electrical contractors on our vendor list and invite them to submit cost proposals to fix the problem.(s)  Another item of considerable discussion concerned adequacy of the number of phone lines and not having a “back office” line available for board use.  Again, Jeannine will speak with Qwest to obtain cost information for board review at a future meeting.

Compliance Manager’s Report:  Bill Szentmiklosi referred board members to his written summary and highlighted the continuing high number of complaints received monthly.  He noted that collection of funds continues to run ahead of budget projections and that things are running as smoothly as can be expected for a busy season, with maybe the worst to come with an explosion of weeds resulting from the winter rains.  He also noted that work continues on the process of bringing a proposal to the board for a new software program for compliance and/or membership/vendor records.  All other compliance matters from the report are legal questions to be handled in executive session later in the morning.

Committee Reports:

1.  Environmental:  Walt Patterson noted they now have 3-4 members and are meeting regularly.  Minutes for the last meeting are on file and copies have been distributed for review by board members.

2.  Transportation:  Jim Powell noted that the regular meeting is a 10:00 a.m. on the 4th Wednesday of the month.  He was pleased to note the good working relationship with MCDOT as represented by four representatives from that department at the last meeting including the head engineer and a representative of the public relations department. Several items of concern to local residents and churches are now under investigation. (Refer to committee notes distributed.)

3.  Public Relations:  Marie Weekley reported two important successes involving the RCSC.  1. They will honor our request for an occasional SCHOA Corner to be part of the monthly Sun Views.  2. They will now allow us to place SCHOA printed material at various recreation centers and properties.  The chair also noted that additional materials have been placed at the Visitors Center and will be placed at both Maricopa County Library sites.

4.  Membership:  The meeting date has been changed from the 2nd Thursday at 10:00 a.m. to the 2nd Thursday at 1:00 p.m. to accommodate members.  Next up for the committee will be reviewing materials used to contact new residents and an investigation of more frequent use of I-Contact for recruitment of members, SCHOA announcement, and providing a community bulletin board.

5.  Government Affairs:  Rick Gray reminded that HB2153 removing the ability of planned communities to regulate parking was still alive.  An attorney from Ekmark & Ekmark has informed us that even with passage the bill would not alter our enforcement procedures for parking, as SCHOA had a voluntary membership and does not fall under Title 33 of the Arizona State Statutes, Rev.  Another bill of potential consequence to Sun City is HB 2615.  Community Association Institute (CAI), of which we are a member, has asked us to go on record opposed to the bill.  If passed, the bill would allow ham radio operators to construct towers of any height/material and only be governed by minimal restrictions of the F.C.C. regarding non-interference with other broadcasts.  Walt Patterson moved we inform appropriate legislators to urge their defeat of HB 2615.  The motion was seconded and passed 10-0.

6.  Information Technology:  Linda Lindquist indicated the committee sought approval from the board for action on three different items.

7.  Lyle Roth moved approval of the recommendation to purchase two high speed scanners for use by the staff.  The motion was seconded and after discussion was passed 10-0.

8.  Linda Lindquist moved we contract with Copper State Communications to put in place a Remote Access Forwarding System as a first step in implementing a disaster plan.  The motion was seconded and passed.

9.  Ben Roloff moved approval of the committee recommendation to rent a safe deposit box at our bank to store original software and also flash drives containing records currently stored in hard copy in 4 drawer files and 3-ring binders. The motion was seconded.  Jim Stark pointed out there were other safe ways to permanently store records, including underground, and that alternative sources should be investigated before making a decision.  Jim Stark moved to table the motion to rent a safe deposit box at our bank.  The motion was seconded and passed unanimously.

10. Charter Amendments and Bylaws Committee:  Jim Stark indicated there was no new activity necessary or to report at this time.

11. Planning and Elections:  Kay Bush reported that the committee had met and established Elections dates for 2010 as November 19 & November 20.  A copy of the new ballot format was distributed for review.

12. Compliance Committee:  Linda Lindquist reported that 5 hearings were held at the last meeting, with four matters disposed of and with the fifth requiring board review/action during the executive session to follow.

13. Administration & Finance:  Lyle Roth read the provision of the bylaws that governed how our association funds can be invested, reminded board members of the procedures put in place for opening daily mail, handling cash, and making daily deposits that had been announced earlier in the meeting, and that the committee still had several items to address and would continue meeting twice monthly.

With non other agenda items to address and no further announcement needing to be made by board members, Linda Lindquist moved for a 5-minute recess before returning to business in an executive session at 12:13 p.m.  The motion was enthusiastically passed.

After the executive session the board returned to the regular agenda.  Being no other business to conduct, Linda Lindquist moved to adjourn at 12:27 p.m.  With a proper second and no discussion the motion passed unanimously.

Next Regular Meeting starts at 9:00 a.m.*   April 27, 2010.

 *Note time change for future meetings.