GM Operations Meeting Minutes (DRAFT)
Monday April 30, 2012/ 1:30pm
Governing Board Conference Room
DIRECTORS PRESENT: Dave Moeller, Jack Steiner, Griff Williams, Lake Westphal, Ed VanCott, Terry Hamman, and Patricia Tomlin.
Excused: Pat Canfield and Kenny Jordahl.
STAFF Present: Mike Whiting
Guest(s): Directors Elect: Marion Mosley, Nolan Reed, and David Wilson. Other Guests: Kay Williams, James West, Betty Brewer, Dale Johnson, Edie Henker, Janet Kosanda, Mike Kosanda, Ronni Hoover, Judy Reed, Dee Masteller, Ron Brown, Jon Hancock, Joan Hancock, Bladys Smith, Annette Parsona, Jerry Parsons, Millie Shaffer, Rita Kenna, Richard Casale, Grace Powelson, Beverly Wiley, Donald Dreckler, Patty Borchlan, Norman Drutman, W. Horner, and Lucy Horner.
The meeting was called to order by President Dave Moeller at 1:32 p.m.
The conference room was not able to accommodate all guests comfortably, so prior to attending to the agenda and General Manager’s report, President Dave inquired as to the matter which brought this large number of guests. There were three issues: Tennis Courts/Pickleball Courts, Ceramics Clubs, and noise control at Palm Ridge. Dave indicated that both the tennis court and Ceramic Club issues have meetings already set to discuss these matters, so did people want to stay around until about 3:00pm during the Member Comment part of the agenda, or would it be permissible to have the discussions fully explored at the scheduled meetings. Many guests left at the invitation to attend the meetings already set to explore the matters of tennis courts and ceramics. The noise issue at Palm Ridge will be addressed in a letter from the guests to President Moeller. At this point a large number of resident guests departed and those remaining could be seated around the periphery, but not too comfortably for guests in a limited space.
An Owner Member suggested that there may be conflicting policies or concerns about re-purposing facility and who has power to authorize a Club Charter. The member was thanked for raising the issue and further research will be undertaken to correct any conflicting language between RR&P’s, job description, and Bylaws.
The Agenda was modified to add 3.6 Budget Forums, 3.7 RHJ Fitness Open House, 3.8 Executive Session for May 14th, and 3.9 Recognition of Membership Staff: all items added were for information only.
1.0 The minutes of the April 23rd meeting were accepted as presented.
2.0 General Manager Weekly Activity Report for 4/30/12 was distributed. Discussion followed:
# 1- Compliments regarding the LPGA Tournament- Outstanding! Comments as follows. Can we make the hole layout permanent? It would be great if the 18th hole always ended at the Crooked Putter. LPGA Legends women were very complimentary about the course and engaging with spectators. Kevin Wurgler was complimented for his excellent work in attracting the tournament and coordinating it. Phoenix Children’s Hospital Charity received a check for $26,000.
Comments were also offered regarding the Kevin Wurgler resignation. (A section was deleted here) Compliments were offered to the entire staff of RCSCW for their excellent work in making this tournament such an outstanding success. Patricia Tomlin will draft a letter of interest to Walgreens and the LPGA in hosting this event in 2013.
#2- A question was asked about the progress in getting the Racquet Club and the Pickleball Club to a compromise on the Palm Ridge court area. Mike met with representatives from both clubs and gave options for them to have their respective members discuss and vote on. Minutes will be provided to Mike so he has information to make a decision on which option to recommend to the GB. It may be necessary to consider both the surface to be installed and sound abatement products. Temporary repairs to reduce safety concerns will be made sometime between May 7th and May 14th.
#3- The RHJ Fitness Center is beautiful. Issues of concern toMaricopaCountywere thought to require a delay in the opening, but last minute efforts by Mike and staff averted the delay. Great thanks to all for an excellent job on behalf of the community.
#11- SCW Survey Problem Solving Forums- A reminder to Directors of the reports to be made on May 4th at 3:30pm. Directors are expected to be there.
#12- Bowling Center VIP Passes- Passes are available for $35 up-front, and $1.25 for each game bowled. We are near the goal of 35 after selling 25 tickets.
3.0 Governing Board Discussion Items:
3.1 Discussion on Policies Fi8, Fa10, and Fai. The Budget and Finance Committee has the referenced items on the agenda for discussion tomorrow, May 1st. at 1pm and will be presented at the next GM Ops Monday Meeting.
3.2 Standing Rule #3 Quorum Discussion. This Standing Rule adopted March 24, 2011 has been affirmed by the Association Attorney, with respect to Director attendance at Standing Committee meetings. The attorney did add a word of caution about adding items to a published agenda in advance of any posted meeting of the Governing Board.
3.3 Discussion regarding the April 26, 2012 VanCott memo. Open discussion followed concerning the communication process and the suggestion that as Directors we make every effort to avoid surprises when at all possible.
3.4 Discuss May Idea Exchange Invitations. Notes from the April 26th Idea Exchange have been distributed. Thanks again to Griff and Patricia for their assistance. The TORCH Alumni were very open with comments and ideas. Members in attendance ranged from 31 years to 2 years as residents in SCW.
3.5 Rec.CenterNews- Refrigerator Magnets. The idea to offer refrigerator magnets came from the Idea Exchange as a way to give residents a quick reference resource to access Governing Board and community information. The PR Committee will be discussing this idea at its regular meeting on May 3rd.
3.6 Budget Forum. A reminder to Directors and guests of the next Budget Forum on May 1st at 9am in the Social Hall, and again on May 3rd at 6pm in the Lecture Hall.
3.7 Executive Session planned for May 14th to hear attorney advice.
3.8 Recognition of Membership Staff. The membership staff endured many extra hours of work and a few impatient residents during a very intense period preceding the recent election. In view of the GB gratitude, some form of appreciation will be provided for going the extra mile in excellent customer relations and personal time sacrifices.
4.0 and 5.5 New Business and Open Discussion and Director Comments.
- Director comment regarding whether an added fee could be charged to those residents using credit cards to pay Owner Member dues. The question is; Can we do that here? Mike was asked to look for an attorney opinion about that in the context that many CC&R’s and Association Bylaws make reference to this subject(Article 2, Sections: 2.2, 188.8.131.52, and Section 2.6, 184.108.40.206, 220.127.116.11.3. How does this harmonize with Section 2.6.3, where the GB shall determine all Association fees and charges and may modify such fees and charges upon thirty (30) days notice to members?)
- The expansion of the GB Conference room which was voted in the April 26th regular meeting to carry forward this capital item into the proposed 2012-2013 Budget was discussed. The discussion was about options for alternate layouts. Mike was asked to schedule a meeting to review the architects drawings. Mike will replace the conference room tables on a temporary basis to see how that improves guest seating.
- Performance evaluation forms for the General Manager were discussed. The forms can be completed using the electronic version and as much information included as necessary.
- Regarding Fi8, Fi10, and Fa1: Projects that require the Project Planning Process should be identified to track project progress.
- Adding items to the agenda. We added several items to the agenda today. In view of the earlier discussion and caution from the attorney, how does that apply to future agendas and discussion? Clarification is needed by the Association attorney in Executive Session on May 14th.
- Do we have a Project Manager to report on capital projects? Yes, Larry Griffith.
6.0 Member Comments-
- A question was asked about what surface is being considered for the Palm Ridge courts. A concrete base will replace current macadam, but whether pro bounce or post tension will be determined after responses are received from Tennis and Pickleball as mentioned earlier.
- There is concern about the future usage of Palm Ridge, especially as to noise being generated if the courts are converted to Pickleball Courts. Future discussions are scheduled for May 11th and then decisions made at the May 24th GB Regular Meeting.
- A question was raised regarding the recording of meeting minutes. An outline was offered from Arizona Open Meetings Act. Suggestions followed about reviewing the Open Meetings Act as it pertains to Age Restricted communities and agenda modification to add timely subjects that may have arisen since the posting of an agenda. This will be discussed in more detail at the May 14th GM Operations meeting.
- · In addition to the above, a question was asked about when an elected member of the GB can add an agenda item. This will also be discussed on May 14th (in Executive Session?????).
- The Softball Club extended many thanks to the
Directors, Mike and Staff for the outstanding support for the softball dinner extravaganza. Really cool!!!!!
- Where can I find the rules by which the Governing Board operates? It can be found on the RCSCW.com web-site. It will include all the Bylaws and other documents of interest.
- A question was asked about the legality of tape recording open GB Meetings. Mike answered that the Association attorney supports the position that such taping is appropriate and there is no requirement to save the tapes because they are a “tool” used in the preparation of the meeting minutes.
- Comments about the Budget Forum, the handling ofRec.Centerspace allocation or use, and how the situation can be handled for future club use were also offered.
- Racquet Club President stated he was present just to listen.
- How many Ceramic Club members are there? How many does to take to start a new club? The answers may be found in the RR&P’s.
Meeting Adjourned at 3:40pm
Jack Steiner, Secretary RCSCW