Board Communicator - Workshop Recap - February 14, 2014
February 14, 2014
Board of Directors
February 13, 2014
Submitted by Katie Sutton, Director of Administration and Human Resources, 512-948-7704,
The Community Association's Financials for
2013 were presented to the Board and Ann Dodson, Director of Finance, provided a review of 2013
financials. Financial results for 2013 for the HOA and Golf were positive. The HOA ended the year
with a $276K surplus which will be transferred to the Capital Asset Fund (pending final Board
approval on March 6). Home closings for the year were 285 which exceeded the budgeted amount of
250. Golf for 2013 was budgeted for break even, but exceeded the budgeted by $100K, which will be
transferred to the Capital Asset Fund earmarked for future Golf projects (pending final Board
approval on March 6). The Finance Committee will meet on February 25 at 1 p.m. in the Activities
Center to review January 2013 financials. The January financials will be posted on the portal on
Wednesday, February 26. Action will be taken on the November, December 2013 and January 2014
financials at the March 6 Board Meeting.
Ron Chalmers, Linda Day Performing Arts Foundation Vice President, presented a status update to
the Board of Directors and introduced his fellow board members. The Foundation’s mission is
to provide its affiliate organizations with support for theatrical, musical, and dance programs
serving diverse audiences in Sun City Texas, and surrounding communities. Initial fundraising
efforts, comprised of group and individual donations, events, and local grants, have been deemed
successful for a start-up organization. The Foundation Board of Trustees recognized that the most
feasible path to obtaining a major corporate gift was by offering “naming rights” to a corporation
whereby a sizeable tax-exempt donation would secure the right to name the performing arts center.
With the foregoing in mind, the Foundation Board of Trustees made the decision to suspend further
broad-based fundraising throughout the community until the leadership and major gifts crucial to
success had been obtained. Once these have been achieved, the Foundation will be much better
positioned to mount a major drive throughout the community, assured that the necessary large
contributions are in hand to construct the building. From that point, efforts will intensify to
raise the additional funds needed to purchase and install the internal necessities of the theater
Krystal Wilson, Director of Communications, reported to the Board and resident audience on the
status of the Community Association’s new website and implementation process. Staff is
working diligently with the various Chartered Clubs and Committees in one-on-one meetings to
provide demonstrations of the new website and seek feedback. Staff anticipates launching the
new website by the end of the second quarter in 2014.
Ron Delaney, Director of Operations, updated the Board of Directors on the new contracted
vendors who will be operating the restaurant at the White Wing Golf Course, named Putters Café, in
March. Putters Café has acquired all necessary permits and licenses needed. They have
completed about 75% of hiring staff and creating their new menus. New tables and booths are
in place, we are only awaiting the arrival of new chairs. Additionally, the outside patio
renovations have begun. Putters Café also hosted two focus groups with residents to gain
input and recommendations for resident satisfaction.
2014 Resident Election Timeline
The Elections Committee provided the Board with the
dates and timeline for the 2014 resident director Board elections. This timeline will
also be announced at the March Board Meeting.
Recommended Changes to the CC&R’s
Staff provided the Board with recommended
to the CCR’s namely related to Section 8 of Exhibit C regarding vehicles and parking. The
Board will vote on these amendments at the March 6 meeting.
Political Sign Policy
Staff provided the Board with recommended changes to the
Sign Policy regarding Local, State and Federal elections. The amendment would allow for
one hand held sign per candidate in the designated areas of the Social Center and Cowan Creek
Amenity Center. The Board will vote on these amendments at the March 6 meeting.
The Modifications Committee presented the Board with recommended changes to the Design
Guidelines (“IG’”). The proposed changes include language on no paperwork items, vents
for garages, paint, fence and permanent fireplace guidelines, landscaping around retaining walls
and other clarifications. The Board will vote on these changes and other Board suggested
changes at the March 6 Board Meeting. If approved, staff will incorporate into the Design
Guidelines for a complete document that will be filed with the County and available for
Level 3 and 4 Enhancement Policy
Staff and the Property & Grounds Committee created a new draft policy on
3 and 4 Enhancement, which was discussed and then tabled at the November Board Meeting.
The purpose of this policy is to prescribe the procedures and rules under which the CA may
authorize a group of residents within a neighborhood or a specified portion of a neighborhood to
make improvements on and take responsibility for maintenance duties above and beyond the CA
designated level of maintenance for a specific area of CA grounds. This maintenance is not intended
to keep these areas “park like” but to maintain a fuel break while at the same time enhancing or
maintaining resident views. After further review with the Property & Grounds Committee,
Wildlife Committee and Firewise, it was determined that landscape maintenance in levels 3 and 4
should be under the responsibility of staff and further that Level 4 areas should only be
maintained for waterways, Firewise and wildlife habitat. Recommendation to disapprove policy
and make changes to the CC&R’s in the future. The Board will vote on this matter at the
March 6 meeting.
Pocket Park Policy
In relation to the discussion on the Level 3 and 4 Enhancement Policy and maintenance of CA
common areas, the Board made the recommendation to rescind the current
Park Policy. There are currently two Pocket Parks that would be grandfathered into
allowance and maintained as described in 5.6 section of the current Pocket Park Policy. The
language in section 5.6 will be stated in an alternate CA Policy to be determined. The Board
will vote on this matter at the March 6 meeting.
Resident Board Members are recommending the creation of a Lifestyle Committee. The
Committee would report to the Board of Directors, include Jenny Phillips, Lifestyle Director, as
the staff liaison and be comprised of resident volunteers appointed to the Committee. The Board
will vote on this matter at the March 6 meeting.