SEPO Activity/Meeting Room Request

​Sunshine Activities/Meeting Room Request Process
(Revision 3 dated May 1, 2022)

- View/Print Request Process HERE 
 

  1. “PRIORITY” of Activities for Approval –

    • Board and Residents Meetings.

    • Good Neighbor Day Golf Tournament & Banquet.

    • Architectural Control Committee (ACC) Meetings.

    • Women's Club Activities.

    • ‘League’ Golf Events (first submitted are the first reviewed for approval).

      • Women’s/Men’s Golf Leagues:

        • Dates & Tee Time(s)

        • Tournament

        • Rewards Party

      • All other events/meetings (first submitted are the first reviewed for approval).

        • Women's Club Meetings.

        • Neighborhood Watch (NW) Meetings.

        • All others (i.e., Other Golf events, Quilters, Line Dancing etc).
           

  2. “WHEN” Activities are Reviewed for Approval –

    • Required to be submitted at each March Board Meeting (for the next Winter Season):

      • Board and Residents Meetings.

      • Good Neighbor Day Golf Tournament & Banquet.

      • Architectural Control Committee (ACC) Meetings (are held year-round).

      • Women's Club Activities.

    • Can be submitted at each March Board Meeting or as soon as dates become available:

      • ‘League’ Golf Events (Dates & Tee Times, Tournament, Rewards Party) for Women/Men.

      • Women’s Club Meetings.

      • Neighborhood Watch (NW) Meetings.

    • After each March Board Meeting as soon as dates become available (first submitted are the first reviewed for approval).

      • All other events/meetings (i.e., Other Golf events, Quilters, Line Dancing etc).
         

  3. “PROCESS” for getting an Activity/Meeting Room request approved.

    • Requestor:

      • Obtains Activity/Meeting Room Request Form from:

        • SEPO Office or

        • Document Slot in the Library or

        • Sunshine Web site HERE (or see below)

      • Submits completed Request Form to SEPO Office Mgr (at least three (3) days prior to event, if possible).
         

    • SEPO Board:

      • The Board formally approves/rejects requests submitted for review at each March Board meeting (see 2.a. and 2.b. above).

        NOTE: These requests should be submitted to the Board before March 1 to give the Board time to review them prior to the March Board meeting.

      • For all other requests the SEPO Office may contact the Board Secretary to get questions answered, issues resolved and/or obtain advice from the Board Secretary concerning approval/rejection of the request.

      •  

    • SEPO Office Mgr:

      • Reviews requests not addressed at the March Board meeting to ensure the date(s) and time(s) requested do not conflict with anything already scheduled and approved.

      • Approves/rejects the request.

        NOTE: The Office Mgr may consult with the Board Secretary (see 3.b.ii. above).

      • Notifies the Requestor of ‘Acceptance’ or ‘Rejection’ (and reason why, if rejected) of the request. (The requestor should obtain and file a copy of the accepted Request Form for their records​.)

      • Files the Request Form in the SEPO Office (either electronically or physically).

      • Records the activity/meeting in the SEPO Office calendar.

      • Ensures the Sunshine Web site Manager receives the information to post on the Web site.
         

  4. “Changes” after Approval.
    If anything changes concerning the approved activity/meeting request, this needs to be noted by the requestor on the original form and a new Request Form needs to be completed and approved/rejected by the SEPO Office Mgr (with assistance from the Board Secretary as required).

     

If there are any questions concerning any of the above, please contact the Board Secretary.


SEPO BOARD

 

​Sunshine Activities/Meeting Room Request Form

(Revision 3 dated May 1, 2022)

- View/Print Form HERE -

 
Activities-Mtg Request Form_2022-05-01_FINAL.jpg
 

The ​Sunshine Activities 2-Pager, which used to be available on this page,

is in the process of being replaced by

the SEPO Office Calendar.

You will be notified via SEPO E-News E-Mail when this calendar becomes available.