Sunshine Country Club Estates

​Sunshine Activities/Meeting Room Request Process
(Revision 4 dated September 5, 2022)

- View/Print Request Process HERE - 
 

1. “PRIORITY” of Activities/Meetings 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 activities/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/Meetings are Reviewed for Approval –

   • Required to be submitted for each March Board (Reg) Mtg (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 for each March Board (Reg) Mtg 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 (Reg) Mtg or as soon as dates become available (first submitted are the first reviewed for approval).

     • All other activities/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 at all possible).
        

   • SEPO Board:

     • The Board formally approves/rejects requests submitted for review at each March Board (Reg) Mtg (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 (Reg) Mtg.

     • 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 (Reg) Mtg 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 Activity/Meeting 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