SEPO Board Meeting Agendas & Minutes   and Periodic Updates 

 (Oct 2020 thru Mar 2021 Winter Season) 

Go directly to the Minutes or Agenda

you are looking for by clicking an item in the list below.

 

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SEPO BOARD MEETING AGENDA

1:30 PM, Retzlaff Hall, Tuesday, January 5, 2021


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General resident access into Retzlaff Hall and the Pavilion / Pool area for this meeting is restricted due to Covid-19 Restrictions.
 
Please note a special in person, “Nomination from the Floor”, event for 2021 SEPO Board Nominations is scheduled in the Pavilion area from 2:30-3:30 PM, on January 5, 2021. Residents can complete a form to nominate a SEPO resident for the 2021 Board of Directors election.
 
Alternately you can do this online prior to 5 PM on January 5, 2021, by clicking the following link to access the floor nomination form and follow the directions.

CLICK HERE TO GO TO THE LINK
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This meeting will be made available using Google Meet by clicking the following link beginning at 1:15 PM until 2:30PM on January 5, 2021:

 

https://meet.google.com

If needed, o gain access on your Smart Device please use this code.

Please make your screen and microphone available on your device by checking off the area shown on your screen to activate these features once connected.  At the bottom of the screen, you will see a button noted as “Caption”, please turn this on so you can see the words spoken by everyone during the meeting. 

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  1. Call to Order.

    Roll Call

    Jim Kennedy
    Mecca Henry
    Lyn Swonger
    Frank Tewell
    Neil Morehead
    Jerry Drost
    Tony Tramel
     

  2. Consideration / Adoption of any Amendments to Posted Agenda for meeting by Board Members
     

  3. Review and consideration of approving the revised November 30th, 2020 and the December 14th, 2020 Board Meeting Minutes. Copies are attached.
     

  4. Reports of Officers

    a.  Review and report from Mecca Henry, Treasure, preliminary year-end report, consideration to approve November Financial Reports, which have been posted and provided to residents, and other related issues on the 2020 SEPO Budget.

    b.  Consider approving a resolution acknowledging receipt of the Nominating Committee selection of candidates for the SEPO 2021 Board of Director election. Members of the Nominating committee will be in attendance to formally submit their candidates.  Chuck McEvoy will also be in attendance who will be handling the election process itself.

    c.  The Board has scheduled an in-person “Nomination from the Floor” after the Board Meeting.  The Board will accept Nominations by residents in person, at a table set up in the Pavilion area between 2:30 PM and 3:30 PM.  Residents will be able to Nominate from the Floor by completing a form to complete this nomination process. Social distancing and masks will be required.

    An alternate method of doing this online prior to 5 PM on January 5 can be accomplished by clicking HERE to go to the link and completing the form and hitting “submit”.
     

  5. Unfinished Business
     

  6. New business
     

  7. Future Board Issues
     

  8. Comments from the Public
     

  9. Adjournment
     

Attachments
                November 30 Unapproved Revised SEPO Board Minutes
                December 14 Unapproved SEPO Board Minutes

 

 

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SEPO BOARD MINUTES

3:00 PM, Retzlaff Hall, Monday, Dec 14, 2020

(APPROVED @ Jan 5, 2021 Meeting)

The Agenda for the meeting was provided and follows.  Jim Kennedy called the Board meeting to order at 3:10 PM, December 14, 2020, and asked for a roll call. Those present at the meeting included Jim Kennedy, Lyn Swonger, Frank Tewell, Mecca Henry, Neil Morehead, Jerry Drost and Tony Tramel. Also present in Retzlaff Hall were David Fleiner, Daniel Danks, Bill Peterson, and Dawn Rae Leonard.

 

Jim Kennedy indicated the Board was here mostly to deal with the 2021 budget and asked Mecca Henry to report on the status of the budget.  She reported that she had provided worksheets to various Board members and in the big picture we were out of balance with our anticipated revenues by approximately $6,000.  Jim Kennedy asked if this is something that can be resolved by more cutback?  Mecca indicated that is the more traditional solution, or the Board can decide to approve the budget being out of balance and anticipate reductions in 2021 spending that would make up for this amount in 2021.

 

Jim Kennedy then asked which Board members are in favor of proceeding with improvements to W Indiana Circle?  In response, every Board member raised their hand indicating support to resolving the current conditions on W Indiana Circle.   Jim Kennedy then announced that this response answers the question about Board support for this contemplated project for 2021.

 

Jim Kennedy then asked Tony Tramel to brief the members on the effort that has been expended to date, a status report, and the remaining steps needed to complete this anticipated reconstruction project of W Indiana Circle. Tony Tramel indicated that funding for this project or others is identified first.  One then typically hires an engineering firm for roadway / drainage type projects. You then identify alternatives, prepare cost estimates, and present those alternatives to the Board for selection. Then detailed plans are prepared, proposed bids or proposals are solicited and evaluated while always considering available funding.  Public and or neighborhood meetings are standard practice to keep them aware of the relevant design issues with a project of this type.  The Board would accept one or more contractors and execute a contract, construction would begin, testing of materials and construction observation would be needed until the project is completed.  Once a final inspection and certification of materials is provided, only then should a final check be paid to the selected contractor.

 

This sequential process can only be accomplished if there is a line item in our 2021 budget for W Indiana Circle.  Our By-Laws require an adoption of an annual SEPO budget which includes anticipated expenditure for the next year.  If there was no line item for W Indiana Circle in the 2021 Budget, the Board would not be able to move forward.  Funding must be identified before the project can proceed.  Without a line item in the 2021 budget, this Board would be kicking the can down the road to the next Board for the year 2022.

 

It should be noted the authors of our By-Laws clearly anticipated situations such as W Indiana Circle and others in Section 7.04 of our By-Laws which is reproduced as follows:

 

“Contingency (Reserve) Fund - All funds accumulating in this fund shall be used exclusively for the upkeep and repairs of the Streets and Water System, or the emergency replacement of buildings, located within the Subdivision as the Board of Directors deems necessary.  Any exceptions will require the majority vote (51%) of the property owners.”

 

Tony Tramel indicated his best estimate of construction costs, engineering, construction inspections and testing and observations has been completed.  This estimate is based on a review of detailed estimates of building materials / bid items used in roadway construction, and the proposed plan to reconstruct the curb and gutter and adjust driveways on the north side of W Indiana Circle to re-establish a proper water flow line to the drop inlet in the Cul-de-sac of W Indiana Circle.  The total value of W Indiana Circle is projected to be in the order of magnitude of $65,000.  There may be other alternatives that might cost less, and those should be evaluated during the engineering investigations and development of alternates for the 2021 Board’s consideration. Tony Tramel indicated he thought it would be prudent to identify W Indiana Circle as a line item in our 2021 Budget, with a note that this $65,000 would be earmarked as coming from our Contingency Reserve Fund in accordance with our By-Laws.

 

Frank Tewell indicated he liked putting the line item in the budget but not an amount of money identified for W Indiana Circle.  Discussion then centered on what had happened previously regarding W Indiana Circle.  Frank Tewell indicated a former Board member had received a bid to make some type of improvement for W Indiana Circle for approximately $32,000 and the budget amount was $30,000.  Tony Tramel indicated he had not seen what was proposed at that time, and it would be like comparing apples with oranges, the scope was not the same, and Tony Tramel was unable to find any plan or drawings of the proposed improvement.

 

Lyn Swonger added that the Board member had obtained two bids for some work on W Indiana Circle, and because people on W Indiana Circle objected to the type of project proposed, the Board member destroyed all of the related documents regarding this project.  Lyn also questioned the need for an engineer for a project of this type, since a contractor that does this all the time should know how to drain water downhill.  Tony Tramel pointed out unless you have a set of drawings, and specifications, you cannot compare contractor A with contractor B as it pertains to the quality, quantity, and costs.  If an engineer is not used, and we depend on a contractor alone, the solution offered by the contractor might not work.  Use of a professional engineer assures SEPO that a plan provided must follow best engineering practices, as required by laws governing Professional Engineers.

 

Tony Tramel indicated with an engineer, alternates would be determined and presented, each with a projected cost to the Board and to W Indiana Circle residents.  A determination would be made at that time regarding the scope of effort for the engineer to finalize a set of plans and specification for bidding purposes.  Warren Clark had contacted Tony Tramel, and advised him in the last major street reconstruction, that until they hired an engineer, the Board at that time was unable to obtain bids and evaluate any type of proposed street improvement.  He stated the key to success in that project was hiring an engineer, as they know how to prepare plans and specifications and how to obtain competitive bids.

 

Jim Kennedy summarized the budget issue in that he asked, “So what we are trying to do is put a monetary amount into our proposed budget for W Indiana Circle for next year so it can proceed to get implemented?”, which was confirmed by Tony Tramel.

 

Neil Morehead asked if we could put $5,000 into a line item to just do the study? Jim Kennedy pointed out that would not allow any implementation in 2021, and would not be enough funding, and we must be realistic to make this project happen. Jim Kennedy confirmed this would be a way to “get this project rolling”. 

 

Tony Tramel indicated the Alternatives are simple.  1) If you want to get something underway / completed in 2021, you need to identify W Indiana Circle as a line item, and identify an amount of money for this project, and it is suggested that amount should be $65,000 and earmarked coming from our Contingency (Reserve) Fund.  2) Or alternatively, if the Board wishes to push this project down the road, the Board does not do any of those things identified in number 1.

 

Lyn Swonger indicated that he was all right with the project and agreed with it but must have the language returned to the Board for decisions.  Lyn asked for the limits of the anticipated project, which were noted as the eastern most golf cart pathway to the drop inlet In the Cul-de-sac.

 

Jim Kennedy asked for someone to make a motion to add a line item to our proposed 2021 budget for W Indiana Circle.  Frank Tewell inquired about how this budget line item and the continency fund are related.  Mecca indicated that it would be in a line item with a note that the funds for W Indiana Circle are earmarked to come from the Contingency (Reserve) Fund.

 

Neil Morehead moved to put an W Indiana Circle line item in the budget and later decide how much money should be there.  Discussion ensued that an amount of money must be identified if it is part of the budget.  There was no second to Neil Morehead’s motion.

 

Tony Tramel, reluctantly, moved to include W Indiana Circle reconstruction in the 2021 budget and identify $65,000 as the amount for this project. This funding shall be earmarked as coming from the Continency Reserve Fund, just like our By-Laws indicate.  Lyn Swonger seconded the motion.   A vote was taken.  Those voting for the motion were, Lyn Swonger, Neil Morehead, Jerry Drost, Mecca Henry, and Tony Tramel.  Frank Tewell voted against. The motion was approved.

 

Mecca Henry presented budget documents to Board members, which included expenses exceeding revenues by $6,000.  Mecca Henry advised our property tax expenses are now projected to be about $3,000 less than identified in the proposed budget. Therefore, the difference is reduced to only $3,000.  Jim Kennedy noted that this Board and others have historically reduced their spending. Therefore, at the end of the year, funding transfers back into our cash accounts, i.e. money allocated for the various line items of the budget were not entirely spent, (which represent a net reduction in annual costs).  Mecca Henry said that she will show the W Indiana Circle under a capital expenditure in the new budget because of its uniqueness.  She also indicated the Contingency Reserves is associated with our Frost Money Market account which has approximately $100,000.   Mecca discussed the reasoning for using this account as being the most rational approach.

 

Mecca Henry moved to accept the proposed Budget presented at the meeting, which included W Indiana Circle as a capital outlay.  Tony Tramel seconded the motion.  Those voting yes, were Mecca Henry, Tony Tramel, Lyn Swonger and Neil Morehead. Those opposed were Jerry Drost and Frank Tewell.  The motion was approved. 

 

Jim Kennedy asked if there was a motion regarding the minutes of the last Board meeting? Lyn Swonger moved to have the minutes read aloud at the meeting, which was seconded and approved. 

 

Tony Tramel read from the copy of the unapproved minutes of November 30, 2020.  During the reading, Tony Tramel noted an oversight regarding the date of the meeting in the first paragraph which was noted as needing to be correct. 

 

Mecca moved to accept the minutes with the changes noted by Tony Tramel.  During the discussion following the motion, there were comments made by Jim Kennedy.

 

Jim Kennedy indicated he and others felt there was some parts of the meeting that were not summarized in the minutes presented. Tony Tramel indicated that he had used a tape recorder for all minutes since he has been the Secretary.  Unfortunately, due to a technical error on his part, he did not have the recording for the last meeting.  Tony Tramel apologized to the Board members for that error and indicated he does not plan for it to occur again.

 

Jim Kennedy indicated he thought there was an obvious glaring omission in the minutes of the meeting. There was discussion about W Indiana Circle line item with $65,000 placed in the budget.  Jim Kennedy stated that he recalls significant discussion about W Indiana Circle at this meeting, and there was additional information concerning Mecca Henry’s report on the budget which needs to be included in the minutes for the November 30, 2020 Board meeting.

 

Tony Tramel admitted his oversight regarding the issues that Jim Kennedy brought up.  Tony Tramel indicated he would review his notes and refresh his memory and would provide an updated / revised set of minutes to each of the Board for them to review and provide their edits for consideration. 

 

Members of the 2021 Board Nominating committee were acknowledged by Jim Kennedy.  Jim Kennedy proceeded to acknowledge that due to COVID-19 restrictions some changes and adjustments from prior procedures needed to take place and he proposed the following to comply with our By-Laws.

 

  • The Nomination Committee should provide the listing of names they have determined who wish to be considered in running for a Board position.
     

  • This Nomination Committee listing should be provided before, Saturday, December 26th.  After this list is provided the listing will be posted.

 

  • On Jan 5th, a Board Meeting is scheduled for 1:30 PM. At that time the Board will also accept “Nominations from the Floor” using the following technique:

    • After the Board meeting on Jan 5th, between 2:30 PM and 3:30 PM, Board members will accept nominations, normally referred to as” Being Nominated from the Floor”.  Persons can make this type of nomination by filling out a form created for this purpose at an identified table set up in the pool Pavilion area.

 

  • All the names, from the Nomination Committee and those that were provided as a “Nomination from the Floor”, who have agreed to run for the Board, will then be posted on a SEPO Library / Office bulletin board for 10 days.  After that time, the list will be taken down and paper ballots with those running for the Board will be prepared.

 

  • The actual election for the 2021 Board members will be Feb 16th, 2021.  Chuck McEvoy has again agreed to manage the SEPO Board election process.

 

Mecca Henry noted that persons who will be running will need to prepare a brief resume / background information once they accept a nomination to run for the board.

 

Mecca Henry moved to accept the plan proposed by Jim Kennedy to proceed with the nomination process considering our restrictions with COVID-19. There was some additional discussion that indicated if a person who was unable to provide a nomination from the floor at the time and location noted above, that a nomination could be made via email.  The details of who to send the email to and what address is yet to be resolved but will be prior to the date nominations are closed.  Mecca Henry’s motion was approved unanimously.

 

Tony Tramel told Jim Kennedy that he was in receipt of a request to speak to the Board from Dawn Rae Leonard, and she indicated she wanted to speak on the Agenda item regarding Nomination Committee.

 

Dawn Rae Leonard was permitted to address the Board by Jim Kennedy for approximately 3 minutes.  After she spoke, Jim Kennedy thanked her for her comments.

 

A motion was made and approved to adjourn the meeting at approximately 4:10 PM.

 

Submitted

Tony Tramel

Board Secretary

Attachments:

Agenda for 2020 12 14 Board Meeting (see below)

Consideration to Approve Board Minutes Revised from November 30th, Ver2 (see minutes below)

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SEPO BOARD MEETING AGENDA

3:00 PM, Retzlaff Hall, Monday, December 14, 2020

Maximum of 10 persons permitted in Retzlaff Hall due to Covid-19 Restrictions

(7 Board Members plus 3 Persons from Nominating Committee will be in attendance.)
 Since this meeting attendance is limited to a Maximum of 10, no other residents would be permitted to be in Retzlaff Hall for the Board Meeting.

 

We will be again making this meeting available using Google Meet by Clicking the following link beginning at 2:45 PM until 3:00PM:

 

https://meet.google.com

 

The above link should take you directly to the spot on your Smart Device (phone, computer or pad)
where you ‘ask to join’ the meeting.

If needed, please use this code to gain access.

Please make your screen and microphone available on your device by checking off the area shown on your screen to activate these features once connected.  At the bottom of the screen, you will see a button noted as “Caption”, please turn this on so you might be able to see the text of words spoken by everyone during the meeting.

 

  1. Call to Order.

    Roll Call

    Jim Kennedy
    Mecca Henry
    Lyn Swonger
    Frank Tewell
    Neil Morehead
    Jerry Drost
    Tony Tramel
     

  2. Consideration / Adoption of any Amendments to Posted Agenda for the meeting by Board Members.
     

  3. Review and consideration of approving the minutes of the November 24th Executive Session and November 30th, 2020 Board Meeting. (Copies of unapproved minutes are attached.)
     

  4. Reports of Officers
    a. Review and discussion on proposed 2021 SEPO Budget, and potential adoption of the 2021 SEPO Budget.

    b. Nominating Committee discussion - Nomination Committee to submit Nominations a minimum of 10 days before established January 5th, 2021 Board meeting.  The deadline to provide the nominations to the Board would therefore be prior to December 26, 2020.
     

  5. Unfinished Business
     

  6. New business
     

  7. Future Board Issues
     

  8. Comments from the Public
     

  9. Adjournment

     

Attachments:

 

Proposed Minutes for consideration of adoption: (See below for Both sets of minutes)

  • November 24th, 2020 Executive Session Board Meeting Minutes

  • November 30th, 2020 Board Meeting Minutes

 

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SEPO BOARD MINUTES

3:00 PM, Retzlaff Hall, Monday, Nov 30, 2020

(APPROVED @ Jan 5, 2021 Meeting)

The Agenda for the meeting was provided and follows.  Jim Kennedy called the Board meeting to order at 3:00 PM, November 30, 2020, and asked for a roll call. Those present at the meeting included Jim Kennedy, Lyn Swonger, Frank Tewell, Mecca Henry, Neil Morehead, Jerry Drost and Tony Tramel. Also present in Retzlaff Hall was Patricia Wood and Dawn Rae Leonard.

 

It should be noted that this was a first attempt to have a “Google Meet” of this SEPO Board meeting and instructions were provided in the SEPO NEWS email notifying homeowners of this avenue to view / listen to the meeting live. At one time during the meeting there were some 42 persons who had connected to this meeting.

 

Jim Kennedy indicated he intended to skip around from the posted Agenda. The minutes from the July 20 and November 23rd Board Meeting were ultimately approved as submitted without a reading at the Board meeting.

 

Jim Kennedy indicated he wished for the Board to formally recognize the formation of a Nomination Committee chairman he had selected.  It was noted that our By Laws require the Board to make that determination, not the President by himself and or in conjunction with other Board members.  A motion was made by Tony Tramel, to accept Dana Wiess as the chairman of the Nominating Committee for Board members elected for 2021, it was seconded by Lyn Swonger.  The motion passed with Tony Tramel and Mecca Henry voting no.

A Staff report was summarized by Tony Tramel concerning “Trail Fees”.  A copy of this report is HERE. These are the fees collected for a permit to allow a golf cart to utilize the pathways on the golf course. They were initiated more than 10 years ago, and with the leadership of Lyn Swonger, a complete system concrete cart pathways were completed this year.  Our Policy and Procedures dictate that these fees are to be used exclusively for the maintenance of the concrete pathways.  The total fees collected approximate $3,000-$3,500 a year.  Little maintenance is anticipated with the concrete pathways.  The Board was presented with different policy options:  1) continue collecting the Trail Fees and the money would accumulate for future maintenance, 2) eliminate the fees in their entirely, or 3) expand the purpose of the fee collected to include but not limited to Trail fees shall be used for the construction/continued maintenance and repair of:

  1. future/existing concrete golf cart pathways/trails,

  2. water features on the golf course, including, but not limited to masonry walls of the golf course ponds and aeration pumps/fountains,

  3. water irrigation and lighting improvements, and/or

  4. landscaping improvements, all of which shall be within the limits of the golf course.

 

A proposed resolution for the 3rd scenario was provided to the Board. After discussion, the Board supported the option 2, “eliminate Trail Fees”, and to also refund any 2021 Trail Fees that had already been collected.  HERE is Board Resolution 2020-02, which causes our Policy and Procedures to be amended by deleting paragraph 18 under Golf in its entirety effective November 30, 2020.

Mecca Henry provided copies of budget materials regarding each of the designated portion of the budget managed by Lyn Swonger, Neil Morehead, Frank Tewell, and Jerry Drost.  Discussion ensued wherein it was determined that there was still a need to present a balanced budget based on revised revenue projections.  Smaller revenues would be recognized in that the canceled Good Neighbor Golf Tournament would not be providing anticipated greens fees, there would no longer be Trail Fees, since the Board deleted those fees for 2021, and reduction in interest rates for our cash accounts, mean less revenue.  Staff payroll increases approved by the Board for 2021 also contributed to the need to reduce expenses to match anticipated revenue.  The Board had determined that no increase in HOA assessment would be considered for 2021.  It was decided that Mecca Henry would reexamine the requests by each director, and hopefully a balanced budget would be able to be approved at our next Board Meeting, currently scheduled for December 14, 2020.

The Board considered modifying our COVID-19 restrictions which would allow “immediate family to play on our golf course, however with the restriction that the entire unit play in isolation.”  Tony

Tramel moved to approve this action, and it was seconded by Mecca Henry.  Discussion ensued and there was expressed concern this somehow would put SEPO residents at more risk.  The move to approve was defeated, with Neil Morehead, Lyn Swonger, Frank Tewell, and Jim Kennedy voting no, to break a tie vote.

 

A second COVID-19 modification was also considered.  A resident asked if we could develop a “Register” where a visitor was staying with resident say for month, after 2 weeks being here and self-quarantining, they would then be able to use SEPO facilities like our current residents do today.  Tony Tramel moved to approve this modification, however, the proposed action failed unanimously, 6 to 0.

 

The net result to these two Board actions, results in no changes from our current COVID-19 restrictions.

 

A discussion ensued concerning the need to take action on reconstruction of Indiana Circle and other roadway improvements within SEPO properties.  Tony Tramel had prepared a series of engineering concepts and sketches / documents related to Indiana Circle, identified areas where existing asphalt has deteriorated, (i.e., on the north side of Michigan Circle and on Iowa), and the potential of seal coating all or SEPO streets to preserve the pavement. Several questions were posed about how difficult it appears to find reliable and experienced contractors to do this type of work.  Tony Tramel indicated he had provided a 20-page document, which had plans and detailed specifications, to 8 contractors, and only 1 has shown any interest.  Once contractor indicated only if the project were more than $200, 000 would he even consider submitting a proposal / bid.   The engineering documents provided to Board Members showed one alternate to resolve the water in the street issue.  That alternate includes removing and reconstruction approximately 570 feet of curb and gutter on the north side of Indiana Circle in order to reestablish the proper / uniform gutter flow line, including having the driveway grades to match the proposed water flow line.  Several board members continued to question the potential solution, scope, and/or the projected total cost of $65,000 of the presented proposal. 

 

The Budget was presented for discussion. Both Jim Kennedy and Neil Moorehead asked the question about where the Indiana Circle budget of 65,00.00 came from. Neil pointed out that he had not added that to his budget.  Mecca Henry noted that discussions earlier in the year had been that we would need to move ahead with Indiana Circle as it had been left out of this year’s budget. It was also noted that Traditionally that Director’s budget is where the project had been. Tony Tramel stated that he had given Mecca the budget amount. After much discussion Lyn Swonger moved that we do not approve the budget submitted. It was seconded by Fran Tewell.  A vote was taken, and Jim Kennedy, Lyn Swonger, Frank Tewell, Neil Morehead, Jerry Drost and Tony Tramel voted yea, Mecca was the lone no. It was decided that Mecca would give all the budget sheets back to the Directors and they would look at what cuts they could make and return to Meccas to report at the next Board meeting in December.

 

After some heated discussion among Board members, it appeared there was little interest in pursuing Indiana Circle reconstruction from a majority of the Board Members.  It is this authors opinion, the consensus of most of the Board members was that Indiana Circle reconstruction project should not be included in the proposed 2021 budget that was being summarized by Mecca Henry.  This conclusion was reiterated verbally at the meeting, to make sure this was the position of the Board’s majority. 

As part of a continued attempt to resolve roadway and drainage related issues on Indiana Circle, a resolution authoring the Board to engage a civil engineering firm, Brown, Leal, & Associates, a professional engineering company was considered.  This would have permitted the development of alternative concept for Indiana Circle and assist SEPO in obtaining bid/contractors for needed roadway maintenance for Indiana Circle and other related roadway repairs.  President Kennedy felt that he was uncomfortable with this hourly rate proposal.  Tony Tramel, who prepared sketches and quantity of materials needed, has solicited feedback and pricing from 8 different roadway construction companies with only 1 company showing any interest, indicated we need professional help to move forward on this issue, and this would be the normal and appropriate way to move forward.  This is as standard way one completes civil engineering type projects. You hire a professional engineering firm to prepare plans, obtain bids, review proposed contractors, inspect the work, and provide final inspection and material certification services.

 

A resolution authorizing the Board President to enter into a future hourly rate agreement with an engineering company for Indiana Circle, was voted upon.  Those in favor were Mecca Henry and Tony Tramel with Jerry Drost abstaining.  Those opposed included Neil Morehead, Lyn Swonger, and Frank Tewell, the motion therefore was defeated.

A proposed “Speaker Card” process was discussed for future Board Meetings, and it was concluded that some form of the draft Speaker Card would be made available.  Board members were requested to provide comments / edits and Tony Tramel would compile the edits and report back to the board on a final draft for consideration of adoption by the Board.  A copy of the Draft Speaker Card is HERE, for ease of reference.

 

Jim Kennedy asked if there were any speakers who had requested time during Public Comments.  Ms. Patricia Wood indicated she wanted to speak to the Board.  She spoke from a prepared statement.  A copy of Patricia Woods words are HERE for reference.

A motion was made and accepted to adjourn the meeting at approximately 4:30 PM.

 

Submitted

 

Tony Tramel

Board Secretary

 

Attachments:

 
 

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SEPO BOARD MEETING AGENDA

3:00 PM, Retzlaff Hall, Monday, November 30, 2020

Maximum of 10 persons permitted in Retzlaff Hall due to Covid-19 Restrictions

(7 Board Members plus Nominating Committee Chairperson, plus 2 more persons.  These 2 attendees will be filled on first come first serve basis. Please send email to trtramel@gmail.com to reserve 1 of the 2 seats available!)

 

We hope to make this meeting available using “Google Meet”.

To attend, click the following link starting at 2:45 PM for the 3:00 PM meeting:

 

https://meet.google.com/

 

If needed, please use this code to gain access on your Smart Device.

Please make your screen and microphone available on your device by checking off the area shown on your screen to activate these features once connected.  Depending on the device  you are attending on, you will either see a button at the bottom of the screen noted as “Caption” or you will need to click on the 3 dots on the bottom right side of your screen and turn “Caption” on. This will enable you to see the words spoken by everyone during the meeting.

 

 

  1. Call to Order.

    Roll Call

    Jim Kennedy
    Mecca Henry
    Lyn Swonger
    Frank Tewell
    Neil Morehead
    Jerry Drost
    Tony Tramel
     

  2. Consideration / Adoption of any Amendments to Posted Agenda for meeting by Board Members
     

  3. Review and consideration of approving the July 20, 2020 and November 23, 2020 Board Meeting Minutes
     

  4. Reports of Officers
     

    • Review and report from Mecca Henry, Treasure, on financials for 2020, and status of 2021 Budget, with potential “2021 Adoption Date(s)" by the Board
       

    • Deposition of “Trail Fees” for 2021, see Staff Report  and Resolution 2020-3.
       

    • Formal approval of a Nominating Committee and discussion
       

  5. Unfinished Business
     

  6. New business

    • Resolution Authorizing the Board President to an hourly rate agreement not to exceed a maximum of $5,000 with Brown, Leal & Associates, a professional engineering company.  This will permit the development of alternative concepts for Indiana Circle and they will assist in obtaining bids/contractors for needed roadway maintenance for Indiana Circle and other related repairs.
       

    • Consideration of Changes in Board Policy and Procedures / Covid-19 restrictions

      • Add section on formalizing Public Comment period and accepting related request form (see draft form HERE)

      • A proposed change to golf course use, to allow / permit “immediate family” to play on our golf course, providing the “immediate family group” isolates themselves when playing.

      • Consider use of a "Register” to document “14-day self-quarantine by visiting guests” at Sunshine Estates, and once they meet this criteria they would have same privileges/restrictions as Owner/Renters,  concerning SEPO facilities (i.e. Use of golf course, pool and hot tub).
         

  7. Future Board Issues

    • Nomination Committee to submit Nominations a minimum of 10 days before January Board meeting.

    • Required January 4-8th Meeting to Receive Nominations for Board Members, need to establish this date.
       

  8. Comments from the Public
     

  9.  Adjournment 

 

Attachments (refer to links above within this Agenda)

Tony Tramel

SEPO Board Secretary

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SEPO BOARD MINUTES - EXECUTIVE SESSION

3:00 PM, Retzlaff Hall, Tuesday, November 24, 2020

 

The above referenced meeting was called to order by Jim Kennedy.  All Board members were present. 
 
Compensation for employees were discussed, regarding holiday bonuses to be paid in the month of December, for the 5 SEPO employees.   Lyn Swonger moved to provide each employee with a Holiday bonus which was comparable to prior year amounts, which was seconded by Neil Morehead.  The motion passed with Mecca Henry voting no, and Jerry Drost abstaining.
 
Additionally, discussion also included hourly rate adjustments for each employee which would become effective with the 2021 Budget.  Lyn Swonger proposed various adjustment / increases for each employee.  Frank Tewell  moved to make the various employee hourly rate adjustment suggested, and the motion was seconded by Neil Morehead.  The motion passed with Mecca Henry voting no, and Jerry Drost abstaining.
 
Based on the direction of the Board, Mecca Henry would cause the direction of the Board to be implemented.
 
The meeting was adjourned at approximately 3:30PM.
 
Submitted
 
Tony Tramel 
Board Secretary

 

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SEPO BOARD MINUTES

1:30 PM, Retzlaff Hall, Monday, Nov 23, 2020

(Approved November 30, 2020)

The following minutes from the November 23, 2020 SEPO Board Meeting were approved by the Board on November 30, 2020.
 

Tony Tramel
SEPO Board Secretary

The Agenda for the meeting was posted, published in SEPO Newsletter and provided to Board Members and is attached for ease of reference.  Mecca Henry, Treasure placed at each Board members place copies of monthly financial reports as well as a first summation of 2021 budget numbers.

 

Based on the County Judges Covid-19 Orders, President Kennedy limited the meeting to 10 persons.  With seven Board Members, only 3 others could be in Retzlaff Hall for the Board meeting.  There was no formal process to “reserve the 3 available places” in Retzlaff.  A note was posted on the door of Retzlaff Hall at 10:00 AM indicating that maximum capacity had been reached.

 

Persons present in Retzlaff Hall prior to the scheduled 1:30 meeting, besides the Board, included Lenore Combs, Dawn Rae Leonard, and Patricia Wood.  Caroline Cochran also entered later but volunteered to leave once, it was determined that three non-Board persons were already in Retzlaff Hall.  Dana Weiss was also present as he has assumed the role of the chairman of the Nomination Committee. The total number of persons in Retzlaff hall exceeded the maximum number of 10 persons.  President Kennedy attempted to recruit one of three women to leave, since Dana Wiess was scheduled to be part of the Agenda.  There was no agreement on that action.

 

Before calling the meeting to order, a strong discussion ensued between Board member Lyn Swonger and Patricia Wood, about rules related to speaking at Board meetings.  Because of this somewhat heated discussion and a general inability to resolve limiting the number of non-Board members to 3 people, President Kennedy indicated that no meeting would be occurring today. 

 

A motion was made by Tony Tramel, and seconded by Lyn Swonger to call the meeting to order, and to immediately adjourn the meeting and to schedule another Board meeting, to develop a plan where persons can attend the Board meeting, and establish a Board agreed-to method to resolve verbal conflict at or even prior to a Board meeting before the next Board meeting.  

 

The motion passed, with Jerry Drost abstaining, and Mecca Henry voting no. Pursuant to this Board action, there was no business or actions taken at the subject meeting, and no replacement Board meeting has been identified on the day of the meeting. The Board meeting was opened and adjourned/closed at approximately 1:45 PM.

 

Submitted

 

Tony Tramel

Board Secretary

 
 

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SEPO BOARD MEETING AGENDA

1:30 PM, Retzlaff Hall, Monday, November 23, 2020

SEPO BOARD MEETING AGENDA

1:30PM, Retzlaff Hall

Maximum of only 10 persons can be permitted at meeting (7 Board Members plus 3 more)

Monday, November 23, 2020

 

 

  1. Call to Order.

    Roll Call

    Jim Kennedy
    Mecca Henry
    Lyn Swonger
    Frank Tewell
    Neil Morehead
    Jerry Drost
    Tony Tramel
     

  2. Consideration / Adoption of any Amendments to Posted Agenda for meeting by Board Members
     

  3. Review and consideration of approving the July 20, 2020 Board Meeting Minutes (posted HERE)
     

  4. Reports of Officers
     

    • Review and report from Mecca Henry, Treasure, on financials for 2020, and status of 2021 Budget, with potential “2021 Adoption Date(s) by the Board
       

    • Deposition of “Trail Fees” for 2021, see Staff Report  and Resolution 2020-02.
       

    • Formal approval of a Nominating Committee and discussion
       

  5. Unfinished Business
     

  6. New business

    • Resolution Authorizing the Board President to an hourly rate agreement not to exceed a maximum of $5,000 with Brown, Leal & Associates, a professional engineering company.  This will permit the development of alternative concepts for Indiana Circle and they will assist in obtaining bids/contractors for needed roadway maintenance for Indiana Circle and other related repairs.
       

    • Consideration of Changes in Board Policy and Procedures / Covid-19 restrictions

      • Add section on formalizing Public Comment period and accepting related request form (see draft form HERE)

      • A proposed change to golf course use, to allow / permit “immediate family” to play on our golf course, providing the “immediate family group” isolates themselves when playing.

      • Consider use of a Register” to document “14-day self-quarantined by visiting guests” at Sun Shine Estates, and once they meet this criteria they would have same privileges/restrictions as Owner/Renters,  concerning SEPO facilities (i.e. Use of golf course, pool and hot tub).
         

    • Future Board Issues

      • Nomination Committee to submit Nominations a minimum of 10 days before January Board meeting.

      • Required January 4-8th Meeting to Receive Nominations for Board Members, need to establish this date.
         

  7. Comments from the Public
     

  8. Move into Executive Session to Discuss Personnel Related Matters

    • Discussion

    • Close Executive Session

    • Reconvene Regular Meeting
       

  9.  Adjournment 

 

Attachments (refer to links above within this Agenda)

Tony Tramel

SEPO Board Secretary

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 SEPO BOARD UPDATE 

 Friday, Oct 16, 2020 

Greetings- A quick report as to what is happening in our Community
 
The Nominating Committee is progressing very nicely. Dana Weiss will be heading the Committee and may be reached at 775-470-9057 by phone or text. We thank Dana for his help and if you would like to help him or volunteer to be considered a member of the Board, please reach out to him, it would be much appreciated!!
 
Visited with Frank this morning, The folks from the gate company met with him this AM and we are still at the mercy of the manufacturer because they are not making any parts at this time.  Not only can we not get the part from any where in the US, there is not a new gate available in the whole country. This is due to the virus and the plants are closed.
 
Frank also mentioned that there will be some painting of gutters done around the office area next week. He does keep the buildings looking sharp.
 
Thanks and Stay Safe.  
 
Jim Kennedy
SEPO Board President
 

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 SEPO BOARD UPDATE (MEETING WAS CANCELLED) 

 Monday, Oct 12, 2020 

Residents of Sunshine Country Club Estates

 
Normally we have a scheduled Board Meeting in October and that date would have been Monday the 12th. But as you know, these are far from normal times. After visiting with some Board Members, it has been decided to postpone this meeting till a later date. There was nothing pressing at this time to warrant putting on an agenda.
 
Things have been progressing smoothly and things that do pop up can be handled internally.
 
Frank and Neil have been working on getting the front gate fixed. It has been a struggle getting the necessary electronic part to repair the gate and right now we are at the mercy of the manufacturer, who is, because of the virus, slowing production on these parts. We are also checking on the feasibility of purchasing a new gate.
 
Frank is keeping the pool and office area running very well. He and his helpers are painting and maintaining so things look great.
 
Lyn has been busy as usual with the golf course. The cart paths are all poured and look impressive. Course is in beautiful shape!!
 
Thank you everyone for your patience and understanding through these strange and difficult times. All of our guidelines such as: Residents Only!!, Retzlaff Hall remaining closed, masks, distancing and no groups larger than 10 are asked for our Residence.  Please stay safe everyone!!!!
  
Jim Kennedy SEPO President

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