SEPO Directors/Annual Meeting Minutes 

 (2019-2020 Winter Season)  

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Please take note: Although the minutes from the Jan 13, 2020 Board of Directors meeting are being distributed to the community today, they are the 'unapproved version'. These minutes will be officially approved at the next director's meeting on Feb 17, 2020.

John Chajec
SEPO Board President

 

Sunshine Country Club Estates
Directors Meeting Minutes
January 13, 2020

 

Meeting was called to order by President, John Chajec at 1 p.m.

Roll Call: Present were , John Chajec, Frank Tewell, Clint Wunderlich, Lyn Swonger, Mark Owen, Jerry Utterback.  Dick Shelton was absent.

COMMITTEE REPORTS

Jim Kennedy reported for the ACC, any work done on the outside of your residence must be approved by the ACC, who meets on the 1st and 15th of every month.  Forms are in the Lounge or from Valerie and should be turned into the office when they are filled out.  A copy of the approved report will be kept in the file cabinet in the office.  John will double check to make sure forms are there.

Memorial Committee – John contacted Irene Phillips about taking over the committee, but Irene decided to hold on to the office till someone else steps up for the time being.

BOARD MEMBER BUSINESS

President Chajec asked for approval of the minutes from December 9, 2019 Director Meeting.  Frank Tewell made a motion to approve the minutes, Mark Owen seconded the motion.  All voted unanimously to approve the minutes.

President Chajec ask for a motion to approve the minutes from the Resident and Director meeting on January 6th, 2020, with the correction of the spelling of Tony Tramel’s name.  Frank Tewell made the motion and seconded by Lyn Swonger.  Motion passed unanimously.

Mark Owen reported on closing out the year and Valerie has copies of the 2020 budget for those who would like a copy.  Jim Braden will handle the audit again this year.

Frank Tewell made a motion to proceed with putting a lien for delinquent dues, on property possibly in probate. Lyn Swonger seconded the motion and all were in favor of proceeding with said lien.

Frank Tewell turned over the microphone discussion to Lenore Combs, who was given permission to purchase and install a wireless system in Retzlaff Hall, at a cost of under $400.

Frank Tewell is looking into putting additional cameras in the hall/kitchen and pavilion area.  There have been instances of “vandalism”: the pavilion bathroom, which was closed for repair of leaky shower valve, lock was picked, hot water heater was turned down to 70 degrees, and in the kitchen, someone turned the refrigerator down to 0 degrees, freezing food being stored there for an event.  Possibility of changing the locks and anyone wanting access to the kitchen will have to sign out the key.

It was also discussed by John and other board members that a resolution to Indiana Circle needs to be put on the front burner. Clint reminded board, that fixing the section of the access road going out before turning onto the frontage road by the RV park should be included.

Lyn Swonger reported a problem with the drain on the 6th fairway.  He contacted Jerry Rasch, and was told he could have the bushes removed so they could repair the drain. Resaca water was expected to be back on sometime today, per the irrigation district finishing repairs elsewhere.

UNFINISHED BUSINESS

Frank is waiting to hear from Dick & Linda Jones on the generators for the buildings.

SUGGESTION BOX

One suggestion asked that “siblings” be added to the list of persons allowed to golf free on our course.

Second suggestion recommended an orientation meeting with new residents including a board member and one person from each organization be present.  Frank reported that an orientation is already being done and information given to new residents.

No other business came forward, Frank motioned to adjourn the meeting and Lyn seconded the motion and all members were in agreement.  John adjourned the meeting at 1:25 p.m.

Tony Tramel reported after the meeting, 176 players, 7 standbys and 40 additional dinners are on the books for the Good Neighbor Day Golf Tournament.  He reported they were going to try to fit the 7 standbys in.

 

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Agenda for SEPO Board Meeting

Scheduled for January 13, 2019

 

Please submit your requests to speak at the board meeting by Friday, Jan 10th, 12 noon.


As of Tuesday no one has requested to speak at the meeting.

Roll Call
  John Chajec
  Mark Owen
  Dick Shelton
  Lyn Swonger
  Frank Tewell
  Jerry Utterback
  Clint Wunderlich

Cathy Chajec for Dick Shelton taking minutes

Guest speaker: none

Committee reports:
   Architectural committee
   Memorial committee

Director meeting minutes, Dec 9th,  approval or disapproval
Director and  Residents meeting minutes, Jan 6th,  approval or disapproval


Officer reports:
    Treasurer: Mark Owen    
    Area 1,: Frank Tewell
    Area 2: Clint Wunderlich
    Area 3: Jerry Utterback
    Golf  Course: Lyn Swonger

Unfinished (old) business
  Generators

Letters to the board

Adjournment 
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John Chajec
SEPO Board President

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Sunshine Country Club Estates

Directors and Residents Meeting Minutes

January 6, 2020
 

Meeting was called to order by President John Chajec and the Pledge of Allegiance was recited.
John thanked Sherry Gardner for making popcorn. Dick Shelton was absent.

Mark Owen, Treasurer commented he has copies of the 2020 budget if anyone would like a copy.

Frank Tewell reported all the keyless entry locks have been installed and are working. When front gate code is changed, code on buildings will be done also.

Frank also reported the new microphones will not sync with our old system. He is working with John and Lenore on the system.

Frank reported the concrete light bases on Texas Ave will be painted and sprinklers will be finished soon.

Pavilion Bathroom is closed because of plumbing issues. Please do not use or break into the restroom until the repair is finished.

2% Discount for HOA fees paid yearly are due in the office by January 20th.

Jerry Utterback reported the shuffleboard courts, equipment, and lighting are complete. Arv Russell is going to help with maintenance of front fountains and pond fountains. If anyone would like to volunteer to take this task on please contact Jerry.

Lalo will be spreading gravel in the storage area as you come in, up to the golf nets.

Lyn Swonger reported the only work on the golf course this season will be maintenance. Cart paths on 5 and 7 have been completed. Please put rakes into the sand trap to avoid fire ants on the handles of rakes.

Employees have been taking the resident trash cans in and out of Indiana Avenue to avoid further damage to Indiana Ave with the garbage trucks. This seems to be working well.

Nominating committee chairperson, Neil Morehead, along with John Whitley and Jerry Drost, were thanked by John for their service. Neil presented the candidates for the 2020 election. Mecca Henry, John Chajec, Lyn Swonger, Ron Clark, Clint Wunderlich, Tony Tramel.

John asked for nominations from the floor. No one came forward.

John called Chuck McEvoy, election committee chairman to speak. Chuck explained the ballot process. Please read instructions carefully and deposit your signed proxy envelope with ballot envelope inserted inside the proxy envelope. Please only vote for 4 candidates. Spoiled ballots will not be counted. Ballot box is located outside Valerie’s office. Do not give to Valerie, but place envelope in ballot box.

ACC – reported no problems with requests submitted for approval.

Memorial Committee – has no volunteers. Per our bylaws, volunteers must be found to fill this position. If you would like to fill this position, please contact John Chajec.

Beth Parrish reported the SEPO Website went through a password change. Please send an email to Beth Parrish for the new password. Send it to sepoenews@gmail.com.

Organization Reports:
Women’s Club: Eileen reported on the events for the remainder of the year. See the board in the lounge for details on upcoming events.

NW: Lenore Combs reported no NW meeting in January but will resume in February. Finger Lickin’ Chicken dinner tickets could still be purchased today only.

Warren Hertel reported the Birding and Nature Club potluck is Tuesday with happy half hour at 4:30 and eat at 5 with presentation after dinner.

Judy Parker reported the Las Vegas Scramble Golf Tournament is the 24th and 25th of this month.

Tony Tramel reported the Good Neighbor Golf Tournament is scheduled for February 6, 7 and 8. Signup is this Thursday through Saturday and fee is $50 p/p (golfer) and $20 p/p (non-golfer dinner only).

Honor Wall: Jim Tennant will be set up in the library Wednesday Jan 8th from 10-11 and 1:30-2:30 for those wishing to be on the Honor Wall. Pictures will be taken and form filled out with info to go on the wall. All members of armed forces, police, fire fighters, first responders, both US and Canadian are welcome.

Resident Directory: Mark Owen asked if/when SEPO would be doing a new Resident Directory. Beth Parrish reported the Women's Club was looking into doing a digital directory inhouse that would be available to print from the Web site or by the Office.

John reported the next Board Meeting will be Monday, January 13 @ 1 p.m. If you wish to speak at the meeting, get your request in by the January 10th noon.

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Agenda for SEPO Directors' and Residents' Meeting

Scheduled for January 6, 2020

In January we will have 2 meetings per the bylaws.

Monday Jan 6th, Directors and Residents meeting, agenda below.

Monday Jan 13th, board meeting.

John Chajec
SEPO President    

Pledge of allegiance

Director reports

  • Mark Owen Treasurer

  • Frank  Tewell Area 1

  • Clint Wunderlich Area 2

  • Jerry Utterback Area 3

  • Lynn Swonger Golf Course


Nominating Committee: Neil Morehead Nominating Committee

Nominations from the floor

Chuck McElroy: election chairman 

Beth Parish: Website etc

Organization reports

  • Women's Club

  • Neighborhood watch

  • Woodworkers club

  • Birding and Nature Club

  • Men's Golf

  • Women's Golf

  • Good Neighbor Tournament


Open Mike
 

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Sunshine Country Club Estates
Directors Meeting Minutes

December 9, 2019

 

Meeting was called to order by President Chajec at 1 p.m.

 

Members present were, Frank Tewell, Mark Owen, Jerry Utterback, John Chajec.  Clint Wunderlich was a late arrival and Dick Shelton and Lyn Swonger were absent.

 

Jim Kennedy reported before the meeting that all requests through ACC were accepted except one, which was withdrawn by the homeowner.

Memorial committee – no one was at the meeting or volunteered to take over this committee.

Nomination Committee was not present, but have two confirmed candidates and still looking for two more for the four positions that are open.  Nominations need to be posted outside the office by December 27th. 

 

President Chajec asked for a motion to approve the minutes of the November meeting.  Frank Tewell made the motion and Jerry Utterback seconded.  All members present approved the November minutes.

COMMITTEE REPORTS

  • Mark Owen reported -$493 thru 11 months. Also reported $46100.00 in cash and $1,667,000 in equity.

  • GNT - Tony Trammel will chair the GNT for 2020 to be held in first week of February.

  • Frank Tewell:

    • Reduced the number of sprinkler heads in the memorial garden area to reduce the water flowing down the street. On Texas avenue, he will relocate the hose faucets to make mowing easier.

    • The pool heater is down and a repair person has been called. Frank has a new supplier for pool chemicals, all natural chemicals are now being used and pool looks great. Pool will still require once a month shocking. These changes are already showing significant improvements in water quality and significant monetary savings.

    • New keyless entry pads are installed on the library door and exercise room.  Code will remain the same as the front gate code minus the # sign. 

    • The 2 microphones that mysteriously disappeared from the kitchen, are being replaced and will have to be checked in and out through Valerie. They should arrive on Tuesday.

    • There have been many false reports to Frank about the front gate malfunctioning. He reported you just need to be patient.

    • The fountains in the lakes are going to be pulled out and serviced.
       

  • Jerry Utterback:

    • Reported the new lights for the Shuffleboard courts will be installed soon.

    • Jerry also reported the lights for the tennis courts would run $18,000 and paving the storage lot from gate to golf nets in front of the woodshop would run $14,000. These items are cost prohibited.

    • Jerry also thanked the Women’s Club for the purchase of new Shuffleboard Equipment, which has just arrived.

  • Lyn Swonger:

    • Has finished the golf paths on 7 and 5.

    • It was reported the dead palm tree on #4 needs to be cut down.
       

Unfinished business – Waiting for the return of Dick and Linda Jones with information on generators for all buildings in central area.

 

Frank Tewell made a motion to adjourn the meeting at 1:20 p.m. with a second by Mark Owen.  Motion Carried

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Agenda for SEPO Board Meeting

Scheduled for December 9, 2019

Below is the board meeting agenda for the Dec 9th meeting, 1pm.  As of today no one has submitted a request to speak at the meeting. The deadline to submit a request to speak is Friday, Dec 6th 12 noon.

 

The Resident meeting will be Tuesday, Dec 10th, 1pm in Retzlaff Hall. 

 

Sorry about the quick turnover between meetings but I'll be heading North shortly. 

 

John Chajec

SEPO President

 

Roll Call:

John Chajec

Mark Owen

Dick Shelton

Lyn Swonger

Frank Tewell

Jerry Utterback

Clint Wunderlich

 

Cathy Chajec for Dick Shelton taking minutes

 

Guest speaker: none

 

Committee reports:

Architectural committee

Memorial committee

Nominating committee: Neil Morehead

Post nominees, Dec. 27th, 10 days before the January Board on Jan 6th. 

Previous Directors meeting minutes, Nov 12th,  approval or disapproval

 

Officer reports:

Treasurer: Mark Owen

Area 1, 2 : Frank Tewell

Area 3: Jerry Utterback

Golf  Course: Lyn Swonger

 

Unfinished (old) business:

Generators

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Sunshine Country Club Estates
Directors Meeting Minutes

November 11, 2019
 

Meeting was called to order by President, John Chajec at 12:59 p.m.  The following board members were present: Mark Owen, Lyn Swonger, Frank Tewell, Jerry Utterback, Clint Wunderlich, and Cathy Chajec taking the minutes.  Dick Shelton was absent.

Minutes from the October 21st meeting: Jerry Utterback made a motion to approve the minutes and seconded by Frank Tewell.  Motion passed.

 

John passed around the minutes from the executive board meeting held on Nov. 4th for approval.  Motion to approve minutes made by Mark Owen and seconded by Lyn Swonger.  Motion unanimously passed.

 

No guest speakers were present.

 

Committee Reports:

 

Architectural Control Committee – no one was present

Memorial Committee – no one present

Nominating Committee – Neil Morehead was not present.  It was mentioned the nominations for 2020 need to be posted by January 2, 2020, which would be 10 days prior to the January 12th Board of Directors meeting.

 

Officer Reports:

 

Mark Owen: no report at this time.  Mark and Valerie are meeting with someone from our accounting firm to go over discrepancies from 2017 & 18.  Report to follow.  Mark will also be working on budget for next year.

 

Frank Tewell made a motion for NO increase in dues for storage and HOA fees for 2020.  Motion was seconded by Jerry Utterback.  Motion passed unanimously.

 

Frank Tewell: He has ordered a new timer for the front gate.  Right now, Frank opens the gate in the morning and closes the gate every evening.  Frank gave key to grey box on gate to Clint, Lyn and Valerie, in case of malfunction.

 

Frank also had sprinklers installed up front on Texas Ave.  No need to drag hose anymore.  It was discussed about possibly repairing the road that is eroding away on the access road near Encore’s entrance.  Many of the big trucks are tearing up this road more and more. 

 

Clint Wunderlich:  Clint has information on Indiana Avenue and the road in front of Encore and will discuss at

Resident Meeting next Tuesday.

 

Jerry Utterback:  contacted a contractor for bids on paving the storage area entrance from gate to end of golf nets. No info at this time.  Jerry is also checking on lights for the tennis courts and new lighting over the shuffle board area.  He will also look into purchasing new shuffleboard equipment.

 

Lyn Swonger:  Mentioned a mower needs repair (2 motors) at about $550 each.  A new carburetor kit has been ordered for the dumpster vehicle. Lyn has cut the sprinkling time on course around Indiana Ave. Board will approach the residents about cutting their sprinkling time so Indiana does not always have standing water.  Problem seems better after Lyn cut the sprinkling time, per John who has been monitoring the water on the street.  Frank also mentioned he has cut the sprinkling time on common area by office.

 

Lyn discussed the concrete work being done to connect the cart path on hole 7.    John Whitley donated to pay the cost for concrete for cart path on 5.

 

Lyn is also looking to implement some kind of action for those who drive all the way up to the green and between the sand trap and green. This is not allowed and tears up the grass leading to the green.  Discussion was had about a few people who would need to be able to drive up close to the green and tee boxes for health reasons.

 

Old Business:  Frank is waiting on estimates from Dick & Linda Jones for generators for all the buildings.

 

Motion was made by Jerry Utterback and seconded by Frank Tewell to adjourn the meeting.  All approved and meeting was adjourned at 1:28 p.m.

 

Respectfully submitted, Cathy Chajec

 

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Agenda for SEPO Board Meeting

Scheduled for November 12, 2019

 

Roll Call

  John Chajec

  Mark Owen
  Dick Shelton
  Lyn Swonger
  Frank Tewell
  Jerry Utterback
  Clint Wunderlich
Cathy Chajec  taking minutes

Guest speaker: none
 

Committee reports:
   Architectural committee
   Memorial committee
   Nominating committee: Neil Moorehead

Previous Directors meeting minutes, Oct 21,  approval or disapproval

Executive Directors meeting minutes, Nov 4th,  approval or disapproval

 

Officer reports:
    Treasurer: Mark Owen
    Area 1, 2 : Frank Tewell
    Area 3: Jerry Utterback
    Golf  Course: Lyn Swonger

 

Unfinished (old) business:
  Generators

 

New Business:
 

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Sunshine Country Club Estates

Directors Meeting Minutes

October 21, 2019 

 

The meeting was called to order by John Chajec at 1:00 pm and roll call was taken.

   

Board members present for roll call were:

John Chajec, Frank Tewell, Mark Owen, Lyn Swonger

 

Absent board members were: 

Dick Shelton, Clint Wunderlich, Jerry Utterback

 

John Chajec announced the resignation of President Dick Shelton and accepted the position of President. Dick Shelton was nominated for Secretary and Frank Tewell seconded the motion.  In the absence of Dick Shelton, minutes were taken by Marian Young. All reassignments are complete.

 

Guest Speaker

 

Stan Nelson spoke about Texas Avenue and the water that is flushed into the street. It's a dead-end water system. It is on record that no water should fill up the retention pond. John Chajec has talked to the city of Harlingen about this and will talk to the City of Combes. A discussion then took place about the water quality and how water filters were filled with sediment. There will be more of a discussion at the upcoming meeting on October 28th, 2019.

 

Committee Reports

 

Architectural Committee

 

Jim Kennedy reported 108 building improvements since February 1st, 2019. Only one application was not approved. Everyone has been complying with the By-Laws. Jim suggested that the board make sure all new residents are aware of the regulations. John Chajec made a motion to accept and it was seconded by Mark Owen.

 

Memorial Committee

 

Irene Phillips reported a balance of $2519.80 for the memorial fund and had received around $500 in donations for the Birding Club and the Wood Shop. Irene indicated she would be resigning her position as sole member of the committee. There are a few problems that need to be discussed at a later time. John Chajec thanked Irene for her service, then made a motion to accept the report and it was seconded by Lyn Swonger.

 

The minutes of the meeting for March 18th have been approved. 

 

Officer Reports

 

Treasurer: Mark Owen reported he changed the structure of the financials and produced a 9 month financial and budget.

We have total assets of $1,776,876.06. Common Grounds area 2 was under budget by $43,252.08. This could be due to the money set aside for Indiana Circle that has not been utilized. The payroll taxes are over budget by $16,576.19 year to date. Mark said payroll should be put into the payroll account. John Chajec suggested a 4th column to indicate the yearly budget. Lyn made a motion to table the budget and was seconded by Frank Tewell. 

 

Common Grounds 1, 2 and 3:  Frank Tewell reported on and all of the repairs made over the summer season. The pool and pavilion area were repaired and repainted. Floors were sanded and sealed. The a/c in the hall was broken twice so Frank replaced the north a/c and had to repair the south a/c. The hall was flooded, the library had a leaky roof, all buildings were sealed and roofs are checked once a month for drainage problems. Both gates are not working well, and we are not getting good service from the installers.  Frank has been comparing prices to find the best for our pool chemicals and paper supplies. The heaters in the pavilion were repaired. 

 

Golf course: Lyn Swonger reported a busy season for the Golf Course area. A pickup was purchased to haul mud from #4 and is also being used to pick up supplies. T boxes #3, #5, #8, and #9 were leveled and have new sod. New sprinklers were put in on #4, #6, and #9, The large sprinklers were taken out and smaller ones reinstalled due to the water hitting houses. 800 feet of sprinklers were replaced. Work will begin for a cart path by hole #2. A new commercial grade mower was purchased for $6200 and another mower was rebuilt. Two french drains were installed to improve drainage.  

 


New Business

 

Volunteers are needed for the nominating committee. Lyn Swonger, John Chajec, Clint Wunderlich, and Dick Shelton first 2-year term will end. There is a two term limit for board members. Frank stated he knew of one person who would serve. 

 

The board meeting was scheduled for November 11th which is Veteran's Day. John Chajec suggested to reschedule the meeting for November 12th, 2019. Lyn Swonger seconded the motion. 

 

There were several letters from residents. Three were concerning the board meetings and the residents, one letter was concerning Texas Avenue, and another letter from Linda Jones suggesting a natural gas backup generator in the Sundance Bldg which is the only building built to possibly sustain a hurricane. The board will research the cost of a generator and gas line.

 

Mark Owen brought up the large duck population on the golf course. Lyn Swonger stated they were working on a plan to take the ducks to a park. 

 

Resident Dee Novak discussed the ditch behind Minnesota Street. Homeowners are losing land as the ditch grows larger. A discussion took place as to what options we have. The Irrigation District is responsible for the ditch. Resident Jean Fredericks has called the Irrigation District twice with no results. The board will look into the matter.

 

Mark Owen mentioned his family had a lot of recordings for Karaoke and wondered if the Women's Club would be interested. 

 

Stan Nelson stated the fountain lights in the lakes were not working.  Lyn Swonger said #8 breaker shorts out but the pump works. They will work on the problem. 

 

Lyn Swonger made a motion to adjourn and it was seconded by John Chajec at 1:48 pm.

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Agenda for SEPO Board Meeting

Scheduled for October 21, 2019

Board Meeting Agenda -

  • Roll Call

  • Board member resignation and reassignment of positions

  • Previous meeting minutes, approval or disapproval

  • Officer reports:

    • Treasurer: Mark Olson

    • Area 1, 2 &3: Frank Tewell

    • Golf  Course: Lyn Swonger

  • Committee reports:

    • Architectural committee

    • Memorial committee

  • Unfinished (old) business

  • New Business

    • Nominating committee

    • Suggestions etc

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Contact:

sepo.office@gmail.com

Office: (956) 425-1420

FAX: (956) 425-1420

Address:

1957 W Michigan Dr

Harlingen, TX 78550

Information in this site is authorized by

Sunshine Estates Property Owners Association (SEPO) and its residents.

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