February 16, 2015

Board of Directors
February 12, 2015
Workshop Recap

Submitted by Katie Sutton, Director of Administration and Human Resources, 512-948-7704, [email protected]
 
To view a video of the meeting on the Sun City Texas website click here.

MOSAK Resident Survey Results

Click here to see survey.

In 2014, the Community Association commissioned MOSAK Advertising & Insights to conduct our resident satisfaction survey in order to understand the current level of satisfaction with departments and amenities available at Sun City Texas. The main objectives of the study included:

• Understanding level of satisfaction with each department and amenity
• Understanding usage and satisfaction with communication tools used by the Community Association
• Understanding satisfaction with overall operations
• Identifying areas of improvement

Sara Sam, a Research & Analysis Manager with MOSAK, presented the key findings of the survey, which were overall positive with improvements from the 2012 Resident Satisfaction Survey.  
                            

CA Financials

Click here to read November's financials.
Click here to read December's financial.
 
The Community Association's Financials for November and December 2014 were presented to the Board. Ann Dodson, Director of Finance, provided a review of the 2014 financials. The HOA ended the year with a $45K surplus prior to an accrual to the Networking Capital Fund (pending final Board approval on February 26). Home closings for the year were 296 which exceeded the budgeted amount of 285. Golf for 2014 was budgeted for a $12K surplus, but ended the year with a deficit of $36K, which the Developer will pay as a subsidy. The Finance Committee will meet on February 24 at 1 p.m. in the Activities Center to review January 2015 financials. The January financials will be posted on the website on Wednesday, February 25. Action will be taken on the November 2014, December 2014 and January 2015 financials at the February 26 Board Meeting.

Expansion Task Forces Reports 

Various chairs from Expansion Task Forces updated the Board and resident audience of their progress to date. A town hall meeting has been scheduled for April 20 with more details to be released to the community as the date nears. The Research Task Force will be interviewed on News & Views, to be aired on Channel 79 once completed. The Research Task Force has conducted resident focus groups to collect information and they plan to conduct 10-12 more in the March time frame. 

The Golf Task Force is reviewing Golf in Sun City Texas today and golf trends over the past 6 years. In addition, they are reviewing possible renovations to existing courses to improve playability and golf course maintenance, and they may hire an outside consultant to look at the courses and changes that could be made to improve the courses. Lastly, phase three will be to see what the feasibility is to have additional golf courses.

The Existing Amenities Task Force will review amenities and see how they can become expanded along with the growth of Sun City. They are working with various committees and staff now, and will seek input from Chartered Clubs on their needs and requests through July. The Existing Task Force expects to deliver a report on project time frames in September.  

Utilization Report Update

Representatives from Property & Grounds delivered an update on non–expansion related items regarding the Utilization Report presented last year. The Utilization Study was previously passed on to the Research Task Force for their use. Staff will review room space reservation data over the past four months and will continue to do monitoring. The Board requested Property & Grounds to collaborate with staff on reviewing and/or adjusting current policies for reservations, no shows, cancellations, etc., and submitting to the Board, preferably before June this year.  

2015 Election Timeline

Click here to view the election timeline.   
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The Elections Committee provided the Board with the election dates and timeline for the 2015 Resident Director Board elections. This timeline will also be announced at the February Board Meeting.

Interim Guidelines

Click here to view interim guidelines.
                                
The Modifications Committee presented the Board with Interim Guidelines including language on rain barrels and composting bins to be integrated into the Design Guidelines. The Committee is finalizing tweaks to ensure enforcement of the proposed language. The Board will review at the February 26 Board Meeting.

Rules & Regulations  

Click here to view proposed rules changes.                             

Staff presented changes to the Rules and Regulations, a key governing document for the Community Association. Updates include grammatical changes, process for resident badges and guest passes, addition of fishing pond rules, process for requests for closed circuit cameras, bulletin boards maintenance, granting access to caregivers in CA fitness centers, management of pocket parks, use of softball fields, and use of RC model boats. Chartered Clubs, committees and staff were solicited to update/add information to the Rules and Regulations. The Board will vote on this document at the February 26 Board Meeting.  

Landscaped Maintained Homes Water Conservation Policy 

Click here to view proposed policy changes.
           
The Landscape Maintained Homes (LMH) Committee created and presented the proposed policy for Board review. The policy’s purpose is to allow for LMH owners to modify their landscaping to include water conservation measures (turf replacement). The policy has been approved by the LMH Committee and will be considered for approval at the February 26 Board Meeting.  

Access Policy for Golfers with Disabilities

Click here for recommended changes.​                        

Staff presented recommended changes to the Access Policy for Golfers with Disabilities. The policy was due for review per the policy review schedule. Recommended changes are related to disability verification and access flag returns. The Board will vote on these proposed amendments at the February 26 Board Meeting.  

Chartered Club Non-Sports Dissolution Request 

​After the Chartered Club Non-Sports Committee (CCNS) was asked to review their charter, they presented the Board with a request to dissolve the Committee and transfer all transition and oversight of Chartered Clubs to CA staff. The CCNS found much of the CCNS charter is no longer pertinent with current CA staff oversight. The Board asked CCNS to deliver a timeline of how to proceed with dissolution, a listing of policies that will need amending, who should review the policies, and what if any additional oversight should be transferred to CA staff. The Board also requested that the Golf and Sports Committees review the current oversight they have with their assigned Chartered Clubs. The Golf and Sports Committees were asked to contact their Clubs and discuss if it is necessary for Committee oversight and report back to the Board. The Board may review this discussion at the February Board Meeting but based on timelines, action may not be not taken until the next quarterly Meeting in May.

Golf at Sun City Texas 

The Board requested that the Golf Committee and Finance Committee conduct a study of Golf in Sun City Texas, with the objective of improving customer satisfaction with the Sun City Texas golf experience and reducing the costs of operating and maintaining the courses. The Board requested focus on a thorough analysis and evaluation of the current golf rate structure, bunkers and pace of play. The Board requested that this study be completed in time for the May Board Workshop.