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SANDY PINES WILDERNESS TRAILS, INC BOARD of DIRECTORS MEETING July 15, 2016 7:00 P.M

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SANDY PINES WILDERNESS TRAILS, INC BOARD of DIRECTORS MEETING July 15, 2016 7:00 P.M SANDY PINES WILDERNESS TRAILS, INC BOARD OF DIRECTORS MEETING July 15, 2016 7:00 p.m. – Recreation Station CALL TO ORDER: Chairman DeVries called the meeting to order. INVOCATION given by Young. ROLL CALL: Marti DeVries, Rog Grinwis, Kerry Bunce, Tim Hoffman, Rod Klein, Dan Kendall, Carolyn Nielsen, Gerda Pitcher and Mike Young Staff Present: Gene Van Koevering and Kimberly Williams. APPROVAL OF MINUTES: Motion by DeVries, supported by Grinwis, to approve the minutes of the June 17, 2016 meeting of the Board of Directors. All Ayes. Motion carried NEW MEMBERS: Motion by Pitcher with support from Nielson to approve new Park Member applications. All Ayes. Motion carried COMMENTS FROM THE CHAIRMAN: DeVries reported that there was a proposal for a consolidation of two current committees: Member Outreach and Special Events. At the past Board Planning meeting the Board gave approval for the dissolution of these individual committees. The committees will be consolidated to allow for greater strength in member volunteers. The two committees will continue through the 2016 summer season and will eliminate the monthly meetings, yet meet on an as needed basis. Meetings held will revolve around event planning, with the coordination of planning being done by Mary Applehof, Recreation Manager and Marti DeVries, Board Chairperson. The consolidated committees will continue to prepare new member packets, host new member social events, volunteer appreciation events and any other events where community member volunteers are necessary. DeVries discussed the Board consensus on revisions to the petition for proposal documents. At the May Board meeting a member proposal was discussed, and it was noted that the Board determined a need during this summer season to look at the various forms used by the Sandy Pines over a number of years. The petition for proposal was reviewed for space provided on the petition to allow for proposal language to appear on each individual page. The sponsor name is to appear in the space allowed on the face of the petition for proposal. Verbiage of “legal” name signature and “legal” printed name was added to the form. This will help enforce the elimination of past non-members, non-legal, dual membership names, trust membership signature names or non-legal names. The number of allowed sponsors has now been limited to 20 names rather than 25 to allow space for specific proposal language. The second page will again provide the specific sponsorship information; name, address, etc. A statement has also been included “Note: Please ensure all bylaw requirements are met prior to submitting your petitions for proposal. There was a consensus at the Monday planning meeting by the Board to approve all petition for proposal document changes. DeVries presented the resolution to amend the Sandy Pines rules book/permit book whereas the Bylaws of Sandy Pines Wilderness Trails, Inc. gives the Board of Directors the power to adopt, amend, rescind, and repeal rules and regulations relating to the use of Sandy Pines property and the conduct of its members and their guests. Whereas, the Rules Committee of Sandy Pines Wilderness Trail, Inc. has reviewed and recommended changes in the rules/permit book. Be it resolved that the Board of Directors of Sandy Pines Wilderness Trail, Inc. does hereby approve change recommended by the Board of Terms, page 5. It is under the definition of terms in the handbook we are adding letter number M the term “election” and its definition as the electing of or the act of choosing or selecting people places and/or things. Motion by DeVries with support from Pitcher to approve Resolution 071516A to amend the rulebook/permit book. Seven Ayes. Two Nays. Motion carried. STANDING COMMITTEE REPORTS: *Finance: Kendall reported that the Finance Committee met on July 14, 2016, to discuss and review the SPWT and LMGC financials and check registers for June 30, 2016. In addition, the September 30, 2015 internal fiscal year end financials were reviewed and approved as they were overlooked for approval in prior meeting. It was noted however that there was a meeting to review the auditor’s financial reports of fiscal year end, September 30, 2015. Motion by Kendall, supported by Grinwis, to approve the Financial Statements for SPWT and LMGC for September 2015 and June 2016. All Ayes. *Member Outreach and Communications: DeVries stated that her committee met on June 18, 2016. There was a June 25 new member welcoming event and will be hosting an Ice Cream Social to welcome new members on August 27 from 6:30-8:30 pm at the Outdoor Pavilion by the Ice Cream Shop. Gene Van Koevering, Steve Deyarmond, and Mary Applehof were present to talk to the new members and discuss any questions of operations within the park. A thank you was extended to the volunteers and employees that were present. The next Member Outreach Committee meeting is scheduled to take place on July 30 2016. *Rules/Bylaws: Bunce reported for the Rules Committee. The committee met on 7/6/16 and part of the meeting discussed the definition of authorized golf carts in Sandy Pines. Motion by Bunce with support from Pitcher to approve Resolution 071516B to define golf cart, utility cart and disqualified vehicles. All Ayes. Motion carried. Bunce confirmed that a member of a committee who also serves as a liaison to the committee is still allowed to vote. Therefore, as of today, Bunce is to be updated as a voting member to the Rules Committee as well as a liaison to the Board (with voting rights). *Special Events and Activities: Young presented his report to the membership. Saturday, July 16 is Family Fun Day. The Poker Run is scheduled on July 23rd from 2pm to 4pm. Halloween “Trick-or- treating” will also take place on July 23rd from 3pm to 4pm. August 5 Karaoke will be held at the Clubhouse. Buffet begins at 5:30 with Music at 7 pm. *Long Range Planning: Grinwis presented his report to the membership and shared the discussion that took place at the July 13 meeting concerning options available to Sandy Pines in regards to Foundation and Endowments for the benefit of the park. An experienced visitor in foundations and endowments, along with the CFO, attended the meeting and shared that Sandy Pines does not quality for tax-deductible contributions as a 501(c)7. The Long Range Planning committee will be looking at other considerations for raising funds. The results of the past Adult Rec. survey will be made available to the public on the Sandy Pines website. The most recent engineering report was received on July 5, and after review and discussion of the findings by Long Range Planning, Building and Grounds, Management, including Maintenance, it was determined in the best interest of the park to close the building. Steps are taking place to begin the planning and reopening of a new pool, financing means and establishing an ad hoc committee to help through the process. There is potential of an additional survey being offered to management. There will be a Member Informational meeting discussing the closing of the Indoor Pool and Adult Recreation building and the next course of action. Last, the committee has discussed the interest of the park to increase the golf cart fleet as a response to demand. The various options of buying versus leasing were also discussed. *Building and Grounds: Young shared that the Building and Grounds committee met Saturday July 9 at the Adult Recreation Building, and after review of the most recent engineer report and survey of the building, it was determined to be the best interest of the members and community to close the building. The original review of engineer report was completed on May 6, 2015, and it was thought that Sandy Pines would have an additional five years use of the building. After concern by maintenance, the need for an additional review was determined and completed on June 7, 2016. The report was received by park management on July 5, 2016. It was confirmed that the additional shifting created significant deterioration faster than expected. The Maintenance Supervisor does not even allow his maintenance staff to go on the roof due to the exposure of severe risk. The June 16, 2016, Engineer Report proposed three options, yet stated the options will only address the exterior window walls around the pool area leaving the other issues noted in previous reports to be addressed and some could still pose potentially severe liabilities. Motion by Young with support from Grinwis to approve closure of the Adult Recreation and Indoor Pool indefinitely. All Ayes. An open meeting available to all members will take place on July 30, 2016, to discuss the next steps. An ad hoc committee will be developed of members at large for planning of the new facilities. Discussion was also included in regards to repair of the shuffleboard with new coating to bring the court up to better condition. All Shuffleboard courts (Phase 2, 4 and 1) are expected to be repaired over time. *Sandy Pines Development/Condo Association: No Report. *Golf Course: No Report. Nielsen noted that the next meeting is scheduled to take plan Saturday July 14, 2016. *Technology: Rod Klein reported for the Technology Committee. There has been some feedback concern related to Charter. On August 13, 2016, Charter is scheduled to attend the Flea Market with their own booth to answer any member concerns. Discussion took place regarding the most recent Charter Internal fiber optic upgrade at the Adult Recreation building. The cell tower is still on target for Spring of 2017. Currently, Verizon is the only provider assigned to the tower.
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