Sun City Festival Pickleball Club, Board of Directors & HOA Finance Committee Meeting Minutes.
January 14, 2025
The following were in attendance.
Chris Prellwitz, President. Tannie Chow, Vice President. Diane Vierkant, Treasurer. Darlene Douglas, Secretary. Rob Dryden, Player Development. Kirk Olesen, Director at Large, Events. Scott Moyer, Director at Large, Court Utilization.
Also attending were Trevor Thorne and Debbie Strong who worked on the shade project on behalf of the Club.
HOA Representatives: Kim Rinehart/Community Manager; Phil McWilliams/ Maintenance and the HOA Finance Committee.
The meeting began at 9:30am. The purpose of the meeting was to discuss the denial of the shade project at Sage by the HOA Board.
The main question posed was twofold – is the project totally dead or can it be simplified and was it a matter of the amount the club was paying vs. the total construction cost or were there other projects hindering this one.
Doug, as a member of the Finance Committee for the HOA as well as a member of the HOA Board answered the question. Basically, they have a fiduciary responsibility to all homeowners as to how HOA money is spent. Because the Pickleball Club was requesting the HOA fund a portion of the cost, the Board determined that the overall cost to the community for the benefit of only 15% of the actual community was too great. Further, their understanding was that once the Shade Project at Sage was completed, Wagner would soon follow, and then they run into a situation where then other clubs would be requesting funds as well. The Reserve Fund of the HOA is in place to in order to make repairs and fund maintenance on existing structures and try to do so without assessing members. The request of the PB Club was to add new structures, therefore funds would come from the Care Fund of the HOA (Funds based on re-sales of properties in the community). The Care Fund is down as sales have slowed in the community, and they aren’t in a position to allocate a large sum of funds to one club.
The No to the project was solely based on the cost of the project and hit to the homeowners, not the project parameters itself. In addition, new improvements to the courts would then be subject to future repairs/maintenance coming out of the Reserve Fund and more information would be needed to determine warranties, expected longevity of new improvements installed, and the like in order to maintain proper reserves to avoid assessments to homeowners.
The Finance Committee would be more than willing to have another meeting to discuss future improvements to Sage, dependent on the PB Club sustaining more or all of the cost for new improvements to the community. Additional items for consideration are:
Any monetary ask goes through the Finance Committee before the Board of the HOA and they have indicated they are open to scheduling meetings when needed. Debbie also offered to schedule meetings with the vendors for the bids we have in order to facilitate additional information flow.
Projects scheduled and budgeted by the HOA for the year are: Sage fencing repair; Wagner court resurfacing.
Tannie Chow asked the question as to if the Sail Shades at Wagner are adjustable, Phil McWilliams will check on this, he is unsure. Rob Dryden asked if there was a possibility of adding French drains to Sage at the water fountain area in order to add an ice machine there and if not available there, could an ice machine be added to the exterior bathroom area at Sage. Scott Moyer asked about adding an ice machine at the Wagner Softball field. These are things Phil will look into.
The meeting ended with agreement on both sides to further the discussions once additional projects, costs, and bids are identified. The meeting concluded at 11:20am.
January 14, 2025
The following were in attendance.
Chris Prellwitz, President. Tannie Chow, Vice President. Diane Vierkant, Treasurer. Darlene Douglas, Secretary. Rob Dryden, Player Development. Kirk Olesen, Director at Large, Events. Scott Moyer, Director at Large, Court Utilization.
Also attending were Trevor Thorne and Debbie Strong who worked on the shade project on behalf of the Club.
HOA Representatives: Kim Rinehart/Community Manager; Phil McWilliams/ Maintenance and the HOA Finance Committee.
The meeting began at 9:30am. The purpose of the meeting was to discuss the denial of the shade project at Sage by the HOA Board.
The main question posed was twofold – is the project totally dead or can it be simplified and was it a matter of the amount the club was paying vs. the total construction cost or were there other projects hindering this one.
Doug, as a member of the Finance Committee for the HOA as well as a member of the HOA Board answered the question. Basically, they have a fiduciary responsibility to all homeowners as to how HOA money is spent. Because the Pickleball Club was requesting the HOA fund a portion of the cost, the Board determined that the overall cost to the community for the benefit of only 15% of the actual community was too great. Further, their understanding was that once the Shade Project at Sage was completed, Wagner would soon follow, and then they run into a situation where then other clubs would be requesting funds as well. The Reserve Fund of the HOA is in place to in order to make repairs and fund maintenance on existing structures and try to do so without assessing members. The request of the PB Club was to add new structures, therefore funds would come from the Care Fund of the HOA (Funds based on re-sales of properties in the community). The Care Fund is down as sales have slowed in the community, and they aren’t in a position to allocate a large sum of funds to one club.
The No to the project was solely based on the cost of the project and hit to the homeowners, not the project parameters itself. In addition, new improvements to the courts would then be subject to future repairs/maintenance coming out of the Reserve Fund and more information would be needed to determine warranties, expected longevity of new improvements installed, and the like in order to maintain proper reserves to avoid assessments to homeowners.
The Finance Committee would be more than willing to have another meeting to discuss future improvements to Sage, dependent on the PB Club sustaining more or all of the cost for new improvements to the community. Additional items for consideration are:
- Removal/Replacement of rockery around Sage and Wagner Courts with Cement and/or Paving.
- Soundproofing at the Woodshop.
- Further discussion on Sails/Shades at Sage.
- Additional seating at Sage and Wagner.
- Possible cameras at the Sage Courts – this is currently being looked at by the HOA and they may ask for contribution on that from the Club.
Any monetary ask goes through the Finance Committee before the Board of the HOA and they have indicated they are open to scheduling meetings when needed. Debbie also offered to schedule meetings with the vendors for the bids we have in order to facilitate additional information flow.
Projects scheduled and budgeted by the HOA for the year are: Sage fencing repair; Wagner court resurfacing.
Tannie Chow asked the question as to if the Sail Shades at Wagner are adjustable, Phil McWilliams will check on this, he is unsure. Rob Dryden asked if there was a possibility of adding French drains to Sage at the water fountain area in order to add an ice machine there and if not available there, could an ice machine be added to the exterior bathroom area at Sage. Scott Moyer asked about adding an ice machine at the Wagner Softball field. These are things Phil will look into.
The meeting ended with agreement on both sides to further the discussions once additional projects, costs, and bids are identified. The meeting concluded at 11:20am.