Board of Directors meeting minutes – June 24, 2015 (unapproved)
Directors present: Rich Featherstone, Richard Hawkes, Bud Jenssen, Anne Montgomery, Woody Neiman, Dick Norris and Mel Rasmussen
Also present: General Manager Steve Nolan
President Richard Hawkes called the meeting to order at 3:00 p.m.
Secretary Mel Rasmussen introduced and gave a short biography of Navy veteran Jim Kilmartin. Mr. Kilmartin then led the Pledge of Allegiance. Mr. Kilmartin was thanked for his military service.
Woody Neiman made a motion, seconded by Rich Featherstone, to approve the May 27, 2015 Board Meeting Minutes. The motion carried unanimously.
PRESIDENT’S MESSAGE:
President Richard Hawkes talked about the Board’s commitment of open and visible communication to the homeowners; not “Us vs. Them.” He asked the same of homeowners. He asked that they let the Board know if something is missed in the meeting. He also asked their assistance by contacting a Board member regarding misinformation & rumors rather than continue a rumor.
He then explained that personnel matters are protected by law and the Board does not get involved. He stated the Board’s confidence in the General Manager and management whose job it is to handle personnel issues.
He reminded homeowners about the two minute protocol regarding comments and or questions from the audience. If more time is required, arrangements can be made to meet after the meeting.
TREASURER’S REPORT:
Treasurer Woody Neiman presented the May 31, 2015 Financial Summary. A detailed report will be available for viewing in Homeowner Services.
At this time, Woody Neiman gave kudos to Food and Beverage management and staff and thanked the homeowners for their patronage.
The floor was opened to Board and homeowner comments – none.
Bud Jenssen made a motion, seconded by Mel Rasmussen, to approve the May 31, 2015 pre-audited Financial Report. The motion carried unanimously.
COMMITTEE REPORTS:
Architectural Compliance Committee: The report was given of its meeting held June 4. They had 94 permit applications approved; none declined. They have changed their meeting dates to the first and third Tuesday of the month and will meet in the A-7 Paint Room. The next meeting is September 1 at 8:30 a.m. in A-7 Paint Room.
ACC recommends the Board approve new ACC Guideline No. 36 – Signs. The committee has no recommendations for management.
Audit and Finance Committee: At this time, Fred Haubold thanked Jim Kilmartin for his military service. The report was given of its meeting held June 10. Items of discussion were: Food and Beverage inventory rescheduled to June. The next meeting is July 8 at 2:00 p.m. in the Saguaro Room.
The committee has no recommendations for the Board or for management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Communications Committee: This committee did not meet in June and will not meet in July or August. The next meeting is September 14 at 8:30 a.m. in the Ceramics Room.
Election Committee: This committee did not meet in June and will not meet in July or August. The next meeting is September 2 at 1:30 p.m. in the Ceramics Room.
Facilities and Grounds Committee: This committee did not meet in June and will not meet in July or August. The next meeting will be September 14 at 9:30 a.m. in the Paint Room.
Food and Beverage Committee: This committee did not meet in June and will not meet in July or August. The next meeting is September 3 at 9:00 a.m. in the Saguaro Room.
Golf Committee: This committee did not meet in June and will not meet in July or August. The next meeting is September 3 at 1:00 p.m. in the Ceramics Room.
Recreation Committee: Recreation Secretary Lorri Morgan reported that the committee met on June 1. Subjects discussed: Pickleball rules; women’s fitness center shelving; sunshades. The next meeting is July 6 at 1:30 p.m. in the Phoenix Room.
The Recreation Committee recommends the Board approve the following members to their committee: Irene D’Alosio, Louis Galiano, Wanda Johnson and Kim Schmuck. The committee has no recommendations for management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Safety, Security and Access Committee: This committee did not meet in June and will not meet in July or August. The next meeting is September 9 at 10:00 a.m. in the Saguaro Room.
Health and Wellness Center Task Force: Board Director Rich Featherstone reported that HWCTF met on June 23. Items discussed: introduction of Board Director, Anne Montgomery, new member to the task force; the receipt of approximately 10 applications to HWCTF which will be interviewed at the next meeting on Tuesday, June 30 at 2:00 p.m. in the Saguaro Room.
At this time, Rich Featherstone addressed several rumors regarding the project. Rich introduced Anne Montgomery who also provided input regarding the rumors.
PROJECT REPORTS:
Steve Nolan reported on the following project(s):
Palo Verde chipping and practice area: going well and ahead of schedule.
Palo Verde maintenance lunchroom and office: MCC permits have been received and work starts June 25; demo of the building to happen soon.
MANAGEMENT REPORT:
Steve Nolan gave his management report.
DIRECTORS COMMENTS:
Bud Jenssen thanked Jim Kilmartin for this military service; thanked Linda Caton for booking last night’s Bette Midler/Barry Manilow show and other great events and Food and Beverage for their great work. He encouraged everyone to attend the Fourth of July event in the San Tan Ballroom.
Mel Rasmussen commended Linda Caton and assistant Melissa Huffman for the outstanding entertainment. He thanked Jim Kilmartin for this military service.
Dick Norris thanked Jim Kilmartin for his military service; thanked the following departments for their hard work: Food and Beverage management and staff, Jim Miller and crew. He also thanked Bill Todd for the condition of the golf courses. He then gave an update on the sound system, saying that Jim Miller will be meeting with the sound company next week. The goal for equipment installation by end of August.
Woody Neiman thanked Jim Kilmartin for this military service; thanked homeowners for attending this meeting despite the heat; thanked staff, especially those who have to work outside in the heat.
Anne Montgomery thanked Jim Kilmartin for his military service; gave kudos to Cottonwood Food and Beverage for the care and special attention they took at private event she attended.
Rich Featherstone commented that Father’s Day brunch at Palo Verde was excellent and he thought it was the largest attendance he has seen for that event
CAPITAL RESERVE REPLACEMENT FUND REQUESTS:
At this time, Richard Hawkes explained that Simpson Norton appears so often because they are the only authorized Toro dealer in Arizona in addition to continuing to provide us with the Robson discount.
Mel Rasmussen made a motion, seconded by Bud Jenssen, to approve two greens mowers for golf course maintenance for the low bid of $63,346.50 from Simpson Norton.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
At this time, Richard Hawkes and Steve Nolan explained the reasoning for a request for an onsite reserve study. Anne Montgomery made a motion, seconded by Woody Neiman, to approve a complete on-site reserve study for the low bid of $23,750 plus a 10 percent contingency for a total cost of $26,125 from Reserve Data Analysis, Inc.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
At this time, Richard Hawkes explained that an emergency repair was already done due to the main irrigation line between Cottonwood Golf Course, Hole Nos. 3 and 4. It is on the agenda simply for approval, requested by management. Woody Neiman made a motion, seconded by Anne Montgomery, to approve emergency repair to the main irrigation line between Cottonwood Golf Course, Hole Nos. 3 and 4, for the sole source bid of $3,430 from Gold Canyon Pipeline, LLC.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
At the request of Richard Hawkes, Steve Nolan and Marshall Reichert explained the request for a cooler at Palo Verde. Bud Jenssen made a motion, seconded by Anne Montgomery, to approve the purchase of a three-door sandwich cooler for Palo Verde Food and Beverage for the sole source bid of $3,620.31 from NRS.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
At the request of Richard Hawkes, Steve Nolan and Bill Todd explained the request for a sod cutter. Bill Todd explained the use of the sod cutter and that it was a used item, but in very good condition.
Mel Rasmussen made a motion, seconded by Anne Montgomery, to approve the purchase of a used sod cutter for the sole source bid of $4,223.69 from A to Z Equipment.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
PALO VERDE GATE RESERVE FUND:
None
CAPITAL IMPROVEMENT FUND REQUESTS:
At the request of Richard Hawkes, Steve Nolan and Marshall Reichert explained the request for the bar and how it will be used. Marshall Reichert has the pictures that can be reviewed upon request.
Bud Jenssen made a motion, seconded by Anne Montgomery, to approve the purchase of a portable bar for Palo Verde Food and Beverage for the low bid from Mann’s Manufacturing for $13,334.61, plus a 10 percent contingency, for a total cost of $14,668.07.
The floor was opened to Board and homeowner comments – one comment regarding choice of product.
The motion carried unanimously.
VOLUNTARY CONTRIBUTION FUND:
None
OLD BUSINESS:
At this time, Richard Hawkes explained the requested revisions to BP-7-60. Dick Norris made a motion, seconded by Woody Neiman, to approve revisions to BP 7-60 Pickleball Court Regulations.
The floor was opened to Board and homeowner comments – no comments.
The motion carried with vote of five-aye, one-nay from Bud Jenssen.
Woody Neiman made a motion, seconded by Anne Montgomery, to approve revisions to BP 4-13 Employee Salary Schedule.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
Mel Rasmussen made a motion, seconded by Anne Montgomery, to approve revisions to BP 4-14 Hourly Employee Range.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
At this time, Richard Hawkes explained the requested revisions to BP 9-05.
Dick Norris made a motion, seconded by Anne Montgomery, to approve revisions to BP 9-05 Signs.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
NEW BUSINESS:
Mel Rasmussen made a motion, seconded by Bud Jenssen, to approve the appointments of the following members, to the Recreation Committee: Irene D’Alosio, Louis Galiano, Wanda Johnson and Kim Schmuck.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
Dick Norris made a motion, seconded by Anne Montgomery, to approve New ACC Guideline No. 36 – Signs.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
Bud Jenssen made a motion, seconded by Anne Montgomery, to approve the Sun Lakes Women’s Association Charity Golf Tournament at Palo Verde Country Club on Sunday, March 6, 2016.
The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.
FIRST READINGS:
None
HOMEOWNER COMMENTS:
Thank you to Linda Caton for great events and fun things to do over the summer.
Thank you to management for the Flyer information on the Board Meeting Agenda.
Comment regarding the roads getting worse in Cottonwood.
The meeting adjourned at 3:52 p.m.
Message from the Board president
Richard Hawkes
As I write this month’s message I am pleased to report that the construction of the Cottonwood Palo Verde short game golf practice facility is done! I just drove by and saw the new grass coming up! The facility will be open for use after the over-seeding process is completed this coming fall. This will be a great addition to our golf amenities and should be another attractive asset to our community.
The old trailer used as a breakroom for our Palo Verde employees at the P.V. maintenance yard has been removed. The construction of the new breakroom and office is underway. When completed, this will be a great improvement in the working conditions for our staff and managers who work in that facility.
Several other projects are also in the works for this summer. Both the Cottonwood and Palo Verde bars will be stripped and refinished. This project will fix some of the wear and tear the bars have and the new surface will protect the wood bars from future damage. Please watch for information concerning the days the bars will be closed for this process. Bar service will still be available in the restaurant areas. Also, the Board of Directors authorized management to seek bids for the construction of a Palo Verde patio sun screen. It is hoped this project will come in at a reasonable price so the Board can authorize its construction yet this summer.
As the heat of summer bears down, it is a quiet time for our community for outside activities, but remember the restaurant facilities at Cottonwood and Palo Verde still operate with live music and dancing available several times a week. Our San Tan Ballroom continues to host a monthly DJ Dance through October and two exciting shows are coming up in September. Remember to check out our Friday publication, The Flyer, and our e-newsletter, In The Know, for information on these and all of our other activities. This is also a good time to take advantage of our five pools for a cooling dip. We are blessed in Cottonwood Palo Verde to have so many fine amenities available. Try out something new this summer. We a have large number of clubs of interest that offer a wide range of activities. Check at the Homeowner Services Office to get a list of clubs. Our excellent recreation staff is always available to steer you in the direction of your interest. Stay cool, but active!
Upcoming events
All tickets for Cottonwood Palo Verde shows and events can be purchased at our Homeowner Services location.
DJ Jamal – Saturday Night Dances
Our summer DJ dances are becoming a big hit! Jamal does take requests, but he spins a great variety of music each time. Tickets are still only $5. You can come early (5:00 p.m.) and have your dinner served to you in the San Tan Ballroom with a no-host bar. Dancing and snacks will be from 6:30 pm–9:30 pm. All Saturdays: August 15, September 12 and October 10.
Calle Rose – Shop ‘Til You Drop Sale
Back by popular demand, Calle Rose will be setting up shop in the A-9 Phoenix Room again on Friday, August 7 from 9:00 a.m.-6:00 p.m. and Saturday, August 8 from 9:00 a.m.-5:00 p.m. There will be all kinds of clothes, handbags, wallets, jewelry and watches. Plus, you can bring in your fashion jewelry for repair or batteries for you watches. Bring your friends and make it a special day!
Summer Shopping Fest
Be sure to mark your calendars now and plan on coming down to the San Tan Ballroom on Saturday, August 22 from 8:00 a.m.-2:00 p.m. There will be many diverse vendors including arts, crafts, antiques, collectibles and more. All Sun Lakers and guests are welcome!
Calling all Vendors
We are looking for arts, crafts, antiques and collectible vendors to participate in Cottonwood Palo Verde Summer Shopping Fest on Saturday, August 22 in the San Tan Ballroom. Table cost is $15 per space with a $5 option for a table cloth.
If you are interested in renting a booth space to sell your product please email Melissa at [email protected] or call 480-384-4065 to make an appointment. Applications will be available at the Cottonwood Recreation Department located at 25219 S. EJ Robson Blvd., Sun Lakes, AZ 85248. Application deadline is Wednesday, August 12.
Doggie Adoption – Rover’s Rest Stop
Many of you have asked when our next doggie adoption is going to be, so we are going to try and give you some future dates. The next show is during the hot summer months so they’ll be indoors in Cottonwood’s A-6 Dance Room from 9:00 a.m.-noon on Saturday, September 12. After that, they will be on a regular schedule and held outside. For more information call 480-600-2828. You can always see their kids on www.RoversRestStop.com.
Teen Idols
There is nothing that can stir old memories like revisiting the music of your teen years. How about, Bobby Vee, Frankie Avalon, Paul Anka, Pat Boone, Ricky Nelson, Dion and Fabian? The show date is Wednesday, September 2 in the San Tan Ballroom. Doors open at 6:00 p.m. for a 7:00 p.m. show. Tickets are $20.
Cory McCloskey’s Love Boat Variety Show
Cory McCloskey, from FOX 10 News and TAD Management, have teamed up to bring the ship to you! Cory presents an old school variety show featuring some of the best acts you can see on the best cruise ships in the world including a sensational, ship-styled live band. The show date is Wednesday, September 30 in the San Tan Ballroom. Doors opens at 6:00 p.m. for a 7:00 p.m. show. Tickets are $20.
One Hit Wonderfuls
One Hit Wonderfuls highlights one hit wonders – a tribute to those artists who enjoyed their 15 minutes of fame with a one hit song. Every decade had them. Songs like Spirit in the Sky, Seasons in the Sun, In the Summertime; the list goes on and on and we can assure a stack of “I remember where I was then” memories will flood your senses as you sing along to all these songs. So make plans now to be with us on Tuesday, October 20 in the San Tan Ballroom. Doors open at 6:00 p.m. with a 7:00 p.m. show. Tickets are $20 and go on sale Monday, August 10.
The Broadway Concert
The Broadway Concert brings to the stage the greatest blockbuster hits of Broadway. From West Side Story to Les Miserables, from Oklahoma to The Phantom of the Opera. You’ll hear the most popular songs from the most successful musicals presented in a one-of-a-kind concert. The show date is Tuesday, November 10 in the San Tan Ballroom. Doors open at 6:00 p.m. with a 7:00 p.m. show. Tickets are $20 and go on sale Monday, August 10.
A Tribute to Christmas
Tribute artists rule the roost in terms of live entertainment and we bring some of the best to celebrate Christmas in tribute style. You might see Natalie Cole, Bette Midler, Elvis Presley or some other surprise guest in the Tribute to Christmas Show that will be performed on Wednesday, December 16 in the San Tan Ballroom. Come join in on this holiday special performed by a great troupe of professional singers. Doors will open at 6:00 p.m. with a 7:00 p.m. show. Tickets are $20 and go on sale August 10.
Impersonators 2016 Show Oh Canada
On Wednesday, March 15, 2016, the Impersonators will take the stage in the San Tan Ballroom. The performers will be doing a tribute to Celine Dion, Michael Buble, Shania Twain and Paul Anka called Oh Canada. The 7:00 p.m. show sold out in two weeks, so we’ve opened a 3:00 p.m. show. Tickets are still only $20 and are going fast.
Dancing with the Stars
Our 2016 Dancing with the Stars Show will move to Friday, February 19 and Saturday, February 20. Tickets are on sale now and only $20 for this wonderful night of fun and dancing. Both nights’ shows will start at 7:00 p.m. with doors opening at 6:00 p.m. Names of the six Sun Lakes dancers will be announced next month. All six dancers will dance both Friday and Saturday with a different winner for each night.
Halloween Buffet/Dance
Back by popular demand, Cottonwood will be hosting a full, blown-out, frightening Halloween Buffet/Dance on Saturday, October 31 in the San Tan Ballroom. DJ Jamal will be on hand to play all your favorites, including some great scary songs. We have some new and fun ideas up our sleeves, so mark your calendar now and watch for more information in the Splash.
Annual Open House
This year, we are going to change the name of our annual Open House to Community Days! Everything else is the same. The date is set for Saturday, October 17 in the San Tan Ballroom from 9:00 a.m.-noon. Letters will be going out to all clubs, classes and organizations who have attended in the past. If you are new and would like to be included, call the Recreation Assistant at 480-384-4065.
Smartphone 101 Class
Instructor Robert Reed will be teaching a class on Smartphones in Cottonwood’s (A-2) Ladies Card Room. In this class you’ll be able to ask questions and get answers. Classes will be every Monday from 10:00-11:00 a.m. Classes will run all summer. The fee will be $25 per student, per class. Contact [email protected] or call 480-442-0230.
Mastering Your Camera Phone
Instructor Robert Reed will be teaching a class on mastering your camera phones in Cottonwood’s (A-2) Ladies Card Room. In this class you’ll be able to ask questions and get answers. Classes will be every Monday from 11:00 a.m.–noon. Classes will run all summer. The fee will be $25 per student, per class. Contact [email protected] or call 480-442-0230.
Free Skin Cancer Screening Starting in September
Dr. Laura Arce of Radiant Complexions Dermatology Clinic will be conducting a Free Skin Cancer Screening in Cottonwood’s Phoenix Room (A-9) from 8:00 a.m.–noon. All Sun Lakers are invited. No appointment needed. The doctor will see you on a first come basis.
Free Exercise Equipment Classes
Personal trainer Deryk Garmanian and his assistant/homeowner, Brenda Waara, will be instructing, at no cost, a weight room and equipment orientation class in the Ladies Fitness Center, for both men and women (at this time) on the following Wednesdays: September 16, October 21, November 18 and December 16, 2015. Please sign up at Homeowner Services. If there are less than three students, Deryk will cancel the class and contact those who have signed up.
Upcoming Traveling Tours through Free Spirit
To book any of these trips call Free Spirit Vacations at 480-926-5547 or e-mail [email protected]. Please remind them that you are a Cottonwood Palo Verde homeowner. Event information flyers can be found at Cottonwood’s Homeowner Services.
August 4-7 – Durango and Silverton
August 11-17 – Canadian Maritimes – Circle Bay of Fundy
August 14-16 – Del Mar Horse Racing
October 6-9 – Albuquerque Balloon Fiesta
November 17-20 – Hooray for Hollywood
December 2-4 – Dickens Festival and It’s a Wonderful Life
December 3-9 – Smoky Mountain Christmas from Ashville – Nashville