Board of Directors meeting minutes (unapproved) 5/25/16
Directors present: Roger Beagle; Bill Greer; Bud Jenssen, Anne Montgomery, Woody Neiman, Dick Norris and Mel Rasmussen
Also present: General Manager Steve Nolan
President Dick Norris called the meeting to order at 3:00 p.m. He stated that the meeting is being recorded for accuracy of the minutes.
Secretary Anne Montgomery gave a short biography of the military and education career of Army Air Force veteran, Owen Knutzen. Mr. Knutzen then led the Pledge of Allegiance and addressed the audience. He was thanked for military service and his career in education.
Bud Jenssen made a motion, seconded by Anne Montgomery, to approve the April 27, 2016 Board Meeting Minutes.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
PRESIDENT’S MESSAGE:
President Dick Norris stated there would be no message at this meeting.
TREASURER’S REPORT:
Treasurer Woody Neiman presented the April 20, 2016 Financial Summary. A detailed report will be available for viewing in Homeowner Services.
Mel Rasmussen made a motion, seconded by Bud Jenssen, to approve the April 30, 2016 pre-audited Financial Report. The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
PRESENTATION BY COTTONWOOD MEN’S GOLF ASSOCIATION:
Board Director Bill Greer presented to the Board on behalf of Dean Hermanson, President of CMGA, a check for $500 in memory of their members who passed away in 2015. The Cottonwood Men’s Golf Association was thanked for their generous donation.
COMMITTEE REPORTS:
Architectural Compliance Committee: The report was given of its meetings held on May 3 and 17. It was reported that 42 permits were approved. Next meeting is June 7 in the A-7 Paint Room.
The committee has one recommendation for the Board in First Readings; to approve the proposed Home Improvement of the Month program. The committee has no recommendations for management.
There was a question from the Board regarding permits being processed during the summer. It was confirmed that the process would continue.
Audit and Finance Committee: The report was given of its meeting held on May 11. Among the subjects discussed were review of financial and discussion 2016-2017 Capital Reserve plans. Next meeting is June 8 at 2:00 p.m. in the Saguaro Room.
The committee had no recommendations for the Board or for management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Communications Committee: Mr. Knutzen was thanked for his military service. The report was given of its meeting held on May 2. Among the subjects discussed were a moment of silence observed in memory of the recent passing of Ambassadors program volunteer and Election Committee member Anne Richards; website sign-ups are at 2,635; 600 copies of “The Flyer” are currently printed; eight Ambassador tours were held and six tour referrals were supplied by Administration; committee member interviews to be held September 19 and the launch of the new home page of the website happening soon. This committee will not meet during June, July and August but the tasks they perform will continue through the summer. Next meeting is September 12 at 8:30 a.m. in the Ceramics 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.
Election Committee: Mr. Knutzen was thanked for his military service. The report was given of its meeting held on May 4. Among the subjects discussed were a moment of silence observed in memory of Election Committee member Anne Richards; plans to work on committee manuals; their need for new members. This committee will not meet in June, July or August. Next meeting is September 7 at 1:30 p.m. in the Ceramics 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.
Facilities and Grounds Committee: The report was given of its meeting on May 4. Among the subjects discussed were upcoming projects; self-opening doors on Library; updates given by management.
This committee will not meet during June, July and August. Next meeting is September 7 at 8:30 a.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.
Food and Beverage Committee: Ricki O’Keeffe reported on the May 5 meeting on behalf of Marty Neilson. Mr. Knutzen was thanked for his military service. Among the subjects discussed at their meeting were Board and management reports and events for the upcoming busy season. Danielle Ipe was congratulated on her promotion to Cottonwood Food and Beverage Manager. This committee will not meet in June, July or August. Next meeting is September 8 at 9:00 a.m. in the Saguaro Room.
The committee has one recommendation for the Board to approve changes to Board Policy 6-01 regarding smoking. The change to the policy is in First Readings on today’s agenda. The committee has no recommendations for management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Golf Committee: Mr. Knutzen was thanked for his military service. The report was given of its meeting on May 5. Among the subjects discussed were upcoming work on the t-boxes, cart path installation at Cottonwood fairways 10 and 11; elimination of sand bottles on t-boxes on both courses; restrooms to be kept unlocked except at the tunnel on Alma School Rd. This committee will not meet in June, July or August. Next meeting is September 1 at 1:00 p.m. in the Ceramics Room.
The committee has one recommendation for the Board to approve the exceptions to the 2016-2017 golf calendar.
The committee has one recommendation for management to install cart paths at Cottonwood fairways 10 and 11.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Recreation Committee: The report was given of its meeting on May 2. Among the subjects discussed were Pickleball sign ups tabled pending further information; sports drinks to be added to the present vending machines; HOA approved clubs to be featured in future editions of The Flyer; and the new date for the Community Fun Walk, November 5. The committee will meet during summer. They will meet on July 11 and September 12 due to the holidays. They will have openings for committee members. This month’s event results and summer events were announced. Next meeting is June 6 at 1:30 p.m. in the Phoenix 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.
Safety, Security and Access Committee: The report was given of its meeting held on May 4. Among the subjects discussed were signage for speed bump on 16th hole; solutions for the safety concerns regarding gravel and building materials in the streets (cones and triangles are available to homeowners by calling Patrol). This committee will be looking for members on their committee. This committee will not meet in June, July or August. Next meeting is September 7 at 10:00 a.m. in the Saguaro Room. Mr. Knutzen was thanked for his military service.
The committee has no recommendations for the Board or management.
They have one recommendation for management requesting that signs indicating speed bumps at the 16th hole at Cottonwood. Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
There was a comment from the Board regarding the fact that ACC is attaching to permits where landscaping is involved, a copy of the policy regarding materials in the streets which states the responsibility of the homeowner.
Health and Wellness Center Task Force: Anne Montgomery reported that HWCTF met on May 10. Topics of discussion included an update of what has been done, where they are at this point and interviewing task force members. Next meeting is scheduled for June 14 at 2:00 p.m. in the Saguaro Room.
The committee recommends that the Board approve the appointments of Kathy Clear, Sharon Felts, Bert Hustad, Tom Jeub, Dan Kinnick, Sandy Neu and Bob Schrote, to the Health and Wellness Center Task Force. The committee has no recommendations for management.
PROJECT REPORTS:
Cottonwood and Palo Verde sound/video system upgrades: Dick Norris reported that other than a small punch list, the sound system is complete and under budget. He thanked Jim Miller for his assistance.
Saguaro Room storage area: Steve Nolan reported that this project is completed.
MANAGEMENT REPORT:
Steve Nolan introduced and welcomed new Palo Verde assistant Food and Beverage Manager, Kieran Murphy and new Cottonwood Food and Beverage Manager, David Moreno. Mr. Nolan then gave the Management Report.
DIRECTORS COMMENTS:
Bill Greer commented on our great group of employees; thanked Dick Gothier and his Patrol staff for going above and beyond to find ways to provide safety for gravel in street situations and on his help to law enforcement to apprehend a suspect in a theft.
Roger Beagle thanked Beth Becker for keeping the Board up to date; welcomed new Food and Beverage Assistant Managers, Kieran Murphy and David Moreno to CWPV; thanked Mr. Knutzen for his military service and for his reading; thanked Anne Montgomery for heading up the HWCTF and her handling of the meeting and the task force interview process: thanked the homeowners for coming during the summer months.
Woody Neiman thanked Mr. Knutzen for his military service; welcomed new Food and Beverage Assistant Managers, Kieran Murphy and David Moreno to CWPV; reminded everyone to be aware of the HOA summertime construction and pay attention to everything going on; will start the budget process soon.
Mel Rasmussen thanked Dick Gothier for his observations and communication to law enforcement during a theft incident; thanked the committees for all they do and wished them a good summer; thanked Captain Knutzen for his military service.
Anne Montgomery welcomed Kieran and David; thanked Captain Knutzen; thanked the committees for all they do.
Bud Jenssen thanked Mr. Knutzen for his military service; welcomed Kieran and David; thanked the committees and wished them a good summer.
Dick Norris: thanked Mr. Knutzen for his military service; thanked everyone for their comments.
CAPITAL RESERVE REPLACEMENT FUND REQUESTS:
Dick Norris introduced Capital Reserve request No. 11, Item A.
Anne Montgomery made a motion, seconded by Bud Jenssen, to approve the replacement of the PV bar/restaurant flooring for the bid of $60,000 from Carpets of Arizona, plus a 10 percent contingency, for a total cost of $66,000.
The floor was opened to Board and homeowner comments. Question from the Board regarding engineered hardwood vs. real hardwood. No further comments. Motion carried unanimously.
Dick Norris introduced Capital Reserve request No. 11, Item B.
Bill Greer made a motion, seconded by Anne Montgomery, to approve the replacement of a Toro ProPass 200 topdresser for Golf Maintenance, for the low bid of $14,924.04 from Simpson Norton.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Dick Norris introduced Capital Reserve request No. 11, Item C.
Roger Beagle made a motion, seconded by Anne Montgomery, to approve vertical turbine pump repair for CW pump station, pump No. 3, Hole Nos. 4 and 5, for the sole source bid of $12,453 from Independent Pump.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Dick Norris introduced Capital Reserve request No. 11, Item D.
Woody Neiman made a motion, seconded by Anne Montgomery, to approve cart path replacement of 7,000 sq. ft. per RFP for the low bid of $21,560 from JSR, plus a 15 percent contingency, for a total cost of $24,794.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Dick Norris introduced Capital Reserve request No. 11, Item E.
Roger Beagle made a motion, seconded by Anne Montgomery, to approve walking path replacement of 2,076 sq. ft. per RFP, for the bid of $10,276.20 from JSR, plus a 15 percent contingency, for a total cost of $11,817.63.
The floor was opened to Board and homeowner comments. There was discussion which confirmed that this project is in the five lakes area. No further comments. Motion carried unanimously.
Dick Norris introduced Capital Reserve request No. 11, Item F.
Woody Neiman made a motion, seconded by Bud Jenssen, to approve emergency replacement of the Cottonwood Restaurant hot water heater, for the low bid of $13,275.82 from Parker & Sons.
The floor was opened to Board and homeowner comments. There was discussion which confirmed that this project is happening today. No further comments. Motion carried unanimously.
PV GATE RESERVE FUND:
None
CAPITAL IMPROVEMENT FUND REQUESTS:
Dick Norris introduced Capital Improvement request No. 13, Item A.
Woody Neiman made a motion, seconded by Roger Beagle, to approve replacement of CW Tennis Court No. 1 drainage system and pavers for the low bid of $62,680 from Borman Construction, plus a 10 percent contingency for a total cost of $68,948.
Note: the funding for CW Drainage and Paver project – 80 percent Capital Improvement Fund, 20percent Capital Reserve fund. Split approval BMLRPT Workshop 2-12-16.
The floor was opened to Board and homeowner comments. There was discussion which confirmed the fact that Jim Miller would be available after the meeting to answer any questions. No further comments. Motion carried unanimously.
Dick Norris introduced Capital Improvement request No. 13, Item B.
Bud Jenssen made a motion, seconded by Anne Montgomery, to approve a new cart path between Cottonwood Golf Course Hole Nos. 10 and 11 for the sole source bid of $26,149.30 from JSR Construction.
The floor was opened to Board and homeowner comments. There was discussion regarding the reasoning for doing this and the timing of the project. It was stated that Bill Todd has the sketch of the project available to review after the meeting. No further comments. Motion carried unanimously.
VOLUNTARY CONTRIBUTION FUND:
None
OLD BUSINESS:
Dick Norris introduced Old Business item Nos. 15 A. and 15 B.
Woody Neiman made a motion, seconded by Mel Rasmussen, to approve changes to BP 4-03 Capital Reserve Replacement Fund and BP 4-09 Capital Improvement Fund.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
NEW BUSINESS:
Dick Norris introduced New Business Item No. 16A.
Bud Jenssen made a motion, seconded by Bill Greer, to approve the 2016-2017 exceptions to the golf calendar.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Dick Norris introduced New Business Item No. 16B.
Mel Rasmussen made a motion, seconded by Woody Neiman, to approve the change to the HOA No. Two Organizational Chart.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Dick Norris introduced New Business Item No. 16C.
Woody Neiman made a motion, seconded by Roger Beagle, to approve the appointments of Kathy Clear, Sharon Felts, Bert Hustad, Tom Jeub, Dan Kinnick, Sandy Neu and Bob Schrote, to the Health and Wellness Center Task Force.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Dick Norris introduced New Business Item No. 16D.
Woody Neiman made a motion, seconded by Anne Montgomery, to approve the appointment of Ron Sarnicki to be the Representative from CMGA to the Golf Committee.
The floor was opened to Board and homeowner comments. There was discussion. No further comments. Motion carried unanimously.
FIRST READINGS:
Dick Norris introduced First Readings Item Nos. 17A and 17B.
Bud Jenssen made a motion, seconded by Anne Montgomery, to place the following items into First Readings for the month of June:
A. Changes to BP 6-01 Homeowner Code of Conduct.
B. “Home Improvement Project of the Month” program, as recommended by the Architectural Compliance Committee.
The floor was opened to Board and homeowner comments. Dick Norris and Roger Beagle gave an overview of the “Home Improvement Project of the Month” program. No further comments.
Motion carried unanimously.
HOMEOWNER COMMENTS:
– Comment regarding Pickleball court at the A-1 property.
The meeting adjourned at 4:12 p.m.
Message from the Board president
Dick Norris
The summer has arrived! Many of our homeowners have departed for cooler climates. Activities in our community have slowed down.
Summer is the perfect season for our facilities, golf and common area staff to work on upgrades and maintenance issues. Here’s some of the projects that will be addressed during the summer months: repainting the Cottonwood building structures, leveling the Cottonwood driving range T-box, completing the Palo Verde Maintenance Building storage loft, improve the Cottonwood Tennis court No. 1 drainage by installing pavers, refinish the Cottonwood bar, replace Palo Verde restaurant/bar dance floor and carpeting, perform maintenance and painting of stub “T” walls around lakes and golf courses, re-coat Palo Verde roof areas where needed, add more lighting and misters to Palo Verde patio shade structure, recover Cottonwood grill booth seating, add a new cart path between Cottonwood hole Nos. 10 and 11 and replace cart and walking paths in Cottonwood.
With so much construction going on in the community during the summer, I urge homeowners to be very careful as you move about our facilities. Your safety is most important.
Upon your return, you should see some upgrades and continued improvements being completed by our hard working maintenance staff.
Thank you and enjoy your summer.
Upcoming events
All tickets for Cottonwood Palo Verde shows and events can be purchased at our Homeowner Services location.
TAD CONCERTS – TICKETS ARE GOING FAST!
The tickets ($20) are on sale now at Cottonwood’s Homeowner Services. Doors open at 6:00 p.m. with a no-host bar. Shows will start at 7:00 p.m.
Wednesday, July 20 – Rod Stewart Tribute Concert
Wednesday, August 17 – Tribute to the British Girls (Adele, Petula Clark and more)
Wednesday, September 7 – ABBA Fab – The premier ABBA experience
Wednesday, October 12 December ‘63 – Jersey Boys
Wednesday, November 16 – Motown
Wednesday, December 14 Christmas Tribute All New Show)
ROD STEWART TRIBUTE CONCERT – TAD
Gregory Wolfe’s act has been seen all over the globe from Singapore to South Carolina and from Bangkok to Berlin. This incredible evening will be packed with all of Rod Stewarts hits and the show will live in your memory for a long time. Date is set for Wednesday, July 20 in the San Tan Ballroom. Doors opens at 6:00 p.m. – no host bar with the show starting at 7:00 p.m. Tickets are $20.
DJ JAMAL – SUMMER DANCES
Our $5, Saturday night DJ dances are back again for the summer and tickets are sold at Homeowner Services. We are glad to have DJ Jamal with us again spinning a variety of songs for everyone. Doors open at 5:00 p.m. for food Service (limited food menu) and a no host bar. You order your meal at the San Tan Ballroom Bar, giving them your table number. Your food will be delivered to you and removed when you’re finished. Dancing runs from 6:30-9:30 p.m. All Sun Lakers and guests are invited.
July 16, August 6, September 17 and October 8.
KENNY HESS
If you love to hear great country western songs by entertainers like Merle Haggard, Vince Gill, Charlie Pride, Brooks and Dunn and many more, then you need to buy a ticket to hear the smooth, golden voice of the famous Kenny Hess. Kenny will be performing in the San Tan Ballroom on Saturday, September 3. The $15 tickets are on sale at Cottonwood’s Homeowner Services. Doors open at 6:00 p.m. with a no-host bar. Show starts at 7:00 p.m.
IMPERSONATORS 2017 SHOW
Tickets are on sale NOW for next year’s Impersonators Show titled Gone, But Not Forgotten. Featured impersonators will be Patsy Cline, Roy Orbison, Ricky Nelson and the Everly Brothers. Tickets are still available for the 3:00 p.m. show. Date is set for Monday, March 13, 2017. There will be a no-host bar.
LION CITY 2 – LADIES FASHIONS
Come see all the beautiful clothes, purses and jewelry for sale this summer in Cottonwood’s Phoenix Room (A9) from 9:00 a.m.-3:00 p.m. on the following Thursdays: July 7, August 4, September 1 and October 6.
OPEN HOUSE – COMMUNITY DAYS
Mark your calendars for Saturday, October 8 for Cottonwood Palo Verde’s Open House/Community Days Event in the San Tan Ballroom and the Saguaro Room. Come see all the events, clubs, organizations and classes that are available to all Sun Lakers.
LADIES COFFEE
We had a really great season this year at the Ladies Coffees. The next one will be October 5 in the San Tan Ballroom starting at 10:30 a.m. Cost will be $3.
2016-2017 Schedule: October 5, November 2, December 7, January 4, February 1, March 1 and April 5.
FREE SKIN CANCER SCREENING
Dr. Joseph Allgeier of Radiant Complexions Dermatology Clinic will be conducting a free skin cancer screening in Cottonwood’s Phoenix Room (A9) from 8:00-11:00 a.m. on Wednesdays starting this fall. All Sun Lakers are invited. No appointment needed. The doctor will see you on a first come basis. Dr. Joe will be attending on these dates: October 12, November 9 and December 14.
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 at the Ladies Fitness Center from Noon-1:00 p.m. for both men and women (at this time) on the following Wednesdays: July 20, August 17, September 21, October 19, November 16 and December 21. 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.
HEALTHWAVES LAB SCREENINGS AND TESTING
Healthwaves will be available for testing in Cottonwood’s Paint Room (A7) from 8:00 a.m.-noon on Monday, July 11.
BICYCLE REPAIR (off for the summer) IN COTTONWOOD
Beginning again in October, Two-Wheel Jones Bicycle Repair will be in Cottonwood’s east parking lot, next to the tennis courts from 8:00 a.m.-3:00 p.m.
UPCOMING TRAVELING TOURS through “Free Spirit”
To book any of these trips, call Free Spirit Vacation at 480-926-5547 or email [email protected]. Please remind them that you are a Cottonwood Palo Verde homeowner. Event information flyers can be found at Cottonwood’s Homeowner Services.
2016:
7/26-7/29 – Pageant of the Master and Catalina
8/1-8/3 – Camp Free Sprit – Christopher Creek
8/2-8/3 – Standin’ on the Corner in Winslow AZ