Board of Director meeting minutes – 4/26/2017 (unapproved)
Directors Present: Roger Beagle, Bill Greer, Don Hicks, Anne Montgomery, Woody Neiman, Mel Rasmussen and Gay Zawatski
Guests Present: Bob Ferrese, John Porter
Also Present: General Manager Steve Nolan
Call to Order: President Mel Rasmussen called the meeting to order at 3:00 p.m. in the San Tan Ballroom. He stated that the meeting is being recorded for the accuracy of the minutes.
Pledge of Allegiance: Secretary Roger Beagle gave a short biography of the military career of retired Army Veteran Bob Ferrese. Mr. Ferrese led the Pledge of Allegiance and, afterward, was thanked for his military service.
Approval of The Minutes of The March 29, 2017, Board Meeting: Woody Neiman made a motion, seconded by Anne Montgomery, to approve the March 29, 2017, Board Meeting Minutes. The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Approval of The Minutes of The March 29, 2017, Annual Board Meeting: Anne Montgomery made a motion, seconded by Gay Zawatski, to approve the March 29, 2017, Annual Board Meeting Minutes. The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Guest Speaker: General Manager Steve Nolan introduced guest speaker John Porter who represents the Sun Lakes Community SRP Legal Fund. Mr. Porter gave a brief history of the SRP Price Road Corridor 230kV Transmission Project.
He reported that, as of the present time, the two routes under consideration will not impact Sun Lakes. He also reported that the substations have been reduced from two to one. Mr. Porter announced that sometime in June of 2017, there will be an open house regarding this issue. Mr. Porter will keep us informed on the latest developments once the date is set. He encouraged homeowners to continue to communicate with the Corporate Commission and participate in any open houses. Mr. Porter opened the floor to discussion.
There was one comment and discussion regarding a postcard received from SRP stating reevaluation of the load requirements.
President’s Message:
President Mel Rasmussen thanked General Manager Steve Nolan for inviting John Porter to give an update on the SRP Price Road Corridor 230kV Transmission Project.
Mr. Rasmussen explained the format of the meeting. He asked for civility and respect from everyone during the meetings. He reminded those who wished to address the Board to wait for the microphone and then state their name and concern or question.
Mr. Rasmussen announced that CWPV Compliance Officer Bill Miller was named Employee of the Month and congratulated him for his eight years of contributions to CWPV.
Treasurer’s Report:
Treasurer Woody Neiman presented the March 31, 2017, Financial Summary. A detailed report will be available for viewing in Homeowner Services.
Roger Beagle made a motion, seconded by Gay Zawatski, to approve the March 31, 2017, pre-audited Financial Report.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Committee and Task Force Reports:
Architectural Compliance Committee: The report was given of their meetings held on April 4 and 18. Among the subjects discussed at the meeting were 111 permits that were approved and none denied. It was announced that ACC will continue to process permits during the summer. It was reported that the Dunn Edwards paint display for the homeowner paint colors will be displayed in Homeowner Services once it is received. Their next meeting is May 2 at 8:30 a.m. in the A-7 Paint Room.
They have one recommendation for the Board to approve changes to the Architectural Compliance Guidelines which is on the agenda under First Readings. They have no recommendations for Management.
There was a question regarding timing of the cleanup of a burned residence, which was responded to by the Patrol Manager who explained that the insurance companies do their investigation and handle it.
Audit & Finance Committee: The report was given of their meeting held on April 6. Among the subjects discussed at the meeting were a review of the monthly financials, reports on the recent Board activities and projects, the A&F assignments to be decided and their need for two members to replace on their committee. Their next meeting is May 4 at 3:00 p.m., in the Phoenix Room.
They have no recommendations for the Board or Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Communications Committee: The report was given of their meeting held on April 3. Among the subjects discussed at the meeting were the Board Liaison Report, Recreation activities and other committee assignment reports, website updates and enhancements to the public access page, the New Friends Ambassador report of nine new referrals and seven tours completed. Their next meeting is May 1 at 8:30 a.m., in the Ceramics Room.
They have no recommendations for Board or Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Election Committee: It was reported that this committee did not meet in April. Their next meeting is May 3 at 1:30 p.m. in the Ceramics Room.
Facilities & Grounds Committee: The report was given of their meeting held on April 5. Among the subjects discussed at the meeting were Management Team projects and their recommendations for the Board. Their next meeting is May 3 at 9:00 a.m. in the Phoenix Room. They will not meet in June, July and August.
They have three recommendations for the Board to adopt the following projects for 2017:
Project #2 – Add steps to CW – 18th Tee Box
Project #3 – Replace concrete at PV Tennis Ramada with pavers
Project #10 – CW Golf Course Tunnel Restroom
They have no recommendations for management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Food & Beverage Committee: The report was given of their meeting held April 6. Among the subjects discussed at the meeting were financial results, F&B equipment being installed, the Board Liaison Report and Management reports, recent F&B events, upcoming events and staff training. Their next meeting is May 4 at 9:00 a.m. at Palo Verde due to an event in the Saguaro Room.
They have no recommendations for the Board or Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
There was a question regarding the prospect of new outdoor furniture for CW, which was responded to that this is on the reserve schedule for this summer.
Golf Committee: Bob Ferrese was thanked for his service and for leading the Pledge of Allegiance. The report was given of their meeting held on April 6. Among the subjects discussed at the meeting were reports from the golf pros from CW and PV. This committee voted not to meet in June, July and August Their next meeting is May 4 at 2:00 p.m. in the Ceramics Room.
They have no recommendations for the Board or Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Recreation Committee: The report was given of their meeting held on April 3. Pickleball members were acknowledge at this time. Among the items discussed were management reports, windsocks installation and purchase of a bike rack for the pickleball courts, misuse of court sign up procedures and three presentations given by guests which included bocce ball, wood carving and a free program by Dignity Health addressing balance. Their next meeting is May 1 at 1:30 p.m. in the Phoenix Room.
They have three recommendations for the Board:
1) to approve changes to BP 7-50 Tennis Court Regulations, 2) to approve changes to BP 7-60 Pickleball Regulations. Information from the Recreation Committee, supporting the recommended changes to the aforementioned Board Policies was read to the audience.
The committee asked that their third recommendation, 3) to approve changes to BP 8-02A Faculties Use Regulations, be removed from the agenda and returned to the committee for further consideration.
They have no recommendations for Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Safety, Security & Access Committee: The audience was reminded that if they see suspicious activity, to report it to Patrol. The report was given of their meeting held on April 5. Among the subjects discussed were the various reports given from Dick Gothier and Steve Nolan, the Safety Resource booklet on the website, the added activity for Patrol during spring break, the MCSD arrest of two car thieves, the added lighting to the east and south side parking lots. This committee voted not to meet in June, July and August. Their next meeting is May 3 at 10:00 a.m. in the Saguaro Room.
They have one recommendation for the Board to approve changes to their committee charter, BP 10-07. They have no recommendations for Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
There was discussion regarding the apprehension of the car thieves.
Health & Wellness Center Task Force: It was reported that HWCTF April 12 meeting was cancelled due to lack of a quorum. The HWC conducted an interim Board Workshop on April 5. Further information will be presented later in this meeting.
Project Reports:
PV Maintenance Yard Mezzanine Storage Area: Steve Nolan reported that the project has started and will continue for the next few weeks.
Management Report: Steve Nolan gave the management report. He read a letter to the Board of Directors from a homeowner thanking them for the lights to the entrance of the parking lot off Brentwood Drive. He thanked the Board for allowing him to attend the CAI National Conference in May, a requirement to retain his certification.
Directors Comments:
Don Hicks: Thanked Bob Ferrese for his military service and gave some background on Mr. Ferrese’s previous career.
Bill Greer: Thanked Bob Ferrese for his service and thanked his family, thanked Mike Reinhart for putting more fish in the lakes, thanked Ethel Wagner who has given over the years to the community and continues to attend Board Meetings.
Woody Neiman: Thanked Bob Ferrese for his service, thanked John Porter for his work on STOPP. He announced two upcoming Board Work Sessions – May 8 regarding understanding the financial reports and May 16 for the First Quarter Budget Review.
Anne Montgomery: Thanked Bob Ferrese and his wife, congratulated Bill Miller being named Employee of the Month, thanked all the HWCTF members past and present for all the hard work they put into this project.
Roger Beagle: Thanked Jim Miller and crew for quick action taking care of the glass at the children’s pool, Steve Nolan for adding the words “Country Clubs” to the Robson Entrance sign and for keeping us informed on the SRP project, thanked Bob Ferrese and his wife Pat for their military contributions. He asked that anyone, and not just military (civil servants, etc.), who would like to lead the Pledge of Allegiance to contact us.
Gay Zawatski: Expressed her honor at being able to serve as on the Board.
Capital Reserve Replacement Fund Requests:
Mel Rasmussen introduced Capital Reserve request #11, Item A.
Don Hicks made a motion, seconded by Gay Zawatski, to approve Facilities Maintenance Equipment – Asset #1413, Cushman Hauler 800X Gas with tool box and ladder rack, for the low bid of $8,281.83 from A-1 Golf Carts.
The floor was opened to Board and homeowner comments. There was discussion regarding the fact that this cart differs from the one purchased last month as it includes the toolbox and ladder rack.
No further comments. Motion carried unanimously.
Mel Rasmussen introduced Capital Reserve request #11, Item B.
Don Hicks made a motion, seconded by Anne Montgomery, to approve replacement of CW Tennis Courts #2, #3, #4 with post tension concrete, court fencing and 36 court lights – Asset #1150, 1075, 1074, 1073, 1085, 1149, 1147, 1148. The low bid of $265,262.50, plus a 10% contingency, for a total cost of $291,788.00 is from Farnsworth Construction.
The floor was opened to Board and homeowner comments. There was discussion about the fencing and the lighting.
There was a discussion regarding the status of our reserve goals being met – 80% of our assets covered by 2020.
No further comments. Motion carried unanimously.
Mel Rasmussen introduced Capital Reserve request #11, Item C.
Roger Beagle made a motion, seconded by Bill Greer, to approve CW Bar & Grill 6-Burner/Convection range- Asset #1393, (Note: clarified that this item is for the Saguaro kitchen), for the low bid from Southwest Restaurant Supply for $3,318.71.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Mel Rasmussen introduced Capital Reserve request #11, Item D.
Bill Greer made a motion, seconded by Anne Montgomery, to approve CW Bar& Grill Ice Machine/Bin – Asset #1372, for the bid from Southwest Restaurant for $3,864.82.
The floor was opened to Board and homeowner comments. It was stated that this item was not the low bid, but the low bid did not include installation like Southwest. No further comments.
Motion carried unanimously.
PV Gate Reserve Fund: NONE
Capital Improvement Fund Requests:
Mel Rasmussen introduced Capital Improvement request #13, Item A.
Roger Beagle made a motion, seconded by Anne Montgomery, to approve the Cottonwood Palo Verde Tee Box leveling project bids from FX Turf for $8,000.00 (sod removal and leveling), miscellaneous irrigation parts for $1,200.00, Evergreen Turf (sod) for $14,616.25, and in House Labor cost of $1,320.00, for a combined Total cost of $25,136.25.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Mel Rasmussen introduced Capital Improvement request #13, Item B.
Woody Neiman made a motion, seconded by Roger Beagle, to approve the Cottonwood Food & Beverage Point of Sales System – Asset #1487 to be funded in the following manner:
– CW Ballroom (3) new additional POS Systems – 100% Capital Reserve.
– CW Bar & Grill (1) replacement POS system – 100% Capital Improvement
for the sole source bid from Dell of $6,696.61, plus a 10% contingency, for a total cost of $7,366.27. Sole source bid due to compatibility with current system software.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Voluntary Contribution Fund: NONE
Old Business: NONE
New Business:
Mel Rasmussen introduced New Business request #16, Item A.
Anne Montgomery made a motion, seconded by Bill Greer, to approve the 2017-2018 Board Meeting Schedule.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Mel Rasmussen introduced New Business request #16, Item B.
Bill Greer made a motion, seconded by Anne Montgomery, to adopt the following 2017 projects, as recommended by the Facilities & Grounds Committee & Long Range Planning Team:
– Project #2 Add steps to CW – 18th Tee Box. Est. Cost 5K.
– Project #3 Replace concrete at PV Tennis Ramada with pavers. Est. Cost $38,700.00. (50/50 split CI-CR).
– Project #10 CW Golf Course Tunnel Restroom. Est. Cost 19,580.00.
The floor was opened to Board and homeowner comments. It was explained that these projects are only being adopted. They have not been approved by the Board. They are just moving through the approval process. No further comments. Motion carried unanimously.
Mel Rasmussen introduced New Business request #16, Item C.
He thanked the members of the HWCTF for their dedication and hard work. He explained that it became apparent from the homeowner feedback from the April 5 HWCTF Board Workshop, that the homeowners were wanting more options. Anne Montgomery, Don Hicks and Steve Nolan will develop the remaining pieces with the purpose of moving forward with a vote to the homeowners on the choices presented to them.
Anne Montgomery made a motion, seconded by Roger Beagle, to approve the close out of the Health and Wellness Center Task Force Charter.
The floor was opened to Board and homeowner comments. There was discussion regarding the reports HWCTF Meetings, and it was agreed that the need to update the website and keep the homeowners informed will continue to take place as things progress. No further comments.
Motion carried unanimously.
First Readings:
The Board of Directors unanimously agreed to remove the following item from the agenda at the request of the Recreation Committee to be further studied:
* Changes to BP 8-02A Facilities Use Regulations Other Amenities as recommended by the Recreation Committee
The Board of Directors unanimously agreed to place the following items into First Readings for the month of May:
* Changes to the ACC Guidelines booklet as recommended by ACC
* Changes to BP 7-50 Tennis Court Regulations as recommended by the Recreation Committee
* Changes to BP 7-60 Pickleball Court Regulations as recommended by the Recreation Committee
* Changes to BP 10-07 SSAC Charter
Homeowner Comments:
* It was clarified that the HWCTF meeting for next week is cancelled.
* The president of the Pickleball Club and other members of the Pickleball Club addressed the Board regarding the changes to BP-7-60.
* There was a comment made supporting homeowners using the courts during club time.
* Several spoke supporting homeowner fairness and access of use of the courts during club time.
The meeting adjourned at 4:48 p.m.
Board President Message
Mel Rasmussen
I want to take this opportunity to thank the Health and Wellness Center Task Force for their contribution to the Wellness Center Project. Their hard work and dedication resulted in bringing forth three structure concepts for consideration by our homeowners with projected costs. On April 5 of this year, our Board of Directors, in conjunction with the Health and Wellness Center Task Force, held a workshop to discuss the progress of the Wellness Center Project. Throughout the discussion with the homeowners present, it became apparent that our members wanted more choices for the Health and Wellness Center as well as conceptual drawings for each option with cost estimates.
Our Board of Directors will move forward with the desires of the homeowners and work towards providing more options for them to consider. The Task Force was not designed to accomplish a multitude of choices. Board of Directors Vice-President Anne Montgomery and Board Director Don Hicks, along with our General Manager Steve Nolan, will develop the additional options to be voted on sometime this coming fall. Once a choice is accepted by our homeowners, another vote will take place to determine if the community will want to proceed with the project.
It is my pleasure to congratulate our Compliance Officer Bill Miller for being named Employee of the Month. Bill has been an employee with our HOA for eight years and has earned the reputation as one our most reliable and punctual members of our HOA team. Bill is willing to jump in and help out wherever he can to make Cottonwood Palo Verde a better place to live. Congratulations, Bill, on this award.
Let me encourage you to take advantage of the “Sign Up for Email” program. Publications like The Flyer, In the Know and other notifications through email are ways we can communicate with our homeowners to provide current information concerning our community. To sign up, you can go to www.cottonwoodpaloverde.com, click on “Homeowners Only,” enter the first six digits of your homeowner card and click on the link, email Sign-up/Change email Address. Have a wonderful month and stay cool.
Upcoming events
All tickets for Cottonwood Palo Verde shows and events can be purchased at our Homeowner Services location.
Upcoming “TAD” Concerts:
Tickets going on sale:
Thursday, August 10, for:
59th Street Bridge – Simon & Garfunkle, Tuesday, October 17
Thursday, August 31 for:
The Sedaka Legacy, Tuesday, November 3
Thursday, October 5 for:
A Tribute to Christmas, Tuesday, December 5
DJ Jamal – Summer $5 Dances
Another summer of great Saturday Night DJ Dances with Jamal is scheduled. Tickets are on sale, and still the cost is only $5. You can also order your meals at the bar and have them delivered and picked up at your table. Doors will open for food service and a no-host bar at 5:00 p.m. Dancing will run from 6:30-9:30 p.m. Here are the dates you need to get tickets for: June 24, July 15, August 19 and September 23. Hope to see you there.
Lion City 2 – Truck Show
From now until October, Lion City 2 will have a Trunk Show in Cottonwood’s A-9 Phoenix Room from 9:00 a.m. to 2:00 p.m. on the second Tuesday of each month. Bring a friend or neighbor and shop till you drop.
Kenny Hess
You’ve asked for it, so here it is – another Kenny Hess Concert. The date is set for September 13 in the San Tan Ballroom. Tickets will only be $15 and go on sale Thursday, July 6. More information to come in the next Splash!
Upcoming Food and Beverage Events
Summer Wine and Food Pairing at PV – June 10, 5:00-7:00 p.m.; $22 plus tax and gratuity.
Special Mixed Dinner – “Still Cruising” Band, June 15, 5:30-9:30 p.m.; $19.
Father’s Day Buffet at CW – June 18, 8:00 a.m. until noon.; $11.95 (plus tax and gratuity).
Father’s Day Brunch Buffet at PV – June 18, 10:00 a.m. until 1:00 p.m.; $20 (plus tax and gratuity)
FREE Skin Cancer Screening – Starting again in October
Dr. Joseph Allgeier of Radiant Complexions Dermatology Clinic will be conducting a Free Skin Cancer Screening in Cottonwood’s Phoenix Room (A-9) from 8:00-11:00 a.m. on Wednesdays starting this fall (October 11). 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 at the Ladies Fitness Center from noon to 1:00 p.m., for both men and women (at this time) on the following Wednesdays: June 21, July 19, August 16, September 20, October 18, November 15 and December 20. Please sign up at Homeowner Services. If there are less than four 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 (A-7) from 8:00 a.m. until noon on Mondays, June 12, July 10 and August 14.
Rover’s Rest Stop
Mark your calendars and tell all your friends that Rover’s Rest Stop’s Meet & Greet will be held on the second Saturday of each month. They will either be on the greenbelt in front of the Admin Office, on the greenbelt across from the Cottonwood Tennis Courts or in Cottonwood’s A-6 Dance Room) from 9:00 a.m. until noon. Here’s another chance for you to bring home an adorable new family member. For more information, call 480-600-2828 and, remember, a little dog will be there waiting desperately for a place to call home.
Bicycle Repair in Cottonwood will return this fall!
In the fall on Wednesdays, Two-Wheel Jones Bicycle Repair will be in Cottonwood’s east parking lot, next to the tennis courts, from 8:00 a.m. until 2:00 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 or Cottonwood Library.
2017:
6/9 – Classic Homes Tour with Lunch
6/9-6/15 – Oregon Wine and Roses
6/17 – Verde Canyon Railroad
6/26-6/30 – Sierra Nevada Journey
7/1-7/2 – Annual Hopi Festival in Flagstaff
7/7-7/15 – Alaska aboard the Ruby Princess
7/9 – Flagstaff Summer Picnic
7/17-7/19 – Camp Free Spirit
7/25-7/28 – Pageant of the Masters and Catalina