Board of Directors meeting minutes – March 28 unapproved
Directors Present: Mel Rasmussen, Anne Montgomery, Woody Neiman, Roger Beagle, Don Hicks, Gay Zawatski, Bill Greer
Directors Not Present: None
Also Present: General Manager Steve Nolan
Guests: None
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 was being recorded for the accuracy of the minutes.
Pledge of Allegiance: Secretary Roger Beagle gave a biography of the military and professional career of Veteran Hank Unck. Mr. Unck was thanked for his service and led the audience in the Pledge of Allegiance.
Approval of the February 28, 2018, Board Meeting Minutes: President Rasmussen called for the approval of the February 28, 2018, Board Meeting Minutes. Anne Montgomery made a motion, seconded by Gay Zawatski, to approve the February 28, 2018, Board Meeting Minutes. The floor was opened to Board and homeowner comments. There was no discussion. Motion carried unanimously.
President’s Message: President Rasmussen will give his message at the Annual Meeting, following the Board Meeting.
Employee of The Month: President Rasmussen announced that Kellen Hampton is our Employee of the Month for March. Kellen’s original hire date in Food & Beverage is August 10, 2010. Kellen left the Association for several months but returned with a vengeance to succeed. Kellen currently works as a server at the Palo Verde Restaurant. His willingness to do anything to help the team is amazing. He has prospered with the change of transferring from Cottonwood to Palo Verde. Congratulations to Kellen for a well-deserved award.
Treasurer’s Report:
Treasurer Woody Neiman presented the February 28, 2018, Financial Summary. A detailed report will be available for viewing in Homeowner Services.
Don Hicks made a motion, seconded by Anne Montgomery, to approve the February, 2018, pre-audited Financial Report.
The floor was opened to Board and homeowner comments. There was no discussion. Motion carried unanimously.
Committee and Task Force Reports:
Architectural Compliance Committee: The report was given of their meetings held on March 6 and 20. Among the subjects discussed at the meetings were 123 permits were approved and 4 denied. The Compliance Officer, Bill Miller, explained permits under violation. The Committee presented the March Home of the Month, ACC Guidelines are being reviewed. Their next meetings are April 3 and 17 at 8:30 a.m. in the A-7 Paint Room.
They have no recommendations for the Board or Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Audit & Finance Committee: The report was given of their meeting held on March 1. Among the subjects discussed at the meeting were reviewed financial reports and the Fitness Center hardship application, members will be meeting with HOA Accounting Dept., reviewing the operation manual, will have one open seat at end of the month. Their next meeting is April 5 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 March 5. Among the subjects discussed at the meeting were monthly reports were given, interviewed two committee applicants, appointed Sandra Givens as Chair. Their next meeting is April 2, 8:30 a.m., in the A-8 Ceramics Room.
They have two recommendations for the Board: 1) to approve Bill Carpenter to the Committee, 2) to approve Jay DePree to the Committee.
They have no recommendations for Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Election Committee: The report was given of their meeting held on March 7. Among the subjects discussed at the meeting were reviewed voting procedures and changes. On March 21, they held the in-person voting. On March 22, the Fitness Center vote counting took place. Their next meeting is April 4 at 1:30 p.m., in the A-8 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.
Facilities & Grounds Committee: The report was given of their meeting held on March 6. Among the subjects discussed at the meeting were monthly reports by managers, prioritized the 32 projects presented and divided the projects into size. Their next meeting is April 3, 10:00 a.m. in the Phoenix Room.
They have one recommendation for the Board: 1) Recommended planned restrooms on the Cottonwood Golf course between holes 1 and 2 be postponed until 2019.
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 on March 1. Among the subjects discussed at the meeting were the Board Liaison Reports, management reports and comment cards. Their next meeting is April 5, 9:00 a.m., in the Palo Verde Lounge.
They have no recommendations for the Board or Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Golf Committee: The report was given of their meeting held on March 7. Among the subjects discussed at the meeting were reports from Board Liaison and management, reviewed 2018 projects, interviewed Committee applicant. Their next meeting is April 4 at 2:00 p.m. in the Phoenix Room.
They have one recommendation for the Board: To approve the appointment of Ron Sarnicki to the Committee.
They have no recommendations for 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 March 5. Among the subjects discussed at the meeting: Interviewed two Committee applicants, presentation from Friends of the Library, management reports. Their next meeting is April 2, 1:30 p.m., in the Phoenix Room.
They have three recommendations for the Board: 1) Removal of a Committee member due to multiple absences, 2) approve the appointment of Candice Lelivelt to the Committee, 3) approve the appointment of Marsha Hagen to the Committee.
They have no recommendations 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 their meeting held on March 7. Among the subjects discussed at the meeting: Reviewing updates to the various manuals and flyers, setup Fire Department seminar on April 4 for homeowners. Their next meeting is April 4, 10:00 a.m. 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.
Project Reports:
Fitness Activity Center Project: Board Vice-President Anne Montgomery reported the vote passed on March 22. She commended the Election Committee on a smooth vote counting process. Ms. Montgomery reviewed the projected schedules for permitting, bidding and construction. Don Hicks was presented as the HOA Project Coordinator.
Management Report: Steve Nolan will give his management report at the Annual Meeting, following the Board Meeting.
Directors Comments: Directors comments will be given at the Annual Meeting, following the Board Meeting.
Capital Reserve Replacement Fund Requests:
President Rasmussen introduced Capital Reserve Replacement request #11, Item A.
Woody Neiman made a motion, seconded by Anne Montgomery, to approve replacing the EZ Go Maintenance Cart that is no longer operational, broken axel. It will be traded in for the purchase of a 2018 Cushman Hauler 800X Gas Cart, for the low bid of $7,747.07 from A-1 Golf Carts.
The floor was opened to Board and homeowner discussion. There was no discussion. Motion carried unanimously.
President Rasmussen introduced Capital Reserve Replacement request #11, Item B.
Roger Beagle made a motion, seconded by Anne Montgomery, to approve replacing two (2) EZ Go Golf Maintenance Carts that are no longer operational and will be scraped out for parts for the purchase of two (2) 2018 Cushman Hauler 1200X Gas Carts, for the low bid of $18,381.24 from A-1 Golf Carts.
The floor was opened to Board and homeowner discussion. There was no discussion. Motion carried unanimously.
President Rasmussen introduced Capital Reserve Replacement request #11, Item C.
Anne Montgomery made a motion, seconded by Roger Beagle, to approve replacing an EZ Go Common Area Cart that is no longer operational and will be scraped out for parts for the purchase of a 2018 Cushman Hauler 1200X Gas Cart, for the low bid of $9,190.62 from A-1 Golf Carts.
The floor was opened to Board and homeowner discussion. There was no discussion. Motion carried unanimously.
PV Gate Reserve Fund: None
Capital Improvement Fund Requests: None
Voluntary Contribution Fund: None
Old Business: None
New Business:
President Rasmussen introduced New Business request #16, Item A.
Don Hicks made a motion, seconded by Anne Montgomery, to approve the removal of a Recreation Committee member due to multiple absences.
The floor was opened to Board and homeowner discussion. President Rasmussen noted this person would be eligible to rejoin the Committee when his health is better and if he chooses to reapply. Motion carried unanimously.
President Rasmussen introduced New Business request #16, Item B.
Roger Beagle made a motion, seconded by Anne Montgomery, to approve the appointment of Ron Sarnicki to the Golf Committee.
The floor was opened to Board and homeowner discussion. Motion carried unanimously.
President Rasmussen introduced New Business request #16, Item C.
Anne Montgomery made a motion, seconded by Roger Beagle, to approve the appointments of Bill Carpenter and Jay DePree to the Communications Committee.
The floor was opened to Board and homeowner discussion. Motion carried unanimously.
President Rasmussen introduced New Business request #16, Item D.
Don Hicks made a motion, seconded by Woody Neiman, to approve the appointments of Candice Lelivelt and Marsha Hagen to the Recreation Committee.
The floor was opened to Board and homeowner discussion. Motion carried unanimously.
First Readings:
President Rasmussen introduced First Readings request #17, Item A.
The Board of Directors agreed to place the 2018 projects submitted by the Facilities and Grounds Committee into First Readings for the month of April.
The floor was opened to Board and homeowner discussion. Motion carried unanimously.
Homeowner Comments:
* Cindy Fernandez asked where homeowners could view the 2018 project list from the Facilities and Grounds Committee. Mel Rasmussen noted the list will be available on the website and at Homeowner Services after the Board Meeting.
* Sharon Felts thanked Anne Montgomery for all her work on the Fitness Center project.
* Richard Hawkes thanked Mel Rasmussen for his service with the Community.
* A homeowner thanked Don Hicks.
The meeting adjourned at 3:45 p.m.
Message from the President
Anne Montgomery
The new Fitness Activity Center is moving forward with homeowner approval of the financing package for the building. The next phase will involve the permitting process that begins with the submission of the Plan of Development (POD) to Maricopa County for approval. Once the POD is approved, the building plans will be sent to the County Planning & Development Department for review, revision, if necessary, and approval. A request for bids will be sent to selected vetted contractors and upon Board approval, a contractor will be chosen and a contract negotiated. We expect to be able to “break ground” Fall 2018, with completion of the new facility approximately 10 months thereafter. Please remember that events on the ground can change the timing.
I would like to say how proud I am of our community’s vision and willingness to step up when asked to support a project of this magnitude and importance to our current and future members. Thank you!
A special thank you, as well, to the group of interested and concerned homeowners who started the ball rolling by putting together a thorough and professional study of an active retirement community’s needs for a modern and up-to-date fitness facility, and to all the task force members who worked so hard and for so long to bring this dream project to the point of becoming a reality. Well done, all of you!
It is my hope that when the facility is completed, homeowners will see the intrinsic benefit to our community, take advantage of a modern, thoroughly-equipped fitness facility.
Congratulations to Kellen Hampton, our Employee of the Month. Kellen’s original hire date in Food & Beverage was August 10, 2010. He left the Association for several months, then returned with a will to succeed. Kellen currently works as a server at the Palo Verde Restaurant. Kellen’s willingness to do anything to help the team is amazing. He has prospered with the change of transferring from Cottonwood to Palo Verde. Many thanks to Kellen for his hard work and continued success.
Safe and happy travels to those of you heading out for the summer. We will look forward to seeing you back in the fall.
Upcoming May events
All tickets for Cottonwood Palo Verde shows and events can be purchased at our Homeowner Services location.
Upcoming “TAD” Concerts:
Tuesday, May 1 – “ABBAFAB”
Tuesday, June 12 – “Not Fade Away” (Buddy Holly, Ritchie Valens and The Big Bopper)
Tuesday, July 24 – “December ‘63”(Frankie Valli & The Four Seasons Tribute)
Tuesday, August 14 – Linda Ronstadt
Tuesday, September 25 – “The Glen Campbell Story”
Tuesday, October 23 – “The Chicago Experience”
Tuesday, November 13 – “The American Bombshells”
Tuesday, December 4 – “So This Is Christmas” (All New Show!)
Third Annual Fun Walk
To make it easier for everyone this year, we are taking registration applications NOW for the Saturday, November 3, third annual Fun Walk (all Sun Lakers and their guests are invited). The walk will start at 9:00 a.m. at the greenbelt (North Lake) across from the CW tennis courts. Applications can be picked up at the Cottonwood Homeowner Services Office or you can go online at www.cottonwoodpaloverdefoundation.org. The fee is still only $20. For that, you will receive a t-shirt, a goodie bag, a great Pep Rally the night before along with a free raffle ticket for a chance to win a super gift (must be present to win). The Pep Rally will be in the San Tan Ballroom on Friday, November 2, starting at 5:30 p.m. for registered walkers ONLY. Come and enjoy platters of fruits, vegetables and a variety of cheeses. All profit will go to the Cottonwood Palo Verde Foundation, which contributes and supports all of Sun Lakes.
Upcoming Food & Beverage Events
Saturday, May 5 – Cinco De Mayo, San Tan Ballroom
Saturday, May 5 – Kentucky Derby Day, Palo Verde
FREE Exercise Equipment Classes
Personal Trainer Deryk Garmanian and his assistant/homeowner Brenda Waara will be instructing, at no cost, a Weight Room & 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 third Wednesday of the month. 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. to noon on the second Monday of the month. Dates for 2018 are May 14, June 11, July 13 and August 13.
Rover’s Rest Stop
Mark your calendars and tell all your friends that Rover’s Rest Stop’s Meet & Greet Adoptions 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) per weather conditions, from 9:00 a.m. to noon. Here’s a great 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. Dates for 2018 are May 12, June 9, July 14 and August 11.
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 CW Library.
2018
5/7-5/11 – Myrtle Beach Getaway
5/19 – Jerome Historical Homes Tour
5/20-6/1 – Italian Vistas
6/2-6/3 – Grand Canyon Railway Overnight
6/9 – Rockin’ 9 Mystery Tour