Sun Lakes Cottonwood Palo Verde at Sun lakes

Message from the President

Richard Hawkes

Greetings to all:

High season in Cottonwood Palo Verde at Sun Lakes has arrived. It is great to see all our residents back. Welcome to our fall visitors. It is wonderful to see our many activity centers humming with folks having fun!

Let me share a few highlights concerning the many improvements our community has made in 2015. The addition of a breakroom and an office at the Palo Verde Maintenance yard has been completed. The new facilities will finally give our hardworking employees at the Palo Verde yard adequate restroom and lunchroom space. The addition of the new small office will give our managers an appropriate area to do their work.

I am hoping by the time you get this message that the new permanent shade structure for the Palo Verde patio will be completed or in its final stages. This badly needed addition will make the patio usable year round and provide much needed space for our many patrons.

The complete overhaul of all our sound systems has been a tremendous improvement for our facilities. We now have a professional sound system for the many entertainment functions in the San Tan Ballroom. The system has been a great addition for the Cottonwood Bar and Grill. The addition of the NFL Football TV package has been a highly successful venture. It has provided our homeowners with a place they can go each Sunday to watch their favorite pro football teams in their own community. The sound and media improvements in the Saguaro Room have been a great addition for Board meetings and have enhanced the ability of the room to be used for special events. The sound systems in our Pro Shops have been upgraded so we can finally hear announcements before play starts without a great intrusion into our neighbor’s homes. The sound improvements at Palo Verde have improved our ability to hold meetings and regulate the sound for entertainment.

The continuation of improvements for community won’t stop. You will soon be seeing a new look to the ground area surrounding tennis court number one at Cottonwood. The current ground area around the court will be graded for better drainage. A brick surface will be installed to stop the dirt from flowing onto the court. This will also stop the flow of dirt that has plugged the drain lines around that court. The needed storage area next to the Saguaro Room is winding its way through the county maze and we are hopeful that construction can begin yet this year. Your Board approved a small project to provide new access for the storage area off the San Tan Ballroom. This will be more efficient for staff as they set up and take down ballroom tables and chairs. The Board also approved the planting of more trees and shrubs along East and East Side Drive in Palo Verde to continue the effort to suppress noise from Arizona Avenue. It has been a great year for community improvements.

The 2016 list of potential projects will add to and update the beauty of our community. The goal is always to make Cottonwood Palo Verde at Sun Lakes one of the most desirable communities in the East Valley.

Upcoming events

Free Christmas Golf Cart Parade

It’s not too early to think about our annual Christmas Golf Cart Parade on Friday, December 4. The party starts at 5:00 p.m. in front of the Palo Verde Clubhouse. The Recreation Department will host free hot turkey soup that is deliciously prepared by our Palo Verde Chef and staff and served outside. Santa Claus, Mrs. Claus, their daughter Joyce, Elves, Snow Queen and Snowman will all be there for photos so remember to bring your cameras! Ron and Maddy will be on stage to sing all your favorite Christmas songs. Judging of the golf carts will start at 5:00 p.m. Make sure you get in line on time. At approximately 6:00 p.m., our Sun Lakes Sheriff’s Posse will lead the parade down Michigan Ave. over to the Cottonwood Ballroom.

Free annual Christmas Program

Make plans to attend our annual Christmas Program in the San Tan Ballroom immediately after the Christmas Golf Cart Parade. Show time is 7:00 p.m. There will be free cookies, hot coffee, hot apple cider and hot cocoa. This should prove to be one of the best Christmas shows we’ve ever had!

TAD 2016 Entertainment Series

All tickets are $20, except for The Tokens show which will be $25. These are the original Token singers, not impersonators. The Tokens, if you recall, recorded the song The Lion Sleeps Tonight. We’ll be offering for the first time a series package for $125 which includes all seven shows, but you’ll only be paying for six. Shows include:

The Ultimate Beatles Experience – Friday, January 8

Fleetwood Mac Tribute Concert – Tuesday, January 18

Bee Gees Tribute, Saturday Night Fever – Wednesday, February 3

Reba McEntyre’s Vegas Tribute – Tuesday, February 16

The Eagles Tribute, One of These Nights – Wednesday, March 2

The Tokens (the real band) – Sunday, March 6

George Strait, the Troubadour Experience – Wednesday, March 23

What a deal, but the tickets are going fast!

Ladies Coffee

The coffees are the first Wednesday of the months October through April in the San Tan Ballroom starting at 10:30 a.m. The cost is only $3 for cookies, hot coffee, hot tea and iced tea along with great conversation with your friends and your new friends. We’ve planned some fun fashion shows, entertainers and guest speakers this year. Tickets are sold at the door. We also have great give-a-ways. Our Ladies Coffee is open to all Sun Lakers and guests. The February 4 coffee will include a Sun Lakes Community Theatre snippet from their upcoming Mystery Dinner Show, Murder On The Oriental Rug or better yet…Hot Flashes!, Alert Lion (Rapid Response Monitors), Dr. Andrea, dentist from Mexico, Michelle Riddle (Patient Advocate) and more!

Upcoming dates are:

November 4 and December 2.

2016: January 6, February 3, March 2 and April 6

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. 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 went on sale Monday, August 10, 2015.

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 went on sale August 10, 2015.

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.

Sun Lakes Fire Department Flu Shots

Our wonderful Sun Lakes Fire Department will be in the Cottonwood Saguaro Room for FREE Flu Shots on Monday, November 16 and Monday, December 7 from 9:00 a.m.-noon. All Sun Lakers are welcome! Shots will be on a first come, first serve basis. Please bring your homeowner card and insurance or Medicare Cards.

Rover’s Rest Stop Dog Adoptions

If you are in need of a good friend, give some thought to owning your very own little doggie (cats too if they are available). Rover’s Rest Stop is a group of wonderful, caring people who foster dogs without homes. These adoptions will be held at the greenbelt across from the Cottonwood tennis courts from 9:00 a.m.-noon on the following dates: Saturdays, November 7, November 14 and December 12 (just in time to buy your special loved one a Christmas present). Please attend one of these fun events even if you’re just looking.

Free Skin Cancer Screening

Dr. Laura Arce of Radiant Complexions Dermatology Clinic will be conducting a free skin cancer screening in Cottonwood’s Phoenix Room (A9) from 8:00 a.m.-noon on Wednesdays. All Sun Lakers are invited. No appointment is needed. The doctor will see you on a first come basis. Dates are November 4, December 2, January 6, February 3, March 2 and April 6.

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: November 18 and December 16. 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.

Bicycle Repair at Cottonwood

On Fridays, 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. Now, when your bicycle needs to be repaired, you won’t have to find a way to get it in your vehicle. The repair shop will come to you.

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.

November 9 – Penske Museum and Turf Paradise

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

December 5 – Prescott Day Christmas Parade

December 9 – Phoenix Zoo, dinner and Mormon Temple

December 10 – Desert Botanical Gardens w/dinner and Mormon Temple

December 31-January 2 – Rose Bowl Parade Mini-Getaway

Board of Directors meeting minutes

Directors present: Rich Featherstone, Richard Hawkes, Bud Jenssen, Woody Neiman, Dick Norris and Mel Rasmussen

Directors absent: Anne Montgomery

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 Army veteran Lt. Elliott Bond. Lt. Bond then led the Pledge of Allegiance and was thanked for his military service.

Dick Norris made a motion, seconded by Mel Rasmussen, to approve the August 26, 2015 Board Meeting Minutes.

The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.

PRESIDENT’S MESSAGE:

President Richard Hawkes reported that he had just come back from being out of town. He stated that during that time he was able to visit another HOA and expressed that he was glad to be back.

TREASURER’S REPORT:

Treasurer Woody Neiman presented the August 31, 2015 Financial Summary. A detailed report will be available for viewing in Homeowner Services.

The floor was opened to Board and homeowner comments – Board, no comments. A homeowner question was raised asking if home sales are up in comparison to last year. It was answered that home sales are up from last year.

Mel Rasmussen made a motion, seconded by Bud Jenssen, to approve the August 31, 2015 pre-audited Financial Report. The motion carried unanimously.

COMMITTEE REPORTS:

Architectural Compliance Committee: The report was given of its meetings held on September 1 and 14. They had 62 permit applications approved, none denied.

They have two recommendations for the Board in First Readings on today’s agenda: BP 6-09 Placement of Construction Debris Containers (new) and revisions to the Architectural Compliance Guidelines #26- RUBBISH, POD AND DEBRIS CONTAINERS. The committee has no recommendations for management.

Audit and Finance Committee: Fred Haubold thanked Lt. Elliott Bond for his military service. He then gave the report of the meeting held September 9. The next meeting is October 14 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: The report was given of its meeting on September 14. The Ambassadors had 10 referrals, 10 tours and 60 tours year to date.

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.

A question was asked regarding the percentage of new homeowners who participate in the Ambassador Program. There was discussion regarding the process of the Ambassadors and Orientation Team members.

Election Committee: The report was given of its meeting on September 2. The main topic of this meeting was to interview and select committee members to be submitted for approval at the October Board meeting since they will not be meeting in October. The next meeting is November 4 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 September 14. They have scheduled a special meeting for October 1 at 1:00 p.m. in the Phoenix Room to interview committee candidates. The regularly scheduled meeting is October 5 at 9:30 a.m. in the Paint Room.

The committee has one recommendation for the Board to approve three proposed projects for 2015 and seven proposed projects for 2016. These projects were explained and are 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.

Food and Beverage Committee: The report was given of its meeting on September 3. The next meeting is October 1 at 9:00 a.m. in the Saguaro Room. After that meeting initial interview for Food and Beverage Committee positions will take place.

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.

Richard Hawkes introduced new Cottonwood head Chef, Zach Carson.

Golf Committee: The report was given of its meeting on September 3. The next meeting is October 1 at 1:00 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.

Recreation Committee: The report was given of its meeting on September 14. The committee also met on September 28 to interview one committee applicant that could not attend the October meeting. The next meeting is October 5 at 1:30 p.m. in the Phoenix Room.

They have 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: Dick Norris reported on behalf of Chairperson Marsha Zandbergen who was out of town. This committee met on September 9. The next meeting is October 7 at 10:00 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.

Health and Wellness Center Task Force: Rich Featherstone reported that the Task Force met September 8. The architect sub group of Rich Featherstone, Steve Nolan and architect Ken Eller met on September 14. The next meeting is October 13 at 1:00 p.m. in the Saguaro Room. The task force will be present at the Community Day event on October 17.

The task force has one recommendation on today’s agenda, item No. 12. A., for the Board to approve the architect proposal for Preliminary Conceptual Design Services for the Fitness Center at Cottonwood Country Club. Services include Preparation of Project Programming, Conceptual Plan Layout and Project Budget Estimate.

The task force has no recommendations for management.

There were comments made regarding the process method of the Chair of the HWCTF and the suggestion that he resign. There was a question regarding the reasoning for meeting with architect Ken Eller, which was responded to, explaining Mr. Eller is on retainer with the HOA and would have to follow the same bidding process and designs would be submitted by other companies who bid. There was further discussion regarding site footprint of 13,500 square feet. There was a comment of support for Rich Featherstone.

Mr. Hawkes announced we have gotten approval from the IRS for our non-profit foundation. Special thanks to Elaine Kraemer.

PROJECT REPORTS:

Cottonwood Palo Verde sound/video system upgrades: Dick Norris reported that work is presently being done on the programming of the computer systems. NFL will be fully up in another week. Completion of Cottonwood is projected for October 16, which includes selected staff training and orientation. Projected completion for Palo Verde is October 30 which includes the installation of speakers, audio program, selected staff training and orientation, any cosmetic and things that need to be done after the patio shade addition is completed.

Steve Nolan reported on the following project(s):

Palo Verde maintenance lunchroom and office is basically finished. They will have an open house after over seeding.

Palo Verde patio shade: Farnsworth Construction is working with Marshall Reichert around his schedule. Project is on schedule with the steel arriving soon.

MANAGEMENT REPORT:

Steve Nolan announced the sad passing of John Dobson. He further spoke of Mr. Dobson’s many contributions to the HOA and whose name will live on in the John R. Dobson Administration Center. He then gave his management report.

DIRECTORS COMMENTS:

Bud Jenssen thanked Lt. Bond, for his service, thanked Jim Miller and thanked everyone for attending.

Mel Rasmussen: None

Dick Norris thanked staff and management.

Woody Neiman stated there was great attendance for the Assistant Pro Shoot Out; announced there will be a dry run on the budget presentation on October 28; thanked the Board of Directors, management and staff for their efforts in the budget process.

Anne Montgomery: Not in attendance.

Rich Featherstone: None.

CAPITAL RESERVE REPLACEMENT FUND REQUESTS:

Richard Hawkes explained the following request.

Woody Neiman made a motion, seconded by Bud Jenssen, to approve the purchase of a Patrol radio system for the low bid of $6,762.63 from Creative Communications, plus a 10 percent contingency for a total cost of $7,438.89.

The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.

Richard Hawkes explained the following request.

Dick Norris made a motion, seconded by Woody Neiman, to approve the purchase of two 2016 EZ GO Terrain 250 utility vehicles for Facilities Maintenance – Housekeeping for the low bid of $16,015 from A-1 Golf Carts.

The floor was opened to Board and homeowner comments – no comments. The motion carried unanimously.

Richard Hawkes explained the following request.

Mel Rasmussen made a motion, seconded by Rich Featherstone, to approve the purchase of a four ton HVAC unit for the Saguaro Room for the low bid of $5,158 from Alpine Air, plus a 10 percent contingency for a total cost of $5,673.80.

The floor was opened to Board homeowner comments – there was a question from the floor, asking the age of the current HVAC, to which it was stated 19 years. A possible repair service similar to Green Horizon (Https://greenhorizon.com/air-conditioning/) was put forward for deliberation. However, all parties decided that a new system was needed. The motion carried unanimously.

Richard Hawkes explained the following request.

Bud Jenssen made a motion, seconded by Dick Norris, to approve the purchase of a refrigerated sandwich unit, model No. TTSU-48-18M-B, for Cottonwood Food and Beverage for the low bid of $3,191.21 from Shamrock Foods.

The floor was opened to Board and homeowner comments – there was a question from the floor, asking what a sandwich unit and the purpose. Leigh Torres, explained that it is just the name of the unit they use to store any prepped food they serve. The motion carried unanimously.

Richard Hawkes explained the following request.

Bud Jenssen made a motion, seconded by Mel Rasmussen, to approve the purchase of a refrigerated keg unit for Cottonwood Food and Beverage for the bid of $3,515.75 from Standard Restaurant Supply.

The floor was opened to Board and homeowner comments – there was discussion regarding the reasoning for the high amount of the estimated cost, and explained that these numbers are part of what is being straightened out by the reserve study presently taking place. Leigh Torres explained that the low bid was from a non-local internet company, so was not chosen.

The motion carried unanimously.

Richard Hawkes explained the following request.

Bud Jenssen made a motion, seconded by Mel Rasmussen, to approve the purchase of 320 ballroom chairs, for the low bid of $73,018.53 from Gasser Chair Co.

The floor was opened to Board and homeowner comments – Leigh Torres explained the need for the chairs, showed the displayed proposed new one stating the purchased chairs would have handle on the back. She explained the 10 year warranty and the included hand trucks.

There was discussion regarding the type of chair, a market for the old chairs being researched with the best ones being kept. The motion carried unanimously.

Richard Hawkes explained the following request.

Woody Neiman made a motion, seconded by Dick Norris, to approve the purchase of a 2015 Dodge Ram 1500 for Facilities Maintenance for the low bid of $21,676.28 from Earnhart Dodge plus a 5 percent contingency for a total cost of $22,760.09.

The floor was opened to Board and homeowner comments – no comments.

The motion carried unanimously.

PV GATE RESERVE FUND: None

CAPITAL IMPROVEMENT FUND REQUESTS:

Richard Hawkes explained the following request.

Bud Jenssen made a motion, seconded by Woody Neiman, to approve the sole source bid proposal NTE $4,500 from Archi-CAD Architects, for Preliminary Conceptual Design Services for the Fitness Center at Cottonwood Country Club. Services include preparation of project programming, conceptual plan layout and project budget estimate.

The floor was opened to Board and homeowner comments – there was discussion, questions and objections to the sole source bid.

It was explained that Archi-CAD Architects is on retainer to the HOA, which is the reason for the sole source bid. It was explained that it would be just a conceptual design, and Archi-CAD is subject to our bidding process as is any other Architects bidding their designs when the project gets to that stage.

There was further discussion regarding Mr. Eller from Archi-CAD and how he will be working with the HWCTF who will provide him with input of what needs to be included within the confines of the project.

The motion carried unanimously.

VOLUNTARY CONTRIBUTION FUND: None

OLD BUSINESS: None

NEW BUSINESS:

Richard Hawkes explained the following request and announced there would be no dues increase for annuals, only a $5 increase in daily green fees at Cottonwood. Mr. Hawkes praised the golf staff for their review and management of the golf rates.

Woody Neiman made a motion, seconded by Bud Jenssen, to approve the golf rates for the 2015/2016 year to be effective November 1, 2015 through October 31, 2016.

The floor was opened to Board and homeowner comments – none.

The motion carried unanimously.

Richard Hawkes explained the following are proposed projects being submitted by Facilities and Grounds and the Long Range Planning Team: additional projects for 2015 and projects for 2016. He gave background on the establishment of the LRPT and the process they follow with the Facilities and Grounds Committee.

Dick Norris made a motion, seconded by Bud Jenssen, to approve the additional projects for 2015 and the projects for 2016. The motion was not carried.

Woody Neiman requested the motion be amended to approve the following three projects submitted by the Facilities and Grounds Committee for 2015, subject to the availability of Capital Improvement funds, and move them along to bidding and implementation:

1. Flag pole installation at Administration Building; estimate $14,000

2. Adding trees and shrubs along East and East Side Drive; estimate at $65,000.

3. Improving the San Tan table storage area; estimate at 8,750 and that the Board accept the following projects submitted by the Facilities and Grounds Committee for 2016, moving them along to further development and definition prior to their approval for development, bidding and construction:

1. Continued upgrading of the Palo Verde maintenance building; estimate at $160,000.

2. Leveling and Improvement to the Cottonwood golf driving range; Estimate at $65,000.

3. Cottonwood tennis court drainage issue; estimate at $38,500.

4. Cottonwood lounge restroom up-grade; estimate at $26,300.

5. Replacement of the concrete and improved drainage at the Palo Verde tennis court Ramada; estimate at $38,700.

6. Updating and improvements for the Cottonwood golf course restroom next to the Alma School tunnel; estimate at $19,500.

7. Continuation of the leveling of tee boxes on both golf courses; estimate at $10,000.

Dick Norris made a motion, seconded by Bud Jenssen to approve the amended motion by Woody Neiman.

The motion carried unanimously.

FIRST READINGS:

Changes to the following documents were explained and will be in First Readings for the month of September.

The Board unanimously approved placing the following into First Readings:

BP 3-09 Employee Meals.

BP 6-09 Placement of Construction Debris Containers (New)

ACC recommends the following revisions to the Architectural Compliance Guidelines No. 26- RUBBISH, POD AND DEBRIS CONTAINERS.

The floor was opened to Board and homeowner comments – homeowner comments: regarding Rich Featherstone’s role on HWCTF; statement advising everyone to attend the next HWCTF meeting on October 13; discussion regarding First Readings proposed BP 6-09 and that it would apply to Cottonwood AND Palo Verde.

The meeting adjourned at 4:28 p.m.