Board of Director meeting minutes – Jan. 25, 2017 (unapproved)
Directors present: Roger Beagle, Bill Greer, Bud Jenssen, Anne Montgomery, Woody Neiman, Dick Norris and Mel Rasmussen
Also present: General Manager, Steve Nolan
CALL TO ORDER: President, Dick Norris called the meeting to order at 3:00 p.m.. in the Saguaro Room. He stated that the meeting is being recorded for the accuracy of the minutes.
PLEDGE OF ALLEGIANCE: Secretary, Anne Montgomery gave a short biography of the military career of US Marine Corps veteran, Staff Sergeant James “Mick” Tucker. Sgt. Tucker led the Pledge of Allegiance and was then thanked for his military service.
APPROVAL OF THE MINUTES OF DECEMBER 28, 2016: Woody Neiman made a motion, seconded by Anne Montgomery, to approve January 25, 2017, Board Meeting Minutes.
The floor was opened to Board and homeowner comments — no comments. Motion carried unanimously.
PRESIDENT’S MESSAGE:
President, Dick Norris reported on the following topics: The Five Lakes fountain Survey Postcard sent to the homeowners bordering the five lakes, is due by January 31. He reminded those homeowners to be sure to return the survey. He encouraged everyone to attend the Board Workshop on this project on February 13 from 2-4pm in the San Tan Ballroom. He stated that if this project were to move forward, a homeowner vote would be required.
The Board Candidate election process has begun. He thanked those who are willing to serve on the Board.
A response was received from County Supervisor, Denny Barney regarding the street conditions in Cottonwood. All streets East of Dobson and Glenburn in Units 11-22 will be slurry sealed, starting mid-February.
Mr. Norris reminded everyone to check The Flyer and In The Know to stay up to date on community information and activities.
He announced that HOA Golf Maintenance employee, LeRoy Schultz has been chosen as the January 2017 Employee of the Month. He spoke of Mr. Schultz’s dedication and accomplishments and thanked him for his service to the HOA.
TREASURER’S REPORT:
Treasurer, Woody Neiman presented the December 31, 2016, Financial Summary. A detailed report will be available for viewing in Homeowner Services.
Roger Beagle made a motion, seconded by Anne Montgomery, to approve the December 31, 2016, 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 January 3 and 17. Among the subjects discussed at the meeting were: the home improvement project selected for January which will be announced in The Flyer and In The Know and interviewing for two open positions on ACC. It was reported that 74 permits were approved, one permit denied. Next meeting is February 7, 8:30 a.m. in the A-7 Paint Room.
They have one recommendation for the Board to approve changes to the current residential paint colors.
These colors will be available for viewing in Homeowner Services.
They have no recommendations for Management.
Audit & Finance Committee: The report was given of their meeting held on January 11. Among the subjects discussed at the meeting were: a review of the monthly financials, 2017 action plan, change of A&F meeting date to earlier in the month and working with the election committee and the role of A&F in the vote counting process. It was stated that The contribution of F&B was a large factor in the positive outcome of the budget. Next meeting is February 2, 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.
A question from the audience resulted in discussion which explained that the $10 minimum wage increase would only involve a few employees.
Communications Committee: The report was given of their meeting held on January 9. Among the subjects discussed at the meeting were: website updates, the new format of The Flyer, the New Friends Ambassador report referrals, recreation activities, the Board Liaison Report other committee reports.
Next meeting is February 6, 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.
Dick Norris reminded the audience that the February 13 Board Workshop on the Five Lakes Project is open to all homeowners and not just five lakes homeowners.
Election Committee: The report was given of their meeting held on January 4. Among the subjects discussed at the meeting were: bylaw changes to present to the Board in January, proposed vote counting procedures to the Board and preparation for verification of Board Candidates.
Next meeting is February 2 at 8:30 am to verify Board Candidate Applications followed by their regular meeting at 10:00 am in the Ceramics Room.
They have three recommendations for the Board: 1)to approve proceeding with a homeowner vote on changes to the Bylaws, 2) to accept the 01/04/17 changes to the Vote Counting Procedures and 3)to grant a leave of absence to Election Committee Vice-Chair, Gay Zawatski.
They have no recommendations for Management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
A question from the Board resulted in discussion confirming that the survey sent to Five Lakes homeowners was an informal survey and does not require adherence to election procedures.
Facilities & Grounds Committee: The report was given of their meeting held on January 4. Among the subjects discussed at the meeting were: the Five Lakes Fountain Project survey sent out and a Board workshop to be held on Monday, February 13 from 2:00-4:00 p.m. in the San Tan Ballroom. Next meeting is February 1, 9:00 a.m. in the Phoenix Room, which is a change of location.
They have no recommendations for the Board or 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 January 5. Among the subjects discussed at the meeting were: F&B financial performance including holiday results and recent F&B events, staff training focusing on food safety, Bud Jenssen’s Board Liaison Report, Management reports from Marshall Reichert and David Moreno and the increase of comment card activity. Next meeting is February 2, 9:00 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.
Golf Committee: Staff Sergeant Tucker was thanked for his military service. The report was given of their meeting held on January 5. Among the subjects discussed at the meeting were: various reports from Bill Todd and the golf pros and the status of the annual memberships being close to the budgeted figure. Next meeting is February 2, 2:00 p.m. in the Ceramics Room.
They have no recommendations for the Board.
They have one recommendation for Management, to send to F&G Committee to add striping indicating golf cart parking to the north side of the PV parking lot.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Woody Neiman announced that the striping at PV had been done.
Recreation Committee: The report was given of their meeting held on January 9. Among the subjects discussed at the meeting were: Pickleball non-resident memberships, court sign up language for a new sign, 2017 Plans and Objectives, sub-committee to invite HOA approved clubs to committee meetings, complaints on smoking in certain areas referred to F&G Committee and larger TVs in the fitness rooms. Next meeting is February 6, 1:30 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.
Safety, Security & Access Committee: The report was given of their meeting held on January 4. Among the subjects discussed at the meeting were: Patrol report, lighting in southwest corner parking lot, speed minder set up, rocks in road, traffic lights at Michigan and Alma School, Safety Resource Book updating/distribution and other follow-up items from prior months. Their next meeting is February 1, 10:00 a.m., in the Saguaro Room.
They have no recommendations for the Board or Management.
A question from the audience resulted in discussion regarding how the recent thefts in the community have been addressed with cooperation from MCC Sheriff adding more patrol staff to patrol the community.
Health & Wellness Center Task Force: It was reported that HWCTF met on January 10. Among the subjects discussed at the meeting were: architectural subcommittee reported on their meeting with the architects to discuss ideas, solutions, and options to meet our needs and cost considerations.
Next meeting is an interim meeting on February 2, 2:00 p.m., in the Saguaro Room for the architects to give a brief overview of 3 options. The next monthly meeting is February 14, 1:00 p.m. (note time change) in the Saguaro Room.
They have no recommendations for the Board or Management.
A question from the audience led to a discussion of the providing of further details of the January 10 HWCTF meeting.
PROJECT REPORTS:
Pools: Steve Nolan reported that the pool is finished. Special thanks to Jim Miller and crew.
MANAGEMENT REPORT: Steve Nolan gave the management report. He gave special thanks to the Board for their work on his annual review and the extension of his 5-year contract. He also thanked his Managers for their hard work this past year. He thanked the New Friends Ambassadors, Beth Becker and Marshall Reichert and staff for a successful New Friends Cocktail Party and Meet Your Neighbor Dinner. He also announced that an anti-theft device similar to The Club is being sold through Patrol for $15.
A question from the audience confirmed that the swan fence would be removed sometime in March.
Another question led to a discussion regarding the lack of neighborhood lighting and the HOA’s inability to do anything about the lights because they are owned by SRP.
DIRECTORS COMMENTS:
All Board members thanked Sergeant Tucker for his military service and leading today’s Pledge of Allegiance. Also:
Bill Greer: mentioned that the Election Committee may need volunteers for the upcoming elections and further discussed the area regarding the area where the thefts are occurring – 3 block area north of Chestnut off Foxglen, north of San Tan.
Roger Beagle: thanked Dick Norris for contacting Denny Barney regarding the streets, thanked Board Members for their work and reminded the audience to be sure to report incidents to Patrol as well as authorities so Patrol can keep a record.
Woody Neiman: remarked that the Board Working Meeting with the Committees was a good session.
Mel Rasmussen: congratulated Steve Nolan and management on a successful year and thanked The New Friends Ambassadors and Marshall Reichert for a successful party and dinner on Saturday.
Anne Montgomery: also thanked everyone for a great event on Saturday.
Bud Jenssen: advised everyone to check out the new menus and Cottonwood and Palo Verde.
CAPITAL RESERVE REPLACEMENT FUND REQUESTS:
Dick Norris introduced Capital Reserve request #10, Item A.
Anne Montgomery made a motion, seconded by Bud Jenssen, to approve PV Restaurant – Deep Fryer, Asset #1437, for the low bid of $27,710.44 from National Restaurant Supply, plus a 10% contingency, for a total cost of $30,481.48.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Dick Norris introduced Capital Reserve request #10, Item B.
Roger Beagle made a motion, seconded by Anne Montgomery, to approve PV Restaurant – Soup Well, (Hot food steam table) Asset #1452 for the low bid of $5,337.07 from Southwest Restaurant Supply, plus a 10% contingency, for a total cost of $5,870.78.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Dick Norris introduced Capital Reserve request #10, Item C.
Woody Neiman made a motion, seconded by Mel Rasmussen, to approve CW GC Equip – G38 Greensmaster, (greens mower) Asset #1323 for the low bid of $32,854.11 from Simpson Norton Company.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
PV GATE RESERVE FUND: NONE
CAPITAL IMPROVEMENT FUND REQUESTS:
Dick Norris introduced Capital Reserve request #12, Item A.
It was noted that the following bids did not include fire and suspension systems.
Roger Beagle made a motion, seconded by Bud Jenssen, to approve the PV Maintenance Yard Mezzanine Storage Area project, Asset #1600, for the low bid of $147,152.40 from J.P. & Sons, plus a 15% contingency, for a total cost of $169,225.26 (funding will be split 60% Capital Improvement/40% Capital Reserve).
The floor was opened to Board and homeowner comments.
A question from the Board led to discussion explaining what was considered to be replacement items for the split, which is the siding, support beam, and air conditioner. No further comments. Motion carried unanimously.
VOLUNTARY CONTRIBUTION FUND: NONE
OLD BUSINESS:
Dick Norris introduced Old Business item #14A.
Mel Rasmussen made a motion, seconded by Anne Montgomery, to approve changes to BP 5-02 Recording of Association Meetings.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Dick Norris introduced Old Business item #14B.
Bud Jenssen made a motion, seconded by Anne Montgomery, to approve changes to BP 9-09 Campaign/Political Signage.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Dick Norris introduced Old Business item #14BC.
Roger Beagle made a motion, seconded by Bud Jenssen, to approve changes to BP 9-11 Solicitation.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Dick Norris introduced Old Business item #14B.
Woody Neiman explained the purpose of the fund.
Woody Neiman made a motion, seconded by Anne Montgomery, to approve the proposed new BP 4-16 Cottonwood Palo Verde Carryover Fund.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
NEW BUSINESS:
Dick Norris introduced New Business #15A.
Roger Beagle made a motion, seconded by Anne Montgomery, to approve proceeding with a homeowner vote on changes to the Bylaws.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Dick Norris introduced New Business #15B.
Anne Montgomery made a motion, seconded by Bud Jenssen, to approve changes to BP10-01 Committees.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Dick Norris introduced New Business #15C.
Roger Beagle made a motion, seconded by Anne Montgomery, to accept the 01/04/17 changes to the Vote Counting Procedures as submitted by the Election Committee.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Dick Norris introduced New Business #15C.
Anne Montgomery made a motion, seconded by Bud Jenssen, to grant a leave of absence to Election Committee Vice-Chair, Gay Zawatski, as requested by the Election Committee.
The floor was opened to Board and homeowner comments. No comments. Motion carried unanimously.
Woody Neiman commented on the positive approach taken by the Board in approving this leave of absence allowing a committee member to return to their position if they are not voted to serve on the Board.
FIRST READINGS:
Dick Norris introduced First Readings item #16A.
It was unanimously agreed by the Board that the following item would be put into First Readings for the month of February. Roger Beagle explained the reasoning behind the following request by ACC.
A. Changes to the current residential paint colors, as presented by the Architectural Compliance Committee.
HOMEOWNER COMMENTS:
-regarding the HWCTF Charter needing revision.
-regarding the posting of the HWCTF milestones.
The meeting adjourned at 4:30 p.m.
Message from the President
Dick Norris
On February 2, it was announced that there will not be a need for an election, since only three candidates applied for the three open seats. Congratulations to Anne Montgomery, beginning her second term, and Gay Zawatski and Don Hicks, beginning their first term. They will be serving three-year terms.
The annual HOA Board meeting is scheduled for Wednesday, March 29, at 4:00 p.m. in the San Tan Ballroom. I urge you to attend and meet your new and returning members of the board and its officers. The regular monthly board meeting will convene at 3:00 p.m.
The Five Lakes Fountain Project survey results and disposition from the board workshop held February 13 were not available for this article.
I received a reply from Mr. Denney Barney, our Maricopa County Board of Supervisors representative, addressing the terrible condition of our streets in Cottonwood. He stated that all streets east of Dobson and Glenburn, Units 11-22, will be “Slurry Sealed” beginning mid-February. Hopefully, this project has begun.
Here is an update on recent board approved actions:
• Purchase of a deep fryer and hot food steam table for the Palo Verde Restaurant.
• A greens mower for the Cottonwood Golf Course.
• The contract for the mezzanine storage area in the Palo Verde Maintenance Yard. The cost for the project will be split 60% Capital Improvement and 40% Capital Reserve funds.
• Several board policies covering a variety of topics.
• One by-law revision concerning the Election Committee.
Finally, be sure and check The Flyer and In The Know for important dates and detailed information on Association activities. These are valuable communication resources to help you stay informed and involved in our community.
The Board of Directors is looking forward to another month of activities for our homeowners to enjoy.
Upcoming events
All tickets for Cottonwood Palo Verde shows and events can be purchased at our Homeowner Services location.
“TAD” WINTER CONCERT (3:00 p.m. shows only)
All the 7:00 p.m. are SOLD OUT for the January, February and March Concerts.
Tickets on sale NOW! 3:00 p.m. tickets ($20 each – no Series Tickets)
Whitney Houston, Wednesday, March 1, 2017
Creedence Clearwater Revival, Tuesday, March 14, 2017
Doobie Brothers, Tuesday, March 28, 2017
Tickets are on sale now for Tuesday, April 4, at 7:00 p.m. – “Nashville Gold Show”
ART AT THE LAKES
Mark your calendars NOW for Saturday, March 4, 2017, for the Annual Art at the Lakes Show benefiting the brave Men and Women of our Sun Lakes Fire Department. Show starts at 9:00 a.m. and continues until 2:00 p.m. at the Greenbelt across from the Cottonwood Tennis Courts. All proceeds are donated to SLFD. There will be art of all Mediums for sale.
LADIES COFFEE
The next Ladies Coffee will be Wednesday, March 1, 2017, in the San Tan Ballroom starting at 10:30 a.m. Cost will be $3. As always, we will be serving cookies, hot coffee or tea and iced tea, with some interesting speakers. In March, we will have Fashions by Lion City 2, a teaser from Sun Lakes Community Theatre Aspirin & Elephants, Norwax Products and more, so bring your friends and neighbors for a good time! This month we’ll be hosting. The schedule: March 1, April 5.
EASTER – Annual Egg Hunt and Golf Cart Parade
Easter will be here before you know it! The date is set for Saturday, April 15, 2017. All Sun Lakers and their guests are invited. As in the past, we will still have our egg hunt, golf cart parade, and in the ballroom we’ll be serving refreshments and playing games with the children. Hopefully, the Sun Lakes Community Theatre will be able to perform one of their wonderful children’s plays in the street on Brentwood. Pictures with the Easter Bunny, on his throne, will take place on the San Tan Ballroom stage after he returns from the parade, so bring your camera.
BANJO AND GUITAR SUMMIT
On Saturday, April 8, 2017, we are so thrilled to host our first Banjo and Guitar Summit in the San Tan Ballroom with the three top performers in the United States. We guarantee you will not be disappointed. Tickets are $15 and are on sale at Cottonwood Homeowner Services.
Doors will open at 6:00 p.m. for a 7:00 p.m. show. More information to come in the next Splash!
DJ JAMAL – SUMMER $5 DANCES
Another summer of great Saturday Night DJ Dances with Jamal are 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. Following are the dates you need to get tickets for: April 29, May 20, June 24, July 15, August 19 and September 23. Hope to see you there.
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 (A-9) from 8:00-11:00 a.m. on Wednesdays starting this fall. All Sun Lakers are invited. No appointment is needed. The doctor will see you on a first come basis. Dr. Joe will be attending on these dates: March 8, April 12 and May 10.
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: March 15, April 19, May 17, 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.-noon on the following Mondays: March 13, April 10, May 8, 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 and Greet will be held on Saturdays – March 11, April 8 and May 13 (they will either be on the greenbelt in front of the Admin Office or in the A-6 Dance Room) from 9:00 a.m. to 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
Wednesdays, Two-Wheel Jones Bicycle Repair will be in Cottonwood’s east parking lot, next to the tennis courts from 8:00 a.m. to 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.
March 3-7 – Get Your Kicks On Route 66
March 4 – 53rd Annual Highland Games
March 6-9 – National Parks of the Southwest Value
March 6-9 – Death Valley
March 6-9 – Mighty Colorado
March 9 – Rockin’ 9 Mystery Tour
March 11 – Tucson Festival of Books and Lunch
March 12-19 – Copper Canyon Mexico
March 13-16 – Discover Navajo
March 18-22 – Springtime Magic – Central CA Coast
March 18-25 – Princes Cruise California Coastal
March 22-25 – Hooray for Hollywood