Sun Lakes – Cottonwood Palo Verde at Sun Lakes

Board of Directors meeting minutes – unapproved 6/28/17

Directors Present: Roger Beagle, Bill Greer, Don Hicks, Anne Montgomery, Woody Neiman, Mel Rasmussen and Gay Zawatski

Also Present: General Manager Steve Nolan

Call to Order: President Mel Rasmussen called the meeting to order at 3:00 p.m. in the Saguaro Room. He stated that the meeting was being recorded for the accuracy of the minutes.

Pledge of Allegiance: Secretary Roger Beagle gave a short biography of the military and community service career of ROTC Commissioned Officer Julian Pickens. Mr. Pickens led the Pledge of Allegiance and was thanked for his military and community service.

Approval of the Minutes of the May 31, 2017, Board Meeting: Anne Montgomery made a motion, seconded by Gay Zawatski, to approve the May 31, 2017, Board Meeting Minutes.

The floor was opened to Board and homeowner comments — no comments. Motion carried unanimously.

President’s Message: President Mel Rasmussen thanked the audience for attending. He announced that most of the committees are on break during the summer. He stated the projects are ongoing and reports will be given in this meeting. He reviewed the format for this meeting and agenda and asked everyone to be respectful. He reminded those who wish to address the Board to wait for the microphone and state their name.

Treasurer’s Report:

Treasurer Woody Neiman presented the May 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 May 31, 2017, pre-audited Financial Report.

The floor was opened to Board and homeowner comments.

At the request of an audience member, Mr. Neiman explained the Association Net and the Palo Verde Gate information on the financial summary. There was no further discussion. Motion carried unanimously.

Employee of the Month: President Rasmussen introduced Cottonwood kitchen employee Adriana Fimbres who was named Employee of the Month for May. He gave a little background on Adriana and congratulated her on being named Employee of the Month.

Committee and Task Force Reports:

The following Committees did not meet in June and will not meet in July: Communications Committee, Election Committee, Facilities & Grounds Committee, Food & Beverage Committee, Golf Committee, Recreation Committee and Safety, Security & Access Committee.

Architectural Compliance Committee: The report was given of their meeting held on June 6. Among the subjects discussed at the meeting were 65 permits which were approved, plans for revising the guidelines during the summer. This Committee will not meet in July and August, although permits will continue to be processed. Their next meeting is September 12 at 8:30 a.m. in the A-7 Paint Room.

They have no recommendations for the Board or Management.

Audit & Finance Committee: The report was given of their meeting held on June 1. Among the subjects discussed at the meeting were review of the monthly financials, reports on the recent Board activities and HOA projects, the budget process to start in August and the interviewing of three applicants to the committee. Their next meeting is July 6 at 3:00 p.m., in the Phoenix Room.

They have one recommendation for the Board, to approve the appointments of Ronald Henderson and Glenna Reeves to complete the terms of two open positions on the committee. They have no recommendations for Management.

Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.

Project Reports:

Fitness Activity Center Project: Anne Montgomery reported on a recommendation on today’s agenda asking the Board to approve funding for the preparation of four conceptual designs for the proposed Fitness Activity Center. She then explained the following five options: Option No. 1 – Remodel current fitness center incorporating the Phoenix room, Option No. 2 – Demolish current fitness center and expand the footprint to the east to construct an approx. 11,000 sf, single-level building, Option No. 3 – Construct a new approx. 12,500 sf building north of the Administration building, Option No. 4 – Demolish current fitness center and construct a two-level, approx. 18,000 sf (second level unfinished) building on an expanded footprint and Option No. 5 – Do nothing.

She stated that the options would go to a homeowner vote in the fall, and homeowners will be kept informed as events take place through The Flyer and website.

PV Maintenance Yard Mezzanine Storage Area: Steve Nolan reported the project is four weeks to completion.

Cottonwood Tennis Courts #2, #3, #4 – surface and lighting: Steve Nolan reported the project is on schedule, pouring of the concrete was completed on courts #3 and #4, and #2 will be completed this evening. He thanked Mr. and Mrs. Thomas, Mr. and Mrs. Blaylock and Mr. and Mrs. Andrysiak, homeowners who are the most impacted by the work having to be done at night and very early hours due to the high temperatures.

Tee Box Leveling Project: Steve Nolan reported that Bill Todd will be submitting a schedule.

Management Report: Steve Nolan gave the management report.

Directors Comments:

Don Hicks: thanked Mr. Pickens for his military service and to our community, congratulated Employee of the Month, Adriana Fimbres, thanked homeowners for their attendance.

Bill Greer: thanked homeowners for their attendance, thanked Mr. and Mrs. Pickens for all their contributions, stated the importance of committees and encouraged homeowners to get involved.

Woody Neiman: thanked the staff who work outdoors and agreed with all the previous comments made by the BOD.

Anne Montgomery: thanked Mr. Pickens for his service and contributions.

Roger Beagle: thanked Mr. Pickens, thanked management and staff for their work and dedication, congratulated Adriana, encouraged audience to contact the HOA if you know of a civil servant, veteran, etc., who would like to lead the pledge at the monthly Board Meeting.

Gay Zawatski: Thanked Mr. and Mrs. Pickens and encouraged homeowners to visit committees and consider applying.

Capital Reserve Replacement Fund Requests:

Mel Rasmussen introduced Capital Reserve request #10, Item A.

Woody Neiman made a motion, seconded by Anne Montgomery, to approve CW Bar/Grill – Ice Cream Freezer (ice cream dipping cabinet) – Asset #1380, for the low bid from Southwest Restaurant Supply of $3,448.17.

The floor was opened to Board and homeowner discussion. There was discussion confirming another freezer is being used in the meantime. No further discussion. Motion carried unanimously.

Mel Rasmussen introduced Capital Reserve request #10, Item B.

Roger Beagle made a motion, seconded by Anne Montgomery, to approve CW Bar/Grill – Reach-in Cooler (under counter refrigerator) – Asset #1388, for the low bid from Southwest Restaurant Supply for $2,224.37.

The floor was opened to Board and homeowner discussion. No discussion. Motion carried unanimously.

Pv Gate Reserve Fund: None

Capital Improvement Fund Requests:

Mel Rasmussen introduced Capital Improvement request #12, Item A.

Roger Beagle made a motion, seconded by Anne Montgomery, to approve PV Tennis Court Ramada Paver and Parking Lot Project, for the low bid from Sculptured Grounds for $41,145.00, plus a 10% contingency for a total cost of $45,259.50. Funding would be 50% Capital Improvement, 50% Capital Reserve.

The floor was opened to Board and homeowner discussion. There was discussion regarding the following topics: how the project originated and how pleased it is moving forward. Jim Miller explained the location of the project. No further discussion. Motion carried unanimously.

Mel Rasmussen introduced Capital Improvement request #12, Item B.

Woody Neiman made a motion, seconded by Anne Montgomery, to approve the preparation of conceptual designs of four (4) Basic Design Priority options for a Fitness Activity Center, for the Association Contracted Architect bid of $8,400.00 from Archi-Cad Architects, plus a 10% contingency, for a total cost of $9,240.00. Bid to include a conceptual Floor Plan, a conceptual Building Elevation, and Project Budget Estimate for each for the four (4) Basic Design options.

The floor was opened to Board and homeowner discussion. There was discussion regarding the following topics: timing of the vote, the vote getting sent to all members, question of a special assessment, improving the existing fitness center. No further discussion. Motion carried unanimously.

Voluntary Contribution Fund: None

Old Business:

Mel Rasmussen introduced Old Business request #14, Item A.

Woody Neiman made a motion, seconded by Anne Montgomery, to adopt changes to BP 8-02A Facilities Use Regulations Other Amenities, as recommended by the Recreation Committee.

The floor was opened to Board and homeowner discussion. No discussion. Motion carried unanimously.

Mel Rasmussen introduced Old Business request #14, Item B.

Anne Montgomery made a motion, seconded by Gay Zawatski, to adopt changes to BP 8-15 Food & Beverage Regulations, as recommended by the Food & Beverage Committee.

The floor was opened to Board and homeowner discussion. No discussion. Motion carried unanimously.

New Business:

Mel Rasmussen introduced New Business request #15, Item A.

Anne Montgomery made a motion, seconded by Woody Neiman, to approve the appointment of Ronald Henderson and Glenna Reeves to complete the terms of two open positions on the Audit & Finance Committee.

The floor was opened to Board and homeowner discussion. No discussion. Motion carried unanimously.

First Readings:

The Board of Directors unanimously agreed to place the following into First Readings for the month of July:

* Changes to BP 10-01 Committees

Homeowner Comments:

* Question regarding the percentage of Board Members from PV and CW.

* Comment to Marshall that the wine pairing event was great.

* Comment thanked Linda Caton and Steve Nolan for their attention and promptness of responding to homeowner needs and questions.

* Fitness Activity Center Project items:

o Comment was made encouraging everyone to vote no on the project.

o Discussion regarding cost of proposed building and cost divided by the number of homes.

o Comment regarding the ability to afford if there is an assessment.

o Suggestion to consider entry access and machines for disabled.

* Comment thanking Mike Reinhart for the good care of the grass and swans

* Statements from Mr. Pickens, thanking everyone for honoring him to lead the Pledge of Allegiance, remarking that the HOA is the best run organization and his thanks to the Board for all they do.

The meeting adjourned at 4:43 p.m.

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 & Garfunkel, Tuesday, October 17

Thursday, August 31, for:

The Sedaka Legacy, Tuesday, November 3

Thursday, October 5 for:

A Tribute to Christmas, Tuesday, December 5

Cary Long – Top Comedian – Tickets go on sale Wednesday, September 6.

Cary will be here in the San Tan Ballroom on Wednesday, November 8, 2017. Show time is 7:00 p.m. with doors opening at 6:00 p.m. with a no-host bar. Tickets are $15.00. Some of Cary’s television appearances include: The Tonight Show with Jay Leno, MTV Half Hour Comedy Hour, An Evening at the Improv, the Arts & Entertainment Channel, Showtime, Comedy Club Network, Showtime, and Comic Strip Live, Fox Network. Cary’s act is full of everyday situations that we all experience. He combines accents, cultures and nationalities into a rib-tickling performance. If you like to laugh, he is very funny, clean and a must see!!

Ken Block – Check the September Splash for ticket sale date.

Ken will give his performance on Wednesday, January 24, 2018, in the San Tan Ballroom at 7:00 p.m. (doors open at 6:00 p.m. with a no-host bar). Ken Block has become one of the most versatile comic impressionists on the scene today. Each show contains over 100 impressions, spanning over 50 years of singers, comedians, politicians and show business luminaries. You will laugh, you will cry, but most of all, you will be entertained. Tickets are only $15 and worth every cent!

ReVoiced Concert – Check the September Splash for ticket sale date.

ReVoiced will be appearing in the San Tan Ballroom on Friday, February 23, 2018, with the show starting at 7:00 p.m. with the doors opening at 6:00 p.m. Tickets are $20. Their show is nonstop high-energy. ReVoiced performs 100% live with zero instruments; they embody the full sound of a band using only their five voices. They have crisp movements, tight harmonies, witty banter and powerful stage presence. Whether the moment calls for inspiration, emotion, excitement, motivation, side-splitting laughter or simply jaw-dropping entertainment, they will leave a lasting impression!

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. Here are the dates you need to get tickets for: August 19 and September 23. Hope to see you there.

Open House – Community Days (Free)

We will still be holding our Open House this year on the second Saturday, October 14, in both the San Tan Ballroom and the Saguaro Room from 9:00 a.m. until noon. This event is especially good for all you new homeowners. Come see what Sun Lakes has to offer you in the way of clubs, organizations and classes of all kinds.

Lion City 2 – Trunk Show

From now until October, Lion City 2 will have a Trunk Show in Cottonwood’s A9 Phoenix Room from 9:00 a.m. to 2:00 p.m. (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 great Kenny Hess concert. The date is set for September 13, 2017, in the San Tan Ballroom, starting at 7:00 p.m. with the doors opening at 6:00 p.m. with a no-host bar. Tickets ($15) are on sale now at Cottonwood’s Homeowner Services. You’ll get a full range of songs from this extremely talented singer-song writer.

Upcoming Food & Beverage Events:

Saturday, August 12, Italian Night at Palo Verde, 5:00-8:00 p.m.; music by John Demand

Saturday, August 26, Martini Night at Cottonwood, open 5:50-6:00 p.m.; Dinner Music John Demand

Wednesday, September 20, Life Is A Beach at Cottonwood

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 (A9) from 8:00-11:00 a.m. on the second Wednesday of the month 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 until 1:00 p.m., for both men and women (at this time), on the following Wednesdays: 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 (A7) from 8:00 a.m. until noon on Mondays, August 14, September 11, October 9, November 13 and December 11, 2017.

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 A6 Dance Room) from 9:00 a.m. until 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.

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 CW Library.

2017:

8/9 – Williams and Bearizona

9/9 – Eat Drink and be Merry Brewery Tour

9/11-9/14 – San Diego Wine, Waves and Whales

9/18-9/27 – Pacific Northwest Rail and Sail

10/10-10/13 – Albuquerque Balloon Fiesta

10/10-10/19 – Cruise to Cuba

10/24-10/29 – A Day in the Life of the Navajo

10/28 – Verde Canyon Railroad

11/9 – Sedona

11/15 – Mystery Tour

11/20-11/24 – Macy’s Thanksgiving Day Parade

11/21-11/24 – Thanksgiving in San Diego

12/30 – Rose Bowl Parade Family Getaway

12/30 – Rose Bowl Parade Four Day Getaway (includes Volunteer Opportunity)

12/31 – Rose Bowl Parade Mini-Getaway

Message from the president

Mel Rasmussen

As we plunge deeper into summer, outside leisure activities tend to be scarce, but the work of HOA projects and maintenance continues. Our tennis court project on courts 2, 3 and 4 is progressing on time. The concrete was poured at the end of June, and these courts will have to sit for 30 days to cure before the tension can be applied. The Board of Directors for our HOA wish to thank the homeowners who were directly affected by this early morning construction. We sincerely appreciate your patience and understanding. Another project going on is replacing the broken concrete with pavers at the Palo Verde Ramada, linking the tennis courts at PV along with a parking area for golf carts. This improvement should help ease parking congestion at the Palo Verde Clubhouse.

As a side note, a friend relayed a story to me of a neighbor whose loved one experienced a medical emergency situation requiring hospitalization. The neighbor decided to drive the loved one to the hospital. Although this incident worked out okay, let me say it is a very dangerous thing to do. We have available to us through 9-1-1, a fire department with highly-trained paramedics to safely provide transportation in a medical emergency. They are also equipped and able to deal with the emergency en route to the hospital. You and I are not trained to handle these situations, posing a potential hazard to others on the road, endangering your passenger and you. Please call 9-1-1 and let our highly-trained and skilled professionals assist you.

It is my pleasure to introduce you to our HOA Employee of the Month, Adriana Fimbres. Adriana has been with our Association for a little over a year, working in the Cottonwood Bar and Grill as a line cook. She is an extremely hard worker and does whatever she is asked to do. Adriana suffered a hand injury which required surgery, causing her to have the temporary use of only one hand. This problem didn’t stop her from giving 110%. Congratulations, Adriana, on your much-deserved award.

Until next month, stay cool and be safe out there.