Board of Directors meeting minutes – unapproved 12/30/15
Directors present: Rich Featherstone, Richard Hawkes, Bud Jenssen, Anne Montgomery, Woody Neiman, Dick Norris and Mel Rasmussen
Also present: General Manager Steve Nolan
President Richard Hawkes called the meeting to order at 3:00 p.m. He stated that the meeting is being recorded for accuracy of the minutes.
Secretary Mel Rasmussen announced that he would be dedicating today’s Pledge of Allegiance to Joe Hillebrand who was scheduled to do so at the November 24, 2015 Board meeting. It was explained Mike Schaffer led the Pledge that day due to Mr. Hillebrand’s ill health and Joe passed away that evening. Mr. Rasmussen gave a short information account of Mr. Hillebrand’s military service and then led the Pledge of Allegiance in memory of Lt. Joe Hillebrand. Mr. Rasmussen was thanked for leading on behalf of Mr. Hillebrand.
Woody Neiman made a motion, seconded by Bud Jenssen, to approve the November 24, 2015 Board meeting minutes.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
PRESIDENT’S MESSAGE:
President Richard Hawkes announced that there were two Executive Board meetings in the month of December. He acknowledged and congratulated the following employees: Co- Employees of The Year: Cottonwood Chef Zak Carson and CWPV Pool Technician Jon Gunn; Mark Leibfried who just received his Class A Pro status card and was promoted to Cottonwood Head Pro and Desmond Dakin who was promoted to Director of Golf Operations.
TREASURER’S REPORT:
Treasurer Woody Neiman presented the November 30, 2015 Financial Summary. A detailed report will be available for viewing in Homeowner Services.
Mr. Neiman thanked patrons for their support of our facilities.
The floor was opened to Board and homeowner comments – no comments.
Rich Featherstone made a motion, seconded by Bud Jenssen, to approve the November 30, 2015 pre-audited Financial Report. Motion carried unanimously.
COMMITTEE REPORTS:
Architectural Compliance Committee: The report was given of its meetings held on December 1 and 15. They had 77 permit applications approved, one denied. Their next meeting is January 5 in the A-7 Paint Room.
They have two recommendations for Board approval on today’s agenda: changes to BP 9-07 Perimeter Fences – Painting, Structural and Landscape Maintenance referenced on today’s agenda under Old Business and changes to ACC Guideline No. 32 – Walls (Masonry) Fences referenced under First Readings. A brief explanation was given regarding the proposed changes. The committee had no recommendations for management.
Audit and Finance Committee: The report was given of its meeting on December 9.
Among the topics discussed were review of the monthly financials; several reports requested to be available to the committee; finalization of the 2016 action plan. The next meeting is January 13 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 December 7. Among the topics discussed were the standard reports from committee member, including 2,634 email subscribers reported; updating of the CWPV website home page; 79 YTD Ambassador tours; the 2016 goals submitted to the Board of Directors and the roster of communications representatives to the other HOA committees. The next meeting is January 4 at 8:30 a.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.
Election Committee: Gay Zawatski gave the report on behalf of Jerry House who was out of town. The report was given of its meeting on December 2. Among the topics discussed were changes to BP 11-04 Candidate Application referenced on today’s agenda under New Business; and vote counting procedures. The next meeting is January 6 at 1:30 p.m. in the Ceramics Room.
The committee has three recommendations for the Board on today’s agenda:
1) the Timing Of Events for the Board Elections under Old Business; 2) changes to BP 11-04 Board Candidate Application under New Business, and 3) for the Board to accept the December 9, 2015 changes to the Vote Counting Procedures in First Readings. The committee has no recommendations 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 December 7. Among the topics discussed were replacement of the hand towel dispensers; replacement of the CW courtyard fountain. This committee is rescinding their recommendation indicated in their December minutes, regarding replacement of bushes until further notice. The next meeting is January 4 at 9:00 a.m. in the Paint Room.
The committee has no recommendations for the Board or 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 December 10. Among the topics discussed were various reports from management; various events; trivia being shared between CW and PV starting February 28; revenues being positive; 2016 objectives; tipping issues.
Everyone was wished a happy new year. The next meeting is January 7 at 9:00 a.m. in the Saguaro Room.
The committee has 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 its meeting on December 3. Among the topics discussed were the 2016 goals submitted to the Board of Directors. The next meeting is January 7 at 3:00 p.m. (note change in time), in the Ceramics Room.
The committee has 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 its meeting on December 7. Among the topics discussed were Pickleball continuing the present procedures for another year; the April 2 community walk which will be open to CWPV residents only for a $20 fee (includes a commemorative T-shirt) proceeds donated to CWPV Foundation; upcoming workshop for CWPV Foundation; sun shades for CW pool; results of the Christmas Golf Cart Parade and show; the upcoming events and the 2016 goals sent to BOD.
The next meeting is January 4 at 1:30 p.m. in the Phoenix Room.
The committee has no recommendations for the Board or management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
There were questions from the Board regarding sponsorship for the April 2 walk, which Linda Caton will look into; regarding the CWPV Foundation workshop – no date has been set.
Safety, Security and Access Committee: The report was given of its meeting on December 2. Among the topics discussed were 2016 goals accepted by the committee; evacuation procedures; patrol and garage sales; lighting concerns for San Tan Blvd. parkers at PV after dark.
The next meeting is January 6 at 10:00 a.m. in the Saguaro Room.
The committee has no recommendations for the Board or management.
Complete minutes of this committee’s meetings are available for viewing at Homeowner Services.
Health and Wellness Center Task Force: Anne Montgomery gave the report of its meeting on December 15. The meeting was primarily for Ken Eller to report on any zoning restrictions for parking. Mr. Eller reported that there is plenty of parking. There was discussion regarding size of building which TF members will reassess spaces for specific uses.
The committee has no recommendations for the Board.
Their next meeting is January 12 at 2:00 p.m. in the Saguaro Room.
PROJECT REPORTS:
CWPV sound/video system upgrades: Dick Norris reported that the review of the punch list continues and there is no date placed on completion at this time.
PV patio shade: Steve Nolan reported that this project is progressing well. He reminded everyone that this is a custom shade and at this point looking at end of March for completion.
MANAGEMENT REPORT: Steve Nolan wished everyone a happy New Year and gave the management report for December.
DIRECTORS COMMENTS:
Bud Jenssen: Happy New Year; congratulations to Zak, Jon, Mark and Desmond; thank you to Leigh for getting the sound for horse races.
Mel Rasmussen, Dick Norris, Woody Neiman and Anne Montgomery emulated the comments made by Bud Jenssen.
Rich Featherstone: Thanked Mike Reinhart and crew for their efforts in saving plants during the cold weather; reminded everyone to get tickets for the March 6 Crystal Awards where two of our CWPV homeowners are being honored, Kathy Skrei and Dotti Breyen.
CAPITAL RESERVE REPLACEMENT FUND REQUESTS:
Note: WIN Reserve numbers will no longer be shown on the agenda since these are no longer used. The estimated cost will be shown.
Richard Hawkes explained the Capital Reserve Replacement Fund request, Item A.
Bud Jenssen made a motion, seconded by Woody Neiman, to approve the low bid of $7,400 from Alpine Air for the replacement of an air conditioner for the Cottonwood Ballroom.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Richard Hawkes explained Capital Reserve Replacement Fund request, Item B.
Dick Norris made a motion, seconded by Mel Rasmussen, to approve the low bid of $7,400 from Alpine Air for the replacement of an air conditioner for the A-8 Ceramics Room.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Richard Hawkes explained Capital Reserve Replacement Fund request, Item C.
Anne Montgomery made a motion, seconded by Dick Norris, to approve the sole source bid from Gold Canyon Pipeline for $4,340 for emergency irrigation repair to mainline at the pump house between Cottonwood Hole Nos. 4 and 5.
The floor was opened to Board homeowner comments – no comments. Motion carried unanimously.
Richard Hawkes explained Capital Reserve Replacement Fund request, Item D.
Rich Featherstone made a motion, seconded by Anne Montgomery, to approve the low bid of $10,718.15 from A-1 Golf Carts to replace the range cart and golf ball picker for CW driving range.
The floor was opened to Board and homeowner comments – there was a comment from the Board regarding the reserve study. Motion carried unanimously.
PV GATE RESERVE FUND:
None
CAPITAL IMPROVEMENT FUND REQUESTS:
Richard Hawkes explained the Capital Improvement Fund request, Item A.
Woody Neiman made a motion, seconded by Dick Norris, to approve the installation of plants and trees on Eastside Drive along Arizona Avenue, for the low bid from A&P Nurseries for $13,648.90, plus a 15 percent contingency, for a total cost of $15,696.24.
Richard Hawkes explained that this expense will be funded in the 2016 budget.
The floor was opened to Board and homeowner comments – there was a question from the Board and it was clarified that this request is not the same one that Facilities and Grounds committee rescinded from their recommendations. The request is for Robson Blvd. Motion carried unanimously.
VOLUNTARY CONTRIBUTION FUND:
None
OLD BUSINESS:
Richard Hawkes explained Old Business Item A.
Woody Neiman made a motion, seconded by Anne Montgomery, to adopt the 2016 annual Board Election Timing of Events as presented by the Election Committee.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
Richard Hawkes explained Old Business Item B.
Bud Jenssen made a motion, seconded by Anne Montgomery, to approve changes to BP. 9-07 Perimeter Fences – Painting, Structural and Landscape Maintenance.
The floor was opened to Board and homeowner comments – Steve Nolan explained the policy needed clarification. Motion carried unanimously.
NEW BUSINESS:
Richard Hawkes explained New Business Item A.
Dick Norris made a motion, seconded by Mel Rasmussen, to approve purchase and installation of lighting for specified parking lot and pedestrian walk area around Cottonwood CC sole source bid by B&G Electric for $9,480 plus a 15 percent contingency, for a total cost of $10,902.
The floor was opened to Board and homeowner comments – comments were made by Jim Miller stating our insurance carrier lighting study reported that other than the specified areas and the walkway along the tennis courts we have very good parking lot lighting. Steve Nolan added that the lighting study from the insurance carrier is very significant. There was discussion regarding lighting at the north entrance of the PV parking lot which Mr. Miller is looking into. There was discussion regarding that the lighting will not be LED, which is not recommended for parking lots. Motion carried unanimously.
Richard Hawkes explained New Business Item B.
Anne Montgomery made a motion, seconded by Woody Neiman, to approve changes to BP 11-04 Board Candidate Application, as submitted by the Election Committee.
The floor was opened to Board and homeowner comments – no comments. Motion carried unanimously.
FIRST READINGS:
The following were voted on and approved to go into First Readings for the month of January.
Accept the December 9,, 2015 changes to the Vote Counting Procedures as submitted by the Election Committee.
Approve changes to BP. 9-11 Solicitation.
Approve changes to ACC Guideline #32-Walls (Masonry) Fences.
An update was given on the status of the Administration Building flagpoles. Mike Reinhart reported that they have been ordered, are in and will be started next week.
Dick Norris reported that he received information from Representative Barney’s office regarding the cart path study to cross from here to the medical complex, which was determined that the infrastructure was quite costly. A meeting regarding the continuation of this project will be held this year and a date will be announced. There was discussion regarding this cart path.
HOMEOWNER COMMENTS:
A concern regarding lighting being installed by the walkway obstructing the night vision of Pickleball players.
A suggestion that the Board of Directors sign up to receive e-mails from Mr. Barney’s office to get updates.
Question regarding Meet the Candidates Night.
Comment regarding reserve study documentation.
A question regarding a workshop to go over reserve study.
Question regarding Reserve study meeting not open to homeowners.
The meeting adjourned at 3:59 p.m.
President’s message
Greetings to all,
It’s hard to believe 2016 is upon us. Your HOA continues to move our community forward in ways that improve the lifestyle of our current homeowners while also focusing on the future. It is a balancing act that your management and Board always considers when planning for improvements and upgrades to our community. Our outstanding management team spends a great deal of time reviewing, analyzing and suggesting plans for the benefit of our homeowners. Your Board of Directors receive a great deal of input and research before voting on any project. The driving force behind any facility improvement is always to answer the question, “Is this project in the best interest of our homeowners?”
To illustrate this point, I want to talk about the current efforts to analyze the potential for meeting the current and future health and wellness needs of our community. The Health and Wellness Center Task Force, made up of management members, Board members and our homeowners, has been collecting data concerning the need for an improved Fitness Center for approximately a year and a half. The Board gave a simple charge to this group: “Look into how our fitness facility can become co-ed; look at what options we might have with a larger facility; and what an aesthetically pleasing facility would look like.” The group researched what other adult communities are doing. They looked into the trends that are happening in adult health and wellness. They visited a number of adult HOAs to see and touch the facilities of other communities. The expenditures of HOA funds have been limited to survey expenses and the cost of an architectural consultant to date. The HWCTF has had open meetings where homeowners shared their ideas concerning the project.
The HWCTF was asked by the Board to turn their work into a vision that can be carried to the homeowners. The purpose is to have the homeowners review the suggestions and respond with a vote to determine if this effort should continue. No specific plan will be made until the homeowner vote. No additional money will be expended without homeowner approval. The Board is hoping to bring the facility option(s) to a vote this March, 2016. The results of this vote will show if a new health and wellness facility is to move to the next stage. Nothing will happen without homeowner approval.
The efforts that go into the planning and development of a project this size has many parts. The biggest part is the most important – homeowner approval! Please watch for additional articles concerning this potential project.
Upcoming events
All tickets for Cottonwood Palo Verde shows and events can be purchased at our Homeowner Services location.
LADIES COFFEE
It’s time for our fun and informative Ladies Coffees to start up again. The coffees are the first Wednesdays 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. Tickets are sold at the door. We also have great give-a-ways. February’s Coffee includes a What Women Want Fashion Show with our beautiful ladies and clothes from our golf shops modeled by our very own Sun Lakes firemen! Our Ladies Coffee is opened for all Sun Lakers and guests.
Upcoming dates are February 3, March 2 and April 6
TAD CONCERT TICKETS
There are only 3:00 p.m. show tickets left for the February and March TAD concert. Shows include tribute bands for the Bee Gees (Wednesday, February 3), Reba McEntyre (Tuesday, February 18), the Eagles (Wednesday, March 2) and George Strait (Wednesday, March 23). Tickets are all $20
FIRST ANNUAL “FUN WALK”
On Saturday, April 2 the Cottonwood Palo Verde Recreation Department and Committee will be hosting a Fun Walk (around CW’s five lakes area). This event will be sponsored by the CWPV Foundation and is opened to all Sun Lakers. It will start on the greenbelt across from CW Tennis Courts at 9:00 a.m. T-shirts and goody bags will be given to each walker. The cost is $20 with all proceeds going to the CWPV Foundation (make checks payable to CWPV Foundation). Registration forms can be picked up at Cottonwood’s Homeowner Services. Deadline to submit your form is Friday, February 26. We’ll need that information to order the T-Shirts. All walkers will meet the Friday before the walk, April 1 anytime between the hours of 9”00 a.m.-noon in Cottonwood’s Phoenix Room (A-8) to receive their T-Shirt and further information. In case of a rain out, the walk will be scheduled for the following Saturday, April 9. This is your foundation and it needs your support. All donations are tax-deductible. Please join us for a fun day of walking, bands, special guests, friends and neighbors.
VALENTINE’S DINNER DANCE AT COTTONWOOD
I Love You Day is just around the corner. Mark your calendars now for a beautiful dinner/dance in the San Tan Ballroom on Sunday, February 14. D.J. Jamal will be the entertainment for the evening. Doors open at 5:30 p.m., dinner served at 6:30 p.m. and entertainment runs from 6:30-9:30 p.m. Tickets go on sale Wednesday, January 13.
VALENTINE’S DINNER AT PALO VERDE
On Saturday, February 13 Palo Verde will host a beautiful served dinner from 4:30-8:00 p.m. Among the wonderful appetizer, salad and intermezzo the entree for the evening will be beef tenderloin (served at medium temperature), 5 oz. cold water lobster tail, scallion mashed, garlic sautéed spinach and for dessert you’ll enjoy red velvet cheesecake with a decadent strawberry cream cheese mousse. For reservations call 480-895-1981.
IMPERSONATORS 2016 SHOW – OH CANADA
On Wednesday, March 15 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 are Dee Hollevoet, Wanda Johnson, Judy Latronico, Bernie Kowalski, Zach Whaley and Billie Jablonski. All six dancers will dance both Friday and Saturday with a different winner for each night.
CHORDAIRES SHOW
Tickets are on sale now for the Saturday, March 12 Chordaire show. There will be a choice of a 3:00 p.m. or a 7:00 p.m. show. Tickets are only $15. This year’s theme is Broadway, Our Way. Please make the time to support this beautiful and talented group of ladies, all of which are Sun Lakers.
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 (A-9) from 8:00 a.m.-noon on Wednesdays. All Sun Lakers are invited. No appointment needed. The doctor will see you on a first come basis. Dates are February 10, March 16 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: February 17, March 16, April 20, May 18, June 15, July 20, August 17, September 21, October 19, November 16 and December 21. 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 IN COTTONWOOD
Every Friday, 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 Vacation 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.
2016:
February 2 – Dolly Steamboat
February 9 – Rockin’ 9 Mystery Tour and Lunch
February 9-11 – Rocky Point Three Day Getaway
February 12 – Wild West Saloon Crawl
February 26-2/29 – San Diego Deluxe
March 1-4 – Death Valley
March 2-9 – Copper Canyon Mexico
March 19-23 – California Coast
March 19-26 – Princes Cruise California Costal