Sun Lakes – Cottonwood Palo Verde at Sun Lakes

Board of Director meeting minutes – April 27, 2016 (unapproved)

Directors present: Roger Beagle, Bill Greer, Bud Jenssen, Anne Montgomery, Woody Neiman, Dick Norris and Mel Rasmussen

Also present: General Manager Steve Nolan

President Dick Norris called the meeting to order at 3:00 p.m. He welcomed new Board members, Roger Beagle and Bill Greer, and returning member, Anne Montgomery. He asked that homeowners use the podium microphone due to current technical issues with the sound. He stated that the meeting is being recorded for accuracy of the minutes.

Secretary Anne Montgomery gave a short biography of Navy veteran and CWPV Board President Dick Norris. Mr. Norris then led the Pledge of Allegiance and was thanked for his military service.

Mel Rasmussen made a motion, seconded by Woody Neiman, to approve the March 30, 2016 Board meeting minutes.

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

Mel Rasmussen made a motion, seconded by Anne Montgomery, to approve the March 30, 2016 annual Board meeting minutes.

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

PRESIDENT’S MESSAGE:

President Dick Norris shared a list of the Board’s commitments to the homeowners which was part of the Board orientation held recently. He thanked the homeowners on behalf of all the Board for the opportunity to serve.

TREASURER’S REPORT:

Treasurer Woody Neiman presented the March 31, 2016 Financial Summary. A detailed report will be available for viewing in Homeowner Services.

Bud Jenssen made a motion, seconded by Anne Montgomery, to approve the March 31, 2016 pre-audited Financial Report. The floor was opened to Board and homeowner comments; no comments. Motion carried unanimously.

COMMITTEE REPORTS:

Architectural Compliance Committee: The report was given of its meetings held on April 5 and 19. The committee reported 123 permits approved. Next meeting is May 3 in the A-7 Paint Room.

The committee has no recommendations for the Board or for management.

Audit and Finance Committee: The report was given of its meeting held on April 13. Among the subjects discussed were review of financial, golf revenues and the 2016-2017 Capital Reserve plans; Long Range Planning Team process. Next meeting is May 11 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 held on April 4. Among the subjects discussed were website sign-up stats, 2660; 700 copies of The Flyer currently printed; updates to the website; committee member elections in the fall; nine Ambassador tours and eight tour referrals from Administration and the live demo of the public access section of the website due to launch this fall. Next meeting is May 2 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: Dick Norris was thanked for his military and community service. Gay Zawatski was thanked for taking over for Jerry House at the Agenda Planning meeting. The report was given of its meeting held on April 6. Among the subjects discussed were activities during vote counting. It was announced that this committee will not meet in June, July or August. Next meeting is May 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 meetings on April 4 and April 8. Among the subjects discussed were the appointment of Jeff Michelin as F and G Committee Chair; various projects; five lakes fountains; A-1 property, referred to Long Range Planning Team. April 8 meeting was interviewing of candidates for F and G Committee. Next meeting is May 4 at 8:30 a.m. in the Saguaro Room (day, time and location change).

The committee has one recommendation for the Board to approve the appointment of John Mitchell to F and G Committee. The committee has no recommendations for management.

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

Roger Beagle thanked Facilities and Grounds Committee for moving their meeting so he could attend.

Food and Beverage Committee: The report was given of its meeting on April 7. Among the subjects discussed were the sound system; results of events having already taken place; upcoming events; on-call staffing; 2016 comment cards recap. It was announced that this committee will not meet in June, July or August. Next meeting is May 5 at 9:00 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.

Golf Committee: The report was given of its meeting on April 7. Among the subjects discussed were upcoming work on the t-boxes, bridges, broom finish on the cart paths; the recent USGA report.

Next meeting is May 5, 2:00 PM, in the Ceramics Room.

They have no recommendations for the Board or management.

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

Recreation Committee: The report was given of its meeting on April 4. Among the subjects discussed were the Recreation Committee will continue meetings during summer; A-1 property; Pickleball computer sign-ups; Board approved club advertising in The Flyer; sports drink vending machines; the results of events having already taken place and the upcoming events. Next meeting is May 2 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: The report was given of its meeting held on April 6. Among the subjects discussed were resignation of a committee member and their search for a replacement; safety risk of falls; equipment to enhance balance and stability; disaster planning; speed bumps; the meeting held by County Supervisor Barney regarding the cart path study. It was announced that this committee will not meet in June, July or August. Next meeting is May 4 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 reported that HWCTF did not meet in March. Next meeting is scheduled for May 10 at 2:00 p.m. in the Saguaro Room with the primary purpose to interview candidates.

PROJECT REPORTS:

CW and PV sound/video system upgrades: Dick Norris reported that the sound system training is completed and they are awaiting the invoice.

Saguaro Room storage area: Steve Nolan reported that the doors are being installed now and completion should be soon.

MANAGEMENT REPORT:

Steve Nolan wished farewell and future success to CW F and B Manager Leigh Torres and introduced Danielle Ipe as the new CW F and B Manager and her assistant, Chris. Mr. Nolan then gave the Management Report.

DIRECTORS COMMENTS:

Bud Jenssen thanked Dick Norris for his military and CWPV community service; welcomed Danielle Ipe and assistant Chris; thanked Leigh Torres and extended his best wishes; thanked Jim Miller and staff.

Anne Montgomery agreed with Bud Jenssen’s comments.

Mel Rasmussen stated that he will miss Leigh; welcomed Danielle and assistant Chris; thanked Dick Norris for his service.

Woody Neiman agreed with prior comments; thank you Leigh and welcome Danielle and Chris; welcome to new Board members, Roger Beagle and Bill Greer.

Roger Beagle thanked Dick for his service; stated that he will miss Leigh; welcomed Danielle and assistant Chris; thanked the Sun Lakes Women’s Association for their donation to the golf cart; thanked the homeowners for voting for him. He asked that the following statement be put in the minutes: he promised in his campaign to do what is best for the homeowners association and will continue this through his term in office. He thanked the Board.

Bill Greer thanked Leigh for her efforts; welcomed Danielle and assistant Chris; thanked the homeowners for voting for him and expressed his appreciation of what the community has to offer; thanked Dick Norris and the Board and their efforts.

CAPITAL RESERVE REPLACEMENT FUND REQUESTS:

Dick Norris introduced Capital Reserve Request No. 11, Item A.

Anne Montgomery made a motion, seconded by Bud Jenssen, to approve vertical turbine pump repair for CW pump station, hole nos. 4 and 5, pump no. 2, for the sole source bid of $12,453 from Independent Pump.

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

Dick Norris introduced Capital Reserve Request No. 11, Item B.

Mel Rasmussen made a motion, seconded by Anne Montgomery, to approve the replacement of the 2003 EZ GO golf cart for Patrol, for the low bid of $10,228.50 from A-1 Golf Carts.

The floor was opened to Board and homeowner comments. Board member Woody Neiman commented regarding concerns – no further comments. Motion carried unanimously.

Dick Norris introduced Capital Reserve Request No. 11, Item C.

Bud Jenssen made a motion, seconded by Anne Montgomery, to approve the emergency replacement of a 10 open burner range for Palo Verde, for the low bid of $6,581.31 from Southwest Restaurant Supply.

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

Dick Norris introduced Capital Reserve Request No. 11, Item D.

Bud Jenssen made a motion, seconded by Anne Montgomery, to approve the repainting of the Cottonwood buildings per RFP by Ghaster Painting, for the bid of $254,450 plus a five percent contingency, for a total cost of $267,172.50.

The floor was opened to Board and homeowner comments. There were comments and questions from Board members, Roger Beagle and Woody Neiman, regarding the project contractor, timing and color scheme, which were answered by Facilities Manager Jim Miller. A homeowner asked a question regarding the painting of the Pickleball wall. No further comments. Motion carried unanimously.

Dick Norris introduced Capital Reserve Request No. 11, Item E.

He noted that this request is the stage no. 2 irrigation part of the Cottonwood driving range tee box leveling project (referenced on the agenda under Capital Improvement item No. 13.A).

Woody Neiman made a motion, seconded by Bill Greer, to approve the Irrigation stage no. 2 sole source bid from Horizon Irrigation for $8,020.93 plus a 10 percent contingency, for a total cost of $8,823.02.

The floor was opened to Board and homeowner comments. After much discussion by the Board, it was agreed that this motion would be approved contingent upon the vote result under Capital Improvement Item No. 13A. No further comments. Motion carried unanimously, contingent upon resulting vote under item No. 13A.

PV GATE RESERVE FUND:

None

CAPITAL IMPROVEMENT FUND REQUESTS:

Dick Norris introduced Capital Improvement Request No. 13, Item A.

It was noted that this project involves multiple vendors and some in-house labor.

Woody Neiman made a motion, seconded by Bud Jenssen, to approve the Cottonwood driving range tee box leveling project bids from FX Turf for $9,020, Evergreen Turf for $12,862.30 and the in-house labor cost of $1,200, for a combined cost of $23,082.30 plus a 10 percent contingency for a total cost of $25,390.53.

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

VOLUNTARY CONTRIBUTION FUND:

None

OLD BUSINESS:

Dick Norris introduced item No. 15 A under Old Business.

Anne Montgomery made a motion, seconded by Bud Jenssen, to approve changes to BP 10-03 Communications Committee Charter.

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

NEW BUSINESS:

Dick Norris introduced item Nos. 16A, 16B and 16C under New Business.

Bud Jenssen made a motion, seconded by Anne Montgomery, to approve the 2016-2017 Board Meeting Schedule.

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

Woody Neiman made a motion, seconded by Anne Montgomery, to approve the request from the Sun Lakes Rotary Club to use the San Tan Ballroom (room fee waived) for their annual Pancake Breakfast on November 6, 2016.

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

Mel Rasmussen made a motion, seconded by Anne Montgomery, to approve the appointment of John Mitchell to the Facilities and Grounds Committee.

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

FIRST READINGS:

Dick Norris introduced item Nos. 17A and 17B under First Readings.

Woody Neiman explained the changes to BP 4-03 Capital Reserve Replacement Fund and BP 4-09 Capital Improvement Fund.

Woody Neiman made a motion, seconded by Bud Jenssen, to place BP 4-03 Capital Reserve Replacement Fund and BP 4-09 Capital Improvement Fund into First Readings for the month of May.

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

HOMEOWNER COMMENTS:

Comment regarding Pickleball court at the A-1 property.

The meeting adjourned at 3:59 p.m.

Message from the President

Dick Norris

I’d like to share my thoughts on what this Board is committed to. The following came from our Board orientation work session held recently. It is how this Board will continue to function as we move forward in the coming year.

Our desire as a Board is:

To continue the open communication with our homeowners by listening to you.

To make sure that you have a voice during our meetings and have an opportunity to express yourselves prior to each vote as we go through the agenda.

To be responsive to your questions and concerns.

To research and get back to you if we don’t have an immediate answer to your question.

To respect you as we respect each other and our independent opinions. We would hope you will treat us with the same respect as we conduct the business of the association.

The Board supports the committee system which is critical to the success of our community. They are the eyes and ears of our community. They bring back information to their respective committees that may need to be addressed by the Board or management.

The association’s website, www.cottonwoodpaloverde.com, has everything a homeowner needs to stay informed such as Board meeting minutes and Board policies. The website is very easy to use. The Communications Committee also plays a huge role in achieving an effective information link to our residents.

Serving on the Board is not to be considered a seat of power, but rather a seat of service to you.

On behalf of the Board, we thank you for the opportunity to serve.

Upcoming events

All tickets for Cottonwood Palo Verde shows and events can be purchased at our Homeowner Services location.

TAD Concerts

Tickets are going fast! The tickets ($20) are on sale now at Cottonwood’s Homeowner Services. Doors open at 6:00 p.m. with a no-host bar. Shows will start at 7:00 p.m.

Wednesday, June 15 – ‘56 (the 1950s Rock and Roll Revue)

Wednesday, July 20 – Rod Stewart Tribute Concert

Wednesday, August 17 – Tribute to the British Girls (LuLu, Petula Clark and more

Wednesday, September 7 – Abba Fab: The premier ABBA Experience

Wednesday, October 12 – December ‘63 – Jersey Boys

Wednesday, November 16 – Motown

Wednesday, December 14 – Christmas Tribute (all new show)

‘56 Rock and Roll Tad Concert

Who doesn’t like the songs of the 1950s? Join us on Wednesday, June 15 in the San Tan Ballroom for a blowout night of nostalgic music. ‘56 brings back to life one of the purest forms of American Roots music and lay it down with style. Tickets are on sale for only $20. Doors open at 6:00 p.m. with a 7:00 p.m. show.

Rod Steward Tribute Concert – TAD

Gregory Wolfe’s act has been seen all over the globe from Singapore to South Carolina and from Bangkok to Berlin. This incredible evening will be packed with all of Rod Stewart’s hits and the show will live in your memory for a long time. Date is set for Wednesday, July 20 in the San Tan Ballroom. Doors opens at 6:00 p.m. with a no host bar with the show starting at 7:00 p.m. Tickets are $20.

DJ Jamal Summer Dances

Our $5 Saturday Night DJ dances are back again for the summer and tickets are sold at Homeowner Services. We are glad to have DJ Jamal with us again spinning a variety of songs for everyone. Doors open at 5:00 p.m. for food service (limited food menu) and a no host bar. You order your meal at the San Tan Ballroom Bar, giving them your table number. Your food will be delivered to you and removed when you’re finished. Dancing runs from 6:30-9:30 p.m. All Sun Lakers and guests are invited.

June 11, July 16, August 6, September 17 and October 8.

Kenny Hess

If you love to hear great country western songs by entertainers like: Merle Haggard, Vince Gill, Charlie Pride, Brooks and Dunn and many more, then you need to buy a ticket to hear the smooth, golden voice of the famous Kenny Hess. Kenny will be performing in the San Tan Ballroom on Saturday, September 3. The $15 tickets will go on sale, Tuesday, June 7 at Cottonwood’s Homeowner Services. Doors open at 6:00 p.m. with a no-host bar. Show starts at 7:00 p.m.

Impersonators 2017 Show

Tickets are on sale now for next year’s Impersonators Show titled Gone, But Not Forgotten. Featured impersonators will be Patsy Cline, Roy Orbison, Ricky Nelson and the Everly Brothers. Tickets are still available for the 3:00 pm show. Date is set for Monday, March 13, 2017. There will be a no host bar.

Lion City 2 – Ladies Fashions

Come see all the beautiful clothes, purses and jewelry for sale this summer in the A-9 Phoenix Room from 9:00 a.m.-3:00 p.m. on the following Thursdays:

June 2, July 7, August 4, September 1 and October 6.

Open House – Community Days

Mark your calendars for Saturday, October 8 for Cottonwood Palo Verde’s Open House/Community Days event in the San Tan Ballroom and the Saguaro Room. Come see all the events, clubs, organizations and classes that are available to all Sun Lakers.

Ladies Coffee

We had a really great season this year at the Ladies Coffees. The next one will be October 5 in the San Tan Ballroom starting at 10:30 a.m. Cost will be $3.

2016-2017 Schedule: October 5, November 2, December 7, January 4, February 1, March 1 and April 5.

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 needed; the doctor will see you on a first come basis. Dr. Joe will be attending on these dates: October 12, November 9 and December 14.

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-1:00 p.m. for both men and women (at this time) on the following Wednesdays: 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.

Healthwaves Lab Screenings and Testing

Healthwaves will be available for testing in the A-7 Painting Room from 8:00 a.m.-noon on the following Mondays: June 13 and July 11.

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 Saturday, June 11 in the A-6 Dance Room from 9:00 a.m.-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 (off for the summer) in Cottonwood

Beginning again in October, 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 pm.

Upcoming Traveling Tours through Free Spirit

To book any of these trips call Free Spirit Vacations 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.

June 9 – Arcosanti with Lunch in Cottonwood

June 18-26 – Alaska Inside Passage on Holland America

June 19-25 – Discover Glacier National Park

June 26-30 – Sierra Nevada Journey

July 26-29 – Pageant of the Master and Catalina

August 1-3 – Camp Free Sprit – Christopher Creek

August 2-3 – Standin’ on the Corner in Winslow AZ