COTTONWOOD PALO VERDE AT SUN LAKES BOARD OF DIRECTORS MEETING MINUTES April 30, 2008

Transcription

1 COTTONWOOD PALO VERDE AT SUN LAKES BOARD OF DIRECTORS MEETING MINUTES April 30, 2008 Directors present: Nancy Pannebecker, Rich Featherstone, Richard Hawkes, Janet Quade and Robert Spruiell Also present: Michael Gum, General Manager President Nancy Pannebecker called the meeting to order at 3:04 p.m. in the San Tan Ballroom. Richard Hawkes made a motion, seconded by Janet Quade, that the minutes of the March 26, 2008 Board Meeting be approved. Motion carried. Janet Quade made a motion, seconded by Richard Hawkes, that the minutes of the March 26, 2008 Annual Meeting of the Members be approved. Motion carried. Bob Spruiell made a motion, seconded by Janet Quade, that the minutes of the April 22, 2008 Board Meeting be approved. This Board meeting was called to approve the contract for Architect, Aar/Thompson for the Clubhouse Renovation Project. Motion carried. PRESIDENT S MESSAGE Nancy Pannebecker announced that Facilities and Grounds Manager, Bill Todd has resigned his position with the Association. He is leaving to spend the remainder of his career at Ocotillo Golf Course, where he originally came from. She assured the members that management is presently conducting a search to find his replacement. TREASURER'S REPORT Rich Featherstone gave the March 2008 un-audited financial report which is available in the Resource Center. Bob Spruiell made a motion, seconded by, Janet Quade, that the March financial statements be accepted as presented. Motion carried. 1

2 COMMITTEE REPORTS: Architectural Compliance Committee: Don Taisey reported on their meeting of April 3 and 17, Next meeting is scheduled for May 1, ACC processed 104 permits for the month. This committee has no recommendations for the Board. Audit & Finance Committee: Dan Morson reported on their meeting of April 8, At that meeting the committee reviewed the financial statements. Next meeting is scheduled for May 6, 1:00 pm, A6. On the agenda will be discussion of the percentages that will be added to the Reserves.This committee has no recommendations for the Board. Communications Committee: Julie Mooney reported on their meeting of April 2, She reported that at the Board Agenda Planning Meeting on April 22, 2008 she introduced Barbara Carr, President of the Forum, who made a presentation and thanked the Fogel s for producing the Saguaro signs. The Forum donated the money for the saguaros which are now posted in front of the Resource Center in Cottonwood and at the Palo Verde Clubhouse. The signs are intended as a visual update of the progress of money collected for the Clubhouse Renovations. Members of the Communications Committee will be working with the Clubhouse Renovations Oversight Team to keep the community informed of the progress of the project. Next meeting is scheduled for May 7, This committee has no recommendations for the Board. Election Committee: Jerry House reported on their meeting of April 3, The committee is currently working on Board Policies regarding Elections and Voting. Next meeting is scheduled for May 1, This committee has no recommendations for the Board. Facilities & Grounds Committee: Woody Neiman reported on their meeting of April 1, The committee is currently working primarily on the 5-Year Plan. It was asked that the suggestion form for the 5-Year Plan, which is currently in the Resource Center be also placed on the Association website. Next meeting is scheduled for May 6, This committee has no recommendations for the Board. 2

3 At this time Nancy Pannebecker announced that Governor Janet Napolitano will be speaking on Tuesday, May 6 at 10:45-11:45 in the San Tan Ballroom. This event is open to all in our community. Food & Beverage Committee: Bob Carlson reported on their meeting of April 3, Comment Card drawing winner was Al Anderson. Next meeting is scheduled for May 1, This committee has one recommendation for the Board to approve the closing of Palo Verde Monday-Tuesday during the months of Jun/July/August, 2008 which is on the agenda today. Golf Committee: Barry Mostovoy reported on their meeting of April 3, Next meeting is scheduled for May 1, 2008 with a time change to 1:00 p.m. This committee has two recommendations for the Board: approval for the Cottonwood Ladies Team to use Monday, April 6, 2009 afternoon shotgun for tournament play (80 players) and approval for the placement of a plaque for John Anderson in the planter at Palo Verde, hole #8. Both of these recommendations are on the agenda today. It was asked that management put something in The Flyer to have homeowners contact the pro shops if they see any misuse of the courses. Recreation Committee: Al Wagner reported on their meeting of April 7, Next meeting is scheduled for May 5, This committee has one recommendation for the Board to approve the resurfacing of tennis courts #3 and #4, which is on the agenda today. Safety, Security & Access Committee: Dick McCormick reported on their meeting of April 2, The committee also met with the PV Road Commission regarding the number of street signs that will be erected. He reported that Management will be conducting training on May 13 th for the bar and wait staff regarding the service of liquor to patrons. Next meeting is scheduled for May 6, This committee has one recommendation for the Board under Old Business, to approve the amendment of 6-01 Homeowners Code of Conduct. This recommendation is on the agenda today. By-Law Task Force: Jerry House reported on behalf of the By-Law Task Force. This Task Force has two recommendations for the Board. The first is to approve that the changes to the By-Laws be split into two packages, dividing the financial issues from the general wording corrections and number of Board members. The second recommendation is to have the first vote (general wording corrections & number of Board members) held in November 2008 and the second vote (financial) within a year of the first. The Task Force would like to schedule a workshop for the first vote for October, Cottonwood Maintenance Facility Upgrade: Bob Spruiell reported that the Contractor & team met last week. We now have the dust permit. Any block walls had to be checked for asbestos, and none was detected. The Contractor will Mike Gum their progress on a weekly basis. Bob Spruiell encouraged homeowners to allow the Contractor and his team to do their job. Facilities Upgrade: Bob Spruiell reported that the contract for the Architect was signed at the Board Meeting on April 22. The Architect is moving forward and was on the property Monday night to view activity at the CW clubhouse. They will be meeting soon with the Clubhouse Renovations Oversight Team. MANAGEMENT REPORT Michael Gum reported on the various projects in the community. The Contractor began the demolition of the CW Maintenance Facility, which involved the transfer of the computer network that controls the Association s irrigation system. The Architect for the Clubhouse Renovations has signed the contract and is busy working out the details. Palo Verde clubhouse roof was repaired. The courtyard project is in process with the replacement of electrical and irrigation lines and the removal of the Oleander trees. This week the Michigan pool is closed down for acid washing and repainting of the cool decking. We are already working on the 2009 budget. Pima Utility lost its pump station #3, so homeowners in Palo Verde 3

4 may have very little water pressure for a few days. In addition, there is work being done to the fire plug in front of Palo Verde, which is cutting off the water in the shower & drinking fountain. We are now finished scanning Unit 15 of the homeowner files. Michael introduced Gary Weisskopf, the new Food & Beverage Manager and welcomed him to the team. He reminded homeowners to keep informed of the continual changes in our Association by reading The Flyer. Finally, he explained the subservice garbage pit project at Palo Verde maintenance yard. DIRECTORS COMMENTS: Bob Spruiell: Reminded homeowners the Palo Verde Road Commission is looking for volunteers. Information is in The Flyer Janet Quade: Thanked homeowners for putting on the party for the Grounds Crew. HOMEOWNER COMMENTS: None CAPITAL RESERVE REPLACEMENT FUND REQUESTS: Richard Hawkes made a motion, seconded by Janet Quade, to approve the installation of Nova Pro-Bounce to Cottonwood tennis courts #3 and #4, Vendor: General Acrylics, Cost: $67, plus 10% contingency, Reserve Number: Motion Carried. Richard Hawkes made a motion, seconded by Rich Featherstone, to approve purchase of Golf Course Smithco Super Star San Rake/Cultivator, Vendor: Golf Ventures West, Cost: $11, plus tax, Reserve Number: Motion Carried PV GATE RESERVE FUND: None CAPITAL IMPROVEMENT FUND REQUESTS: None OLD BUSINESS: Janet Quade made a motion, seconded by Richard Hawkes to approve recommendation from the Safety, Security and Access Committee to amend 6-01 Homeowners Code of Conduct in section IV, paragraph 1 and the addition of rule #13. After much discussion, two Board members voted in favor, 2 opposed, President Nancy Pannebecker as is the protocol in a split decision, voted in favor of the recommendation. Motion Carried. NEW BUSINESS: Bob Spruiell made a motion, seconded by Janet Quade, to approve recommendation from the Golf Committee for the Cottonwood Ladies Team to use Monday, April 6, 2009 afternoon shotgun for tournament play (80 players). Motion Carried Richard Hawkes made a motion, seconded by Janet Quade, to approve recommendation from the Golf Committee for the placement of a plaque for John Anderson in the planter at Palo Verde, hole #8. There was much discussion. It was pointed out by Richard Hawkes that the plaque is not being paid for by the Association. It was also stated that this is a special situation and will not set a precedent for future plaque placement. Motion Carried Richard Hawkes made a motion, seconded by Janet Quade to turn over to Management and the Food & Beverage Committee, the recommendation to alter the summer hours for the Palo Verde Restaurant during the months of June/July/August, This would be a Management and Food & Beverage Committee decision. Motion Carried. 4

5 FIRST READINGS Approve addition of new Board Policy BP 9-10 for Holiday Decoration Guidelines will stay in First Readings. Approve recommendation from the Bylaw Task Force to split the current changes into 2 packages dividing the financial issues from the corrections and size of Board will stay in First Readings. Approve recommendations from the Bylaws Task Force that the first vote on the Bylaws be held in November 2008 and the second vote within a year of the first vote. The Task Force recommends a Workshop to finalize the wording of the first vote be held in this October. This will stay in First Readings. The meeting adjourned at 4:04 p.m. Respectfully submitted, Richard Hawkes, Secretary 5