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HomeMy WebLinkAboutAGENDApacket__06-04-24_1007_606       NOTICE OF MEETING REGULAR MEETING COTTONWOODS MAINTENANCE DISTRICT   Board Chairman Ginny Dickey Board Vice Chairman Brenda J. Kalivianakis Board Member Peggy McMahon Board Member Hannah Toth Board Member Gerry Friedel Board Member Sharron Grzybowski Board Member Allen Skillicorn   TIME:5:20 P.M. REGULAR MEETING WHEN:TUESDAY, MAY 7, 2024 WHERE:FOUNTAIN HILLS COUNCIL CHAMBERS 16705 E. AVENUE OF THE FOUNTAINS, FOUNTAIN HILLS, AZ   Members of the Cottonwood Maintenance District will attend either in person or by telephone conference call; a quorum of the Towns' various Commission, Committee, or Board members may be in attendance at this meeting. Notice is hereby given that pursuant to A.R.S. §1-602.A.9, subject to certain specified statutory exceptions, parents have a right to consent before the State or any of its political subdivisions make a video or audio recording of a minor child. Meetings are audio and/or video recorded and, as a result, proceedings in which children are present may be subject to such recording. Parents, in order to exercise their rights, may either file written consent with the Town Clerk to such recordings, or take personal action to ensure that their child or children are not present when a recording may be made. If a child is present at the time a recording is made, the Town will assume that the rights afforded to parents pursuant to A.R.S. §1-602.A.9 have been waived.   Request to Comment    The Public is welcome to participate in meetings. TO SPEAK TO AN AGENDA ITEM, please complete a Request to Comment card, located in the back of the Council Chambers, and hand it to the Town Clerk prior to discussion of that item. If possible, include the agenda item on which you wish to comment. Speakers will be allowed three contiguous minutes to address the Board. Verbal comments should be directed through the Presiding Officer and not to individual board members. TO COMMENT ON AN AGENDA ITEM IN WRITING ONLY, please complete a Request to Comment card, indicating it is a written comment, and check the box on whether you are FOR or AGAINST an agenda item, and hand it to the Town Clerk prior to discussion, if possible.  TO COMMENT IN WRITING ONLINE: Please feel free to provide your comments by visiting https://www.fountainhillsaz.gov/public comment and SUBMIT a Public Comment Card by 3:00 p.m. on the day of the meeting. These comments will be shared with the Board.          1.CALL TO ORDER      2.ROLL CALL      3.CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes for the Cottonwood Maintenance District Regular Meeting of May 7, 2024.   4.PUBLIC HEARING, CONSIDERATION AND POSSIBLE ADOPTION:  Resolution CMD 2024-02, approving the Final Budget for the Cottonwoods Maintenance District for the fiscal year beginning July 1, 2024 and ending June 30, 2025.   5.ADJOURNMENT        CERTIFICATE OF POSTING OF NOTICE The undersigned hereby certifies that a copy of the foregoing notice was duly posted in accordance with the statement filed by the Cottonwood Maintenance District with the Town Clerk. Dated this ______ day of ____________________, 2024. _____________________________________________  Linda G. Mendenhall, MMC, District Clerk   The Town of Fountain Hills endeavors to make all public meetings accessible to persons with disabilities. Please call 480-816-5199 (voice) or 1-800-367-8939 (TDD) 48 hours prior to the meeting to request a reasonable accommodation to participate in the meeting or to obtain agenda information in large print format. Supporting documentation and staff reports furnished the Council with this agenda are available for review in the Clerk's Office. On the day of the Council Meeting, the Council Chamber doors open at 5:15 p.m. for public seating. ITEM 3. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 06/04/2024 Meeting Type: Cottonwoods Maintenance District Agenda Type:                   Submitting Department: Administration Prepared by: Linda Mendenhall, Town Clerk Request to Cottonwoods Maintenance District (Agenda Language):  CONSIDERATION AND POSSIBLE ACTION: Approval of the minutes for the Cottonwood Maintenance District Regular Meeting of May 7, 2024. Staff Summary (Background) The intent of approving meeting minutes is to ensure an accurate account of the discussion and action that took place at the meeting for archival purposes. Approved minutes are placed on the town's website and maintained as permanent records in compliance with state law. Related Ordinance, Policy or Guiding Principle N/A Risk Analysis N/A Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approving the minutes of the Cottonwood Maintenance District Meeting of May 7, 2024. SUGGESTED MOTION MOVE to approve the minutes of the Cottonwood Maintenance District Meeting of May 7, 2024, as presented. Attachments Verbatim Transcript  MINUTES OF THE REGULAR MEETING OF THE COTTONWOOD MAINTENANCE DISTRICT MAY 7, 2024 A Regular Meeting of the Cottonwood Maintenance District Board was convened at 16705 E. Avenue of the Fountains in open and public session at 5:20 p.m. Members Present: Board Chairman Ginny Dickey: Board Vice Chairman Brenda J. Kalivianakis; Board Member Gerry Friedel; Board Member Peggy McMahon; Board Member Sharron Grzybowski; Board Member Hannah Toth; Board Member Allen Skillicorn Staff Present: District Manager Rachael Goodwin; District Attorney Aaron D. Arnson; District Clerk Linda Mendenhall Audience: Approximately forty-six members of the public were present. TOWN OF FOUNTAIN HILLS MAY 7, 2024 COTTONWOODS MAINTENANCE DISTRICT MEETING MINUTES Page 1 of 6 Post-Production File Town of Fountain Hills Cottonwoods Maintenance District Meeting Minutes May 7, 2024 Transcription Provided By: eScribers, LLC * * * * * Transcription is provided in order to facilitate communication accessibility and may not be a totally verbatim record of the proceedings. * * * * * TOWN OF FOUNTAIN HILLS MAY 7, 2024 COTTONWOODS MAINTENANCE DISTRICT MEETING MINUTES Page 2 of 6 CHAIR DICKEY: Good evening, everyone. We're starting a little early because we have a couple of meetings before our actual meeting starts. So this is our Cottonwoods Maintenance District meeting. We do these at the end of the fiscal year. Let us please start with the roll call. MENDENHALL: Okay. Board Chairman Dickey? CHAIR DICKEY: Here. MENDENHALL: Board Vice Chairman Kalivianakis? KALIVIANAKIS: Here. MENDENHALL: Board Member Friedel? FRIEDEL: Present. MENDENHALL: Board Member McMahon? MCMAHON: Here. MENDENHALL: Board Member Grzybowski? GRZYBOWSKI: Present. MENDENHALL: Board Member Toth? TOTH: Present. MENDENHALL: Board Member Skillicorn? SKILLICORN: Here. CHAIR DICKEY: Thank you very much. So I think -- Rachael, who starts this off? GOODWIN: Good question. CHAIR DICKEY: Paul? SOLDINGER: I believe the first item on the agenda is the minutes from last year; is that correct? CHAIR DICKEY: Okay. I guess we can just do a motion to approve the minutes, then. GRZYBOWSKI: So moved. FRIEDEL: Second. CHAIR DICKEY: Thank you. Roll call, please. MENDENHALL: Board Member Toth? TOTH: Aye. TOWN OF FOUNTAIN HILLS MAY 7, 2024 COTTONWOODS MAINTENANCE DISTRICT MEETING MINUTES Page 3 of 6 MENDENHALL: Board Member Friedel? FRIEDEL: Aye. MENDENHALL: Board Member Skillicorn? SKILLICORN: Yes. MENDENHALL: Board Member Grzybowski? GRZYBOWSKI: Aye. MENDENHALL: Board Member Kalivianakis? KALIVIANAKIS: Aye. MENDENHALL: Board Vice -- oh, I just did that. Board Chairman Dickey? CHAIR DICKEY: I said aye too. MENDENHALL: Okay. Did you say aye? CHAIR DICKEY: Did you say -- MENDENHALL: Board Chair Dickey? CHAIR DICKEY: -- aye? Yes, thank you. So now we'll actually start with the presentation. Thank you. SOLDINGER: Great. Good evening, Chairman and Board. This is going to be a very brief presentation, as you can see. Tonight is the first of three meetings for the Cottonwoods Maintenance District, discussing the fiscal year '25 budget. Tonight is the District's fiscal year '25 tentative budget adoption for $14,181, which includes costs for the landscaping contract, which Justin will actually get into after this, $1,251 for admin costs, and $5,000 for contingency as needed for unforeseen circumstances next year. Tonight's resolution will direct staff to send out a public notice that will be mailed to residents and published in the Fountain Hills Times. Any questions? CHAIR DICKEY: Thank you. Any questions or do we have any comments cards on this? MENDENHALL: No, Mayor, we do not. CHAIR DICKEY: Thank you. So this first item, if there are no questions, can we get a motion? TOWN OF FOUNTAIN HILLS MAY 7, 2024 COTTONWOODS MAINTENANCE DISTRICT MEETING MINUTES Page 4 of 6 GRZYBOWSKI: Move to adopt resolution CMD 2024-01. MCMAHON: Second. CHAIR DICKEY: Thank you. Roll Call? MENDENHALL: Board Member Friedel? FRIEDEL: Aye. MENDENHALL: Board Member Skillicorn? SKILLICORN: Yes. MENDENHALL: Board Member Grzybowski? GRZYBOWSKI: Aye. MENDENHALL: Board Member McMahon? MCMAHON: Aye. MENDENHALL: Board Member Toth? TOTH: Aye. MENDENHALL: Board Vice Chair Kalivianakis? KALIVIANAKIS: Aye. MENDENHALL: Board Chairman Dickey? CHAIR DICKEY: Aye. Thank you. So next item is about landscaping. Is that Justin? WELDY: Madam Chair, Vice Chair, Board Members, we're here tonight to discuss an amendment to the landscape agreement. As just a brief reminder here, the landscape agreement and/or the Board's responsibilities include a small section of Saguaro north of Grande and Grande all the way to Del Cambre and a small section of Del Cambre up to Ashbrook Wash. There is also a responsibility for maintaining and making repairs and/or painting the wall, but tonight we're here to talk about an amendment for the landscape agreement. It should be noted that the vendor attempted to get an adjustment mid-year due to ever-increasing costs to provide the services, and it simply was not possible at that time because there was not an allowance in the contingency for that. While we do have TOWN OF FOUNTAIN HILLS MAY 7, 2024 COTTONWOODS MAINTENANCE DISTRICT MEETING MINUTES Page 5 of 6 contingency in there, it primarily addresses unforeseen issues like storm events that may or may not damage some things or if the wall or landscape is damaged as a result of an accident. As you can see in the staff report, there have been some past amendments. The first amendment was for a pretty substantial increase, the second amendment did not include any increase, and the one we're discussing tonight is approximately ten percent of the contract agreement. With that said, if you have any questions related to this amendment or the landscape, I'll do my best to answer to the best of my ability. CHAIR DICKEY: Thank you. Any questions or comments? No comments cards, right, Linda, I'm assuming. MENDENHALL: No comment cards. CHAIR DICKEY: Thank you. All right. Then could we get a motion to approve the third amendment? MCMAHON: So moved. FRIEDEL: Second. CHAIR DICKEY: Thank you. Roll call, please. MENDENHALL: Board Member Skillicorn? SKILLICORN: Yes. MENDENHALL: Board Member Grzybowski? GRZYBOWSKI: Aye. MENDENHALL: Board Member McMahon? MCMAHON: Aye. MENDENHALL: Board Member Toth? TOTH: Aye. MENDENHALL: Board Member Friedel? FRIEDEL: Aye. MENDENHALL: Board Vice Chair Kalivianakis? TOWN OF FOUNTAIN HILLS MAY 7, 2024 COTTONWOODS MAINTENANCE DISTRICT MEETING MINUTES Page 6 of 6 KALIVIANAKIS: Aye. MENDENHALL: Board Chairman Dickey? CHAIR DICKEY: Aye. Thank you. Thank you, Justin. WELDY: You're welcome. CHAIR DICKEY: All right. So we're adjourned with this one. Having no further business, Mayor Ginny Dickey adjourned the Regular Meeting of the Cottonwood Maintenance District held on May 7, 2024, at 5:25 p.m. TOWN OF FOUNTAIN HILLS _______________________ Ginny Dickey, Board Chairman ATTEST AND PREPARED BY: __________________________ Linda G. Mendenhall, District Clerk CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular Meeting held by the Cottonwood Maintenance District of Fountain Hills in the Town Hall Council Chambers on the 7th day of May 2024. I further certify that the meeting was duly called and that a quorum was present. DATED this 4th Day of June 2024. _____________________________ Linda G. Mendenhall, District Clerk ITEM 4. TOWN OF FOUNTAIN HILLS STAFF REPORT    Meeting Date: 06/04/2024 Meeting Type: Cottonwoods Maintenance District Agenda Type:                   Submitting Department: Administration Prepared by: Paul Soldinger, Chief Financial Officer Request to Cottonwoods Maintenance District (Agenda Language):  PUBLIC HEARING, CONSIDERATION AND POSSIBLE ADOPTION:  Resolution CMD 2024-02, approving the Final Budget for the Cottonwoods Maintenance District for the fiscal year beginning July 1, 2024 and ending June 30, 2025. Staff Summary (Background) The Tentative Budget for the Cottonwoods Maintenance District was approved by the Board of Directors on May 7, 2024. Approval of this Resolution will adopt the Final Budget of the District for the fiscal year beginning July 1, 2024 and ending June 30, 2025. Related Ordinance, Policy or Guiding Principle A.R.S. § 48-574 and § 48-575 Risk Analysis If the Resolution is not approved, the maintenance costs for the Cottonwoods Maintenance District will not be recovered for the fiscal year. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends approval of Resolution CMD 2024-02. SUGGESTED MOTION MOVE to adopt Resolution CMD 2024-02. Attachments RESCMD2024-02  RESOLUTION CMD 2024-02 A RESOLUTION OF THE BOARD OF THE COTTONWOODS MAINTENANCE DISTRICT, MARICOPA COUNTY, ARIZONA, APPROVING THE FINAL BUDGET OF THE DISTRICT FOR THE FISCAL YEAR BEGINNING JULY 1, 2024 AND ENDING JUNE 30, 2025 RECITALS: WHEREAS, the provisions of ARIZ. REV. STAT. §§ 48-574 and 48-575 allow for the assessment of maintenance charges upon the lots and parcels within an improvement district and for such assessments to be collected in the manner and by the officers provided by law for the collection and enforcement of general taxes; and WHEREAS, pursuant to ARIZ. REV. STAT. §§ 48-574(E) and 48-575(E), on May 7, 2024, the Board of Directors of the Cottonwoods Maintenance District (the “Board”) approved Resolution CMD 2024-01, which (i) adopted the statements and schedules attached as Exhibit A and incorporated herein by this reference as the tentative budget for the Cottonwoods Maintenance District, Maricopa County, Arizona, (the “District”) for the fiscal year 2024-25 and (ii) authorized and directed the District Clerk to cause to be (a) mailed to the governing body of the Town of Fountain Hills and all persons owning real property within the District and (b) published in a manner prescribed by law, a notice that the Board would meet on June 4, 2024, for the purpose of conducting a final hearing for District taxpayers on the statements and estimates of the District expenditures filed with the District Clerk; and WHEREAS, proper notice was given by (i) publication in the Fountain Hills Times on May 15, 2024, and May 22, 2024, and (ii) first class mail to all persons owning real property in the District on May 8, 2024; and WHEREAS, on June 4, 2024, the Board held a public hearing to allow taxpayers of the District to voice their comments in favor of or against any proposed expenditures and assessments; and WHEREAS, any person owning real property affected by the assessment who had any objection to the legality of the assessment or to any of the previous proceedings connected therewith was given the opportunity to appear before the Board at the hearing to present any further objections. ENACTMENTS: NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE COTTONWOODS MAINTENANCE DISTRICT, as follows: SECTION 1. The recitals above are hereby incorporated as if fully set forth herein. SECTION 2. The Board has heard all objections and has determined that (i) such objections do not provide a basis for a modification of the statements and schedules attached hereto as Exhibit A and (ii) any informalities or irregularities which may have occurred in the adoption process for the District budget have been properly remedied. RESOLUTION 2024-02 PAGE 2 SECTION 3. The statements and schedules attached hereto as Exhibit A and incorporated herein by this reference, are hereby approved for the purpose as hereinafter set forth as the final budget for the District for the fiscal year 2024-25. The statements and estimates of the operation and maintenance expenses of the District, the costs of capital improvements, and other expenditures for public infrastructure of the District are hereby filed with the District Clerk. SECTION 4. The District Chairperson, the District Clerk, and the District Counsel are hereby authorized and directed to take all steps necessary to carry out the purpose and intent of this Resolution. PASSED AND ADOPTED by the Board of Directors of the Cottonwoods Maintenance District, Maricopa County, Arizona, June 4, 2024. Ginny Dickey, District Chairperson ATTEST: Linda Mendenhall, District Clerk APPROVED AS TO FORM: Aaron D. Arnson, Pierce Coleman PLLC District Counsel EXHIBIT A TO RESOLUTION CMD 2024-02 [Final Budget] For the Fiscal Year Ended Revenues June 30, 2025 Tax Levy at $180.37 per property owner 10,461$ TOTAL 10,461$ Expenses Annual Landscape Maintenance Cost 7,930$ Annual Reserve for Exterior Wall Maintenance 1,280 Reserve Fund - Postage 50 Advertising 250 Administrative Fee (10%) 951 Contingency (from Reserve if needed) 3,720 TOTAL 14,181$ PROPOSED BUDGET FISCAL YEAR 2024-2025 COTTONWOODS MAINTENANCE DISTRICT