REQUEST FOR MAIL BALLOT ELECTION 05-04-2015.PDF

Lori Medaris - COBX
From: Sunview Estates <sunview.estates@gmail.com >
Sent: Monday, May 04, 2015 3:54 AM
To: Lori Medaris - COBX
Cc: Michael Mulera; Rick Rosepiler
Subject: Sun View Estates 1 IWWD No. 55 - Request for Mail Ballot for fall election
Attachments: 20150502DraftMinutesIWWD.pdf; ATT00001.txt; 20150502DraftMinutesIWWD2of2.pdf
Importance: High
Hi Lori
By means of this email, the Sun View Estates I Irrigation Water Delivery District No. 55 requests the Maricopa County
Board of 5upervisor's approval to hold this fall's election for the Board of Trustees as a mail ballot only election pursuant
to ARS 16-558. This was voted on and unanimously approved at our May 2, 2015 meeting. I have attached the draft
meeting minutes to this email. (Sorry for the two attachments but I was having problems with my scanner)
The motions pertaining to the Mail Ballot election are on the bottom of page 4 and the top of page 5.
Thank you so much for your assistance. Please advise if there is anything else that you will need regarding this request.
Diane Dick
Secretary
Sun View Estates 1 Irrigation Water Delivery District No. 55
1

CALL OF ELECTION
OF
BOARD OF TRUSTEES
OF
Sun View Estates 1 Water Delivery District No. 55
NOTICE IS HEREBY GIVEN to the Maricopa County Board of Supervisors and
qualified electors of the above District that an election to fill three (3) vacancies on the
Board of Trustees created by the expiration of terms of Trustees will be held on the 28 th
day of November, 2015. This election will be conducted as a mail ballot election
pursuant to A.R.S. 16-225 and 16-558.
In order to vote in this election, a qualified elector must own real property located within
the District's taxable boundaries at least 90 days prior to the election.
Persons desiring to become candidates for positions may obtain nomination petitions
and nominating papers from:
5812 N. 10th Avenue, Phoenix, AZ. 85013
In order for a person's name to appear on the ballot, nomination petitions and
nomination papers must be received at the address below no earlier than July 21, 2015
and no later than October 9, 2015.
5812 N. 10th Avenue, Phoenix, AZ. 85013
Ballots will be sent out to all qualified electors no earlier than October 19, 2015 and no
later than November 3, 2015, pursuant to A.R.S. 16-558.01. PLEASE NOTE THAT
THIS WILL BE A MAIL BALLOT ELECTION.
The election is being held by Sun View Estates 1 Water Delivery District No. 55,
Sun View Estates 1 Water Delivery District No. 55
By:
Diane K. Dick, Secretary Michael Mulera - Board of Trustee

Sun View Estates I Irrigation Water Delivery District No. 55
Meeting Minutes
May 2, 2015 Starting at 9:00 AM
5920 N. 10th Avenue, Phoenix, AZ 85013
Meeting notices including the meeting time, place, and agenda were posted one week in advance
at three locations within the District emailed to property owners and on the District website:
www.sunviewestatesi.COM
Call to Order
The Sun View Estates I Irrigation Water Delivery District No 55 (District) meeting was called to
order by Diane Dick at 9:05 a.m. with .a quorum established with two of the three of the members of
the board of trustees present (Diane Dick and Michael Mulera. Absent - Rick Rosepiler.). The
meeting sign-in sheet and agenda were circulated and are attached.
Financial Update
Diane noted that the District has a current balance of $26,292.67
--. Recent expenditures on irrigation system repairs have totaled $4,275.51 (July 1, 2014 to
current.
Approval of Last Meeting's Minutes
Diane noted that the draft minutes from the August 9, 2014 meeting had been posted on the
website since the Monday following the meeting. The meeting minutes were summarized by
Diane. No changes were recommended. Mike motioned to accept the meeting minutes, Diane
seconded the motion and it carried unanimously.
Irrigation System Update
Diane relayed that the one potential repair was the replacement of an irrigation gate on Bethany
Home Rd between 10 th and 11 th Avenue. The estimated cost is $2,221.62. This would be a
shared expense with Sun View II Irrigation Water Delivery District No 54.

Board Elections
Diane provided some background that the District was only required to elect a secretary, which
was done and that is her. November 18, 2015 is the Board of Trustee's Election Day.
Discussion of Tax Rate for the Next Tax Year
The Tax Assessment Rate for the current tax year is $398.45 per acre/$132.82 per average one
third acre lot. The tax rate assessment for the coming tax year (starting on July 1, 2015) will be
submitted to the County. The tax assessment rate will be reviewed and potentially adjusted every
year. Diane explained the rate components. They are as follows:
Irrigation System Repairs
This component was set at $7,315.08 and was based on the average of the irrigation system repair
costs from 2007 to 2015. The most expensive year was 2007, in which the irrigation system repair
costs were about $12,000.
Administrative Costs
Administrative costs of $808.10 will include the required bond for each board member, an
administrative assistance if needed during the election, copying, mailing, printing and any other
miscellaneous costs including the cost of administering the election this fall.
Reserve
The reserve is setting aside money with the intent of building up a reserve to cover unanticipated
expenses in the future. Our targeted reserve is $30,000. This component is set at $1,010.12. It
is appropriate and prudent to have a considerable reserve considering the age of the District's
irrigation infrastructure. The reserve could be adjusted in future years.
System Rehabilitation Costs
Pro-active rehabilitation costs would cover the costs of replacing irrigation system components
before they are actually failing. This could include, for example, replacing sections of the concrete
pipe with PVC pipe. This estimate is $1,200.42.
Mary Jane Irwin asked the different between Rehabilitation costs and repairs. Michael explained
the difference related to system maintenance rather then emergent repairs.
Debt Service
If the expenses exceed the funds at any point in time, the District will have to borrow money. It is
hoped that this will not have to happen, but a line item for it will be included in the budget. No rate
component for debt service is included in this year's assessment.
15% for Delinquency
The County will increase the District's proposed assessment by 15 percent to cover tax
delinquencies. This is a statutory requirement. This is $1,550.06
Rosalie B. requested clarification on this 15% assessment. Why did the IWVVD have to be charged
a fee when someone else is delinquent in their payments. Diane relayed that she would find out
the answer.
2

In summary:
Summary of Tax Assessment
Component $
Repairs $ 7,315.08
Administrative 808.10
Reserve 1,010.12
System Rehabilitation 1,200.42
Debt Service 0.00
Total 10,333.72
Plus 15% for Delinquencies 1,550.06
Total Tax Assess. $11,883.78
It is noted that $132,82 per average 1/3 acre lot equates to $398.45 per acre.
Set Tax Assessment Rate
It was discussed that as the tax assessment rate has changed (decreased) since the District
started collecting it in 2012. It was proposed to keep the tax assessment rate the same as it had
been the previous year and there was general agreement to proceed with that proposal.
A motion was made by Diane to keep the tax assessment rate the same as for the previous
July 1, 2014-June 30, 2015 fiscal year $11,883.78, Tax assessment for July 1, 2015-June 30,
2016 is $11,883.78. Seconded by Michael, passes unanimously.
Sun View Estates I Irrigation Water Delivery District Elections
Diane relayed that 2015 lathe year to hold elections for the 2016-2018 terms. She has received
the official election schedule from Lori Medaris, who is the person in the Maricopa County Board of
Supervisors Office of the Clerk assigned to help the Special Districts.
The District is required to hold an election for the three Board of Trustees positions every two years
and that the second election will be this fall. The District must conduct the election using the
election procedures in the Arizona Revised Statutes. A handout was provided with the overview of
the election process. The basic process for a "Mail Ballot Only Election" is detailed in the Arizona
Revised Statutes and is as follows, although the dates are approximate:
• June 9, 2015 or before — Request approval of Mail Ballot from the County
• August 20,2015 — Last day to mail Call of Election. The Call of Election must contain:
1. The purpose of the election.
2. The date of holding the election.
3. The last date and place for filing nomination petitions, if applicable.
4. The last date to register to vote in the election.
5. The name of the election district conducting the election.
6. The proposed boundaries of the election district, if for establishment or annexation.
7. If the election is a special district mail ballot election, the date the mail ballots will be
mailed to qualified electors of the district.
3

• October 9, 2015 — Last day to accept write-in nomination papers from candidate
• Mid to Late October 2015 — Mail Notice of Election and Ballots. The Notice of Election,
for a mail ballot election, must contain:
1. The date of the election.
2. The date ballots will be mailed.
3. The deadline and location for return of the ballots.
4. The method for obtaining a replacement if a ballot is destroyed, lost, spoiled or not
received.
5. A statement that no polling place will be provided.
6. The name of the district that is conducting the election.
7. The qualifications of electors.
November 13, 2015— Board of Trustees submits an affidavit certifying compliance with
federal and state elections laws, which must be done no later than 5 days prior to the
election.
• November 18, 2015— Election Day, polls open from 9:00 am to 4:00 pm. At the close of
the polls, the Board of Election counts the votes and prepares certificates.
November 23, 2015— Board of Trustees meets to canvass returns and declare results.
Secretary makes out certificates of election and delivers to each person elected
• January 1, 2016 Beginning of two-year term for newly elected Board of Trustees
Diane made a motion that the District approve the election process including all costs
associated with producing the required documents and envelopes and mailings. Michael
seconded the motion and It passed unanimously.
Diane presented the following election forms for approval, with relevant names and addresses to
be filled in or changed as available: Call of Election, Nominating Form, and the Notice of Election.
Diane made a motion that the District approve the form of the Call of Election, Nominating
Form, and the Notice of Election. Michael seconded the motion and it passed
unanimously.
There was a discussion about the merits of providing notices and ballots using the newspaper
versus by direct mailing. The mail ballot only method was used in the 2013 election and worked
well. Because fewer people read the newspaper and the desire is for everyone to be as informed
as possible, it was decided to use the option of direct mailings whenever it possible.
Diane made a motion that the District would use the option of a mail ballot only election as
described in ARS 16-558. Michael seconded the motion and it passed unanimously.
Diane indicated that the District would need approval from the Maricopa County Board of
Supervisors to conduct the entire election using the "mail ballot election option", as described in
ARS 16-558 and this approval would need to be requested by June 9, 2015.
4

Diane made a motion that the District request the Maricopa County Board of Supervisors
approve the Sun View Estates I Irrigation and Water Delivery District No. 55 to conduct the
election this fall, using the mail pallot election option as described in the Arizona Revised
Statutes 16-558. Michael seconded the motion and it passed unanimously.
Diane indicated she would forward these meeting minutes to Lori for submittal to the Maricopa
County Board of Supervisors for the purpose of receiving approval to conduct mail ballot elections.
Diane relayed that the District will request the current landowner list, with mailing addresses, from
the County Assessor's office and use that as the list of registered voters. Each landowner shall be
entitled to cast one vote for each one-fifth acre of land owned.
Diane also said that a volunteer Board of Election would need to be formed to oversee the election
and tally the results the evening of Election Day (November 18, 2015). Donna Rosepiler, George
Irwin, and Judith Wilson volunteered to be on the Board of Election. (Donna Rosepiler was not
present but had agreed to volunteer on the Board of Election.
Diane made a motion that the District appoint the Board of Election for the November 18,
2015 election as follows: George Irwin, Inspector; Judith Wilson, Clerk; and Donna
Rosepiler, Judge. Michael seconded the motion and it passed unanimously.
Call to the Public
Public comments were welcomed throughout the meeting.
Next Steps
• The next meeting will likely be in the fall, in conjunction with the Sun View Estates II
Irrigation Water Delivery District, unless the Property Owners Association meets earlier.
• Diane stated that she would post the draft meeting minutes on the website and at the three
locations in the neighborhood.
Michael made a motion to adjourn the meeting, which was seconded by Diane, and carried
unanimously, The meeting was adjourned at 9:47 AM.
These meeting minutes were approved on ,2015.
Respectfully submitted by,
Diane Dick Michael Mulera
Secretary and Member of the Board of Trustees Member of the Board of Trustees
Sun View Estates I Irrigation Water Delivery District No. 55
5

Sun View Estates I iwwD
MEETING AGENIDP.,
May 2, 2015, 9:00
5920 N. 10th Avenue
b) Vote on
L Mail Ballot Only Election
Approve and Request
Maricopa County
Approval
2_ Approve Call of Election
Form & Mailing
3. Approve Notice of
1. Call to orde r Election Form & Mailing
2. Approval of last meeting's 4. Approve Nominating
minutes Petition Form
3. Financial Update Accept Nominations for
4. irrigation System Update Board of Election
Board Elections Current Board (inspector, Clerk, &
of Trustees is 45dge)
a) Mike Mulera b„Approve Board of
b) Diane Dick Election
c) Rick Rosepiler 9. Call to the public
6. Discussion of Tax Rate for Next 10. Next 3ixmli
Tax Year. Proposed Rate is the
same as 2014. Includes the
mandatory 15% for
delinquencies. There is no debt
service. 151PC _ JAI
1. Call to
7. Set Proposed Tax Rate and vote. 2. Elect as scribe for minutes
3. Discussita- • f purpose of SEPOA
8. WE IWDD Elections 4. Disci, nzmate and elect a
a) Election Process Overview ,C:halr,Co-Chair,Secretary)
5. Dfscz.v.;:,,, f Neighborhood Issues

EIGHBORHOOD
Public Meeting P
Saturday, May 2 9 itnz
Starting at 9:00 AM
The Sun View Estates I Irrigation Water De.iliv-vy District No 55 will
be holding a meeting on Saturday, May 2rio 5920 N. 10th
Avenue. The Irrigation District meeting will dart at 9:00 AM.
Topics to be covered are approval of last mthigs minutes,
financial update, update on our irrigation 5ysteol, discussion and
vote on tax assessment for fiscal year VIP:, L5-6/30/2016 and
discuss and vote on election process.
Signs w 11 be posted in advance of this and , a Utu re Irrigation
District meetings at 5920 N. 10 th Avenue o Solano and 833
W. Rancho. Notices of meetings and age . also posted on
Sun View Estates web site
Once you are on the site, go to the righ Me and click on
Water Delivery District.
Sun View Estates 1 Property Owners Ass dation (SEPOA) meeting
to directly follow.
Persons with a disability may request a reasonable accommodatifm, suth as a sign language interpreter,
by contacting Diane at 602-501-8811. Requests should be made as early as possible to arrange the
accommodation.

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Board Affidavit of
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69

NOTICE OF ELECTION
OF
BOARD OF TRUSTEES
OF
amyjpxgata..tsaljrrJgation Water Delivery District No. 66
NOTICE IS HEREBY GIVEN to the Maricopa County Board of Supervisors and
qualified electors of the above District that an election to fill three vacancies on the
Board of Trustees created by the expiration of terms of Trustees will be held on the 18 th
day of November, 2015. This election is for the term of January 1, 2016 to December
31, 2017. This election will be conducted as a mail ballot election pursuant to A.R.S.
16-225 and 16-558.
In order to vote in this election, a qualified elector must own real property located within
the District's taxable boundaries at least 90 days prior to the election and each one-fifth
of an acre of land is entitled to one vote.
The District is the organization responsible for maintaining the neighborhood flood
irrigation system. The District sets a tax assessment rate for this purpose and the tax is
collected from all property owners as part of their property tax bill, proportional to the
amount of land they own. The District's Board of Trustees is comprised of three
members, who serve two-year terms. District Board of Trustees members must be
property owners within the District. A Call of Election was mailed to all District
landowners on , which requested nominations. The nominated candidates and
their qualifications are:
Diane Dick — Ms. Dick is currently serving on the District Board of Trustees and has
served as Chairperson of Sun View Estates 1 Property Owners Association (SEPOA).
She has lived in her home since 1986.
Michael Allulera — Mr. Mulora is currently serving on the District Board of Trustees. Mr.
Mulera has been a resident is Sun View Estates 1 since 2002.
Page 1 of 2

Richard Rosepiler — Mr. Rosepiler is currently serving on the District Board of Trustees
and has previously served as Vice Chair of Sun View Estates 1 Property Owners
Association, also as a member of the Architectural Review Board and has been active
in coordinating irrigation maintenance and repairs. Mr. Rosepiler grew up in Sun View
•Estates 1 and then in 1986 purchased the same home that his parents owned.
Additional candidates may be written-in on the ballot as long as they own property
within the District.
Ballots will be sent out to all qualified electors no earlier than October 19, 2015 and no
later than November 3, 2015, pursuant to A.R.S. 16-558.01. PLEASE NOTE THAT
THIS IS A MAIL BALLOT ELECTION and no polling place will be provided. Ballots
must be returned on or before 4:00 pm on November 18, 2015 at
5812 N. 10th Avenue, Phoenix, AZ 35013
If a ballot is destroyed, lost, spoiled, or not received, an additional ballot may be
obtained at:
5812 N. 10th Avenue, Phoenix, AZ 85013
The election is being held by Sun View Estates I Irrigation and Water Delivery District
No. 55.
SUN VIEW ESTATES I IRRIGATION WATER DELIVERY DISTRICT NO. 55
By: Diane Dick
Secretary of the Board of Trustees
Page 2 of 2

May 2, 2015 9:011
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11

CALL OF ELECTION
OF
BOARD OF TRUSTEES
OF
Sun View Estates 1 Water Delivery District No. 55
NOTICE IS HEREBY GIVEN to the Maricopa County Board of Supervisors and
qualified electors of the above District that an election to fill three (3) vacancies on the
Board of Trustees created by the expiration of terms of Trustees will be held on the 28 th
day of November, 2015. This election will be conducted as a mail ballot election
pursuant to A.R.S. 16-225 and 16-558.
In order to vote in this election, a qualified elector must own real property located within
the District's taxable boundaries at least 90 days prior to the election.
Persons desiring to become candidates for positions may obtain nomination petitions
and nominating papers from:
5812 N. 10th Avenue, Phoenix, AZ. 85013
In order for a person's name to appear on the ballot, nomination petitions and
nomination papers must be received at the address below no earlier than July 21, 2015
and no later than October 9, 2015.
5812 N. 10th Avenue, Phoenix, AZ. 85013
Ballots will be sent out to all qualified electors no earlier than October 19, 2015 and no
later than November 3, 2015, pursuant to A.R.S. 16-558.01. PLEASE NOTE THAT
THIS WILL BE A MAIL BALLOT ELECTION.
The election is being held by Sun View Estates 1 Water Delivery District No. 55,
Sun View Estates 1 Water Delivery District No. 55
By:
Secretary Board of Trustee