Enclosed with this letter you will find the materials for the upcoming Annual Meeting Events that will take place October 17-19, 2013.
This mailing contains:
1. Absentee Ballot and Return Envelope
PLEASE RESPOND at your very earliest opportunity
2. Schedule of Events
3. Events Response Form ‚" PLEASE FAX or EMAIL as noted at your earliest opportunity so that appropriate accommodations can be made.
4. Notice and Agenda ‚" October 17, 2013, Special Meeting of the Board of Directors
5. Notice and Agenda ‚" October 19, 2013, Annual Meeting of the Council of Co-Owners
6. Notice and Agenda ‚" October 19, 2013, Annual Meeting of the Board of Directors
7. Financial Report and Proposed 2013 Budget for the Camelback Inn Condominium
8. Report of the Nominating Committee
9. Minutes of the 2012 Annual Meeting of the Council of Co-Owners
Please return your Absentee Ballots at your earliest convenience. Even if you plan to attend the meeting in person you should mail or email your ballot. Should you later wish to change your vote, you will have the opportunity to do so at the meeting.
Voting by email is fast and easy. You may scan the form or simply send an email message to email@example.com indicating your votes. Please be sure that your message includes your name, unit number or numbers, and your vote on each of the four items.
This package is being sent to most Co-Owners via regular mail. It is also being sent via electronic mail to those Co-Owners who have provided us with their email addresses. The By-Laws now offer you the option of receiving all materials via email. To make this change for future mailings, please send your request to firstname.lastname@example.org indicating your name, unit numbers and preferred email address. In addition, to assist us with our cost saving drive and eliminating useless mailings, if you do not wish us to send you a hard copy of the same information about the Annual Meeting please reply to this email message. Indicate your name, unit numbers and request ‚-no hard copy‚".
The materials included in this mailing are posted on the Camelback Inn Co-Owner‚s web site - www.camelbackowners.com
This Year‚s Events
We are excited about the business and social events that are planned for the long weekend at Camelback Inn. We have included some of your favorite activities along with some new ones.
On Thursday morning we begin with the Board of Directors Meeting at 9:30 a.m. in the Cholla Room and all Co-Owners are welcome to attend. At 6:00 p.m. an open house with beer, wine, cocktails and nibbles and bits will be held at the Manor House.
Friday is a day of recreation highlighted by the Golf and Tennis tournaments. Even if you only play golf on occasion, you should plan to tee it up with your fellow Co-Owners. We play a best ball format and players of all skill levels are encouraged to participate. This year golf will be at the Mountain Shadows Golf Course since the Camelback Courses will not be available for play. Lunch will available at the Mountain Shadows Golf Grille. If you are a tennis player, or a tennis fan, you will enjoy participating in or watching the matches held at the Resort‚s tennis courts. Tournament fees for both events include prizes for the winning teams.
On Friday evening there will be a dinner and reception at the Camelback Golf Course Clubhouse. The cost of the event is $75.00 per person. There will be shuttle bus transportation to the course from the Camelback Inn circle. In addition, for those interested in touring the completely redone Golf Course there will be tours in golf carts provided.
If you are planning to enjoy dinner at BLT or Rita‚s during your stay, we recommend making your reservations prior to your arrival. The Resort restaurants are popular destinations especially on Friday and Saturday evenings. You can reserve directly with the restaurants or through the Concierge Staff.
The 41st Annual Meeting of the Council of Co-Owners will begin Saturday at 9:00 a.m. in the Sunshine Ballroom and will be preceded by a buffet breakfast which will be available starting at 8:30 a.m. At 2:00 p.m. the Board of Directors will meet to elect officers for the coming year. The Saturday evening reception hosted by Marriott International will be held at 6:00 p.m. in the Peace Pipe Room.
Making Your Plans
If you have not already made your room reservations, you need to contact the Camelback Inn Reservations Office to request vacation time. There are two ways to contact them:
‚ On line at www.camelbackowners.com. Key in your password, then choose the Make Reservations option at the left and follow the instructions.
‚ Or, call the Camelback Reservations direct number, 480-367-6170. Do not use the Marriott Reservations toll free numbers to reserve vacation time at Camelback Inn.
Note: You may use your vacation days or pay the special meeting rate of $125.
Please return the enclosed activities response form to Wanda Shopinski in the Condominium Sales Office. Your response can be sent via email (email@example.com) or fax (480-596-7027). Wanda can answer any questions you may have about the events. Please remember that the Condominium Office does not make Co-Owner room reservations.
You may also want to give a call to the Camelback Inn Concierge Staff at 480-948-1700. The Concierge can assist you with Spa appointments, arrange for recreational activities and make restaurant reservations both on and off property. Due to the popularity of the Inn‚s signature restaurant, BLT Steak, we recommend that you make your reservations prior to your arrival.
Marriott has extended to the Co-Owners a special $10 daily rate for use of the Spa facilities during the Annual Meeting ($55.00 for a 3 day pass (Thu/Fri/Sat).
October is a popular time to visit Arizona and rental cars are in high demand. You can reserve a Hertz car with the Camelback Hertz office directly by calling 480-948-8450. The Hertz location is near the bell stand and is a good alternative to the airport rental location, especially if you do not need a car for your entire stay.
Election of Directors
This year there are two seats to be filled on the Board of Directors. James Montgomery, Jr. is completing his first four year term and has been recommended by the Nominating Committee to serve for a second term. The Nominating Committee has recommended Charlie Clist to fill the seat presently occupied by Karl Kilburg who chose not to seek a second term.
As of the mailing of this letter, the Secretary has not received petitions from any other candidates seeking to be placed on the ballot.
Proposed 2014 Budget
The enclosed Financial Report includes comparisons of 2010-2013 budgets with actual results for 2010, 2011, 2012 and the forecast for the full 2013 year. I have included a memorandum together with the financial spreadsheet that gives details about some of the line item expenses.
Actual expenditures continue to be well below the budgeted amounts. The Board continues to pay close attention to all costs and we have not needed to use the contingencies for unexpected expenses that are built in to the budget. This year‚s budget again allows for unexpected legal and travel costs but we anticipate that the actual expenditures will be well under budget.
We are Looking Forward to Seeing You
The Annual Meeting Weekend is an occasion that I look forward to all year. It provides a mix of important business and social events at one of the finest resort settings in all of America. Best of all, it is a time to be with good friends.
Major projects are nearing completion that will improve the Inn dramatically, highlighted by the bathroom renovations and the new Camelback Golf Course. These projects have been directed by the Resort‚s team of managers and associates. In the midst of these changes, they have continued to win new business, achieve cost savings and reach guest satisfaction levels that are among the highest in the Marriott system. Camelback‚s impeccable service and appearance reflects their dedication. I know that you will want to join me in thanking Jim Rose and his team for their outstanding work.
Camelback Inn‚s success through the years reflects the devotion of talented personnel, the loyalty of the Inn‚s guests, the strength of the JW Marriott brand and the commitment by the Co-Owners and Marriott to the future of this legendary resort. There is in all the world only one Camelback Inn.
Come join us in October.
Very best regards,
Joel A. Stein
Council of Co-Owners
Marriott Resort Hotel Condominium ‚" Camelback Inn
The following events will be held October 17-19, 2013, in connection with the 41st Annual Meeting of the Council of Co-Owners of the Marriott Resort Hotel Condominium ‚" Camelback Inn:
THURSDAY, OCTOBER 17
9:30 A.M. TO 11:30 A.M
SPECIAL MEETING OF THE BOARD OF DIRECTORS will be held in the CHOLLA ROOM
Please check the Display at Registration for any changes in location
A MEETING OF THE COMMUNICATIONS COMMITTEE will follow the Board Meeting.
An informal discussion with Co-Owners will follow immediately thereafter.
A continental breakfast will be available starting at 9:00 A.M.
All Co-Owners are invited.
6:00 P.M. TO 9:00 P.M.
COCKTAIL RECEPTION at the MANOR HOUSE
Please stop by to say hello, renew friendships, and enjoy complimentary refreshments with your fellow Co-Owners.
FRIDAY, OCTOBER 18
CO-OWNERS GOLF TOURNAMENT at the MOUNTAIN SHADOWS GOLF CLUB
The bad news is that the Camelback Golf Courses will not be available for play during the Annual Meeting Events. The good news is that we have broken the monotony of playing at the same course every year and been able to arrange a block of morning tee times at the Mountain Shadows Golf Club located a block from the Resort. All playing levels are invited to join in the fun. Tournament Fee includes greens fees and cart for 18 holes and prizes for the winning teams. Lunch will be available at the Mountain Shadows Golf Grille until 3 p.m.
$50.00 per person
CO-OWNERS TENNIS TOURNAMENT at the CAMELBACK TENNIS COURTS
Players of all levels are welcome. Tournament Fee includes court fees and prizes for the winning participants.
Spectators are welcome.
$20.00 per person
6:00 P.M. to 9:30 P.M.
Dinner at Camelback Golf Club
Transportation from the Resort to the Golf Course will be available.
Although the rebuilt course will not be available for play until November, this is your opportunity to enjoy a fine meal under the Arizona sky surrounded by the beauty of the new and almost ready course.
$75.00 per person ‚" please indicate on your response form if you will need transportation.
SATURDAY, OCTOBER 19
9:00 A.M. 12:30 P.M.
ANNUAL MEETING OF THE COUNCIL OF CO-OWNERS at the SUNSHINE BALLROOM
Please check the Display at Registration for any changes in location
Breakfast is available at 8:30 A.M.
Business Meeting begins at 9:00 A.M.
2:00 P.M. TO 4:00 P.M
ANNUAL MEETING OF THE BOARD OF DIRECTORS at the TOWN HALL Meeting Room
All Co-Owners are invited.
6:00 P.M. TO 8:00P.M.
CO-OWNERS RECEPTION at the PEACE PIPE Ballroom
The event is complimentary and hosted by Marriott International. All Co-Owners are invited.
The Nominating Committee has announced its recommendations in a letter dated September 1, 2013.
The Committee's nominations are:
‚ James Montgomery, Jr. - second term
‚ Charles Clist - first term
The official ballot is posted on the web site and will be mailed to all Co-Owners except those requesting not to receive the hard copy mailing. You may cast your vote by regular mail, fax or email as indicated on the ballot. You can also cast your vote immediately by sending a reply to this email.
Please indicate in your reply:
‚ Exact name of owner or owners
‚ Unit numbers
‚ Vote for two (2) Directors; nominees James Montgomery, Jr. and Charles Clist or you may write in the name of a Co-Owner not on the ballot.
‚ Approval of 2014 Budget: Yes, No or Abstain
‚ Approval of Minutes of 2012 Annual Meeting: Yes, No or Abstain