NOTICE: We are currently in the process of updating information to reflect recent changes, including our new reservation process. Some documents listed may not yet reflect these updates but will be updated soon. If you have any questions or need clarification, please contact us directly at 928-282-7777.
Arroyo Roble Resort 2026 Board Meeting Dates https://arroyoroble.com/wp-content/uploads/2026/02/Arroyo_Roble_-_2026_Meeting_Schedule.pdf
Letter from the Board of Directors February 13. 2026 https://arroyoroble.com/wp-content/uploads/2026/02/Arroyo-Roble-Owner-Letter-Regarding-Special-Assessment-Legal-Opinion-2.13.2026.pdf
November 4, 2025
Dear Arroyo Roble Owners,
As a reminder, the Annual Meeting of the Membership will be held tomorrow, Wednesday, November 5,
2025, at 1:00 p.m. local time, at 100 Arroyo Roble Road, Sedona, AZ 86336, and via Zoom at
https://zoom.us/j/91000266952?pwd=bv9N4fiZeR1qIpa9maYheBtCniLJJm.1.
Enclosed for your reference is the Annual Meeting Handout, which includes the meeting agenda, financial
report, and management report that will be reviewed during the meeting.
Proxy Voting Clarification
We have been made aware of some confusion among the membership regarding the proxy language
included on the ballot for this year’s election. To ensure full transparency, the following clarification is
provided.
The ballot presents three options:
- Cast a vote as indicated below
- Appoint the Secretary of Arroyo Roble Resort Council of Co-Owners as proxy
- Submit proxy for quorum purposes only
The first option, “Cast a vote as indicated below”, applies solely to the election of directors. By selecting
this option, you are personally casting your vote for your chosen candidates. This selection does not
appoint a proxy to act on your behalf for any additional matters.
The second option, “Appoint the Secretary of Arroyo Roble Resort Council of Co-Owners as proxy”
pertains to proxy appointment, allowing another party (in this case, the Secretary of the Association) to
represent your ownership interest for quorum purposes or for any items of business that were properly
noticed to the membership in advance of the meeting. For this year’s meeting, the only item being voted
on by the membership is the election of directors.
As noted on the enclosed agenda, there are no unfinished or new business items requiring a membership
vote at this year’s Annual Meeting. While time will be provided for general comments and questions, no
new business requiring a vote will be brought forward or acted upon during the meeting. This ensures
fairness and consistency by allowing all owners the same opportunity to review and consider matters prior
to any formal vote. Any topics raised that warrant further review will be documented and referred to the
Board of Directors for consideration at a future meeting.
The third option, “Submit proxy for quorum purposes only”, indicates that you do not wish to cast a vote
or have the indicated proxy holder, the Secretary of the Association, vote on your behalf. Your proxy will
be submitted only for the purpose of reaching the required quorum of 10%.
Meeting Procedures
For those attending electronically, please note that all participants will be muted upon entry to maintain
a clear and orderly meeting environment. Owners joining via Zoom will have the opportunity to submit
Page 2 of 2
questions through the chat feature, which will be reviewed and addressed during the designated question
and comment portion of the meeting.
Please note that electronic voting is not permitted. The electronic and mail-in voting period has now
closed; however, owners attending in person may still cast their votes at the meeting tomorrow.
A period of one (1) hour will be allotted for the Question and Comment portion of the agenda. This
segment provides owners with the opportunity to share feedback, ask general questions, or raise topics
of interest related to the operation and governance of the resort.
To ensure that all owners have the opportunity to participate:
- Owners attending in person should be submit questions and comments in writing during check in.
- Owners attending virtually may submit questions and comments through the Zoom chat feature.
Please note that this session is designed for open communication and general discussion; no votes or
formal actions will be taken during this portion of the meeting. Any matters requiring further
consideration will be documented for follow-up by the Board of Directors.
In accordance with Article 7, Section 2 of the Association’s Bylaws, an organizational meeting of the Board
of Directors will be held following the Annual Meeting of the Members. The agenda for this meeting is
also enclosed.
Thank you for your continued participation. We look forward to connecting with many of you at
tomorrow’s Annual Meeting.
Board of Directors, Arroyo Roble Resort Council of Co-Owners, Inc. and Vacatia
Updated: 11/2/2025
Dear Arroyo Roble Owners,
As we approach next week’s Annual Meeting and Election of Directors, scheduled for Wednesday, November 5, 2025, at
1:00 p.m., we want to ensure every owner has the opportunity to participate. Your participation is essential to ensuring
a fair and representative election.
If you have not yet received your mailed packet, please contact Vacatia Customer Care at 855-859-6983 for immediate
assistance. Your packet contains your unique voting credentials and meeting information.
All online and mailed ballots must be received by 5:00 p.m. EST / 3:00 p.m. MST on Tuesday, November 4, 2025. If you
plan to attend virtually, please ensure your vote is submitted before the deadline so it can be counted.
For additional election details, please refer to the correspondence sent on October 23rd. Early next week, we will
provide a follow-up communication that will outline procedural details for the Annual Meeting and include a copy of the
meeting handout for your records.
Thank you for your continued engagement and support of the Arroyo Roble Resort Council of Co-Owners. We look
forward to connecting with many of you at next week’s Annual Meeting.
Board of Directors, Arroyo Roble Resort Council of Co-Owners, Inc. & Vacatia
Posted October 23, 2025
Dear Arroyo Roble Owners:
As a friendly reminder, the annual meeting and election of directors will take place in less than
two weeks, on Wednesday, November 5, at 1 p.m. Below is a summary of key information
previously shared to help ensure a clear, fair, and transparent process:
Meeting Notice & Election Packets: This was mailed on October 6, 2025, in compliance
with Arizona Revised Statutes. If you have not received the notice by Monday, October 27,
please contact Vacatia Customer Care at 855-859-6983. A copy of the agenda can be
found on Vacatia Clubhouse and the resort website. The agenda includes a Zoom link for
the meeting if you want to attend virtually.
Board Openings: There are two open board positions. The 12 candidates, along with
instructions on how to access their candidate summaries, are included in the meeting
notice.
Please note that Terry Lee and Howard Slayen have withdrawn from consideration. Owners who
voted for either candidate may update their vote electronically or in person at the meeting. If no
action is taken by the owner, the votes will not be applied to another candidate. If a withdrawn
candidate receives enough votes to be elected, their nomination will be revoked, and the seat will
be awarded to the next eligible candidate.
Voting Process: The election is being administered by Nordis Technologies, an
independent third party specializing in secure and confidential elections. Each owner has
been assigned a unique ID to verify ownership and ensure vote accuracy.
Voting Deadline: Online and mailed votes must be received by 5 p.m. EST/3 p.m. MST, on
November 4, 2025. Nordis will provide the verified vote report to Vacatia for inclusion in
the final tally at the annual meeting via the election certification outlined below.
Proxy/Ballot Options:
Cast a Vote — Vote on your own behalf, as identified online or on the mail-in ballot.
Appoint the Secretary as Proxy — Authorize the secretary of the current board of
directors to vote for you.
Quorum Only — Count your proxy for quorum purposes only, so that a meeting can
be held.
If Appoint the Secretary or Quorum are marked as the proxy selection and a vote on
the ballot is also marked, the ballot votes will take precedence.
Return Envelope Note: Although the return envelope states “Proxies Only,” it may be used
for submitting your completed proxy/ballot in any form. All properly submitted ballots will be
counted.
Floor Nominations: Nominations from the floor will be accepted during the meeting.
Owners attending in person may revise their votes accordingly before the final collection.
Election Certification: Two owner volunteers (who are not current directors or candidates)
will serve as inspectors of election to verify in-person votes, which will then be combined
with the Nordis data to finalize the tally.
Results: The final results will be announced once all votes are certified. The candidate
receiving the highest number of votes will serve a three-year term, and the next highest will
serve a two-year term.
Thank you for taking the time to participate in the upcoming election. Your involvement and
attention to this process play an important role in maintaining a strong and well-represented
community.
We look forward to connecting with many of you at the annual meeting and appreciate your
continued support of Arroyo Roble.
Sincerely,
Board of Directors, Arroyo Roble Resort Council of Co-Owners, Inc. & Vacatia
Dear Arroyo Roble Owners:
We have received messages from several owners since the recent board of directors meeting. Please note that these messages — some requesting similar information — are currently being reviewed by the board, which is preparing a response to address the various requests. A response will be posted on the resort’s website and distributed via email to owners. Thank you for your patience as we get up to speed and the board prepares their response.
Thank you,
Vacatia
Notice and Agenda for October 1, 2025 BOD Meeting ARR – 10.1.2025 BOD Meeting Resort Notice
Letter from the General Manager August 25, 2025 Letter from the General Manager on August 25, 2025 ARR Payment Plan Agreement Final
Letter from the General Manager August 21, 2025 ARR Letter from General Manager 8.21.25
PowerPoint Presentation August 18, 2025 ARR – PowerPoint Presentation Final 081825
2025 Special Assessment FAQ 2025 Special Assessment FAQ
Zoom Meeting Link August 18, 2025 Zoom Meeting Link 8.18.25
Letter from the Board of Directors August 11, 2025 Letter from BOD 8.11.25
Letter from the Board of Directors August 1, 2025 Special Assessment Letter to Owners 8.1.25
Letter from the Board of Directors Letter from BOD
2025 Special Assessment Fee Due August 22, 2025 2025 Special Assessment Letter
Summer 2025 Newsletter Newsletter Summer 2025
January 15, 2025 Board of Directors Meeting Minutes Board Minutes – January 15, 2025
Spring 2025 Newsletter Newsletter Spring 2025
Maintenance Fee and Special Assessment Fee due January 25, 2025! 2025 Arroyo Roble Resort New Years Notes Please read ASAP!
Online Reservations User Manual Arroyo Roble Resort Online Reservation System – User Manual – Ver 1.0
Online Reservations Introduction and start information 2024-08-22 – Arroyo Roble Resort – Online Reservation System
2024 Year End Letter to Arroyo Roble Resort Homeowners 2024 Annual Homeowner Year End Letter
November 6, 2024 Board of Directors Meeting Minutes Board Minutes – November 6, 2024
October 2, 2024 Board of Directors Meeting Minutes Board Minutes – October 2, 2024
July 31, 2024 Board of Directors Meeting Minutes Board Minutes – July 31, 2024
Summer 2024 Newsletter Summer – ARR 2024
January 17, 2024 Board of Directors Meeting Minutes Board Minutes – January 17, 2024
April 24, 2024 Board of Directors Meeting Minutes Board Minutes – April 24, 2024
ARR Special Assessment Letter and Newsletter – June 2024 2024-06-12 – 2024 Mid-Year Update
2023 Year End Letter to Arroyo Roble Resort Homeowners. 2023 Year End Letter – ARR
2023 Board of Directors Elections! Please read and consider. Summer – ARR 2023
ARROYO ROBLE RESORT RECREATION FACILITIES REOPENING PLAN! 3.9.2021 ARR Recreation Facilites reopening plan 3.5.2021
Notice of Arroyo Roble Resort Annual Homeowners Meeting!
Public Notice of Annual Meeting – Nov.4, 2020
Covid – 19 Release of Liability Waiver form for Homeowners
COVID-19 Warning and Waiver
Governor Ducey’s Executive Order 2020-43 Extended! Read for the update on the Recreation Facilities closure effective 7/23/2020. Covid-19 update on rec facilities closure 7.23.2020
Board of directors policy regarding reservations:
Motion of the Board of Directors of the Arroyo Roble Resort.
Covid-19 update on rec facilities closure 7.23.2020
New recreation policy due to COVID-19 restrictions:
Covid-19 update on rec facilities closure 6.30.2020
Please read about new mask requirements mandated by the city of Sedona:
Mask – City of Sedona Mandate of 6.24.2020 – homeowners and guests
Sedona mayor imposes mandatory mask order
Read about our updated COVID-19 response here …
There are some exciting changes happening at the resort! To keep our owners informed, check out some of the highlights of what we’ve been busy with at the Arroyo Roble!
