2017
New Management, new formats
Historian Note: Election Minutes missing 2016. January 2017 Minutes indicate Directors after 2016 election and 2017 officers on BOD.
2017 BOARD OF DIRECTORS:
PRESIDENT (after 8/2016): Peter Battisti (elected 8/15) & Liaison to Safety Committee (11/2016)
(after 8/2017) Peter Battisti re-selected but declined. Jaime Martorell selected & declined
Keith Coombs selected & declined. Jaime Martorell selected again and agreed to try for couple months.
VICE PRESIDENT(after 8/2016): Edward Fruechting(elected 8/2015) & Liaison to Landscape Committee (11/2016). After 8/17: Keith Coombs selected but declined, Eric Linden selected (elected 8/2015)
SECRETARY(after 8/16): Keith Coombs(elected 8/2016) & Liaison to Finance Committee (11/2016)
(after 8/17) Buster Bustamonte (elected 8/2014, re-elected 8/2016)
TREASURER(after 8/2016): Eric Linden(elected 8/2015) & Liaison to Social Committee (11/2016)
(after 8/2017) Keith Coombs (elected 8/2016)
DIRECTOR(after 8/2016): Neil “Buster” Bustamante(elected 8/2014, re-elected 8/2016)
(after 8/2017) Pete Battisti (elected 8/15)
2017 MANAGEMENT -First Service Residential (FSR)
First Service from 6/1/2016. Steven Parker, President-First Service Residential
COMMUNITY MANAGER(Licensed CAM): Karen Brown (since 10/1/2016)
ADMINISTRATIVE ASSISTANT: Kathleen Hall
HUMAN RESOURCES: Amber Tobler
REGIONAL MAINTENANCE MANAGER: Ron Eckhardt
MAINTENANCE MANAGER (Feb.2017): Jim Keller
LEGAL COUNSEL
GENERAL COUNSEL(since 2011) & COLLECTIONS (4/2016):Adam Clarkson from Fuller Jenkins
Clarkson Law Group – FDL HOA (not FSR)
2016-7 COMMITTEES (with Charters approved 11/2016)
LANDSCAPE
SOCIAL (and Welcoming Committee?)
FINANCE
SAFETY
| Ad Hoc for study re Earthquake Insurance est. 2014 |
| Ad Hoc Committee formed for replacing Clubhouse furnishings.
Ad Hoc Lifestyle Committee established Mar.2017 for 120 days. (Note: ARC committee comprised of BOD, no Charter, CC&Rs dictate. All applications reviewed in confidential Executive session meetings held before general HOA BOD Meetings. Each Application reviewed approved or denied. Results without names announced at general meetings.) COMMITTEES ( Established Jan.2017 with Charters ) |
TECHNOLOGY
COMMUNICATIONS
CLUBHOUSE/FACILITY
COMMITTEE MEMBERS: Non-owner residents may be on a committee during their residence at FDL. Tenants are part of the community and should have the same opportunity to serve.
See Minutes for Committee Appointments approved.
Committee membership is for one year.
Committee members may only serve on one committee at a time.
Minutes of Board of Directors (BOD) Click HERE to read 2017 documents.
(Year, Month, Day, Document)
REPORTS:
Legal:
June Minutes includes Legal Update attachment with a wealth of information and answering many questions.
Foreclosed Unit Status Aug.: legal fees increase when new lawyers for bank filed lawsuit in Federal Court
Case dismissed as case ongoing in State Court. Attorney fees for Federal Court filing will be reimbursed to HOA.
President’s:
Recall election on Apr.3, ballots being mailed March 13. Called Special Recall Workshop Meeting on Feb. 27 so that the owners who signed recall letter can present evidence of their accusations of wrong doing and mismanagement of association funds.
Explanation of three accounts FDL expends: Construction Defect, Reserves, Operations. All mandated by law.
FDL needs Mission Statement. Proposed group formed to determine what needed to make HOA better.
Maintenance Manager:
Rehabilitated Maintenance office and shop
Re-installed garage door safety photo eyes
Switch at gatehouse installed for easy manual open/closure during high winds
Disposed of debris, repaired damaged shop electrical and lighting
Repaired Clubhouse dry sprinkler system that was leaking
Wine chilling equipment failing and needs replacement.
Introduced new Maintenance Manager, Jim Keller.
Fitness equipment had a full preventive maintenance checkup, some repairs needed were fixed.
Pools opened May 11.
Maintenance Shop & Garage needed painting. Martha Painting was approved to paint $3,100.
Monument wall at Carat needed to be refaced & repaired. WPI was approved for these repairs $8,909.
Three new pond pumps have been installed. Two more need to be purchased. Motion approved to purchase two new pumps from Western Nevada Supply $3,025.68.
GFCI outlets in “doghouses” need replacing. Motion approved to purchase from Intermountain Electric $8,810 and re-wire to outlets properly.
Suggestion to consider UPS (battery backup system) for the IT service at each building was made a motion and approved the purchase UPS backup system at $52 each x 54 buildings and have IME install when they install the GFCI outlets.
Clubhouse stucco repairs should be coordinated with other stucco work being done by WPI. Motion approved for WPI to re-skim needed areas on the clubhouse $15,650.
Emergency repair to gym HVAC approved for Sierra Air to repair motor and circuit board $1,287.
Community/General Manager:
Installation of LED lights result in large savings.
Discovered “dog houses” battery backups not maintained, some missing.
Contacted DD Ranch Master asking about missing trees (@30)
Lawsuit on foreclosed unit with bank countersued, asking for 100s docs going back 10yrs.
Foreclosed unit now rented for $1600/month.
Gathering info for 2016 Audit.
Washoe County has advised lack of a Personal Property Tax Report from FDL. Report never filed. Request inventory of every item FDL owns so taxes can be billed. Unknown how many years back will be owed.
Both websites: FSR Connect and Fdltownhomes have been updated.
Much attention given to parking violations, not only in driveways but in guest parking.
Survey sheet on bar by coffee pot about the wide variety of coffees being tried.
Having on-site CAM in clubhouse makes it convenient for residents to speak directly to someone about account or violation.
No one should be feeding the koi fish!
Double Diamond Ranch goes to jury trial May 8 over City of Reno “Wetlands” lawsuit.
Dogs cannot run loose per City of Reno Municipal Code.
Someone bend workout CD in half, taking newspapers, shredded Wall Street Journal.
Big black-crowned night heron bird (Federally protected) has been eating koi fish. Netting placed over pond.
Asked for “Temp Parking” permit for short term resident parking in Guest Parking spots. Board Okayed.
Asked implementation of a Group Administrators/Sponsor Form. Form has contact info for group administrators, day/times of meetings, and rooms needed. BOD okayed.
Board had asked for cost of extending clubhouse hours to 10PM from 9PM. Cost=$706.25/month to keep Clubhouse open an additional hour. Board decided to extend to 10PM through the summer months.
Solicitation letters sent for Board Candidates. Return by July 31. Election timeline presented.
Gate Attendants resumed weekend manning, 8AM-4PM.
Nightly mess left at BBQs resulted in locking up the propane tanks. Residents may sign out a tank at front desk, staff will install, turn it on, and check afterwards for cleanliness.
Pool/spa lock up when active storm clouds, thunder, and lightning appear. Reopen once it is passed.
New parking passes issued to replace the pink 2016 cards. Residents need to pick up at clubhouse.
Asked residents for their pop top caps for CAI who will be giving to Ronald McDonald house in Reno.
CAI provides education to Community Managers and Board Members.
Blue recycle bags will be used at all social events.
Holiday hours: Clubhouse closed on Thanksgiving Day, along with Gatehouse, closed Christmas Day.
Jan. 1 Clubhouse opens at 9AM, not 8AM.
Residents disposing trash at clubhouse must stop. Deposit at curb in front of your unit.
Items such as skis, furniture need to be taken to dump.
All Blue recycle bags distributed for trial.. Approval given to purchase more bags for another month .
COMMITTEE REPORTS:
Landscape/Infrastructure
Preemergent placed in rock planters.
Infinity waterfall area being restored.
Wood rot in 20 columns caused need to be replaced
New controllers installed that work off a computer or iphone for programming.
Mowing scheduled to non-watering days.
Signature Landscape Proposal for 321 plants in 5gallon size, labor and one year warranty approved $12,840.
Hedges along driveways need replacing in some areas. (Note: finally fixed in 2021)
Signature removing juniper plants.
Fertilizer will now be hand applied using different type to avoid grass burn and pellets scattered everywhere.
Pine trees infested with Pine Beetles. Motion made and approved for Signature to treat 178 large pine trees for pine beetles using a micronutrient insecticide.
Social Events:
St. Pat Day dinner/party had 85 residents, 10 volunteers
Breakfast in April
Summer BBQ in May at pool.
Mother’s Favorite Dish potluck
Travel/Show presentation May 31
First Friday Social June 2.
Father’s Favorites Potluck on June 16.
Fried Chicken Dinner June 25 with residents bringing side dishes and desserts.
Sundae Sunday July 16.
Heritage Foods pot luck had 40 attendees
Free Clubhouse Breakfast 8/26
Football & Dogs 9/10-$1.50 no sign up, first come first serve
Luau 9/23- $5/pp need signup
Oktoberfest with beer tasting Oct. 14 Social Committee sponsored with no charge.
Veteran’s Day free breakfast Nov. 11
Thanksgiving themed Third Friday Potluck Nov. 17
First Friday Social Dec. 1
Family Holiday Pizza Party free Dec. 10 Bell Ringers entertainment
Christmas Dinner Party catered by Q’s-CC, live music Piano Man Dec. 16 $15/pp, subsidized by Social Comm.
33 events in 2017. Seven volunteers on Social Committee
Finance Committee
Dave Kurrasch resigned.
Capital Contribution Fe (CCF)e: The governing documents state that once the
association is turned over to the owners, the Capital Contribution Fee may
be deposited into the Operating or Reserve accounts. Using their best
business judgement, the Board may choose either account to deposit the
funds into. The fee is currently being deposited into the Reserve Account
Motion passed to continue depositing CCF received from resale of a unit into Reserve Account.
CPA Niki Neilon stated financials by FSR much better.
Previous reports poor, invoices not timely or correct, late fees were accrued.
Safety:
Request replacing “Yield” signs at roundabout with “Stop” signs as drivers aren’t yielding to oncoming traffic.
Officially removed Security” from committee name to disassociate with any impression it offers security.
Safety procedures for second floor residents to evacuate if front door unusable, might be “escape ladders.”
Recent vandalism at the clubhouse and video of two incidents turned over to Police. FDL total Camera system upgrading being studied. Working together with Technology on joint video surveillance project.
Residents encouraged to know how to turn off water and/or gas to their units.
Info on window locks given, about $3 from Home Depot.
Two break-ins in past six months. Police investigating.
Security for individual homes is each individual resident’s responsibility.
Technology:
HOA internet speed upgraded to 250mb/second from 150 improving user experience.
New router installed extending wi fi coverage for pool areas.
A temperature sensor purchased for IT room to alert if temps in the room get too hot for equipment.
AC in IT room has been fixed.
WiFi routers in each unit should have its own passwords for security measures.
Asked Board for approval to have network audit of each doghouse. Approved up to $1,500.
Committee to look into vendor providing single satellite dishes for each building eliminating all others.
Communications:
No appointments.
First duty would be to look into a new audio system for the clubhouse.(??)
Need volunteers to compose monthly newsletter and/or working on HOA website.
Clubhouse/Facility Technology:
No reports. (seems audio system should be here??)
Billiards table move to meeting area outside association office.
Survey to ask residents their opinions on ways to use the clubhouse more efficiently.
Buster mentioned committee members bullied. Disturbance broke out, disruptive person refused to leave until police were called.
Working to produce a “Clubhouse Rule” package.
New benches purchased for locker room.
New turquoise umbrellas purchased for pool matching pool chair cushions.
Wood window blinds need installation in piano room’s large center window. Motion made and approved to purchase and install window blinds in large middle window $1,300.
Window tinting at front entrance above the door recommended by Committee was approved $820
Pool Subcommittee combining Social and Clubhouse Committees to produce plan for functioning kitchen.
WORKSHOPS
Recall Workshop Meeting on Feb. 27 so that the owners who signed recall letter can present evidence of their accusations of wrongdoing and mismanagement of association funds.
Rules Workshop incl. Clubhouse Reservation policy/rules.
2018 Budget Workshop
Safety/Security/Crime Seminar. Reno Police discussed statistics in Double Diamond area & crime prevention
Landscape Workshop for east property line.
FINANCIALS – Keith Combs:
Monthly, Current Year to Date Financial Statements reported at HOA general Meeting, and Motion passed that the BOD acknowledged they fulfilled their duty as a Board to review in accordance with NRS 116.31083.
Also reports HO delinquency amount and whether outstanding unpaid invoices.
Wine Locker Income Reclassified – Motion approved for yearly income from wine locker fees will be moved from Operating to Reserve account.
2016 Financial Audit by Kohn & Company approved. Audit took longer because of management change mid-year.
2018 Operating Budget approved after Workshop suggested changes. see Sept. Minutes for details.
2018 Reserve Budget approved, numbers taken from updated Reserve Study.
UNFINISHED BUSINESS:
Padovan Consulting Progress Report Related to Settlement
See Construction Defect Repairs Progress Report (added to Minutes Section)
Progress report presented at each meeting. Settlement funds expended:
Asphalt Inlay/Overlay proposal approved $9,910.11
Roadway “spot patching” five specific areas approved $5,652.06
Intermountain approved to crack seal $5,000.
EPS approved for additional drainage work $7770.
EPS approved for additional drainage work $4340.
Additional drainage work at four buildings and car wash area from EPS approved not to exceed $16,075
Sweeping proposal from EPS approved for sweeper and labor to blow out guest parking spots and driveways.$1,595.
Roof Hips & Ridges-Chimney Roof to Wood Transitions approved as follows:
Remove & replace vents only $153,950; Seal open chimney & transition $54,632; Remove & replace all existing hips & ridges tape $163,896. Note that $347,106 total would about deplete Defect Settlement Fund and finalize defect lawsuit requirements. A final report will go to the judge who oversaw the case.
EPS for drainage repairs to area around building 19 $2,500.
Computer System/Technology Recommendations
Motion passed to accept FirstServiceResidential Service Agreement at $125/desktop computer per month with one-time credit of $2500
Steam room Reconstruction
Last November, 4 vendors asked to submit proposals for the rebuild, all 4 declined.
Board reviewed proposals. Motion approved to hire Highland Construction at $74,000 for this project.
Estimated completion March 31.
Clubhouse Reservation Policy – Revisions
Policy rewritten to eliminate inconsistencies between Policy, Form, and Rules; reduce $1000 deposit required; reduce to 2-3 pages from current 11 pages.
Revisions approved in Aug.
New Pool Equipment
Motion passed to spend “up to” $40,000 on new pool equipment to enhance functions of pool pumps and heaters.
Commercial Grade Snow Blower Purchase
Motion approved to spend “up to” $4,000 to purchase new commercial grade snow blower.
Paint Project – Completion
WPI asked for detailed doc on each unit assessed special charge for work done on their patio/balconies.
Outdoor Chair Cushion Upholstery
Motion approved Eikelberger Awning to reupholster both sides of 124 patio & pool chair back/seat cushions.
Utility Vehicle Replacement
Motion approved to purchase two new Kawasaki utility vehicles at $11,700 each. Funds from sale of older units will be deposited in Reserve
East Ditch Clean-Up
Signature Landscape submitted a proposal to cut down and remove weeds and tree suckers from west side of east ditch and treat with weed killer. Growth left in the bottom per Double Diamond’s “habitat” requirements and also leave the east side of the ditch as the developer in back has installed a weed and erosion barrier. Motion approved up to $7,327 for this project.
Insurance – Policy
Approved “up to $95,000” for a new insurance policy subject to review and recommendation of Finance Committee. Current policy expires before next Board meeting. After review, Mike Menath Insurance was found to have the best combination of coverage and cost.
HVAC Maintenance Contract
Maintenance Supervisor reviewed all bids and compared each company’s services to recommend Sierra Air at $995/quarter; $3,980/year. Approved
Light Pillar Caps
WPI proposal to remove and replace caps (including caps) $82,000 and IME to provide electrical work $12,000.
Projector for Clubhouse
Projector purchase approved $973.30.
Holiday Lights & Clubhouse Decorations
A1 Window Cleaning for holiday light installation approved $2580. FDL will own the lights.
Clubhouse Committee will do interior decorating and not hire this work.
NEW BUSINESS:
Committee Establishment & Charters
Motion passed to Approve establishment and charters for Technology, Communications and Clubhouse/Facility Committees.
New Carpet Rental Unit
Motion approved to have Capet Tender install new carpet for $4,830.46.
Janitorial Services Contract
FAAD selected and approved to provide all supplies while servicing Clubhouse 6day/week, 4hr/day at $1,640/month. 2018 FAAD Janitorial contract approved $2,150 now includes cleaning steam rooms.
New Banking & Cash Management Policy, Liability Accounting Entries Resolution
Motion passed to approve.
Spa -winter closure
Motion approved to close one spa in winter; resident usage rare.
Drainage rectification for additional buldings
Motion passed to Approve EPS for rectifying drainage issues in six buildings $29,685-SF
Landscape Maintenance Contract
Motion approved to renew Signature Landscapes for another year, the 2nd of a 3year contract.
Lighting – NV Energy Sure Bet Program – LEDs throughout
IME approved to retrofit clubhouse with all LED lights for “up to $8,200” Also approved IME to retrofit all exterior lighting in the community “up to $37,000” with all LED lights. And, for IME to submit paperwork to NV Energy for rebate.
Snow Removal contract
Motion passed to approve snow removal contract with Signature Landscape. (MM requested 16 companies for snow removal proposals; 15 declined.)
Entrance Gatehouse -Manning
Motion approved to reduce hours of manned operation in January. No weekend manning. Weekdays: 7AM-9PM. Results in $30,000/year savings.
Recall Election
HOA Legal Counsel Adam Clarkson walked Board through process, mentioning those required and those recommended. Counsel also stated FDL HOA must cover cost of several thousand dollars, but does not have to reimburse opposing side expenses. Motion approved to hire HOA CPA for ballot mailing, count, and verification. Those mentioned in recall recused themselves (Pete Battisti, Ed Fruechting, Eric Linden).
Concerned Residents Special Meeting Petition
Group requesting recall submitted another petition for special meeting. Motion approved, meeting set for May 10. Board members involved abstained from vote.
Wine Locker Cooling System Replacement
Motion approved to remove the existing Whisper Kool units in the attic space and install a new system located outside the building $19,500.
Fitness Equipment Service Contract
Motion approved yearly service contract from CES (Commercial Equipment Source) for quarterly preventative maintenance on fitness equipment $200/quarter. Renewed 2018 CES Fitness Equipment Maintenance Contract .
New Sound System
Motion approved to purchase a new sound (PA) system up to $3,200.
Irrigation Controllers- Replacements/Upgrades
Motion approved the purchase and installation of new irrigation controllers by Signature Landscape $22,000.
New Lifestyle Committee
Motion approved to establish a temporary Ad Hoc Lifestyle Committee to be in place for 120 to bring ideas of how to enhance FDL lifestyle.
Infinity Waterfall Restoration
Motion approved to spend “up to $75,000 on repairs to the area. No vendors bid total project.
Additional Landscaper Daily on site
Motion approved for Signature Landscape to supply an additional landscaper daily on site $24,696
New Lifestyle Committee
Motion approved to establish a temporary Ad Hoc Lifestyle Committee to be in place for 120 to bring ideas of how to enhance FDL lifestyle.
Welcoming Committee
Establishing a separate committee not done. After reviewing Social and Welcoming Committee member comments, item died with no motion.
ADA Door Entrance Mechanisms
Motion approved for up to $6700 for installing two ADA mechanisms (one for front door & one for gym). Staff to review colors of hardware to best match and mechanism must work the security fob system.
Intermountain Slurry change order
Motion approved to apply approx.. 1000 sf of SS1 to rough areas of streets $2,000.
Stamped Concrete – Sealing
Motion approved for up to $17,025 for stamped concrete sealing subject to rejection if product isn’t conducive to the FDL stamped concrete at entrance and around clubhouse and amount of use. Staff to confirm product and estimated life expectancy before another treatment needed.
Wood Staining/Refurbish Clubhouse
Motion approved for Marth Painting to stain the interior clubhouse wood trim/doors $6,400.
Bank Accounts
Motion approved for opening new accounts at Heritage Bank, Nevada State Bank, and Wells Fargo.
Maintenance Staff – Addition of part-time trash collector position
Motion approved for hiring a part time staff member whose main duty would be to start collecting trash at 8AM. Goal is to get trash off curbs earlier.
5-Year Obstruction Inspection required
Motion approved for Simplex Grinnel to perform required inspection $2,210.35.
Large Fountain Pump
Both pumps at the roundabout fountain had to be replaced. Motion approved Well Service to replace and install the two pumps $4,575.81
Reserve Study – Financial Update
Window Repairs
Motion approved for Century Glass to repair windows at individual units $3,927.99
Fleur de Lis Monument Letter re-bronzing
Motion approved for WPI to re-bronze the letters at the monument and waterfall entrance areas $2,245.
Waste Management Services-Recycle Plan
Motion approved to approve 90 day recycle trial via Waste Management Services $144/month + purchase required blue bags. WM provided a 4-yard dumpster, blue bags distributed to residents—Wednesday pickups.
Gutter Repairs
Motion approved for Seamless Gutters to repair gutters at nine units $5,300.
Gate Code Change
Motion approved for changing gate codes for residents and guests.
Collection Policy
Motion approved the newly revised Collection Policy in compliance with new law pertaining to Active-Duty military personnel.
Ceiling Fans – Fitness Center
Motion approved for installation and electrical work for three commercial grade ceiling fans chosen by Clubhouse $1,540. Fans not included. Later motion approved NOT installing as floor fans sufficient.
Winter Hours
BOD agreed once pools close, the clubhouse would revert to winter hours and close at 9PM.
Locker Locks Replacement
BOD postponed decision
Management Contract with FirstService Residential 2018 Renewal
BOD approved temporary 90-day extension for further review.
HOMEOWNERS FORUM
Dismay that new management got rid of long-standing staff members.
Legal fees $80,000 over budget.
Residents unaware of new increase in assessments or reason.
Complaints that websites not maintained, LED light colors aren’t consistent, fence posts not consistent height, owners don’t have opportunity to give input on agenda items or excessive expenditures (Any resident/owner can email suggestions to management which would be reviewed by the Board.)
HO concerns addressed by Steven Parker, President of FirstServiceResidential thusly:
Associations are managed by Boards which are elected by the owners to do what they feel is best for the community. Owners can give
their opinions to the Boards, but as duly elected officials of the association they have the determining vote. Also, as staff are employees of FirstService, FSR Human Resources (HR) oversees personnel. Unfortunately HR and staff issues are confidential so they can't be disclosed about the true nature of what has occurred and what has been discussed at this meeting. I can let you know you only heard one side of the story. FirstService prides itself in its treatment of its employees and the opportunities for advancement and education which we provide.
HO report new car remote device cannot be programmed to gate.Told Current system full,no room for more
HO reports Waste Management combines recycle bags in one bin. Told it is us to WM to do whatever.
HO presented proposal for installation of a bocce ball court by infinity water fall area.
ELECTIONS:
Minutes missing for Election Meeting August 2017.
Organization meeting indicates Pete Battisti and Eric won re-election.