2018
2017-8 BOARD OF DIRECTORS:
(note: no 8/2018 election Minutes, apparently incumbents were unopposed for the 3 openings. Officers remain unchanged for all of 2018 )
PRESIDENT (from 8/2017) Jaime Martorell (elected 8/2017) Liaison to Tech & Clubhouse Committee
(after 8/201
VICE PRESIDENT(after8/2017):,Eric Linden selected (elected 8/2015) Liaison Social Committee (1/24-3/28/18)
3/28/18 Liaison for Communications/Marketing Committee
SECRETARY (from 8/17) Buster Bustamonte (elected 8/2014, re-elected 8/2016)
Liaison to Landscape & Safety Committee (1/24/18)
TREASURER(from 8/2017) Keith Coombs (elected 8/2016) & Liaison Finance (1/24/17
DIRECTOR (from8/2017) Pete Battisti (elected 8/15) Liaison to Communications/Marketing Committee
Pete submitted resignation from Board 2/28/18. Board selected Linda Loveland to replace. & made Liaison to Social Committee. (3/2018)
6/1/2016-12/31/2018 MANAGEMENT -First Service Residential (FSR)
First Service from 6/1/2016. Steven Parker, President-First Service Residential
COMMUNITY MANAGER(Licensed CAM): Karen Brown (since 10/1/2016-3/28/18)(4/25/18: Jon Powell
ADMINISTRATIVE ASSISTANT: Kathleen Hall “at front desk” 4/25/18 Robert Majur
HUMAN RESOURCES: Amber Tobler
REGIONAL MAINTENANCE MANAGER: Ron Eckhardt
MAINTENANCE MANAGER (Feb.2017): Jim Keller (from 4/25/2018) Perry Peterson
12/1/18- TerraWest
ON-SITE MANGER – Brian DeLisle
2011-2018 LEGAL COUNSEL
GENERAL COUNSEL(since 2011) & COLLECTIONS (4/2016):Adam Clarkson from Fuller Jenkins
Clarkson Law Group – FDL HOA (not FSR)
COMMITTEES with Board Liaisons (1/24/2018)
Finance – Keith Coombs
Landscape & Safety Committee – Buster Bustamante
Social Committee – Eric Linden
Communications/Marketing Committee – Pete Battisti
Tech & Clubhouse Committee Jaime Martorell
Note Committee names do not line up with previous years’ Committees or charters.
Committee Appointments 1/24/2018
Finance
Technology
Clubhouse
Landscape
Safety
Social
Social-Welcome
Communications
Note: See Minutes for Members approved.
Legal Committee established 6/2018 with Jerry Whitehead appointed.
| (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.) |
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 2018 documents.
(Year, Month, Day, Document)
Note: September 26 and October Meeting Minutes missing.
2018 REPORTS:
Legal: None
President’s:
Dogs must be kept on leash and must be picked up after them. Dog droppings are huge issue.
Board will look into dog registrations; some HOAs doing dog DNA testing to ID offenders.
Speeding has become a safety issue.
May residents putting trash out too early or too late.
Owners must give RSR info on tenants if renting their units.
Work being done re abandoned dishes on buildings.
HOA needs policy for dish deposit to remove when resident moves. Otherwise HOA has to pay for removal.
Dissolved Clubhouse Committee to completion of outstanding projects and no budget. Later rescinded.
Stressed need to clean dryer vents on regular basis by licensed contractor to eliminate fire hazard. Vents to roof. List of vendors capable will be compiled by staff.
Candidate statements have been mailed to owners for 3 open board seats. Due back Aug. 1st.
Work Order system activated for HOA allowing owners to submit work order tickets by logging into website of contacting front desk. System allows Board to track progress on open items.
FSR provided Notice to Terminate the Management Contract at end of 2018.
Owners were advised that FDL is a sub association to the Master Double Diamond Association (DDHOA) and owners should be aware of pending litigation between DD and City of Reno with potential effects this could have on FDL. If DD is unsuccessful with litigation, they are faced with significant settlement against the DDHOA and can require increased assessments against DDHOA as well as all sub associations such as FDL.
Board launched Program in September to evaluate garage doors in need of repairs. Those found to need repairs will have 3 options 1) HO does repairs and painting 2) HOA arrange contractor to do repairs and bill HO for repairs 3)if HO ignores, HOA will have work completed and bill HO for costs incurred.
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Maintenance Manager:
Progress given at each meeting on status of various items approved by Board.
Streets pre-treated with ice melt after bad forecast.
Presented emergency roof repair building 13, Scott Roofing for $4,222; board approved.
Scott Roofing to repair building 2 roof recommended and approved $3,152. From Settlement funds.
Koi targeted by predatory birds. Placementof protective netting suggested. Board approved cost to do.
Pools and Spas passed Washoe County inspection process.
Contracted new maintenance contractor for koi ponds.
Two pumps at Pond 1 not functioning. Approved purchase 2 pumps for pond 1 from Western Nevada Supply.
MM to provide inventory of various pumps with make, model, power rating, etc.
Pools opened in Map.
Annual Fire Alarm/Sprinkler System Inspection completed.
Lake/Pond Pump Inventory & Status completed.
Koi pond received deep cleaning and is now on weekly maintenance schedule.
Pool light fixtures needing repair/replacement approved to Lee Joseph $1,857.83 to replace the pool lights with new fixtures, replace spa light, schedule work for fall season when pools closed.
GM commented on the high rate of employee turnover FSR experiences, specifically gatehouse and concierge positions. Locating capable replacements has proved difficult.
Pools and large spa shutdown for winter in November. Faulty pool lighting fixed. Small spa remains open.
Hydrostatic valves replaced at both pools.
Keyless keypad installed at Network room.l
Gatehouse split system AC and furnace installed.
TMWA have installed snow marker stakes around valve boxes.
Snowblowers tuned up for the season.
Water features off for winter.
Aerators at ponds shut off for winder.
Community/General Manager:
Administrative Assistant attended education seminar regarding Sociopaths in Association.
Recycle program saved $1,000/month in fewer pickup charges for big trash compactor.
NV Energy Sure Bet rebate was $35,433. HOA spent $71,000 retrofitting all lights to LEDs.
Electric bill savings of 30-40% each month since installation of LEDs.
FSR rolling out new FDL website.
Clubhouse is missing many wine glasses after events. Please wash and return so we do not have to buy more.
GM Reports Executive Meeting Summary monthly including 61 open violations. Also reports ARC Applications reviewed. Architectural Request forms being updated.
Kleenex boxes disappear soon after placement in clubhouse.
Someone switching good Charmin toilet paper with one-ply in stalls with no locking TP holders.
Reminded no trash pick up on snow days.
Karen Brown noted her last day was 3/28/18.
New staff introduced 4/25/18) See Management above.
Swimming pool opened May 23.
New Clubhouse and Pool operating hours are from 7AM to 10PM.
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2018 COMMITTEE REPORTS:
Landscape/Infrastructure
Requested written response from Board about their recommendations. Told: Liaison will respond.
Irrigation system turned on for winter watering due to dry winter.
Valves replaced.
Plan for spring flowers, shrub trimming, preemergent and fertilizer applications developed and implemented.
Everyone welcome to attend Landscape Committee Meetings 1st Monday of each month.
North entrance wall cracking due to roots from large trees pushing into wall; 4 trees removed.
Committee preparing RFP for new landscape contract, current expires Dec.31, 2018.
Signature awarded contract for next 3 years.
East ditch cleared from FDL side to middle.
Drainage at buildings 7, 8, 12 completed.
Social Events:
December Pizza Party had 83 signup, 19 no shows. Those who RSVP for free event waste the committee’s $.
Committee ended last year with $88.99 in their budget. The $2,000 in 2018 budget will be towards quarterly live entertainment socials.
Social Committee meets 1st Tuesday of each month and all welcome to attend.
Current budget is $6892 down from $7000.
St. Pat Day free dinner Mar. 16
Poverty Tax Breakfast Apr. 28. No shred truck as not pd. From social budget as not a social event
Committee volunteers to launder tablecloths after events as management has been doing since 6/2016.
Mothers and Fathers Day lunches
Bingo Night
Friday night at the movies
Motion made and approved to spend $300 of HOA funds for shredder truck.
Pancake breakfast and doc shredding Apr 28
Mothers Day brunch May 12
Memorial Day BBQ May 28
Fathers day BBQ June 23
Patriotic Social July 7
First Friday and Brian Sears July 6
Pie and Ice cream social
Luau Sept. 29
Christmas party Dec. 8
Chili cookoff in Fall
Thanksgiving event
Finance Committee
Year-end financials show staffing expenses under budget, landscape over, koi ponds, trash service and utilities over. Overall good cash position, @$9,000 to the good. YE adjustments still pending.
HOA has accounts in 10 different banks. Motion approved for all Board members as signatories on all.
2019 budget prep delayed until bids received for new landscaping and management contracts.
Safety:
Speeding signs up but residents still speeding; a huge safety issue. Reported most every month.
Recommended residents change original patio door locks and purchase a dead bolt flip guard (from Amazon)
Wear reflective clothing and/or carry a light when out at night.
Prepare unit so emergency response teams can get to you.
Drafting policy on use of drones.
Technology:
Core Network Room cleaned. Network assessment and inventory completed.
Surveillance Cameras project underway and a new Network Maintenance Service.
Satellite dishes again surveyed to remove inactive dishes.
Recommended Internet Maintenance and Surveillance Camera from ORBIS/OTS to provide network support, a support help desk for residents as well as monthly seminars #3,550/yr Plus hourly contracted service rates estimated to be $27,000/yr. Also recommended OTS/ORBIS for Surveillance. Includes 19 cameras at the gate, entrances, throughout clubhouse $28,000. To be monitored by FSR staff. Both approved.
DLL was awarded contract for internet maintenance; they have remote access capability.
DLL has set up ticketing system and is providing service to homeowners.
DLL to provide training for staff.
Surveillance cameras installed.
Committee’s recommendation for upgrading FDL’s outdated network with DLL approved $62k-Reserve Funds
Surveillance system expanded to include maintenance area.
Clubhouse/Facility Technology:
Off-site storage recommended for seasonal decorations (newly purchased).
New tablecloths are needed. Recommended dark burgundy and dark green.
Need on-site washer/dryer.
Down cushions in theater need to be replaced as some residents allergic to feathers.
Curved mirros in gym above treadmills recommended for safety.
Recommended four larger 55” TVs vs. current smaller ones.
Sound system not working in clubhouse or outside. Recommend repairs.
2018 WORKSHOPS
Workshop on 3 issues: Dog Waste, Resident Databases, and Satellite Dishes.
CCR updating to remove references to declarant and other changes.
Bocce Ball Court Proposed Installtion in common area without owner approval.
2018 FINANCIALS – Keith Combs:
Current draft financials reviewed by Finance Committee before Board.
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.
2017 complicated due to unit 5102 (in foreclosure for nearly 6 years) litigation process. Expenses of $150,000 were capitalized. Board decided to stop litigation, lose money and settle. Resulted in net loss of @ $80,000.
2017 Year End Audit approved from Kohn & Co.
Charles Schwab Account opened to maintain secure accounts that are federally insured approved.
Reserve Study Update required by law to review reserves on yearly basis. Board was suggested to hire Browning Reserve Group to perform the update; approved.
$5,500 in black for the year.
Need to prep RFP for new firm to complete annual audit.
Approval of credit card for new manager and assistant manager subject to approved spending policy.
Update to Association Purchase card from prior manager to current manager, approved.
Recommendation for HOA bank account construction defect banking transfers referred to Finance Committee to assure compliance with banking policies.
2018 UNFINISHED BUSINESS:
Padovan Consulting Progress Report Related to Settlement
Settlement Report received from Padovan and under review by Board.
Roof repairs phase 3 not being pursued. Roofing issues will be addressed on a case by case basis.
Eight existing bids for repairs approved $16,039. From SF.
Infinity Waterfall Restoration
Motion approved to spend “up to $75,000 on repairs to the area last year. No vendors bid total project.
CONTRACTS/EXPENSES BOARD APPROVED:
Management Contract
with FirstService Residential 2018 Renewal
BOD approved temporary 90 day extension for further review 11/2016.
2018 Management Contract “exactly” the same as June 2016 contract.
New contract dates approved for January 1 – December 31.
FSR submitted Notice of Termination effective 12/31/18.
Management Service Contract Bids went out to six management companies, four responded: Eugene Berger, TerraWest, Associa and CAMCO. Board will review and follow up with interviews, decide at September meeting.
2017 Audit and Tax Prep Engagement got 3 proposals ranging from $1875-$6000 from current vendor.
Motion approved “up to $6,000” and referred to Finance Committee for recommendation. Finance Committee recommended and Board engaged Beth Kohn (highest bidder) for 2017 Audit.
Landscape Maintenance Contract
with Signature Landscape 2018 Renewal
Third year of contract fee is $11,121/month.
2019 Contract RFP requires additional work. Approve subject to modifications made by Buster and Jon.
Tree trimming with licensed arborist on staff RFP distributed to vendors. Three bids received and referred to Landscape Committee to select a vendor, approved up to $20k. Signature awarded tree trimming project $12,500.
Additional gardener approved for 2018 Signature Contract $25,440, paid monthly $2,120.
2019 Landscape contract with Signature included ditch maintenance. Further negotiation required.
Insurance – 2016-17 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.
Insurance for HOA 2018-19 – expires in June. Requests for bid declined. Current insurance broker approved for renewal of current insurance effective June 2018, at a higher premium and increased umbrella to $25M and added a 3year extension for foreclosure coverage.
Computer Maintenance Contract with FSR was terminated and approval of $5,000 for Tech committee to explore and replace clubhouse computers.
Snow Removal contract
Motion passed to approve 2018 snow removal contract with Signature Landscape. (MM requested 16 companies for snow removal proposals; 15 declined.)
Snow removal contract ratified in November.
Scott Roofing for Roof Repairs on units 401, 2202, 3904, 4902, 5206 at $2,045 each
Gayle Gutters for gutter repairs on five units $1,788 (company approved 2016 out of business).
Locker Locks Replacement
BOD postponed decision in 2016.
Post Cap Light Fixtures Reinstall
BOD postponed decision in 2016. Approved “up to $17,000 “ with MM to choose vendor.
Pond/Pump Replacements: after inventory of pumps identified six needing replacement, Board approved purchase of 10 pumps from Western Nevada for up to $14,250—ask for discount.
Clubhouse Vehicular Damage repair to clubhouse. WPI approved for a base price of $1,170 plus $450 for possible framing damage; $275 to IME for electrical repair and $150 from Gale for downspout repair for total cost of $2,045. An insurance check was received to cover cost of the damage.
to repair exterior insulation and finish EIFS Repairs WPI approved for a 5-part scope and price $19,634.
Pond Dredging and waterfall repair in Lake 2. $2,850 .
Pavement sealing bid from SNC approved due to past working relationship and quality of work.
Policy/Rules
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.2016. BOD approved Clubhouse Rules revisions with original temporary 90 day extension for further review 11/2016.
Video Door Bell approval for ARC Applications will be reviewed and approved case by case.
Health/Safety/Welfare violation approved to officially make failure to pick up/clean up after your dog a Violation.
Driveway Parking Rules Revision – there was conflicting language in CCRs and Rules where Rules allow guests to park in driveways for certain periods of time. Motion made and approved to rescind Rule 10.2 of March 23, 2016 Omnibus Rules and Regulations which allows guests to park in a unit’s driveway.
Fine Policy reviewed by Coombs. Existing Maintenance Violation Correction and Fine Policy modified to new document; Violation and Fine Policy to better reflect existing structure and needs of FDL. Motion approved subject to review by legal counsel.
NEW BUSINESS:
Establish Legal Committee. Motion made and approved to create a Legal Committee with Jerry Whitehead appointed to it. (Note: June 2018 Minutes show Management asked Board to acknowledge an email indicating their legal counsel’s opinion and management recommendation on the matter. Board so acknowledged awareness that ,if the Board chooses to create the Legal Committee, to have their legal counsel draft confidentiality agreements as well as involve their insurance company on the items being delegated to the committee to ensure coverage and risk mitigation moving forward.
Establish Team to Update CCRs. In June a working group created to review changes and provide proposed changes to the CCRs. Team to assist in creating a package to send to owners for vote which needs a 75% approval response. Keith Coombs and Linda Loveland volunteered and additional volunteers were requested from the community.
Resident/Tenant Audit: FSR to provide a resident data export for the Board to review for more accurate understanding of who lives in the community and create an accurate tracking system of who is moving in/out.
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.
Spa -winter closure
Motion approved to close one spa in winter; resident usage rare.
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 .
Winter Hours
BOD agreed once pools close, the clubhouse would revert to winter hours and close at 9PM.
HOMEOWNERS FORUM
Resident sent info on inflatable “portable” Bocce Ball Court.
Resident suggested dog registration with photos, names and shot records.
Question who is to pick up after dogs? Maintenance
What about earthquake insurance? Suggested owners get together and buy if HOA won’t.
Violation process not understood. Management explained the process up to hearings and fines. Resident asked hot to track the issues to know what if any progress was made.
HO concerned concrete driveways damaged due to salting before/after snow removal. When told HOA would pay for damage, but all owners are paying into the HOA. Other owners mentioned animals are not able to walk through it.
HO wanting to install hardwood floor in upstairs unit willing to hire architect or engineer to demonstrate the flooring is now as quiet or quieter than carpet. Told further discussion offline.
HOs often request board minutes be available to the public sooner than one month—usually at next board meeting, allowing no time for owners to study beforehand. Motion made and approved to release draft minutes (but they rarely were)
HO ask if HOA provided Christmas tip or gift to staff. Told Management policy is to not allow employees to accept gifts. Both TerraWest and FSR have that policy.
ELECTIONS:
Minutes missing for Election Meeting August 2018.
Apparently the 3 positions open were filled with incumbents with no opposition.
BUDGET RATIFICATION MEETING TO FOLLOW.
(Note: was no quorum, law states if not, budget is automatically approved.)