CONTRACTS/EXPENSES BOARD APPROVED:

Access Control System contract: pending with much HO dissent

Tech/Safety Committee holding workshops, working on RFP.

Advanced Integration AV proposals being reviewed by Tech Committee..Board approved up to $60k for this.

Alarm Monitoring Service – discovered in Oct. 2019 they had underbilled contracted services over $12k. Not seeking reparations, will bill correct amount beginning 1/1/20. Budget had to be increased by $5k.

Audit and Tax Prep for Previous Year

(2017 Audit prepared in 2018 by Kohn & Co. $6,000--chosen by Finance Committee)

2018 Audit will be prepared by Hillburn & Lein $1675 recommended by TW CM (see Minutes for H&L info.)

Copier Lease – five year lease for existing copier expires 10/31/18. Board discussed purchase vs. lease.

Moved and accepted lowest bid of machines having similar output capacities-- a Ricoh copier at $155/month. Term not indicated.

Moved and approved buying old leased copier for up to $650.07 rather than shipping it back to lessor.

contract: 3 yr with FSR ending

Clubhouse Cleaning - 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.

FAAD dismissed 8/2019, who dismissed Sandra. She was hired as TerraWest employee.

Clubhouse Spring & Fall General & Carpet Cleaning Contract – none

Rug cleaning $15435 evote approved.

Computer Maintenance Contract with FSR was terminated and approval of $5,000 for Tech committee to explore and replace clubhouse computers.

Curb Painting 3x $12,531 evote approved.

Fire Hydrant Maintenance Annual Test 

City of Reno issued a citation for FDL HOA having failed to perform required annual testing of its fire hydrants in 2017.   Citation included a warning that 2018 was overdue.   FDL already has a fire protection vendor, Johnson Controls, to provide such services for $410/year for all 14 of hydrants in FDL. Approved.

Fire Alarms and Sprinklers required audit –

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

Multi-hip machine $645 evote approved.

Gates & Annual Maintenance Contract

CAS currently does repairs on the gates. Approved CAS for maintenance contract to extend the life of vehicle and ped gates by maintaining it to prevent system failures $222.25/month. Sept. service showed gate hinges failing, upgraded model should have been used in first place. $4335.30 CAS to replace approved.

eVote approved $1500 to repair north side entry gate motor. Repairs increased to over $2300, even then not sufficient. Vendor recommended a brand new one $4100. However, new one would not be compatible with south side of gate. Board approved $8127.59 for two new in-gate mechanisms, saving old for parts.

Gate motorcycle exit/egress – Most motorcycles too light to trip sensor to open gate. Board approved CAS to provide and install a $1085.15 push button

Gate motor stocking purchase NTE $2000 approved due to purchase of new

above.

 

Hardwood Floor Refinishing-Clubhouse was pending. Bid received $18,149 tabled. Confusion resolved. Board approved NNV Hardwood Floors to refinish bar/kitchen room $6536.

HVAC Annual Maintenance Contract 

Motion approved yearly service contract from Sierra Air to repair clubhouse HVAC system to extend life $

April Monthly Maintenance found burned, pitted contactors, recommended replacement prior to failure. Board approved Sierra Air to make repairs $948.

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.  Policy automatically renewed for $82,437 w.Board approval.

Earthquake Insurance – BOD researched wither it is readily available. The $172 cost does not make it readily available and is 60% higher than expected. EQ insurance 4x regular insurance.

Internet – Board approved two-year Managed Service Agreement the Tech Committee worked out with DLL Technologies starting 4/1/19. $80,806. Two major items:

Project support $17,800 which covers project support on the Access Control Project and

2018 Contract Overage of $13,500 based on actual hours spent in 2018.

Internet Contract for service into FDL - ?

Internet contract for disbursing to units:  DLL in 2018-19

Lighting – Board approved $3050 holiday lighting for entry by Reno Window Cleaning.

LANDSCAPING, POOLS, WATERFALLS:

Landscape Maintenance Contract

with Signature Landscape 2018 Renewal

Third year of contract fee is $11,121/month.

2019 Contract RFP required 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.

Signature contracted for north end of property tree trimming $13,310

Prune trees blocking view of addresses $1644 approved.

Additional gardener approved for 2018 Signature Contract $25,440, paid monthly $2,120.

2019 Landscape contract with Signature included ditch maintenance. Further negotiation required.

Signature LS Irrigation Timer Upgrade Contract for efficient irrigation system watering cycles management.  Approved $13, 846.  This system depends on wifi communication. Therefore:

DLL irrigation timer wiring upgrade contract approved for $9,822.14.

Deep Root Pest Treatment Contract – 80 trees problematic for bug infestation each year. Treatment is inground injection of a systemic pesticide. Board approved Signature contract for $3,920.

Pools/Ponds – Waterfalls

Koi Pond Annual Cleaning 

Motion approved yearly service contract for Oasis $2500.

Koi bridge Railing – CAS repair of unsafe, corroded handrail approved $780.

Snake – Staff unclogged drain at main pool with new 100’ snake.

Pond General Maintenance  

Oasis has been doing this. Landscape Committee review. Tabled.

Motion later approved yearly service contract for Oasis $2500.

Staff came up with plan to do work inhouse with a temp labor service provider. Board approved temp labor contract with Galloway Ventures for up to $30,000. Approved additional $30,000 for continued pond maintenance.

Additional temp labor pond maintenance $4,988 evote approved.

Pool Pavers

Pool deck pavers needed re-work. Motion approved for Pavers by Porter to re-work pavers on pool deck $26,785. Cancelled contract in March; may resume in fall.

Pool Gate Security Upgrade

Pool gates need steel mesh to prevent re-around opening. A fob/key/code will be needed to get in only; not needed when exiting. Approved CAS contract $3009.91.

Pool Deck Concrete Contract – after old concrete removed on pool deck, discovered that soil has subducted below pool coping along both edges. Required adding and compacting additional soil to support the new concrete being installed. New drain and pool ladder anchors needed. Sierra Design Concrete contract approved for $1,906.

Pool & Spa Yearly Prep for Opening and Closing 

Pool opening this season approved for usual vendor, Lee Joseph $1,650.

Pool Robots – 2 $1700 evote approved.

Sump pumps – 5 evote approved $8k

Patio roses $3500 evote approved

Fountain pumps – 2 evote approved $2800

Big spa heater evote approved $3k

Small spa heater – NTE $3k approved.

Pump Stocking – Plan is to buy stock to have on hand instead of waiting weeks to order and receive. NTE $20k approved.

Infinity Waterfall Restoration

Motion approved to spend “up to $75,000 on repairs to the area last year.  No vendors bid total project.

Infinity water fall, pool deck, +pond 2 waterfall repairs

The main waterfall is supposed to be “infinity” style but has not worked properly for years. Management sought design solutions and proposals to repair it. Only one vendor elected to respond, Sierra Design Concrete. They looked at the waterfall itself as well as an issue at its foundation & fascia; at issues with concrete at pool deck, several ponds and provided a proposal. A workshop set up to review. Motion approved to have Sierra Design Concrete do all repairs $65,546.

Entry waterfalls and Ponds Contract

To finish the infinity waterfall at main fountain to include a faux rock face for preventing damage to substructure. Also repair two drains on pool deck and waterfall at pone #5. Sierra Concrete approved $65,546.

Entry waterfalls & pond treatment contract – urgently needed due to water cloudy and prevent mosquito breeding. Board approved Signature contract for $8,539.

Entry waterfalls soil & plant replacement contract – None, soil will be amended instead of replaced.

Management Contract

TerraWest (began 12/1/2018) (minutes missing, terms?

Parking Patrol Service Management provided one proposal from ESI. ESI provides service to many HOAs in town and is the original provider of this service in Reno. Motion approved to hire ESI to professionally provide parking patrols for $119/wk.

Padovan Consulting Progress Report Related to Settlement

Padovan Consulting Contract – Pandovan has been scheduling and overseeing Settlement Fund Defect Corrections since litigation finalized. Board needs advice of experts to make informed decisions regarding everything.  For consult re repairs of water features $2,000.

Approved Padovan $1960 for concrete & $3360 pool deck.

Recycling Program needing blue trash bags – Cancelled 5/22/19.

GM reported Minutes indicated discontinued at November 2017 meeting. Motion approved to reinstate the four bags/unit/month recyclable recycling bags provided by the HOA program.

Minutes 4/24/19 mention “Possible partial reinstatement of Recycling Program.” Recycling workshop held with Waste Management manager. No good options. Tabled.

Program cancelled 5/22/19. It is expensive and most of the recycle items end up in landfill anyway. Individuals welcome to participate in City/County etc programs.

Repairs HOA Responsible for

Ceiling water damage repairs approved Martha Painting $2,305. APS $195.

Repairs to 18 units approved from Construction 37, only bid, $14,200. Avg.$400/unit only option.

Gutter repair any submitted each month approved for Gale to repair.

Gale Building Products approved to gutter the entire southside of bldg. 31 for $4,542.

Gale gutter repair contracts approved $2788.

Gale gutter repair approved $548

Roof repair approved each month. Scott Roofing repairs.

Sewer backup repairs reimbursement request denied. HOA does not reimburse for sewer back-up repairs.

Fast Glass block wall replacement – failed at units in past. Board approved up to $1298.

Unit 3906 needed new seal $250 or new block wall for $300. Board approved $250 for new seal.

Theater room entrance repairs – Approved for “company that did the Billiard Room floor refinishing years back” $750.

Reserve Study Update “invaluable” for budgeting purposes. Board approved 2019 Reserve Study Update $250.

Sealing Driveways

Sealing extends life of concrete and significantly easier snow removal. Tabled.

Sewer lines Maintenance Contract – RFP still being developed for annually inspected.

Sewer line hydro Flushing Contract - cleanout required annually. Only Absolute Drain Service responded with a $29,800 bid. Tabled. Later, Board approved JET Plumbing $3850 which has a  successful maintenance plan.

Service recommended every other year as maintenance at $3850/service.

SNOW REMOVAL

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.

Signature has submitted proposal, but negotiations underway 2019 to use Bill Hinkle for plowing portion. Board approved NTE exceed last year’s amount regardless of who does what.

Storage Locker – FDL seems to have had one, but no mention of rental/lease fee before 2019 when current area was too small. Board approved contract 3/27/19 for a larger ground floor locker big enough to accommodate snow removal equipment in off-season, but no terms shown.

Street Sweeping Contract RFP sent out declined by all for fixed price. Per hour only offer. Board approved DC Sweeping offer of $174/hour with no minimum.

Surveillance Cameras – Additional

Motion approved to add four more security cameras to the system from OTS $5,702.14.

Window Cleaning Clubhouse twice yearly Contract 

Motion approved yearly service contract from CES (Commercial Equipment Source) for quarterly preventative maintenance on fitness equipment $200/quart in 2018.

Tahoe Window Cleaning was approved 3/27/19

to wash inside above 6’ high and complete outside for $670/cleaning.

Window Tinting 

. Motion approved for Northern Nevada Window Tinting to tint the great room high arch window $1300.

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.

Mailing Expenses – Motion carried to discontinue mailing meeting agendas and any information unnecessarily.  NRS requires some things to be mailed, but most items can be eblasted.

Clubhouse Reservations & Rental Fees

. Motion approved to allow clubhouse rental one extra hour at a fee of $25 above rate.

. HO requested use of clubhouse at no charge, similar to what FANS group does. Board approved charging non-profit (or similar) groups the lowest rate of rental regardless of group size.

Policy should be reviewed. Events open to everyone in HOA have no charge. Private functions to which FDL residents are not all invited have a charge, based on number coming to event.

Video Doorbell 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.

Resolution 19.02 to allow eVoting by the Board – Reaffirming Section 5.5 of FDL By-Laws permitting Board action between meetings if in writing which includes email.  Any and all actions done so must be reported at next meeting.

Spa -winter closure

Motion approved to close one spa in winter; resident usage rare.

Winter Hours

BOD agreed once pools close, the clubhouse would revert to winter hours and close at 9PM.

 NEW BUSINESS:

Clubhouse hot water recirculation

Because members complained about waiting long time for hot water, all faucets throughout clubhouse, Board approved installing instant water heater at kitchen sink only.

Dog Stations – two new station locations approved as dog waste still not being properly disposed.

Handrails for CH patio steps approved NTE $750.

MofO debit card opened w/$5000 limit to supplement credit card.

Incident Management System Training – Board approved D. Hourihan to do a free educational seminar.

Management Co. (TerraWest) Software:

inadequate  email system– current software limits ability to send emails to non-owner residents. Unacceptable. TW must ensure all residents signed up to get, receive email announcements.

Constant Contact – new drafting software for Newsletter

uManage software for maintenance and violation tracking now used

GoDaddy fdltownhomes.com domain renewal approved. Not included in 2020 budget.

Light Infinity Waterfall – recommended by ad hoc committee was approved.

Increase Clubhouse Rental Deposit – to $1000 for all reserved events approved. Newly refinished hardwood floor received $600 damage due to event caterer dragging boxes across it. Current $150 deposit inadequate.

Process for identifying responsibility is security camera system and/or witnesses.

Gym locker room locks – Bid for $5,967.25 reviewed. Similar proposal considered 5yrs ago. Most people live here and can leave valuables at home or in their car and this is a gated community. Board decided to put ap a sign indicating valuables are not to be left in lockers.

Small spa real cover approved $1435.

Attorney review updated Rules & Regulations – approved.

 HOMEOWNERS FORUM

HO who attended Access Control workshop does not want airport arms gate.

Several HO questions/concerns re new Access Control System. President rationalized desperate need of replacing obsolete current system. Two workshops held for resident input.  Owners’ concern is this should be voted on—it is a major change. President FEELS it is a Board decision and responsibility.

FDLtownhomes.com website shut down? Board unaware, will look into this.

HO asked if fdltownhomes.com domain not renewed, how much will assessment go down.  Pres responded only 4-5 members use domain. To reactivate service would be $3000.  It’s not in budget. Members have many choices for free email servers.

Pool was recently closed due to Health Department surprise inspection. Staff corrected, but …..

Settlement funds spent, so any concrete areas needing attention will need to come out of Reserves.

Cattails removed but coming back. Rodeo will be sprayed.

ELECTIONS:Three candidates were incumbents, unopposed, automatically elected without vote required.Officers remain unchanged. BUDGET RATIFICATION MEETING TO FOLLOW.  (Note: was no quorum, law states if not, budget is automatically approved.)