1/1/2021-8/2021
(Historian Note: Following a year of homeowner revolt against BOD making changes without allowing voters to vote on the removing pavers at pool and substituting with concrete, forcing a facial recognition biometric system on the community that the majority did not want, refusing to listen to homeowners and denying owners document/contract viewing permitted by law, 2021 began with these Directors, Management, Legal, Committees, & Minutes:
BOARD OF DIRECTORS:
PRESIDENT (from 8/2017) Jaime Martorell (elected 8/2017) Liaison to Tech & Clubhouse Committee
(re-elected unopposed 8/19) no change in any offices.
VICE PRESIDENT) (11/2020) Dan Hourihan appointed
SECRETARY Linda Loveland (appointed 3/2018 elected 8/2019) Liaison to Social Committee since 3/2018
TREASURER (11/2020) Eric Linden appointed Treasurer
DIRECTOR Buster Bustamonte (elected 8/2014, re-elected 8/2016 & 8/2018)
Liaison to Landscape & Safety Committee (1/24/18)
2020 MANAGEMENT:
Began 12/1/18- TerraWest contract renewed July 2020
Director of Community Management – Dawn Osterode
2020 Provisional Community Manager Kenia Salazar
2020 Facilities Manager – Tim Parks 7/25/2020
2020 Concierge – Ana Paredes 2/24/20
LEGAL COUNSEL
Snell & Wilmer appointed 9/2019.
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 serve on more than one committee as of 10/2020
COMMITTEE (since 6/2018)
Legal –Jaime Martorell only member & Liaison
COMMITTEES with Board Liaisons (established 10/2020)
Finance
Landscape – Buster Bustamonte Liaison
Social – Linda Loveland as Liaison
Safety Committee – Buster Bustamonte Liaison
Technology – Jaime Martorell Liaison
Ad Hoc Committee Charter and Members approved to define recommendations on drip irrigation system and driveway replacement scope of work. Buster Bustamonte Liaison
Members may now be on more than one committee. See Minutes for Approved members.
All Committee Charters amended 11/2020 – to mention one board member as liaison per committee UA
Minutes of Board of Directors (BOD) Click HERE to read 1/1-8/25/2021 documents.
Note:CCRs only require HOA general meetings of members to be held once a year. FDL has historically held monthly meetings except for July and December.
Note: CCRs require Meeting Agenda with recommended format be issued before each meeting.
Meetings are to use Parliamentary Procedures rules.
(Year, Month, Day, Document)
No January Meeting
No May Meeting Minutes – there was a meeting. Minutes approved in June Minutes
Approval of Meeting Minutes (Historian’s Note: Previous month Minutes routinely approved most years. Meetings are recorded. Recordings reportedly “lost” in 2020. Reportedly TerraWest recordings were transcribed by someone in Las Vegas. Unknown who picked and chose what to be included. Probably Management selected what to report and gave to BOD for their review—and their omissions or spin. Attendees at meetings aware Minutes did not reflect truthfully or fully. And, by not allowing even abridged Minutes to be seen by owners until a month later at the next general meeting was a sore point. Management was not owner friendly. TerraWest staff tightly controlled to enforce BOD preference for non-transparency. BOD dominated by charismatic President with a “I know what is best for everyone” philosophy. This all changed in August 2021 with 3 new Board members committed to moving FDL Forward.
Synopsis of Minutes January-August 2021 REPORTS
Historian note: May Minutes missing. Interesting that June Minutes mentioned HO Steve Erickson would be recording the meeting to have independent recording. Previous Management recordings “failed” sometimes.
Legal:
Feb. Meeting Minutes contained Legal report given by President. Two Legal Notices Received from Law Group. First one representing a homeowner willing to litigate if facial recognition system was not withdrawn.
Second Notice rec’d Jan. 21 was a Petition to Recall all five sitting board members. BOD immediately consulted NRED and attorneys how best to handle and sent out ballots for homeowners to vote on the recall. (Note: This ignored Petition’s requested procedure and ballot was issued favorably worded against the Recall. However, the majority of votes cast were for the Recall, but CCRs said it had to be a majority of owners, not voters, and so BOD continued in power.)
President’s:
.March remarks on relaxing restrictions on amenities. He’d instituted a daily 2pg Waver requiring several places to sign and fill out each time a HO entered or used facilities.
April comments were that the campaign started early this year for the election, expressed concern he wasn’t allowed access to Facebook group. (Pat Davis responded group is by invitation only and was set up as a private group. He further confirmed their group set a May 1 Meet the Candidates night for their candidates, although candidate forms had not been issued yet to initiate the election process for the HOA.)
June JM outlined Board is pursuing work toward opening one pool and both spas. Coordinating a community wide Welcome Back to Life event on 6/27. RSVP dining and dancing.
Management/Maintenance Report (by Provisional Community Manager :
Routinely starts with summary of Executive Meeting held immediately before HOA general meeting. Includes number of delinquencies and $ amount total, number of violations issued and for what, and whether there are outstanding unpaid invoices.
New Concierge announced in Feb., Ana Paredes
Recall ballots were mailed 2/24 and recall meeting will be 3/15. All ballots must be received by day of meeting.
Staff meetings being done monthly for retraining staff for post-Covid operations. (Note: clubhouse closed, staff paid)
Coffee pot turned off at 2PM unless a special meeting or event reserved before hand.
New phones installed for front desk, community manager and maintenance locations. (Note this was after Mgmt was unable to find an economical system or source. Pat Davis volunteered and got this all up and running.)
Reminded there is no parking on Wilbur May Parkway from 7-5pm (M-F) or vehicle will be towed.
Announced that former GM for FDL, Karen Brown has passed away during Easter weekend.
Reported in June that many residents reported that they were no longer receiving emails.
Dawn Osterode reported that the two founders of TerraWest that established the company in 1979 retired and sold the company to Soleil Management. There would be no change in TerraWest name, software, personnel, or contracts.
Dawn also told about senate bill passed requiring all communications must be mailed to membership, regardless of owner signing up tor electronic communications.
Facilities Manager:
Routinely reports number of maintenance orders received, number completed, and contracted services progress and status. See Minutes for details.
Clubhouse had its first covid-19 decontamination spraying and will follow up on treatment. (Note: follow up treatment did not occur as owners voiced objections due to unnecessary, chemical sensitivity and excessive cost.)
In March, staff started grouting tile and cracks throughout the Clubhouse hard surfaces, saving outsourcing cost.
A section of lawn behind Bldg#4 won’t grow grass. Area under discussion for years. Xeriscape recommended and Brightview bid $2,156.31 for rocks, irrigation and 5 plants..
Reminded mowing/trimming every Mon/Tues and thus irrigation is off on Mon per TMWA guidelines.
June report indicated pool setbacks continuing “as a result of covid;” materials not available for both pools.
2021 COMMITTEE REPORTS:
Landscape/Infrastructure
BB outlined trying to pre-plan as season starts but started rumor that if Recall successful, there would not be a board to approve them. (Note: untrue, Board would immediately reconvene with 3 new members if successful.)
.Liaison never permitted Committee to met (“due to covid”)
Ponds are all metered so we can look at consumption. Believes losing more water via evaporation vs leakage, so analyzing..
New ad hoc group with Pam Hourihan, Master Gardener, calling themselves FDL Garden Ninjas.
2021 Social Events:
Easter Egg Hunt Apr 3
Memorial Day event had 125 people
July 4th party catered by Famous Daves BBQ
Finance Committee
Gave monthly reports
Safety: main concern is speeding. Warned about personal info being taken after storage unit broken into.
June report recapped that the access control “had been approved as RFID cards at the May meeting (Minutes missing—historian can well imagine the outcry that broke out). Also reported the Joint Committee is no longer in effect as the contract has been approved.
Please adhere to the 15mph speed limit and be cautious at night.
Safety/Tech Combined Committees top priority: community access control toward isometric technology.
JM spoke on lengthy internet outage that occurred earlier because vendors had not been paid by FDL.
Access control system and meetings are on hold.
Apr written report recommended replacing SkyFiber. Board approved renewal of contract with DLL for one year.
The Access Control Survey is being compiled for distribution to membership in “a few days.”
JM overviewed in June the approval of the “smart ID photo system which will be required for entry to all facility doors. Requires residents to hold card to the reader for access. RFI Technologies will place a call box at the gate replace the current database in use and provide FDL with one database source for use. Project start late July. JM also announced he is moving to NY.
Clubhouse/Facility Technology: None
| 2021 FINANCIALS –
The current draft financials are prepared monthly by Management, then reviewed by Finance Committee before submitting to Board for review of that month. After BOD review and approval, these monthly Current -Year-to -Date Financial Statements are reported at each HOA general Meeting followed by a Motion made and carried that the BOD acknowledged they fulfilled their duty as a Board to review in accordance with NRS 116.31083. In addition to the above monthly Financials, each year the following are required:
Previous Year Audit Engagement Letter approved for bids on CPA firm to audit and prep previous year tax reports. Previous Year Engagement after bids received, reviewed, and firm chosen to do previous year audit and prep tax returns. Previous Year Financial Report from CPA needs to be approved after received. A current year Reserve Study Update report approved as presented to be posted on portal for member view. Upcoming Year Operating and Reserve Budget must be prepared, reviewed, approved, & issued to owners. Indicates status of assessment, whether assessment increase required and amount indicating Reserve, Operating and Total amount of increase if any. Traditionally, Budget Workshop in October held to begin process. Upcoming Year Reserve Study engagement to complete a full on-site study and report for next year. June eVotes: CAI Insurance renewal Electric outlet for clubhouse $525 Electricity to Pergola $4150 Brightview Trenching $2,714. NEW BUSINESS DLL Clubhouse Telephone System – tabled. ESI Night Guard Proposal – new gate motor replaced. ESI Night Guard proposal was not approved. ESI Nightly Patrol Increase – Currently reviewing in sections with 20-minute intervals at $17/trip. New proposal is $19.87/full RT includes reports with photos. With so much non-compliance in FDL, Board UA on a temp basis few mos. Pre-Pay Monthly Invoices – Unanimous approval (UA) of 2 months of employee salary in case recall election was successful, thus ensuring facilities would remain staffed until new board took office. (Note: an unnecessary tactic as there would be no lapse if new members came on board if recall successful.) Exterior Pool Room Vents Replacement – UA no info. Ad Hoc Committee for residents to provide suggestions on garden color – UA Committee Members Appointed - UA
HOMEOWNER FORUM HO asks if same contractor was used for all roof repairs or do we collect multiple bids as CCRs require. Mgmt responsed that the same contractor is used for roofing repairs as they are familiar with FDL. HO commended that there was an apparent lack of interest by the Board to feedback of members on facial recognition and the pool deck replacement. HO, a nurse questioned the decontamination services in the clubhouse and hospitals do not do this, why do we? HO requested details, timeline and cost of pool deck repairs. Told 3 bids collected; completion before pool opening this season. HO asks if correction of the pool deck will involve more HO money and what happened to the pavers that were removed? Informed removal of pavers was part of the contract and disposed of by the company. HO asked the purpose of waiver. Recommended Sheriff’s Dept gives neighborhood watch presentation. HO questioned whether BOD was proceeding with the intention of facial recognition. JM said the Board preparing a survey to go to homeowners. HO brought up the results of recall election—that the majority of votes favored recall. Questioned authenticity of facial recognition survey. Shared his experience with Covid in his medical line of work. HO requested on why gates were propped opened. TP said they did a reset of the system and brought gates back to normal function. HO read info from CAI publication regarding waiver use (not necessary) during Covid. Clarification sought about Board’s Tuesday morning meeting and asked for copies of minutes. Board responded minutes not required for these discussion sessions. Follow-up on that by others about not being open to members. Board responded they are not open to the membership. Owners report large grass area behind Bldgs 52/53 neglected. Brightview burned areas with Roundup last year and should be held accountable to replace at their expense. Poor quality showing workers damaging the sod and request improved audio.JM said Moana Nursery stated that is was not tied to RoundUp that it was an irrigation problem. BB commented there are yellow spots all over community tied to 2 types of grass on property which have different growing seasons. Requested to view the video from Brightview showing workers damaging sod. HO asks for detail on $14k accounts payable. Seeks update on pool. TM advised bids were sought but it does not appear that the deck treatment would occur before pool opening as pool plastering needs to be completed first. Confirmed that hot tubs would be plastered at the same time as the pools. Many owners know this repair was needed and feel this process should have started much sooner than it did in order to have pools open on time. HO mentioned petition signed by over 100 stating owners were opposed to facial recognition. Board requested a copy. HO raised concerns on dues increase five years ago for roofs/painting and inquired when the reduction would come. JM responded increase will not go away but full reserve study with a site visit is requirement. HO inquired about converting to xeriscape due to water/drought. JM said CCRs govern, and such a change would require an amended CCRS including vote of membership. BB said 30-40% of common areas are already on drip irrigation which is efficient and doesn’t use bulk of our water. We have one acre of lakes, which lose 17 gallons/day in evaporation. Our lawns have most consumption. Reclaimed water use discussed. There are usage restrictions regarding access and vicinity to residual dwellings and would be very expensive to convert and most residents would not want recycled sewer water being used outside their patios.
BIDS: Unless otherwise stated, 2020-8/21 BOD delegated Management to review each, then make recommendations to BOD which best complies with RFP. Following definitely needs editing, integrating with 2020 updates and Updates listed in 2020 under Bids. Items below included just for historical checklist showing most items FDL HOA required to do to maintain operations. CONTRACTS/EXPENSES BOARD APPROVED: (open and pending in 2021?) Access Control System contract: pending with much HO dissent JM moved to approve RFI contract for $99,500 for the replacement of the FOB system with facial recognition. BOD unanimously approved in 2020. Advanced Integration AV proposals being reviewed by Tech Committee approved up to $60k in 2019. 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. Copier Lease – BOD accepted lowest bid of machines having similar output capacities-- a Ricoh copier at $155/month in 2019. Term not indicated. Clubhouse Cleaning - Janitorial Services Contract TW hired Sandra Clubhouse Spring & Fall General & Carpet Cleaning Contract – none Rug cleaning done in 2019 Computer Maintenance Contract with FSR was terminated and approval of $5,000 for Tech committee to explore and replace clubhouse computers. Curb Painting done in 2019 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 – Fire Extinguishers now have temp meter and need glycol replaced. $16, 000 suppression glycol replacement in 2020. Fitness Equipment & Service Contract Motion approved yearly service contract from CES (Commercial Equipment Source) for quarterly preventative maintenance on fitness equipment $200/quarter. Renewed 2019 CES Fitness Equipment Maintenance Contract 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. Hardwood Floor Refinishing-Clubhouse - NNV Hardwood Floors refinished bar/kitchen area in 2019. HVAC Annual Maintenance Contract Motion approved yearly service contract from Sierra Air to repair clubhouse HVAC system to extend life $? Insurance for HOA 2018-19 – expires in June. Umbrella increased to $25M and 3year extension added for foreclosure coverage. Policy automatically renews for $82,437 w.Board approval. Earthquake Insurance – 2019 bids for this ruled it out. 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 Lighting – Board approved $3050 holiday lighting for entry by Reno Window Cleaning.. LANDSCAPING, POOLS, WATERFALLS: Landscape Maintenance Contract with Signature Landscape 2019 Renewal – third year of contract ended 2019. Third year of contract fee was $11,121/month. 2019 Landscape contract with Signature included ditch maintenance. Further negotiation required. Tree trimming with licensed arborist on staff . Signature awarded all in 2019. Additional gardener approved for past two years at $25,440, paid monthly $2,120. irrigation system watering cycles management.? Deep Root Pest Treatment Contract –Treatment is inground injection of a systemic pesticide. Board approved Signature contract for $3,920 in 2019. Pools/Ponds – Waterfalls Koi Pond Annual Cleaning Motion approved yearly service contract for Oasis $2500. Pond General Maintenance Oasis has been doing this. Landscape Committee review. In 2019, approved yearly service contract for Oasis $2500. Staff came up with plan to do work inhouse with a temp labor service provide, Galloway Ventures, in 2019.. Pool Pavers Pool deck pavers needed re-work. Motion approved for Pavers by Porter to re-work pavers on pool deck in 2019 $26,785. Cancelled contract in March l. 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 in 2019. Pool & Spa Yearly Prep for Opening and Closing Pool opening this season approved for usual vendor, Lee Joseph $1,650. Infinity Waterfall Restoration Motion approved to spend “up to $75,000 on repairs to the area lin 2018. 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 in 2019, 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 pond #5. Sierra Concrete approved in 2019, $65,546. Entry waterfalls & pond treatment contract – urgently needed due to water cloudy and prevent mosquito breeding. Board approved Signature contract in 2019 for $8,539. Entry waterfalls soil & plant replacement contract – None, soil will be amended instead of replaced. -------------end of Landscaping Section including pools/spas/waterfalls/ponds, etc.---------------- Management Contract TerraWest (began 12/1/2018) (missing terms) Management Contract renewed in July 2020-no $ or terms in Minutes. 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 in 2019 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.
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. 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 being annually inspected. Sewer line hydro Flushing Contract - cleanout required annually. Only Absolute Drain Service responded with a $29,800 bid. Tabled. Later in 2019, 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. 2019 Signature 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 2019 declined by all for fixed price. Per hour only offer. Board approved DC Sweeping offer of $174/hour with no minimum. Surveillance Cameras . Window Cleaning Clubhouse twice yearly Contract Motion approved yearly service contract from CES (Commercial Equipment Source) for quarterly preventative maintenance on fitness equipment $200/quarter in 2018. Tahoe Window Cleaning was approved 3/27/19 to wash inside above 6’ high and complete outside for $670/cleaning. Policy/Rules Attorney approved to review updated Rules and Regulations in 2019. Must have as new issued in 2020.
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2021 August thru December 2021
You Voted For Change,
Thank You!
The ballots were opened and counted, and the results are in – you voted for a change in tone and leadership at Fleur de Lis, by a wide margin. We are honored that you have entrusted us to bring about this change, and we look forward to the challenge.
We want to send special "thank you" to our many supporters, contributors, folks that made phone calls and went door-to-door - you helped us to get the message out very effectively. We simply could not have done this without so much grass-roots effort.
On Thursday, August 26th, there will be an organizational meeting in the Clubhouse at 6 p.m. The purpose of the meeting is to formalize the transition of leadership, and assign newly-elected candidates to open roles. All are welcome.
And then the hard work begins...
Our team is already hard at work on plans that include ideas for 30- and 90-day objectives based on input received during the campaign. Working with the incumbents on the new board, we will be identifying opportunities for quick-wins. We'll be reviewing planned projects, reviewing in-place contracts and producing any missing process documentation. In all of our work, we will be looking to the owners for input, ideas and skills, together realizing the potential of our community and facilities.
Thank you for your consideration of our FORWARD thinking campaign and candidacy.
Your Fleur de Lis Forward candidates, and now elected Board members,
Patrick Davis
Brett Toft
Steven Erickson
Historian Note: Please read minutes below for comprehensive, detailed, very transparent Minutes—
These Minutes answer all your questions about what is going on. It becomes readily apparent that every aspect of FDL HOA business was analyzed by competent, business-oriented individuals that know how to read contracts, write RFPs, and the importance of quality supervision and good management practices in force. The 3 new Directors’ discovered past mistakes needing some painful corrections, but bit the bullet and scrupulously realigned FDL with NV laws.
You will see by reading these Minutes that our newly elected members are consciously taking all the necessary steps to Move us Forward, to being the friendly, well-run, luxury community we all want.
Minutes of Board of Directors (BOD) Click HERE to read 8-12/2021 documents.
