Fleur de Lis Historical Records Repository
Effective January 1, 2022, per State of Nevada
Department of Business and Industry
Real Estate Division
Ombudsman for Owners in Common (CIC) Interest
Communities and Condominium Hotels:
Each CIC containing 150 or more units shall establish and maintain a secure internet website where the following must be made available to all unit owners:
- The most recent copies of the governing documents (see Governing Documents tab)
- A copy of the annual budget and any proposed budgets (for past 10 years)
- Notices and agendas for upcoming meetings, and Minutes (since inception)
- any other documents required to be posted by law.
This historical record repository is established for the purpose of providing the required retention of books, records and other papers of the Fleur de Lis Home Owners Association (FDL HOA) that must be maintained for at least ten years. This time-frame does not apply to the MINUTES OF A MEETING which must be maintained until the common-interest community is terminated.
NOTE: Current year records are maintained on FDL Portal maintained by First Service Management Co.
There is a link provided for homeowners to go directly to the current year FDL Portal from this website. Link is on Home Page.
Developer turned over to homeowners in 2003.
Fleur de Lis Historical Records
Developer turned over to homeowners in 2003.
The first meeting of the Board of Directors (BOD) was held at 2PM on June 17, 2003 in the Tanamera offices located at 9460 Double R Blvd., #200, Reno NV.
Present were: Steve Hefner, USA Capital; Joe Lopez, Double Diamond Realty Advisors; Roger Sarri, Tanamera Apartment Homes; Brett Seabert, Tanamera Commercial Development; Paula McLeod, Tanamera Commercial Development; Rick Gardner, Double Diamond Management; Sandy Warren, Double Diamond Management; Linda Crawford, Tanamera Commercial Development.
Directors appointed by the Declarant as follows:
Note: Original CC&Rs called for three Directors. CC&Rs later changed to allow five.
Note: An outside banking institution MUST be hired as repository for all HOA funds.
Note: BOD MAY delegate some duties/responsibilities to Management
| Management Contract approved for | |||||
| Double Diamond Management –
financial accounts |
|||||
| established at: | First National Bank of Nevada | ||||
| Sandy Warren, Association Manager | |||||
| Rick Gardner, Double Diamond Management | |||||
| Ramona Clark, DD Management - did minutes | |||||
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
2003 06 17 Minutes-FDL BOD HOA Meeting
2003 07 08 Minutes-FDL BOD HOA Meeting
2003 07 22 Minutes-FDL BOD HOA Meeting
2003 08 27 Minutes-FDL BOD HOA Meeting
2003 11 11 Minutes-FDL BOD HOA Meeting incl.financial report
2003 Synopsis of Changes
Rules and Regulations
Landscaping Plan created to address resident plantings
Wine cellar fees established
Pool/spa hours of operation established
Retractable screen doors installation approved
Increased dues to $325 beginning Jan 2004
Internet service to all residents to be available by 12/25/03.
Note: Bear in mind the original BOD was appointed by the Developer.
Note: CC&Rs state that one owner member is to be elected to the board at such time as twenty-five percent (25%) of the total number of units that may be created have closed escrow. This Director MUST be elected by Owners other than Declarant.
Note: In March of 2004, Declarant owned 160 units—represented by Mr. Hefner*--who was appointed in 2003 to BOD by Declarant for a two year term and selected as Treasurer. FDL units now owned 25% and first owner election held in 2004. Synopsis of 2004 follows.
Management Contract approved for
Double Diamond Management –
financial accounts
established at: First National Bank of Nevada
Sandy Warren, Association Manager
Rick Gardner, Double Diamond Management
Ramona Clark, DD Management - did minutes
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
2004 Synopsis
Interesting note: homeowner attendance listed in minutes
Developer still in picture with 160 unsold units.
Mgmt.Co.emphasizes HOA will be "ran as a business."
Recognized vision of developer and residents would differ regarding operation
Reported developer continues to subsidize FDL and has subsidized association $176,658.00 as of 1/4/2004
HO asks for Mission Statement, job descriptions. Told evolving by Mgmt.Co.
HO complaint that pool no longer heated, told BOD decision to save money
HO questioned two-pet rule (BOD Approved four @ 5/11 HOA BOD Meeting)
HO downstairs owners complain about upstairs noise, units not soundproof. HO
told developer has hired sound engineer to study and report
HO complain that too much ice melt being put on concrete areas
HO request dog walking area specified
HO questioned leaving outdoor furniture outside year-round;
told designed to stay out, no place to store
HO asked for Directory,
told "undertaken after more residents have moved in & inclusion voluntary"
HO requested unit number be placed over each garage door
HOs report lack of gutters
Snow Removal Contract approved with G&G Landscaping
Parking Policy proposed. Tabled
Violation Policy & Fine Schedule approved by BOD
Assignment of Rights form approved by BOD
Clubhouse Reservation Form approved by BOD
Limitation on Number of Access Devices-maximum of four/unit- approved by BOD
Insurance Policy Renewed - Approved Accepting from Community Association Underwriters of America on the residential buildings, common areas, general liability and to increase the Liability Limit to $5,000,000. Deductible remains at $2500
Insurance Policy Renewed - Approved Accepting from Fireman’s Fund Insurance, the policy which covers the Clubhouse building. Deductible will remain at $2,500.
Insurance Proposal approved for Directors Insurance coverage
Insurance for Earthquake and Flood proposals tabled.
Preventive Maintenance Agreement (Fitness equipment)-warranty expired. BOD determined to pay as repairs needed.
Rules & Regulation changes approved by BOD:
Re: food/feeding-Pets, Patio/balcony areas, Koi Ponds,
Resolution #2004-2 accepted re Director duties
Reserve Funds - BOD approved & defined terms for opening new Account
Historian Note:
Transitioning from Developer to homeowners always tumultuous.
New owners find construction defects and struggle to cope.
Lawyers get rich.
CC&Rs written for Developer aren't appropriate for HOA.
Elected Directors and Management struggle to organize, set up operations, realize obligations.
Development Construction not yet finished adds problems as does Developer owning majority of units.
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
FDL BOD members:
Ellmarie Gummer
Hal Rolfes
Dennis McCormac
2006 YE status
Listed as director 8/3/04 secretary at 4/13/05 mtg.
Treasurer at 4/13/05 mtg.
President at 8/25/05 meeting
2006 Management:
Double Diamond Management (yearly contract)
financial accounts: First National Bank of Nevada
Sandy Warren, Association Manager
Rick Gardner, Double Diamond Management
Ramona Clark, DD Management
Cynthia Przytula, Assistant Association Manager - added 8/27/04
Leslie Montoya, new weekday Assistant Manager/Concierge 4/13/22
Ben Howe, Operations Manager
2006 Legal Issues/Attorney:
Gayle Kern engaged as HOA legal council 04/2005
Reviewing Developer Proposal approved by BOD-settlement in Phase 1
BOD requested: legal definition of "special assessment" as it relates to roofs, exterior painting and recent changes in state law.
resolve: HO filed complaint with FDL re hard surface flooring
2006 Committees:
Social
Maintenance & Landscaping
Covenants
Finance
IT Owners surveyed re improving FDL service. Only 47, 17% replied
Social Events:
Super Bowl Party
Ladies Only Oscar Night Party Pot Luck March 5
St. Patrick's Day Auction and Party March 16
Owners Directory will be produced twice a year
Thursday Movie night
Hawaiian Cruise being organized for FDL residents
Walking group - winter stretching and mat work
Bunco group
Water aerobics held M-W-F
Wine tasting event
Coffee Social on Saturday
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
Ad HOC Committee for Flood Control Ditch to investigate options to re ditch on east boundary.
Laying pipe to enclose ditch estimated cost $719,000. FDL must keep it clean.
Maintenance & Landscaping reported sealing of driveways, sidewalks finished.
Sealant remains for new concrete.
New numbers placed all over garage doors.
Gutters being installed.
2006 BOD Approvals:
Rules:
Driveways/Parking Permits/Pool Hours change to:
If vehicle is parked past 11pm on the day of arrival, resident must obtain a Guest Parking Permit and relocate the guest vehicle into guest parking to avoid being towed.
Fitness Center Use for instituted for number of guests:
Pool rule added requiring children in diapers using pool to wear only specifically designed for swimming.
Trash rule now reads: "placed at the end of your driveway next to the curb no earlier than 6AM or later than 10AM for collection. Noncompliance may be subject to violation proceedings.
Reserve Study provided by Nevada Reserve Studies
Contact:
Double Diamond Management renewed
G&G landscaping $13,308 to replace plants and trees in phase 1.
Resurface large spa not to exceed $4,000.
Go wireless contract for exclusive access to install satellite equipment and customer connectivity for FDL
Quantum tile works - $12,978 to seal clubhouse tile
Newt concrete to remove and replace some driveways, @ 17,000sf.
General liability policy with CAU renewed, moved D&O coverage to CAU
Fireman's Fund insurance policy for clubhouse renewed
J&B sweeping to clean all streets for $540/quarter
Landscaping contract for additional phase 1 - $1693
Replant and renovate island in front of building - 44030
Charter communications for internet access service contract $1350/month
Document systems, inc., contract to support LAN $1200/month
Charter communications contract to provide cable TV to clubhouse cost $216.55/month
Snow Removal (above 3") contract by G&G Landscaping accepted
President presented "President's Award" recognizing contribution to FDL
Pool chemicals dispensed automatically; staff tests water quality daily.
Both pumps replaced at entrance waterfalls; falls running full again
Clubhouse exterior cleaned
Clubhouse converted from satellite to cable service for TV, theater will get hi def where offered thru Charter”
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
2007 Synopsis:
John Hawkins appointed to fill resignation vacancy on BOD.
New selection of Officers nominated and approved as above.
Pond Doctor started treating all lakes for algae.
G&G Landscaping has sold to Reno Green
Clubhouse wood floors polished by Vickie
Wine cellar flooded.
New exercise equipment & digital scale ordered.
Blinds installed in clubhouse
Filed Insurance Claim for damage to fountain.
Fire Sprinklers Proposal accepted to inspect and test in 8 buildings.
Attorney unacceptable, sent letter of notice. Replace?
HOA Petty Cash account removed Sandy Warren; replaced with Joele Rogers and Pam Opher.
New signature cards for Operating and Reserve Accounts with First National Bank.
New BOD given Signature Card for bank accounts
Thursday established as mow day.
Pool opens May 11 reported at April meeting.
Pool will open May 24. Pools painted. One had hairline cracks.
Pool chemicals changed from Bromine to Chlorine.
No Smoking in the Pool Enclosure Policy reviewed and approved.
FDL Town Homes Website not working. Equus Management offer accepted to use theirs.
Tanamera Homes requested to “replaced crack concrete due to improper installation”
Icemaker will not be purchased for clubhouse.
Unit keys kept in clubhouse tabled. BOD later determined a liability, will not be kept in clubhouse. All keys returned.
Lennar Homes was granted an easement for retaining wall construction on east side of FDL.
Second garbage pickup added: 7 am and 10am 7 days a week.
Open House policy presented and approved.
August Annual Election Meeting allowed proxies to establish quorum. Quorum voted to roll over any surplus into the operating fund and elected Nancy Schaefer to Board for a two-year term.
Signature Landscapes was awarded 2008 common area landscaping maintenance contract in November
Committees established and reporting:
Covenants Committee
Finance Committee:
Provided 2008 Pro-Forma Budget reflecting assessment increase to $380/month. BOD Approved.
IT Committee:
Microwave dish on clubhouse no longer used, needs removal.
Landscape Committee
Maintenance Committee:
Will change out HO furnace filters and smoke detector batteries.
Social Committee:
White Elephant Auction held 4/27/07.
Shred Day, Chili Cook off, 4th of July, Elvis @ Hot August Nights, December Holiday party
Fountain Committee:
10 volunteers researching replacement of damaged fountain.
Committee reminded any change needs 75% owner approval vote.
No longer exists in May.
Clubhouse Committee:
Freezer moved to bar area.
Blinds installed in gym.
New massage person available.
Activities Committee:
Ellmarie Gummer resigned. Appoint volunteers.
Financial Report submitted to BOD but not included in minutes.
Management provided BOD the 2006 Audited Financials from Albright Pershing & Associates, reviewed and approved.
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
Synopsis of Minutes follows.
Misc.
Parking issues continue with HO Complaints. Wilbur May,overflow…..
Governing documents changes issued to membership.
Call for Candidates form mailed out June 15 for August annual election
Realtors not obeying rules.
Guest Speaker gave HO explanation of HOA coverage and HO unit recommendations
Meeting began being recorded October in per law
Workshops planned to discuss upcoming agenda items and operations
Christmas clubhouse schedule:
Christmas Eve clubhouse will close at 3pm
clubhouse will re-open at 7am on December 26
Considered use of windmill for energy savings.
Approved clubhouse hours for winter to 7am-10pm.
Elections in August – Review timeline
August 26, 2009 Annual Meeting and Election
August 5, 2009 Candidates Night (if more than 3 candidates are received)
July 20, 20098 Ballot mailing
July 15, 2009 12pm deadline for submitting candidate statements
Introduction of Candidates
- Lane Durgin
- Mary Gazay
- Gary Leffler
- Nancy Schaefer
Elected:
Nancy Schaefer
Lane Durgin
Lane Durgin
The Board elected to have the account Eric Kronawetter to count ballots and certify the election.
Patricia Mills and Linda Mattes (homeowners) also helped count the ballots
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
2011 BOD Members – until August Election
Dennis McCormac – President
Lane Durgan – Vice President & Liaison to Clubhouse Manager
Gary Leffler – Treasurer (resigned May 2011- not replaced until August election)
Nancy Schaefer – Secretary
Dan Ross, Director at Large
2011 Management – Equus Management (yearly contract) since 2007
Joele Rogers - Community Manager since 2007
Greg Wolf - Maintenance Supervisor/Operations Manager since October 2007
Dan McKnight – Clubhouse Manager since June 2010
2011 Attorneys/Legal
2011- Adam Clarkson from Fuller Jenkins. Copy costs $.15 General Counsel since June 2009 Bob Maddox and Shelia Van Dyne Romero from Maddox & Assoc. Hired 2009 ongoing insurance claim on foundation, ongoing Construction Defect Litigation suit, monthly updates presented on pending litigation, Eva Segerblom from Maddox & Associates.
Legal Opinion:
Review rules & regulation changes
Review concrete and sidewalk replacement
Conflict of Interest waiver provided to BOD by Adam Clarkson, Fuller Jenkins
Neutral party David Romanow, Esq. contacted to review and recommend BOD signing. Yes, sign.
Suit filed against FDL by John Nicholas with JN2 Construction for work performed by QBC back during destructive testing never paid by Nancy Quon. $23,000.
BOD presented settlement offer of $3,000.
Atty Clarkson informed BOD that Substitution of Attorney needed filing immediately. DOne Mediation on Construction Defect Litigation scheduled for March.
Attorned Clarkson gave presentation about liability HOA faces with falling roof tiles. Counsel instructed BOD to post sign to inform all of potential dangers."
2011 FDL Committees:
ARC – comprised of BOD. All applications and determinations reported monthly in minutes.
IT -
Landscape
Maintenance
Finance
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
Synopsis of Minutes follows.
2011 Operations Report:
Electrical repairs to pump and upgrading wiring
Washoe County Water inspected all water meters and found 12 meters that were crossed
Lake 6 – a pond dye was used but was not satisfied with the results
Looking as a new lamp fixture for the 132 porch lamps in the complex
De-winterizing the water features first part of April
Lake 3 has been drained and the motor for the pump needs to be replaced.
The new pumps for the front entry waterfalls have been installed
Lake 3 has been drained and the motor replaced.
Drip systems turned on in April and National Landscape installing color in planters
Gas meters painted
Koi ponds cleaned.
Opening pool wnd week in June.
Sand in filters changed.
Pool project looks great with new plaster, tiles, lighting and passed county inspections
Building washing ongoing
Parking stalls have been repaved
An irrigation leak was fixed in the common area
One of the HVAC motors went out and has been replaced.
Problem with the front entry gate motor and Tholl Fence has the parts on order
The Koi pond leak has been repaired.
Water consumption is down in the common areas
Trellis is in the process of being painted
Irrigation off in October
Lighting Issue around the spa has been fixed
Problem with the South Waterfall, still investigating the problem
Chlorinating of the Ponds has stopped for winter in Oct.
Hot Water Heater that supplies hot water to the locker rooms has gone out and needs to be replaced.
2011 Clubhouse Manager Reports:
Electrical inspections ongoing
Calendar of Events now on Bulletin Board
Pool monitoring successful in finding those that do not belong.
Changing furnace Filters & smoke detector batteries done in Oct.
Clubhouse open on Thanksgiving
Clubhouse closed on Christmas
Projector broken.
2011 Community Manager Reports
All owners in arrears on their account were mailed detailed ledgers to stimulate payments.
Audit completed, mailed to owners
Collection efforts collected $19,000
Agenda reformatted to include more detail to owners.
FDL nominated as Northern NV Medium Community Association of the Year- Awards Gala Jan. 2021 in LV.
2011 Financial Reports by Management to BOD –
Given monthly to BOD for review and approval. Not included in minutes.
As required in NRS 116.31093, BOD reviews following:
Current YTD financial statement of the HOA
Current YTD schedule of revenues & expenses for operating and reserve accounts compared to budgeted.
Current reconciliation of operating and reserve account
Latest account statements prepared by financial institution in which accounts maintained
Current status of FDL civil action or claim submitted to arbitration or mediation
CD status rollovers reported with any action taken as needed.
Reserves Account borrowed from for emergency roof repairs. Will be reimbursed
IT Committee Reports
Test routers from AT&T Uverse installed to see if speed increases. Could save $900/mo
Building 31 having issues, seem to be fiber optics problem. Charter to install modem.
Upgrading the internet proposal submitted to BOD to improve stabiity and speed.
Upgrade completed on time within budget.
New router, building switches and media convertors installed, working perfectly.
Outage occurred in Oct. Working with Charter and AT&T re fiber network.
BOD APPROVALS:
Contracts/Expenses:
Crack Sealing Streets to Sun Sealer - $1180.
Exterior Wall Lantern Light Fixtures from Hampton Bay - $?
Robert Saylor Reserves for a New Reserve Study Specialist - $3,890.
*Torque Lock to repair pool cracks, install hydrostatic valves before plastering-$30,615. *from Reserves
Jacaboni Plastering to replace existing 4 lights with LED lights-$3200
Jacaboni Plastering to replace tiles around top interior of pool-$5337.
MG Builders to install area of additional pavers for picnic tables, okeyed by Health Dept.$8000.
Purchase furniture for new picnic area not to exceed $5,000.
Sierra Maintenance to seal coat 75% of the guest parking stalls $7150
Purchase two 1.5 pumps for Lake 6 not to exceed $2600.
MG Builders for concrete driveway and sidewalk replacement $10,000 (budgeted in Reserves)
Tholl Fence for Entry and Exit gate operators replacement-$13,515.-from Reserves
Kriss Partners for upgrading FDL Network $15,000 - from Reserves
Robert Allen Pools for emergency repolacement of Pool automatic chlorinators $1499.59
National Landscapes to replace 10 pines and 10 plums $4500 - from Reserves
Sierra Air for replacement of AC unit in gym $2992 - from Reserves
AT&T to provide internet to all FDL buildings $1900
National Landscape contract approved for 2012 - $89,904
Insurance Mike Menath Ins. For Crime Coverage $657/yr for additional coverage required by SB204.
PRS Roofing for Emergency Roof Repairs $98,890 incl damage to plants they cause repaired
Bill Hinkle snow plow $125/hour providing self-insured policy given to BOD.
Other:
2010 Audit from Kohn Colodny CPA, Beth Kohn presented to BOD
Final Audit from Kohn Colodny, Connie Christensen in attendance
Cones at entry gate extended for holidays and weekends.
Reserve Study that predicted HOA will be 90% funded at yearend.
HO presented BOD a petition (signed by 60 HO) stating their disapproval of pool pavers and new maintenance building.
Construction of New Maintenance Building on north side by car wash-TABLED.
Rules & Reg draft available at front desk will be up for approval June 20, 2011
CAI members seminar June 18 for all interested in running for the board.
DDHOA approved Guardhouse renovations.
MG Builders awarded to do guardshack renovations $5500-from Reserves
Board resignation to go unfilled from June until August election
FDL belongs to CAI and many board membewrs attend seminars to learn how to be better board member.
Lane Durgin and Dennis McCormac became DCAL (Dedicated Community Assoc. Leader).
2012 Operating and Reserve Budgets for 2012 approved, with assements to remain at $405/mo.
Resolution Resolution approved for conducting HOA meeting using Parliamentary Procedures.
Resolution to Borrow money from Reserve for emergency roof repairs. $99,000 repayment over " period of time"
CC&Rs Amendment to remove all Declarant Provisions draft to be mailed to members for approval.
Annual Elections in August
Nomination Forms sent to owners.
Candidate night August 3rd
Election August 24
Candidates this year:
• Lane Durgin
• James Epifanio
• Nancy Schaefer
• James Willard
Ballot counters were Beverly Teichgraeber and Linda Mattes. Adam Clarkson from Fuller Jenkins supervised the counting process.
Lane Durgin, James Epifanio and Nancy Schaefer were elected to the Board for a 2 year term.
Routine Yearly BOD signing Ombudsman Documents, Bank signatures, etc. right after election
2012 BOD Members – until August Election
Dennis McCormac – President
Lane Durgan – Vice President & Liaison to Clubhouse Manager
Nancy Schaefer – Secretary, Liaison to Landscape Committee
Dan Ross -Director, Vice President after 8/2011, Liaison to Maintenance Manager
James Epifanio – Treasurer
2012 Management – Equus Management (yearly contract) since 2007
Joele Rogers - Community Manager since 2007
Greg Wolf - Maintenance Supervisor/Operations Manager since October 2007
Dan McKnight – Clubhouse Manager since June 2010
2012 Attorneys/Legal
Adam Clarkson from Fuller Jenkins. Copy costs $.15.
Bob Maddox and Shelia Van Dyne Romero from Maddox & Assoc.
ongoing insurance claim on fountain
ongoing Construction Defect Litigation suit
Monthly updates presented on pending litigation
Eva Segerblom from Maddox & Associates
Construction Defect questions directed to Attorney Maddox
Construction Litigation Litigation settled after 4-1/2 years
2012 FDL Committees:
ARC – comprised of BOD. All applications and determinations reported monthly in minutes.
IT, Landscape, Maintenance, Finance , Social, Security & Safety (changed to Safety in Oct.)
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
Synopsis of Minutes follows.
Workshops:
Replacement of Theater Projector
Speed bumps installation
Digital locks on re3siden's front doors
Clubhouse storage issues
Formation of committees & applications from members for committees
Restoration of clubhouse wood floors
Replacement of treadmills in gym
Earthquake Insurance
Drainage problems in common areas with National Landscapes
Replacement of roundabout
2012 Operations Report:
One of the pumps had a rock in the impellor and was replaced
Irrigation systems were turned on twice in December due to the warm winter
Koi pond pump went out and due to the fact that a spare pump was on hand the $10,000 in Koi fish were not lost.
Painting in the gym is on going
Christmas lighting was increased in December.
Gym walls have been repainted
Installed more coat hook in the gym
Outside fire pit is working
The maintenance crew is refreshing rock in some areas throughout the community.
The maintenance staff has a new UTV--a 2006 Polaris Ranger--replacing the 1995 EX-GO Golf cart.
Currently upgrading the lighting in the spa.
Landscaping lighting installed without a ground malfunctioned & were replaced.
Waterfalls out front had the lines cameraed prior to being turned on
Lake 1, 2, 3 – were drained last year and have been using chlorine
Staff is coming in at 5:30am to do lighting checks
- Cleaning Lakes 5 &6
- Chlorinating all the Lakes
- Koi Pond will be drained and cleaned next week
- The top of the punch bowl fountain had to be re-sealed.
- The lighting for the entry fountain needed to be replaced
- Flowers around fountain will be installed next week
- Pools will open Memorial Day Weekend
- Painting of the Clubhouse and Gate House will start soon
- Washing of the Buildings start at the end of June
- Will be replacing dead plant material very soon
- Pools were opened May 22
- Small pool heater is out and a new one is on order.
- Replaced 461 plants and 26 trees totaling $9,918.00
- Clubhouse painting finished early June.
- Concrete driveway and flatwork replacement is scheduled, owners notified
- Aerator in Lake 1 died and a new one is on order.
- Water budget is over at this time, primarily due to the leak in the Koi pond
- Aerator for Lake 3 malfunctioned and cost about $60.00 to fix
- They are installing a drain between buildings 20-22
- Received many complaints about building washing
- The Health Department made a surprise visit to inspect the pool. We passed
- They built a temporary aerator for the Koi Pond until the upper pond is repaired
- Work on the Koi Pond began August, completed October losing one fish.
- Plugging unused drip lines continues
- Electrical problems at the gate house repaired
- Some sod has been replaced in the common areas.
- Irrigation turned off for the winter in October
- Glycerin to prevent freezing added to fire sprinklers in buildings having sprinklers
2012 Clubhouse Manager Reports:
Satellite dishes on buildings inventoried. Try to Remove unused
Gym equipment being evaluated.
Dryer vent cleaning done in April $60/home
Staff now trained in CPR and AED
Asks last person at night using gym to turn off TVs and lights.
Reports all suggestions received from suggestion box.
Suggestion box has become the Complaint Box
Clubhouse closes at 9pm Nov. 1
Thanksgiving hours are 7am-9pm
Everyone loves the new treadmills.
Clubhouse now has sports packs and 15 new sports channels
Ehristmas Eve clubhouse closes at 3pm.Closed on Christmas Day
New Years Eve Clubhouse remains open until 1am
Social Events:
Lasagna dinner mixer Feb.
Breakfast March 10
Chili contest April
Breakfast $ Shred day in May
Coffee Social March 2
St. Patty's Day luncheon March 14
Friday Night Dinner with piano playing March 23
Bunko April 9, then 1st Monday of each month
Cinco de Mayo Potluck
Breakfast-shred it May 12
BBQ social June 6th with HOA-provided drinks
Bingo nights once a month
July coffee Breakfast
Pergola music/fun/dance August 12
Play dinner-travelling 50's August 17
String Beings Aug. 26
Eldorado Jersey Night w. shuttle pickup 9/12
Coffee social with full breakfast Sept 8
Hawaiian night Oct 3
Happy Hour Nov 2
Craft fair & breakfast Nov. 10
Christmas Party Dec. 7”
2012 Community Manager Reports
Asked owners to make checks payable to HOA and not to Equus.
Audit mailed to all owners
Many owners still owe for railing paint, hose bib inspections and repairs.
W-2 forms mailed to owners. HO must fill out and return to attorney. Then will receive $1000.
Meeting with consultants to prioritize the defect repairs after settlement.
2012 Financial Reports by Management to BOD –
Given monthly to BOD for review and approval. Not included in minutes.
As required in NRS 116.31093, BOD reviews following:
Current YTD financial statement of the HOA
Current YTD schedule of revenues & expenses for operating and reserve accounts compared to budgeted.
Current reconciliation of operating and reserve account
Current status of FDL civil action or claim submitted to arbitration or mediation
2012 Committee Reports:
IT - Outages experienced. Battery backup ordered for prevention in future.
"UPS installed" and two new routers in the clubhouse to increase connectivity.
Landscaping
Working on Charter. Goal is to maintain and enhance.
Taking free classes offered by Moana Nursery.
Walk-a-rounds done monthly.
Placing pink ribbons on trees and shrubs that need to be replaced
Concerns with National Landscapes contract.
Social Committee
March 5 meeting @ Fire Pit with smores, hot cocoa for those interested in ski group formation
March 18 wine and line dancing
May 6 Singles week BYOB
Bingo
Ski Group has 17 members
Charter provided to BOD and unanimously approved.
Dance on the Pergola in August
Enhance Aug 12 event as family with games and sack races
Finance Committee
Meeting with Insurance Broker re earthquake insurance quote.
Security and Safety Committee
Charter submitted and approved by BOD. Goals:
education awareness, speed of residents/visitors,
gate transmitters, visitor management software,
safety inspection checkling.
Name change of committee to Safety Committee
2012 BOD APPROVALS:
Contracts/Expenses:
Equus Management Group contract for 2012 approved as presented.
Sony Projector purchase $2999 with Nu-Systems to install $5,228.60
Purchase of 2006 UTV Polaris Ranger $5500 replacing 1995 EZ Go Golf Cart
Netflix accessed at $8/month and purchase notepad to access movies.
*Parkers Painting to paint exterior of clubhouse and gatehouse $23,700 from *RESERVES.
Sale of 1995 EZ Go Golf Cart for $200.
NV Energy program $1300 with possible rebate of $600.
Entry fountain lighting repair $500.
*Aerator and light kit for Lake 1 $2,848+T&S. out of *RESERVES.
Mike Menath Insurance 1-year policy renewed $74,709.Deductible increased from $2500 to $5000
Coverage increased by $3million.
*Aerator and light kit for Lake 1 $2,848+T&S. out of *RESERVES.
Padovan Consulting for engineering report on replacing roundabout concrete $2,420
Newt Concrete for replacement of some driveways and sidewalks $22,125.
*Commercial Equipment Source for replacing 4 treadmills $30,387.79-lifetime warranty from* RESERVES
Concrete replacement trip and fall hazard increase $1,000.
*National Landscapes chosen for repairs in upper koi pond $19,800 from *RESERVES
Padovan Consulting $2420 with inclusion of:
Wood Rodgers $2480 for consultation of replacement of roundabout concrete.
Clarke Pest Control for spraying 4x/yr $600/year.
Best Hardwood Flooring for restoration of Clubhouse wood floors $5,000.
Capital Control Systems for HVAC Systems Maintenance Contract $1650/year.
National Landscapes for 2013 Landscaping $89,904/year plus $7,650 for color changes
and $4000 for east ditch cleaning.
Charter for Clubhouse phone and cable $680/month.
Equus Management Group contract renewed for 2013 at same $3120/month.
Kriss Partners renewed 2013 contract for internet service maintenance at same $1200;/month.
Electrical repairs to gatehouse electrical panel $2575.
Bill Hinkle snow removal contract renewed.
National Landscaping snow removal contract renewed on a call as needed basis.
Seth Padoval for consulting to prioritize construction defect repairs. $1800.
Delta to add additional glycerin to the fire sprinklers $4,449.
2011 Audited Financials presented by Beth Kohn of Kohn Coloday reported
2013 Operating and Reserve Budgets keeping assements at $405/month.
CAI-Community Association Institute Report
Board members attended Pavement seminar. Contacted teacher for price on our roads management plan.
NRS requires board members to know laws governing HOAs. Class given.
National Convention in April in Las Vegas
June class for BOD.
CAI Class 5/17/12 on Rules and Enforcement
Next seminar 8/9 - Getting to know your legislature
Ethics Class at Peppermill October 25
Other:
Speed Bumps project with map and locations provided. Tabled.
Suggestion Box installed at front desk, checked daily.
Two notaries now offering free service to owners
Joan Elsmore Recognized for providing her collection of movies for Movie Night.
Plaque up in Clubhouse with all prior members of HOA BOD
Additional yoga instructor approved providing insurance certifies provided.
Padovan Consulting informed of high water table and that the roundabout was once pavers. Padovan to review geotechnical reports from prior testing and submit proposal replacing roundabout concrete.
FDL won the 2012 Landscaping Award
Unit the HOA owns is now paying rent, recouping expenses re acquiring.
FDL does not have flood insurance because HOA is not in a flood zone and not required.
Election ANNUAL MEETING Accept proxies to reach quorum.
Nomination Forms sent to owners.
Candidates this year:
Dennis McCormac
Suzanne Willard
No balloting as just two candidates.
Both elected for two year term.
Routine Yearly BOD signing Ombudsman Documents, Bank signatures, etc. right after election
2013 BOD Members – until August Election
Dennis McCormac – President from 8/2012. Director – 8/2013
Lane Durgan – Vice President until 8/13, & Liaison to Clubhouse Manager
Dan Ross -Director, Treasurer after 8/2013 Liaison to Maintenance Manager
James Epifanio – Treasurer until 8/2013
Suzanne Willard – elected 8/2012 – Director. Secretary 8/13
2013 Management – Equus Management (yearly contract) since 2007
Joele Rogers - Community Manager since 2007
Greg Wolf - Maintenance Supervisor/Operations Manager since October 2007
Dan McKnight – Clubhouse Manager since June 2010
2013 Attorneys/Legal
Maddox & Associates – Bob Maddox, Shelia Van Dyne Romero, Eva Segerblom
Pending Issues:
Rules & Regulation changes (re spa age use, collection policy)
CC&Rs revision – commissioned draft
Construction Defect Litigation Settlement
2013 FDL Committees:
ARC – comprised of BOD. All applications and determinations reported monthly in minutes.
IT, Landscape, Maintenance, Finance, Social, Safety
| Minutes of Board of Directors (BOD) Click HERE to read these. |
| (Year, Month, Day, Document) |
Synopsis of Minutes follows.
Workshops:
Roundabout replacement
Clubhouse wood floors
Moving the freezer
Weeds inhibitor
Suggestion box items
Use of the clubhouse theater
Rules & Regulations
FDL Network Upgrades
Additional street lights
Locker room locks
Annual Election Timelines
Water Usage Reduction Plan
Revising bidding process
Revising CC&Rs
Eliminating Sunday trash pickup
Changing Clubhouse open hours for winter.
2013 Operations Report:
Firesprinklers in 8 buildings need system to monitor glycerin temp
Outside lights flikering caused by water getting into conduit and freezing
Weed killer Barricade left yellow residue. Landscaper to not use in future.
Coach lights on buildings being replaced.
Lake 6 will be first lake cleaned this year.
Water leak at Building 11 service line
Irrigation is running about 40%
Planted @125 plants.
Drainage project started March.
Roof inspections complete.
Concrete inspections for driveway and sidewalk replacements began in Mar.
Pools open Memorial Day weekend.
Buildings being washed.
Sewer inspection found large piece of stucco in pipe 24" down
Main pipe leak found and fixed in irrigation
Small spa heater broke, under warranty
Streets sealed
Irrigation schedule is M,T,F.Sun. If other observed, please let Maintenance know.
Irrigation system winterized in November
Christmas light installation in November
2013 Clubhouse Manager Reports:
Freezer back in copier room so no need for new freezer
Theater cannot be reserved for major events.
Floors refinished with satin finish top coat.
Suggestion box contents reported monthly.
Floor behind bar replaced with tile
Locker rooms steam cleaned.
Exercise Equipment maintained quarterly.
Gym carpets cleaned
Dryer vent cleaning offered
Collecting old phone books to donate to Make a Wish Foundation
Clubhouse closes 3pm Christmas Eve and closed Christmas Day.
Balconies leaking.
Social Events:
Bingo Jan. 28 Cinco de Mayo May 1
Bunko Feb. 11 Summer BBQ June 1
Valentine's Day Dinner Feb. 14 Dinner with guest speaker June 20
Pool Tourney Mar.4&9 Oldies but goodies Aug. 2
Happy Hour Feb. 29,Apr. 5,June 7 Party under pergola Sept. 15
St. Patty's Day Dinner Mar. 16 String Beings Sept.
Shred Day & Breakfast Apr. 20 Hawaiian Luau Oct. 15
Dinner with Red Cross Disaster Speaker Apr. 25 Craft Fair & Breakfast Nov.9
Impatient Gardner Dinner May 16 Christmas Party Dec.6
2013 Community Manager Reports
Equus Management Group won "Best Mid-Size Management Co of the Year" for NV
Working on Budget and Reserve Study
Community Association Institute Report
Seminar on Rules in January.
Seminar on writing RFP's
Class on understanding your financials
Seminar on Risk Management
Legislative Update
Class in Sept: Landscaping
Nov class on Case Law
2013 Financial Reports by Management to BOD –
Given monthly to BOD for review and approval. Not included in minutes.
As required in NRS 116.31093, BOD reviews following:
Current YTD financial statement of the HOA
Current YTD schedule of revenues & expenses for operating and reserve accounts compared to budgeted.
Current reconciliation of operating and reserve account
Current status of FDL civil action or claim submitted to arbitration or mediation
CD status rollovers reported with any action taken as needed.
Reserves & Operating Accounts reimbursed upon settlement of Construction Defect Litigation.
Homeowner Forum
Roundup poison being sprayed by untrained crew that sprays everything: sidewalks, doors,
mailboxes. Landscaping Co. not licensed to spray this product.
Environmentally safe products should be substutited such as Corn Gluten.
Advanced notice needs to be sent warning owners prior to spraying any type of chemicals.
HOA owns a unit?
2013 BOD Approvals
Expenses/Contracts
Kohn Colodny Engaged for 2012 Audit - $4900
Red Rock Financial Engaged as collection company.
*National to repair draining towards building $45,524.90
Tyco for Mechanical Temperatore Sensors for firesprinklers $1,754.
Tyco Network/Internet Upgrades & install by Kriss $8500 incl. 3year warranty
Intermountain Electric to add six additional street lights $25,775.
*Parkers Painting to paint streetlight poles, lamp post & wrought iron
Scott's Roofing for roof inspections, photos and recommendations- $2,400.
Padovan Consulting for consult on sealing asphalt streets $2,200.
*Western Nevada Supply to purchase two pumps for lakes $2,711.22-from Reserves.
*Roof Crafters for top repairs of entry fountain $8200-*from Reserves
*Diamond Coatings for bottom repairs of entry fountain $4,700-*from Reserves
AT&T for internet services with increased bandwidth 50-80 Meg $1614/month.
*Scott's Roofing for all building repairs$32,045-*from Litigation Funds
*Sierra Nevada Construction to replace main entrance stamped concrete
*Sierra Golf Cart for a 2012 Yamaha G23AC $8,079.38-*from Reserves
*Intermountain for sealing all asphalt $27,000-*from Reserves
CAU Insurance on buildings $77,950/one year.
Change Order for roundabout replacement additional sub-base material and
Change order to install additional electrical conduit under stamped concrete-$1350
*Parkers Painting for painting front & ped gates, wrought iron around pool, gazebo,
Jet Plumbing to inspect and annual sewer cleanout for all 54 buildings-$7540.
Terra Firma for repair of leak at mainentry waterfall-13,355.48
National Landscape to correct drainage problem behind Building 48-$4,300.
Equus Management contract renewed at same cost.$3,120/month.
National Landscape contract renewed at same $7,650/month, added
Koi Pond Pump on hand used, replace backup $1258.
ALSCO for clubhouse mat replacement weekly $1256/yr received. No motion
Kriss Partners for Internet Maintenance,$1300/month- Oct. 2013-14 .
New Copier Lease Agreement is $270/mo for 5 years.
CC&R revisions for attorney Romero to draft $5-6000.
William Hinkle snow plow contract approved with added 3 day notice to cancel.
2014 Operating and Reserve Budgets Reserve Study approved with $20 increased assessment.
2013 Reserve Study update performed by Robert Saylor reviewed and approved.
Other:
New policy for FDL Theater.
2012 Financial Audit approved as presented.
Adding Roof Replacements to Reserve violates CC&Rs as CC&Rs state:
HOA responsible to perform, but cost is billed back to each unit owner.
New Collection Policy approved by Attorney complies with NRS statute.
Painting 10 buildings cost $149,000. Paying out of Reserves and raising
monthly assessment $55/mo would initially deplete reserves below 70%
BOD will follow CC&Rs and bill back each owner for their pro-rata share
based on square footage.
Election:
Nomination forms sent to owners.
Election Aug. 28
Candida 5
Lane Durgin
Jim Epifanio
Jan McKeel
Dan Ross
Nancy Schaefer
Those elected:
Dan Ross
Jim Epifanio
Routine yearly BOD signing Ombudsman Documents, Bank signatures, etc. right after election.”
Other:
2010 Audit from Kohn Colodny CPA, Beth Kohn presented to BOD
Final Audit from Kohn Colodny, Connie Christensen in attendance
Cones at entry gate extended for holidays and weekends.
Reserve Study that predicted HOA will be 90% funded at yearend.
HO presented BOD a petition (signed by 60 HO) stating their disapproval of pool pavers and new maintenance building.
Construction of New Maintenance Building on north side by car wash-TABLED.
Rules & Reg draft available at front desk will be up for approval June 20, 2011
CAI members seminar June 18 for all interested in running for the board.
DDHOA approved Guardhouse renovations.
MG Builders awarded to do guardshack renovations $5500-from Reserves
Board resignation to go unfilled from June until August election
FDL belongs to CAI and many board membewrs attend seminars to learn how to be better board member.
Lane Durgin and Dennis McCormac became DCAL (Dedicated Community Assoc. Leader).
2012 Operating and Reserve Budgets for 2012 approved, with assements to remain at $405/mo.
Resolution Resolution approved for conducting HOA meeting using Parliamentary Procedures.
Resolution to Borrow money from Reserve for emergency roof repairs. $99,000 repayment over " period of time"
CC&Rs Amendment to remove all Declarant Provisions draft to be mailed to members for approval.
Annual Elections in August
Nomination Forms sent to owners.
Candidate night August 3rd
Election August 24
Candidates this year:
- Lane Durgin
- James Epifanio
- Nancy Schaefer
- James Willard
Ballot counters were Beverly Teichgraeber and Linda Mattes. Adam Clarkson from Fuller Jenkins supervised the counting process.
Committees :
ARC - BOD comprise committee. Applications & dispositions reported at each meeting;
Finance
Landscape
Maintenance
Safety
Social
Ad Hoc
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
WORKSHOP - BOD Topics
Construction Defect repairs scheduling
CC&R Rewrite
Security Camera's cloud backup options
Landscaping contract
Budget for 2015
Supreme Court decision on Super Priority and Foreclosures
2014 Operations Manager Reports
FDL Won Best Christmas Lighting for DD Ranch for 2nd time
Building 40 street light out for a month now working
Building washing re-started
Dry winter creating problems when irrigation shut down.
Prunning was too harsh.
Trash compactor down.
Main line break at Building 53.
Pool opened on May 16
Koi pond cleaned.
Building 40 leak repaired.
Concrete repairs start July
Clubhouse entry lighting upgraded.
Washoe Co. issued highwater usage report. Turned out to be bad meter which WC replaced.
Lighting at front gate and trees backlighting work
zone to zone irrigation work to reduce water usage
Pool winterized in Oct.
All water features winterized.
Christmas decorations installed outside in Nov.
New landscape lights installed at front entry waterfalls.
2014 Clubhouse Manager Reports:
Charter cable boxes not needed a nationwide problem.
Annual dry vent cleaning cost $10
Final call for balconies that leak.
Dryer Vent Cleaning $49.95
Internal Garage sale survey
24 balconies leak; being repaired
Smoke detector batteries changed by Dan Ross
Suggestion box is still active
Clubhouse has normal hours on Thanksgiving
Clubhouse closes 3pm Christmas eve, closed Christmas Day
Gym TVs work still not finished at yearend.
Social Events:
Valentine's Day Feb. 14
St. Paddy's Day Mar. 17
Bingo every 4th Monday
Shred it & breakfast Apr. 26
Dinner with Remsa as guest speaker
Wine tasting Apr. 4
Cinco de Mayo Taco Bar May 2
Summer BBQ May 31
Party on the Pagola Sept.
Dinner Oct.
Craft fair Nov. 15
Wine night Oct. 18
Christmas Party Dec. 4”
Community Manager Reports
Financials submitted for Auditor for 2013
Audit completed.
Owners in arrears less than $425 notified.
Community Association Institute Report (CAI)
Continuing Education Classes
Architectural Review
Nevada Law
Mediation and Arbitration
CAI Northern Nevada Tradeshow in July
Community Association Institute Report (CAI)
Continuing Education Classes
Architectural Review
Nevada Law
Mediation and Arbitration
CAI Northern Nevada Tradeshow in July
HOMEOWNERS FORUM
Many outraged about painting bills, sloppy work, destroyed plants, no notice, being blindsided.
plus many complaints that repainting not needed.
Owners want to hire own independent consultant to dewtermine if painting needed.
Owners complain cones at front entrance make entering time too long.
Tree Pruning Excessive - HO brought independent arborist to give presentation.
HO concerned trimming was detrimental to health of trees, some being topped.
National Landscaping rebutted with handouts. (attachment to Minutes not attached).
Financial Reports
Given monthly to BOD by Equus Management Group for review and approval.
Not included in minutes.
Executive Board reviews monthly as required in NRS 116.31083:
a. A current year-to-date financial statement of the association;
b. A current year-to-date schedule of revenues and expenses for the operating account and the reserve account, compared to the budget for those accounts;
c. A current reconciliation of the operating account of the association;
d. A current reconciliation of the reserve account of the association;
e. The latest account statements prepared by the financial institution in which the accounts of the association are maintained; and
f. The current status of any civil action or claim submitted to arbitration or mediation in which the association is a party.
CD status, actions, and rollovers reported.
2015 Operating & Reserve Budgets approved; anticipated assessment increase from $425 to $440/mo.
NEW BUSINESS
Committee Volunteers needed
Committee Charters being reviewed.
Settlement money status reported
RFPs for painting the remaining 18 buildings in Phase 1 going out.
Cones placed in evening to prevent tailgating will stay.
New General Counsel - BOD provided info on six possibilities
Hiring Independent Arborist tabled to monitor pruned trees.
BOD tasked Landscaping Committee to get landscape architect to develop Master Plan.
Pool Pots 4 with no irrigation. Replace with artificial? Find cost of providing irrigation.
Cost $1900. BOD opted to purchase one $175 artificial plant to see how liked.
Later, determined artificial plant too small, moved inside. Tabled until Spring.
Remove flower beds at front entry, replace with sod decided against.
Clubhouse Sound System needs replacing or upgrading.
New occupant administration fee discussed and tabled.
2014 Committee Reports:
Landscape – Charged with developing Master Plan. There are 195 valves that water grass and 2000 spray heads.
- Developed New Landscape RFP and Maintenance Contract to be used in future. Tabled by BOD.
| BOD Approvals | 2014 |
Expenses/Contracts O=Operating, R=Reserves, L-Litigation Settlement funds
| Attorney Michael Schulman to rewrite governing documents. | |
| Pat Hickey Painting awarded $194,860 for next 18 buildings. | |
| Paid out of Reserves, but reimbursed as owners pay their sharel. | |
| Pat Hickey to paint entry monument $2,195-R | |
| Lee Joseph's to replace pool pumps $7,231.68-R | |
| New pump for waterfall behind Bldg.21 $1,390.74-R | |
| BoBo's for re-strapping 40 lounge chairs $8,000-R | |
| Highlands Construction for investigating floor drain leaks in 24 units $3,000-L | |
| Highland Construction for balcony repairs of 24 units $21,860-L | |
| National Landscapes for 27 trees, 546 shrubs "and 250 square feet" $20,330R | |
| Highland Construction to repair interior structural repairs $5,000-R | |
| Jet Plumbing for sewer inspections and cleanouts $5,300-O | |
| Intermountain for asphalt street repairs $5,402.68-R | |
| Newt Concrete to replace all defective sidewalks $8,856-L | |
| One artificial plant for pool $175 | |
| Nu-Systems to replace 3 amps in clubhouse $1590-R | |
| Reno Concrete to seal the roundabout $9,860-R | |
| Pat Hickey to paint remaining 26 buildings for next 2 years $304,980. | |
| Western Nevada for new pump replacing 4y/o pump @Lake 1 $$2,000-R | |
| Throll Fence to repair gates around pool $2,553-R | |
Other BOD 2014 Approvals:
New Theater Policy for those that reserve that don't show or late
2013 Audited Financials performed by Kohn & Co.
Gayle Kern's office for collections only.
Adam Clarkson with The Clarkson Law Group remains FDL General Counsel and Collections .
Anti-Harassment Policy instituted
Ad Hoc Committee for researching earthquake insurance.
2014 Misc.
Draft of proposed CC&R amendments emailed to owners for feedback before vote.
Buster informs Nov. HOA meeting attendees he will not vote in favor of proposed amendments to the CC&Rs.
Election
Two candidates ran for the two open positions.
Suzanne Willard and Buster Bustamante elected for 2year term.
Routine Yearly BOD signing Ombudsman Documents, Bank signatures, etc. right after election
2015 BOD Members -
Annual Election in August. Staggered 2-year terms
| PRESIDENT (from 8/2014) - James Epifanio (re-electred 8/2013) | ||||||
| (after 8/15) - Peter Battisti (elected 8/15) | ||||||
| VICE PRESIDENT (since 8/2012) - Lane Durgan (elected 8/2009) | ||||||
| Liaison to Clubhouse Manager | ||||||
| (after 8/15) - Ed Fruechting (elected 8/2015) | ||||||
| Liaison to Infrastructure and Landscaping Committee eff. 9/2015 | ||||||
| TREASURER (since 8/2013) - Dan Ross (elected again 8/2013) | ||||||
| (after 8/2015) - Eric Linden (elected 8/2015) | ||||||
| SECRETARY (since 8/2013) - Suzanne Willard (re-elected 8/2014) | ||||||
| Liaison to Social Committee | ||||||
| 8/2015 declined re-selection; became Director | ||||||
| (since 8/2015) - Buster Bustamonte (elected 8/2014) | ||||||
| DIRECTOR (after 8/2015) - Suzanne Willard (re-elected 8/2014) | ||||||
| resigned from BOD September 2015. | ||||||
(after 9/2015) Dennis McCormic filled in until 2016 election
|
2015 Attorneys/Legal Issues
Adam Clarkson from Fuller Jenkins. General Counsel since 2011
Adam Clarkson approved as General Counsel and Collections Apr. 2014
Engaged to revise CC&R in 2014. Draft received June 2015 and given to owners for study..
Attorney to prepare ballot with changes and mail out to owners.
BOD Requested Attorney: Is Employment Practices Liability Insurance needed or mandatory?
If needed, is HOA covered under Equus Insurance as they are employer?
Attorney drafted new Collection Policy complying with new laws effective 10/1/15.
Attorney attended Oct. HOA meeting to discuss if tenants/renters may attend BOD meetings.
Law states BOD meetings are for homeowners but HOA could allow.
It has always been policy to allow them to attend.
BOD engaged Counsel to develop RFP for new Management, mail out to prospects. Review applications.
BOD engages Counsel to respond to HO letters.
2015 Committees :
ARC is composed of BOD. Reports all Applications with disposition monthly at HOA Meetings.
Finance - Re-formation 9/2015.
Members: Dave Kurrasch, Keith Coombs, Tiffany Roland
IT - Formation of Technology Ad Hoc Committee 9/2015
Members: Bob Susskind, Sean Pearsall
Board Liaison: Peter Battisti with Eric Linden as backup.
Landscape - name changed 9/2015 to Infrastructure and Landscaping Committee
Members: Jerry Snow, Christine Brock, Mary Gazay, Shirley Landau
Anna Menicucci, Paul Gossi
Board Liaison: Ed Fruechting, Eric Linden backup
Safety - Re-formation of Safety/Security Committee 9/2015
Member: Dan Hourihan
Board Liaison: Peter Battisti with Dennis McCormac as backup
Members added 10/2015: John Mischler, Elliott Weinstein, Marty Fineman
Social - no changes in members
Board Liaison: Dennis McCormac with Eric Linden as backup
Members added 10/2015: Virginia Parsons, Julie Mischler, Helen Honebeing
Debra Schaefer, Linda Loveland
Ad Hoc for study re Earthquake Insurance est. 2014
Ad Hoc Committee formed for replacing Clubhouse furnishings.
Ad Hoc Committee to assist in interview process for new Clubhouse Manager est. 10/2015
Members: Nancy Schaefer, Julie Mischler, Elliot Weinstein, Dave Kurrasch.
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
WORKSHOP REPORTS - BOD Discussions
Landscaper interviews
Committees
Newsletter
Fitness Center
CC&R rewrite, CC&R vote
Clubhouse Manager interviews
Flat screen TVs in gym
Complaint process
Anti-Bullying Harassment policy
2015 Operations Manager Reports
FDL won Double Diamond Ranch Christmas Lighting Award again
Pool gates repaired with industrial hinges
Lighting east of pool completed.
Every street lam and coach light cleaned.
Ponds filled in Feb. Lake 1 pump out.
Front entry fountain filled, found basin leaking. Drained to fix.
Waterfall Lake 3 shut off for facelift.
Irrigation programming ongoing
Turf watering T-Th-Sa, 6 start times at 3 minutes each
Drip watering W-Sa currently
AC unit in locker rooms and Maintenance Office needs replacing.
Front entry fountain bid to repair was $29,500. Staff repaired for $300.
Swimming pools cleaned in April. Opened in May.
Koi pond lighting replaced.
plastering spa completed in Sept.
No building washing this year. Instead cleaning light fixtures.
Cutting crew in to remove overgrowth of cattails in the lakes.
Pool closed Oct. 19.
A clarifier is going to be tried in koi ponds
Christmas lights down early, circuit breakers overloaded. Going to LEDs next year.
NV Energy did an energy consumption assessment and ways to save. Use LEDs
Clubhouse experienced minor cracks in walls with last earthquake
Reminded no trash pickup on snow days.
Signature Landscapes now on property, readying for summer.
2015 Clubhouse Manager Reports:
Warned children playing on pond ice.
Magazine rack ordered.
Clubhouse Manager Dan McKnight replaced by Ryan Shuff in April
TVs on treadmills finally working; change channels from machine.
Seven newly poured slabs were vandalized.
Front entry gates system utilizing vehicle button researched.
I-Pass Systems available for $8000.
Fecal material in pool incident immediately attended. WCHD approved.
Dan McKnight returned in Sept. temporarily until replacement found.
Owners' batteries and filters replaced in October again by Dan Ross
Newsletters go out once a month.
2015 Social Events:
Valentine's Day 2/14
St. Patty's Day 2/17
Annual Shred Day 4/18
Cinco de Mayo Happy Hour 5/1
Summer BBQ 5/30
Earthquake Expert Presentation Oct 9
Hawaiian Night Oct.19
Craft Fair with continental breakfast Nov. 14
Christmas party Dec. 4.
Community Manager Reports
2013 Audit available in Clubhouse or request a copy via email.
Candidate Nomination form mailed for August elections.
Settlement Fund Expense Report given
Expenses incurred on Unit #5103 (FDL owned) reported.
New accounting software will allow owners to view their ledgers.
Costs incurred with Unit owned by FDL provided.
2015 Audit of financials being performed by Kohn & Co.
Presented Counsel's report of full litigation to obtain Quiet Title
on unit that was foreclosed back in 2013.
Community Association Institute Report (CAI)
CAI Grassroots Committee is gearing up for current legislation.
If interested in current bills pending, let management know.
Committee Reports:
IT - pilot testing 3 cameras and their images, comparing to current cameras
- also testing 4 cameras for hi def triggered by motion to start recording
-AT&T offer to increase capacity by 50% for additional $17/month recommended to BOD for 3yr period.
"redundant" router needed in case of outage.
Landscaping - Provided BOD with best Pre-Emergent and Fertilizer Programs.
More color added to entrance.
Plant replacements 27 trees, 366 3-gallon plants, 180 one-gallon plants.
Spring planting done, no perennials.
Committee hopes new Landscape contract will be better
$20,000 in plant replacements all marked, awaiting landscaper
After existing for 15 months, many non-compliance issues reported with no BOD cooperation.
Interviewed Signature Landscapes.
Plant replacement completed $3,000 underbudget. Use remaining for plants along driveways.
Roundabout changed to remove two side flower planters, replace with sod.
Now with Infrastructure responsibilities:
Wrought iron fence painting inspected and issues found to be addressed with contractor.
Biological enzyme to clear water in koi pond being tried.
Not using chlorine in the lake will bring back mosquitoes.
New relationship with Signature working out well.
Working on unused satellite dishes, can we take them down?
Ad Hoc Committee-Earthquare
Presented report to Board. Not attached to Minutes.
Social Committee has set the 2016 social calendar, it is on agenda for BOD approval.
Ad Hoc Clubhouse Refurnishing
Requests budget to hire designer
Juniper Hill coordinating deliveries of chosen furniture.
May sell old furniture by considgnment.
Raised back areas of theater so those in back see better.
Next area is bar area and tables, then locker rooms and
outdoor pool cushions. Library floor needs restoration.
Financial Reports
Given monthly to BOD by Equus Management Group for review and approval.
Not included in minutes.
Executive Board reviews monthly as required in NRS 116.31083:
a. A current year-to-date financial statement of the association;
b. A current year-to-date schedule of revenues &expenses compared to the budget for those accounts;
c. A current reconciliation of the operating account of the association;
d. A current reconciliation of the reserve account of the association;
e. The latest account statements prepared by the financial institution in which the accounts of the association are maintained;
f. The current status of any civil action or claim submitted to arbitration or mediation in which the association is a party.
2014 Audit clean, no deficiencies-
2016 Operating and Reserve Budgets with 2016 assessment remaining $40/unit/month.
NEW BUSINESS
BOD received $25,000 offer from Wells Fargo for Unit #5103.
BOD decided to counter with $200,00. Meanwhile seek quiet title to sell at market value.
BOD will revisit if quiet title action costs more than anticipated.
BOD discussed reactivating the fdltownhomes.com website. Need to know cost
BOD will seek cost of reactivating website for activities calendar, etc.
Fobs for entry to pool and clubhouse need replacing.
BOD will deactivate a couple of buildings at a time to accomplish smoothly
Ad Hoc Committee formed for replacing Clubhouse furnishings.
BOD Approvals O-Operating Expense R-Reserves SF-Settlement Funds
Expenses/Contracts (NTE=Not to exceed)
BOD Approvals O-Operating Expense R-Reserves SF-Settlement Funds
Expenses/Contracts (NTE=Not to exceed)
Equus Management Group renewed for 2015 $3,120/month.
Kohn & Co. for 2014 Taxes and Audit engaged.
Security cameras replaced $10,000-O $2,300-R
Bill Hinkle snow removal contract renewed.
Golf cart motor repairs $1140-R
Low voltage lighting around pergola: new circuit for 9 lights, 20watts $326
Newt for replacement of driveways and sidewalks $73,190-SF
Newt Concrete to replace front entry pavers with stamped concrete $$22,848-R
Possible change order for over excavation $8047-R if deemed needed by Seth Padovan.
Seth Padovan consultation on excavation necessity not to exceed 4 hours.
Fountain repairs by staff for less than $300.
Terra Firma for re-plastering spa $3900-R
Sierra Air for replacing HVAC in locker room & maintenance office $4323-R
All Seasons for painting wrought iron fencing around perimeter $37,921-R
Sparks Electric for two 1.5hp pumps $3,726.21-R
Newt Concrete change order for concrete replacement $7,744-SF
Juniper Hill for Clubhouse furniture replacement $67,179.823-R +
additional mount to purchase fabric to have on hand for repairs.
Not to exceed $70,000-R
Simplex Grinnel for testing of the Dry System to replace Clubhouse sprinkler heads $1866.70
Newt Concrete for remainder of concrete replacement $15,844-SF
DNS for new cameras at the gatehouse $4,672-O
Internet Backup Router for all 270 units $4,000-O
Employment Practices Insurance coverage $1,623.81.
Recharging Anti-Freeze in lines of 8 buildings with fire sprinklers NTE$12,000.
Sewer lines video inspection NTE $5,300-O
Signature Landscapes Maintenance Proposal for 2016 $117,796/year.
Kohn & Co. for 2015 Audit and Tax Return $4900 .
Other 2015 BOD Approvals:
2014 Financial Audit by Kohn & Co. reviewed and approved.
Additional masseuse approved, now available to residents.
Policy now "written": No resident or owner shall be employed at FDL.
Committee members shall be in good standing (assessments paid)
Landscaping services will go out for bid.
Current landscaping service has not replaced dead plants, brown spots in lawn,
bushes overgrown, plants ugly with dead branches. Do inhouse?
Tholl Fence gave presentation to owners about placing small transmitter
in gate box and program it to owner's car. BOD approved for
homeowners to pay for transmitter.
2016 Landscaping Maintenance RFP sent to seven different companies.
Three sealed proposals received in August. Tabled for further review.
National Landscaping contract cancelled effective 12/31/15.
Pat Hinkey painting has informed their company unable to complete contract.
RFP to be sent out for remaining work and include Pat Hickey. (??)
Clubhouse Reservation Form and Rules amended to add that no selling of products,
charity events, or fundraisers allowed. (Craft festival exempt??)
New Collection Policy issued to be in compliance with new laws.
Extended deadline to return ballots for CC&R Rewrite to October 31, 2015. 3/2
General Counsel recommended to not go forward with revisions. 126 ballots returned.
Survey Monkey free survey software approved to use 10/2015
BOD approved 2016 Social Calendar as presented by Social Committee.
HOA Management came in as follows:
Equus - $3,120.00/month or $11.55 per unit per month
First Service - $2,025.00/month or $7.500 per unit per month
Terrawest - $3,037.50/month or $11.25 per unit per month
Associa North - $1,755.00/month or $6.50 per unit per month
BOD gave to attorney and Finance Committee for decisions.
Misc.
CC&Rs revision tasked to attorney last year. Draft submitted to owners June 2015.
Buster indicated NO last year
Owners feedback: changes do not benefit Owners, they do not improve
property values or reduce reserved. Encourage to vote No.
Ballots sent by attorney in August. Where is cost for all this?
Return by September 30.
HO complaint alleging BOD in violation of NRS 116.3108(4) stating BOD has not
clearly identified proposed CC&R changes allowing changes to be seen clearly.
President stated the Redline version will be placed on website for owners.
HO complaint alleging BOD in violation of NRS 116.310 stating BOD President made
wrongful statement that Landscape Committee "has been given Carte Blanch to do
whatever needs to be done to improve the landscaping" at 6/4 HOA BOD Meeting.
President stated the Committee does not have "Carte Blanch"; that he erred.
HO complaint alleging BOD violated Title 42, Chapter 21 of the US Code prohibiting discrimination.
Several incidents cited of discriminatory or offensive conduct. Asked BOD to learn
how to deal with complaints WITHOUT RETALIATION.
President stated complaint did not state the actual events that took place and
Management also indicated staff should not have to take loud offensive language.
Be nice.
Use of Clubhouse (gym) for business conduct discussed lengthily. Currently, HOA has owners who
offer their services, equipment, and products in FDL gym at a cost to other FDL owners.
BOD to check insurance company guidelines for allowing owner or outside contractor to sell their
services in FDL facilities.
HO survey issued to ascertain happiness. Results: 87% are happy.
New President starts every HOA meeting asking if any attending for first time
Election
The Association had five people running for the three open positions.
Peter Battisti – 104 votes
James Epifanio – 85 votes
Edward Fruechting – 92 votes
Eric Linden – 138 votes
Dan Ross – 77 votes
Eric Linden, Peter Battisti, and Edward Fruechting were elected to a two-year term on BOD.
Routine Yearly BOD signing Ombudsman Documents, Bank signatures, etc. right after election
2016 BOD Members – (Historical note: Annual Election Minutes missing)
Annual Election in August. Staggered 2-year terms
PRESIDENT (after 8/15) - Peter Battisti (elected 8/15)
(after 8/2016) Peter Battisti continued
Liaison to Safety Committee (11/2016)
VICE PRESIDENT (after 8/15) - Ed Fruechting (elected 8/2015)
(after 8/16) Ed Fruechting continued
Liaison to Infrastructure and Landscaping Committee eff. 9/2015, reaffirmed 11/2016
TREASURER (after 8/2015) - Eric Linden (elected 8/2015)
(after 8/2016) Eric Linden continued
Liaison to Social Committee (11/2016)
SECRETARY (after Sue Williard declined 8/2015) Keith Coombs (elected 8/2016)
Liaison to Finance Committee (11/2016)
DIRECTOR (after 8/15) Sue Willard until resigned 9/2015
(after 9/2015) Dennis McCormic filled in until 2016 election
Selected as Director 8/2016 Buster Bustamante (elected 2014)
2016 MANAGEMENT
– Equus Management (yearly contract from 2007 through May 2016)
Joele Rogers - Community Manager since 2007
Greg Wolf - Maintenance Supervisor/Operations Manager since October 2007
Gina Hillestad – General Manager
- First Service from 6/1/2016 – Regional Manager, Lauren Starner
All HOA bank accounts notified. Owners notified of new
FirstService Residential Agreement:
The Board has entered into a management agreement with FirstService Residential. One of the
material differences of the agreement and previous agreements is the elimination of co
employment for the association. As of June 1, all employees at Fleur de Lis are employees of
FirstService Residential and not the Association. The Board will provide FirstService with annual budgets and service expectations, but they will no longer have hiring, firing, or individual salary power, thus eliminating their exposure for employee related litigation issues
Community Manager – Gina Hillestad until Sept. 30, 2016.
General Manager -Licensed CAM- Karen Brown October 1, 2016
Operations Manager – Greg Wolf
Banking: Heritage and Nationwide bank accounts closed.
2016 Attorneys/Legal Issues
Adam Clarkson from Fuller Jenkins. General Counsel since 2011
Adam Clarkson approved as General Counsel and Collections Apr. 2014
BOD engaged Counsel to develop RFP for new Management, mail out to prospects. Review applications.
Counsel advised through process until New Management Contract entered into effective 6/1/16
BOD engages Counsel to respond to HO letters, advise on many issues. (Costs not seen on Minutes).
Counsel attended Feb HOA Meeting to brief owners on current issues:
- BOD may meet outside of HOA meeting as long as no decisions made. HOAs are not subject to Open Meeting Laws. NRS 116.2103 states that decision actions must be done at a meeting. Workshops are info gathering where no actions taken.
- Re HOA owned unit acquired due to foreclosure action for unpaid assessments. FDL HOA currently in Litigation with Bank of New York Mellon attempting to acquire a clean title to sell the property for fair market value.
- Stressed importance of keeping HOA documents updated with current law changes as these documents are enforcement provisions that keep property value up.
Counsel recommended BOD conduct interviews with management companies that
submitted proposals, prior to deciding on which management company to go with.
(Historian note: Ad Hoc for interviewing candidates, set up in 2014)
Counsel advises re Painting Assessment: The CCRs for Fleur de Lis Homeowners Association provide for assessing the Unit owners when there is an exterior painting project based on a pro rata of square footage for each unit.
Construction Defect Settlement: Work not yet completed. There will be no excess funds once all projects completed.
BOD asked Counsel to update Rules & Regs to be in compliance with NV law.
FDL -owned unit currently rented, income to offset some back delinquencies.
Counsel advises gov. docs allow unit owner to be assessed in advance of exterior painting
Counsel response to BOD inquiry re Pat Hickey Painting inability to complete painting contract.
It would be less expensive to just find a new contractor to paint remaining buildings than
suing for Breach of Contract.
BOD was advised that new committee for marketing event needs more consideration.
BOD requests Counsel to review Terra Firma bit for replastering.
Counsel attended Nov. HOA Meeting to answer many questions on Reserves.
2015-6 Committees : (New Charters 11/2016 for Landscape, Social, Finance, Safety)
ARC is composed of BOD. Reports all Applications with disposition monthly at HOA Meetings.
Finance - Re-formation 9/2015.
Members: Dave Kurrasch, Keith Coombs, Tiffany Roland
IT - Formation of Technology Ad Hoc Committee 9/2015. DISSOLVED 9/28/16
Members: Bob Susskind, Sean Pearsall
Board Liaison: Peter Battisti with Eric Linden as backup.
Landscape - name changed 9/2015 to Infrastructure and Landscaping Committee
Members: Jerry Snow, Christine Brock, Mary Gazay, Shirley Landau
Anna Menicucci, Paul Gossi
Board Liaison: Ed Fruechting, Eric Linden backup
Safety - Re-formation of Safety/Security Committee 9/2015
Member: Dan Hourihan
Board Liaison: Peter Battisti with Dennis McCormac as backup
Members added 10/2015: John Mischler, Elliott Weinstein, Marty Fineman
Member 9/28/16: Ned Tibits
Social - no changes in members
Board Liaison: Dennis McCormac with Eric Linden as backup
Members added 10/2015: Virginia Parsons, Julie Mischler, Helen Honebeing
Debra Schaefer, Linda Loveland
Ad Hoc for study re Earthquake Insurance est. 2014
Ad Hoc Committee formed for replacing Clubhouse furnishings.
Ad Hoc Committee to assist in interview process for new Clubhouse Manager est. 10/2015
Members: Nancy Schaefer, Julie Mischler, Elliot Weinstein, Dave Kurrasch.
Minutes of Board of Directors (BOD) Click HERE to read these.
(Year, Month, Day, Document)
*2016 01 27 missing. Minutes Approved at Feb meeting
Management changed from Equus to First Service effective 6/1/2016
Some Minutes have attendance sign-in sheet.Some meetings recorded.
9/2816 BOD reviewed past HOA meeting minutes from 2007 that were not signed,
Formally acknowledged meeting minutes from prior board as presented.
2016 WORKSHOP REPORTS - BOD Discussions
Rules & Regulations
How to improve Newsletters
HO complaints kept confidential
Front entry gates and security camera presentation by Tholl
Pool area and safety
Budget Workshop Nov. 2-Reserve Study Review & Recommendations
2016 Operations Manager Reports
NV Energy's sure-bet program will work with Clubhouse lights.
Gym scale replaced.
A white stop line will be painted at the exit gate.
Water features up and running. One pump failed at front entry.
Front entry fountain painted.
Sample LED lights available to see in Clubhouse.
Signature Landscape removed 65 truckloads of weeds and debris.
Water table too high to drain pools completely.
Concrete caps (made inhouse with mold) and entry lights replaced.
Stucco problems due to rain gutters not diverting water off roofs properly.
Gutters are responsibility of unit owner to maintain,repair,replace.
Pool opened May after passing all inspections.
Koi pond cleaning needed, 5 companies submitted bids for cleaning
Building washing of garages, entries, and fixtures before winter.
New koi pond filtration system installed and algae eating fish ordered.
Small spa closed until all leaves fall from deciduous trees.
Feb.-May 2016 Clubhouse Manager Reports:
New parking passes issued
All FDL Residents should use window stickers to ID cars to gate attendants
Star Systems evaluated Clubhouse speakers.
Fob system with new software functioning
Pick up after pets and slow down in the community.
2016 Social Events:
Super Bowl Party
Footloose at the Eldorado
Breakfast
1st Friday Dinner
Easel and Wine Night May 16
BBQ May 27
Aces June 5, shuttle if 20 people sign up
Hawaiian event earlier this year
HOA “Tailgate” Sept. 30
Oktoberfest Dinner was a success, but residents came without RSVP causing food shortages. Reminded attendees must sign up for food events and will be given wristbands upon arrival.
Annual Craft Fair Nov. 12
December 1st Friday includes music by the Piano Man.
Residents invited to clubhouse and help decorate Christmas Tree.Nov. 25.
Community Manager Reports
Audit complete and its on March agenda for approval.
Fire Hydrant fee studied to reduce or eliminate as owners pay Fire Protection.
Engineer studying failing roundabout concrete.
Gina Hillestad was congratulated on promotion to General Manager
Candidate statements due back by July 20. Two seats open on the Board in August.
FirstService continuing transition items including staff training, project organization and prior management owner ledger cleanup.
GM auditing governing documents for compliance due to number of NRS116 changes.
2017 Budget being prepared.
Previous year’ Minutes not signed have now been signed with “Acknowledgement” by Board Secretary.
HOA purchased its own coffee equipment and supplies. Future purchases of coffee estimated to be 50-75% over Framers Brothers prices.
HO complaints of coffee only from 7-11AM worked. Now all day and evening.
Piano tuned and moved away from sun/window.
Copy Machine Lease from Sierra Office Solutions is locked in until Nov. 2018. Ending contract would require “buy out” for $9,600.
MEMBERS' FORUM follows Community Manager Report in 2016, before Approval of last Minutes
Several HO ask why gates not working.
Pres reminded gates are not for security but as a deterrent. Tholl will give presentation.
Several HO ask when buildings would be finished painting.
Pres responded bids received and painting contractor still pending.
Much dismay by owners over new Reserves to now include painting and roofs.
Legal counsel answered questions and explained NRS116 revisions to the reserves of roofs and painting.
HO asks about electrical issues inside units. (Electrician hired to check only common areas.)
Owner asks about HOA legal expenses and why attorney is present at meetings. What is cost?
“ BOD asked Clarkson to be present at meeting because of the breadth of projects and guidance the association has been reviewing.”
Owner discussed ditch swale and the Master vs. Sub responsibility.
Committee Reports:
ARC - Application with disposition no longer listed with owner names in Minutes
Landscape/Infrastructure - Committee very happy with Signature Landscapes
Spring color plant choices made with Signature installed in Spring.
All color spots' sprayers for flowers converted to drip. Flowers planted.
Dead and dying willows being removed as are other trees Arborist recommends.
Stone caps replaced.
Asphalt evaluated, pot holes repaired.
Perennial flows will be planted above waterfall eliminating yearly plantings and cost.
Ad Hoc Committee-Furniture Replacement
Next items to be repaired or replaced submitted to BOD.
Refinishing of barstools and chairs completed.
Finance Committee - reports operating, reserve, and settlement cash monthly.
Earthquake insurance being evaluation.
Welcome Committee (first reference April 2016 Minutes)
has 6 members responsible for welcoming new residents within 30 days of move in.
New residents given gift bag "full of FDL goodies"
Safety/Security Reports
Committee shifting focus to front entry gates and how security can be improved.
Emphasized importance of earthquake, fire and flood prepare3dness, supply list pamphlets available in Clubhouse.
Political solicitation observed in community; need “No Solicitation” signs.
Discussed the “Streets Alive” program and recommended additional speed signs.
Financial Reports
Given monthly to BOD by Equus Management Group for review and approval.
Not included in minutes.
Executive Board reviews monthly as required in NRS 116.31083:
a. A current year-to-date financial statement of the association;
b. A current year-to-date schedule of revenues &expenses compared to the budget for those accounts;
c. A current reconciliation of the operating account of the association;
d. A current reconciliation of the reserve account of the association;
e. The latest account statements prepared by the financial institution in which the accounts of the association are maintained;
f. The current status of any civil action or claim submitted to arbitration or mediation in which the association is a party.
2016 Operating and Reserve Budgets with 2016 assessment remaining $40/unit/month.
2015 Audit by Kohn & Co.found no issues. HOA has 1.7million in assets, 1.5 of that in Reserves.
2017 Operating & Reserve Budgets includes the painting of every unit and the repair/replacement of the roofs. Reserve assessment amounts were calculated on the square footage of each unit. Browning Reserve specialist recommended a funding level and plan to reach that level. BOD Approved.
NEW BUSINESS
Discussed forming new committee to develop an annual or semiannual marketing event here to
area realtors, lenders, title companies, etc., jointly hosted by FDL and Property Management.
(see Counsel) other issues need to be considered.
Forming an IT, Information Technology Committee suggested. Volunteers will be solicited.
BOD Approvals O-Operating Expense R-Reserves SF-Settlement Funds
Expenses/Contracts (NTE=Not to exceed)
Juniper Hill for dining chairs fabric $710.99
First Service 40-page contract effective 6/1/16; Equus continues through May 2016. (no$)
Padovan Consulting Agreement for asphalt evaluation and sealing $2,200-R
Pandovan Consulting Agreement for review & evaluate Settlement work status $120/hr-50 hrs-SF
Pandovan Consulting Annual Agreement for consulting work at rate of $120/hr
Kriss Partners for installation of router $2,000-O + list of everything done.
Capitol Control Systems for installation of ventilation fan in pool equipment room $1915-O.
WPI for exterior painting remaining buildings $410,000 with 10% contingency for incidentals.
WPI Contingency with one year labor warranty, 5 year materials warranty $40,700
Tyco/Simplex Grinner for monitoring fire alarms in 8 buildings with sprinklers $2,160
Intermountain Electric for inspection of electrical defects in common areas $12,800-LF
Clubhouse domestic water supply backflow valve replacement $1,998.80 emergency repair
Terra Firma to plaster large spa $6,100 subject to legal review.
Juniper Hill for Clubhouse carpet replacement in fitness center, locker & billiard rooms$11,882 after steam room and fitness areas repaired.
Erlach Computer Consulting for complete audit of IT network of current IT equipment with recommendation $2500 includes mapping of the system.
Western Nevada Supply to replace 2 submersible pond pumps$2,781.48
HOA Insurance: Menath/CAU $101,947 policy expires June 18
BOD Engaged LaBarre/Oksnee & Philadelphia for HOA’s Insurance Policies $89,668
Intermountain Electric to install GFIs on pool equipment $1400 for 10 breakers.
Rail City for koi pond cleanup $8,760.
Intermountain Electric to install lights in electrical closets $34,040, install breakers of correct kAIC $10,435, Repair Shunt Trip Installations $55,710. Total not to exceed $95,000.
Precision Concrete to address construction defect concrete issues $9,611.75+ $1800 contingency.
Best Hardwood Flooring to sand and refinish Clubhouse hardwood floors $4,177 subject to providing their own 220v power supply.
Browning Reserve Group to complete a full study with site visit $3,400.
Silk Tree Warehouse for four topiary plants $1500.
Advanced Installations for steam room updates & repairs $11,386.
Holiday Light Installation vendor chosen by GM not to exceed $3,340.
Signature for cattail removal from six ponds $4,064.
Rail City for a filtration system for koi pond with installation labor $7,857.95.
Rail City for biweekly cleaning service of koin pond and filtration $125/visit.
Rios Concrete for additional concrete repairs $35,434 plus 10% contingency.
Intermountain for slurry seal maintenance $36,120-R
Wood Rogers to survey points on entry fountain to determine if it is moving; 3 visits $995k additional will be $300/visit.
Merlin n White to seal front pavers $1200.
Original manufacturing company to replace (duplicate) koi pond side railing $3200.
Signature Snow Removal Contract with trigger point of 2” approved. $?
Hinkle Snow Removal Contract with trigger point of 1” to clear snow from roadways and large driveways, with no snow piled in front of clubhouse or on the pavers.
AT&T internet bandwidth increased from 120 to 250 megabytes $50/month for HOA unit internet.
Jet Plumbing for required annual sewer line camera inspection $2500.
Purchase a coffee machine, coffee carafes, four water coolers and filtration system $2500 max.
Coffee and supplies to be purchased by management and prepared by staff to be available to residents from 7-11AM.
Three new street signs indicating streets are shared by vehicles, walker, and bicycle riders $400.
Kohn & Co. for engaging auditor for 2016 Audit bid $4,900. Hilburn/Lein bid $1,975. Referred to Finance Committee to choose not to exceed $4900.
Scott Roofing to inspect all 54 roofs + clubhouse for loose tiles and damaged $27,600 with Eng. Approval.
Other Board Approvals:
BOD acknowledged they have fulfilled their duty as a Board to review the monthly Financial Statements.
CAM/GM authorized to expend up to $1,000 for HOA-related operational expenses.
Pay card authorized for use by General Manager for $1,000 max transactions up to $3,000/month with limited tier 2 structure. Linked to HOA operating account.
Expense Policy.
Clubhouse opening will remain at 7AM, closing moves to 9PM for winter hours on Nov. 1
Gatehouse hours manned from 7AM to 9PM starting November 1.
After reviewing projected energy usage and cost for winter operation, both swimming pools will close Nov. 1. Two spas will remain open through winter months.
Cancel Farmer Brothers current coffee service and do in-house.
New Committee Charters approved for Landscape, Social, Finance, and Safety.
Board Liaison named for Committees (11/2016)
2017 Full On-Site Reserve Study prepared by Browning Reserves reviewed by BOD and recommended by Finance Committee after 6 drafts was approved.
Misc.
Homeowners who have tried to enforce rules often yelled at; report to staff member.
Painting Assessment invoices sent out after cross reference with assessor’s site to ensure square footage amounts assessed properly and to correct owner.
Election
Two seats open (Dennis McCormac and Buster)
Timeline established by Management.
Nicola Neilon and Patricia Mills volunteered to assist with the election ballot counting.
Management and the volunteers exited the meeting to complete the election tally.
The Association held the annual election. There were four candidates running for two open board seats.
Mike Allan - 43 votes
Neil John Bustamante - 77 votes
Keith Coombs - 72 votes
Anna Menicucci - 15 votes
Neil John Bustamante and Keith Coombs were duly elected to the Board, each for two year terms.
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.
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.
.
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.
.
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.)
2018-19 BOARD OF DIRECTORS:
(note: no 8/2018 election Minutes, apparently incumbents were unopposed for the 3 openings. Officers remain unchanged for all of 2018 and 2019 ). 2019 No Election as only 3 incumbent candidates, unopposed.)
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(after8/2017):,Eric Linden selected (elected 8/2015) Liaison Social Committee (1/24-3/28/18)
3/28/18 Liaison for Communications/Marketing Committee (re-elected 2019 unopposed)
SECRETARY Linda Loveland (appointed 3/2018 elected 8/2019) Liaison to Social Committee since 3/2018
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
DIRECTOR Buster Bustamonte (elected 8/2014, re-elected 8/2016 & 8/2018)
Liaison to Landscape & Safety Committee (1/24/18)
2019 MANAGEMENT: 12/1/18- TerraWest
Director of Community Management – Dawn Osterode
ON-SITE MANGER – Brian DeLisle
Maintenance Manager (1/23/19) Ray Shulley.
Head Concierge (8/2019) Kenia Salazar
LEGAL COUNSEL
GENERAL COUNSEL(since 2011) & COLLECTIONS (4/2016):Adam Clarkson from Fuller Jenkins
Clarkson Law Group – FDL HOA 2011-8/2019 LEGAL COUNSEL (see Previous Minutes for credentials)
Snell & Wilmer appointed 9/2019. BOD approved attorney review of Rules & Regulations, Violations & Fine Collection Policy, and Bid Policy 11/27/19
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 2019 documents.
(Year, Month, Day, Document)
2018 REPORTS:
Legal: City of Reno required 2 concierges re clubhouse intruder trial. Expense part of legal action against unit owner
President’s:
Discussed common knowledge regarding lawsuit between the city and the master association.
FDL 7 committees need more volunteers. Wants to reestablish Welcoming Committee.
Parking out of control and professional help needed.
FDL old enough now where items need replacing. Updating Video Surveillance System, Audio Visual, next will be ACCESS CONTROL SYSTEM.
3 seats on Board this year.
Pool Petition received. …”have 2 pools. Bigger intended for laps & swimmers have priority, smaller for floating.
Staff to address any rules being broken during rounds.
A new law firm appointed, Snell & Wilmer.
Minutes will be posted right after board meeting so owners don’t have to wait for following board meeting.
Draft version of current meeting will be posted weekend before the next meeting.
Earthquake insurance cost came in 60% higher than planning to budget. It was removed from the budget.
Board members own 8 units. Scrutinize budget for savings. Excess funds are applied to Reserves.ggg
Maintenance Manager:
See separate Managers Report available in Minutes Section.
2018 COMMITTEE REPORTS:
Landscape/Infrastructure
Chlorine contaminated soils will not be replaced, instead they’ll be treated to help neutralize the salts.
Flow meters were added to water features to gauge usage better. Auto fill features installed.
Landscapers using Roundup (in spite of billions $ judgements against manufacturer)
Flowers died because water features are leaking, planters need new soil.
Someone got into gatehouse doghouse and unplugged irrigation timer. Plants recovering. Jap Maples vandalized. Suitable replacement not found.
Weeds are a problem as some people and pets are sensitive to products used. (There are safe products avail)
Entry falls vandalized, someone added a liquid, chlorine smell detected
Snow abatement looking for better product with no salt.
2019 Social Events:
Social Committee Meeting Minutes available in Minutes>Pkt.
New Years Day
First Friday
Superbowl
Potluck 2/15
First Friday 3/1
Sat. Patrick’s Day 3/15
Annual Tax Poor Free Breakfast 4/13
Committee requested $300 for shredding event from HOA> Board denied.
Memorial Day event in May
Independence Day event on 7/5
Summer Brunch June 22
July 6th
Ice Cream social July 20attended by 35 enjoyed from 15 pies.
Hawaiian Luau Sept 21 – 82 attended
Chili & Fall Festival Oct 18 – prizes to top two winners
Thanksgiving Feast Nov 15
Christmas Holiday Party Dec. 14
Finance Committee
No members, please volunteer
Safety:
Safety Committee combined with the Tech Committee since they overlap.
Technology:
Skyfiber upgrade to 1Gig service conversion in Feb.
Combined Committees top priority: community access control toward isometric technology.
Recommendation approved to close exit gate 21 hrs/day to improve security. Open only 6-9AM for rush hour.
Meeting to develop a new access control system invites all to attend.
Access Control System planned. Biometrics may need attorney stamp of approval.
Access Control Project was released to 5 possible vendors. DLL overseeing project, not bidding.
Goal of project is to know who lives here and who uses the amenities.
Clubhouse/Facility Technology: None
2019 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.
Recommendation for HOA bank account construction defect banking transfers referred to Finance Committee to assure compliance with banking policies.
2020 Operating and Reserve Budget approved. Calls for a $29/unit/month assessment increase.
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.) |
2019-20 BOARD OF DIRECTORS:
(note: no 8/2018 election Minutes, apparently incumbents were unopposed for the 3 openings. Officers remain unchanged for all of 2018 and 2019 and 2020).
2019 No Election as only 3 incumbent candidates, unopposed.
2020 no mention about Election found in 2020 Minutes
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(after8/2017):,Eric Linden selected (elected 8/2015) Liaison Social Committee (1/24-3/28/18)
3/28/18 Liaison for Communications/Marketing Committee (re-elected 2019 unopposed)
(11/2020) Dan Hourihan appointed until end of KC term.
SECRETARY Linda Loveland (appointed 3/2018 elected 8/2019) Liaison to Social Committee since 3/2018
TREASURER(from 8/2017) Keith Coombs (elected 8/2016) & Liaison Finance (1/24/17) Resigned 10/2020.
Dan Hourihan later appointed to finish out term (11/2018)
(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 Facilities Manager – Brian DeLisle 12/1/18-7/25/2020.
Tim Parks 7/25/2020 -
2020 Provisional Community Manager Kenia Salazar
LEGAL COUNSEL
GENERAL COUNSEL(since 2011) & COLLECTIONS (4/2016):Adam Clarkson from Fuller Jenkins
Clarkson Law Group – FDL HOA 2011-8/2019 LEGAL COUNSEL (see Previous Minutes for credentials)
Snell & Wilmer appointed 9/2019.
BOD approved for attorney to review of Rules & Regulations, Violations & Fine Collection Policy, and Bid Policy 11/27/19
COMMITTEES with Board Liaisons (established 1/24/2018) Dissolved August 2020 (except Legal)
(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.)
Finance – Keith Coombs
Landscape & Safety Committee – Buster Bustamante
Social Committee – Eric Linden
Communications/Marketing Committee – Pete Battisti
Tech & Clubhouse Committee Jaime Martorell
Legal Committee established 6/2018 with Jerry Whitehead appointed.
Note: See Minutes for Members approved.
| President dissolved all committees at August 2020 HOA general meeting. Attendees shocked. |
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.
Board approved (Jan.2020)all current committee members remain
COMMITTEE (since 6/2018)
Legal – Judge Jerry Whitehead (6/2018-09/2020) Jaime Martorell 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 2020 documents.
Note: New Management, new format. Minutes are now included in a “packet” which also contains Agenda for that month’s HOA BOD general meeting, Minutes of the previous month’s meeting, plus Social Committee Minutes, Income Statements, Balance Sheets, and all bids/quotes received for that month. Some contain Manager’s Report. Some months Manager’s report is listed separately. Minutes will also be listed separately if you don’t want to find them in the “packet.”
No meetings March, April, May. No Minutes for Sept.-Dec.until following year. (BOD Reports in lieu?
(Year, Month, Day, Document)
Approval of Meeting Minutes (Historian’s Note: Previous month Minutes routinely approved most years. Meetings are recorded. Recordings lost in 2020. Reportedly recordings are transcribed by someone in Las Vegas. Unknown who picks and chooses what is included. Probably Management selects what to report and gives to BOD for their review—and their omissions or slant. Attendees at meetings aware Minutes not reflecting 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. CM was not owner-friendly. TerraWest staff tightly controlled to enforce BOD preference for non-transparency. BOD controlled by President with a “I know what is best for everyone” philosophy.
August Minutes acknowledge President made a prior commitment to post draft minutes on the web portal. (H.Note: did not acknowledge problem was timing). “Board worked with management to ensure they (draft) are received timely to allow for review prior to the draft minutes being posted before next meeting. Management confirmed……goal for publication of draft minutes after the board has reviewed will be two weeks. “ (H.Note Interpretation: Board can still take time to review draft, say 2 weeks, then Management has two weeks to post, and we’re right back to a month later.)
November Minutes indicate Board approved tabling October 28 minutes without approving. (Sept. Oct. Nov. Minutes not available to members until 2021)
Synopsis of 2020 REPORTS from Minutes:
Legal:
Bill Peterson with Snell & Wilmer was present at Sept. general meeting to introduce himself, his experience, and his firm. He has been in practice for over 45 years and serves as an advisor to BOD.
Judge Whitehead, Chairman of legal committee died.
President’s:
.No meetings in March, April, May. BOD obeying Governor’s restrictions and guidelines. Maintenance continued.
BOD and Mgmt working via evotes, email.
President claimed committee activity and members (“has gone in a different direction from the charters” and dissolved all committees except legal. Note Committees had previously been given instructions to form and draft Charters. Legal Committee (the President and his neighbor) will now draft charters. Members all to re-apply for re-appointment. Motion made and unanimously approved.by BOD.
President requested members speak respectfully and wondered what had changed in last few months
Indicated that the Board Report*was intended to inform members and address concerns of transparency.
*(Historians note: did exactly opposite. Instead of Minutes as usual, an 8-page glossy illustrated brochure was snail-mailed to all owners—see under Minutes. Owners outraged with this unnecessary, costly expense which could best be described as another example of BOD imprudence.
Management/Maintenance Report (by Provisional Community Manager :
See separate Managers Report available in Minutes Section. Monthly accomplishments listed here.
- Theater Room Bookings
- Management change
- Exit Gate Button Has been Installed
- Receiver for Garage/gate openers was replaced
- New food heaters purchased for Social Events
- 2020 72-hour parking passes
- Approved Policies were mailed to homeowners (Rules and Regs, Violation & Fine Collection and Bid Policy)
- Resident information project
ARC Audit – all submittals on file will be available to unit owner through HOA portal.
Reminded owners to check in with Mgmt. office if desiring any changes in unit. Mandatory ARC apps forms available and must be submitted..
Daily drives conducted looking for violations.
Staff training on new monitors and concierge detail items
Purging old residents from gatehouse and email system done monthly.
Reminded residents including tenants must register at front desk to receive eblasts
Reminded residents must register vehicles with HOA. Check with front desk to confirm.
Proper visitor passes must be displayed in cars. Overnight visitor parking MUST have a 72-hour parking pass or a temp green pass issued by the front desk. Copies or created passes unacceptable. Pass must match FDL records. 2020 Lavender 72-hour parking “passes” need to be picked up by residents.
Residents need to call the gatehouse ahead of time when contractors/visitors/food delivery expected.
Rumors re DDHOA elections and TerraWest response was there is no involvement or interference.
Transition of responsibilities were complete for Tim Parks and Dawn Osterode.
Facial Recognition Project will be hosting five Q&A forums during holidays and allow 5 residents to attend and ask questions. JM added: Forums will be of 5 people Over Zoom.
Facilities Manager:
Monthly reports of accomplishments, in process, planned summarized in each Minutes. Also separate report can be read in Minutes—see Minutes for this year>Monthly Managers Report.
Brian DeLisle said thank you and goodbye, talked about transition, introduced Tim Parks, his replacement..
Tim Parks (TP) announced spa closed through winter due to covid and pools close Sept. 8
2020 COMMITTEE REPORTS:
None after all Committees dissolved August 2020. Some Resumed in Nov.
Landscape/Infrastructure
Liaison reported that All Seasons and Signature Landscapes are the top two landscaping companies in Reno.
No meetings due to Covid restrictions.
Computerized irrigation system installed. We now have designated Signature Landscape rep servicing system.
Irrigation system replacement plan calls for doing 10 buildings at a time.
2020 Social Events:
Clem Woods 98th Birthday Celebration Jan. 25
Committee issued survey for preferences and suggestions. Responses appreciated.
Finance Committee
Safety/Tech Combined Committees top priority: community access control toward isometric technology.
Presentation given at Nov. meeting. Updated Phase 2. Encouraged residents to sign up for Access Control Forums.
Clubhouse/Facility Technology: None
| 2020 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. 2020 Operating and Reserve Budget approved. Calls for a $29/unit/month assessment increase. 2019 year ended in red due to snow removal. Settlement funds remaining $26,000 to be used for roof repairs. 2019 Audit Engagement Letter approved. Petty Cash increase $2500 2019 Financial Report from CPA all approved. Budget Workshop in October coordinated by Keith Combs as an RSVP event. Hilburn & Lein CPAs approved to conduct HOA’s annual audit and tax return nte$3,000. Browning Reserve Group engaged to complete a full sited reserve study report for 2021 $4,000. 2020 Reserve Study Update report approved as presented to be posted on portal for membership view. 2021 Operating/Reserve Budget approved. BIDS: Unless otherwise stated, BOD delegates Management to review each, then make recommendations to BOD which best complies with RFP. Drive/walkway concrete repair/replace contract. Pool deck replacement.Management (Brian DeLisle) recommended Efrain, owner-4Concrete replace pool pavers with concrete, if replacing pavers was what BOD wanted. Unanimous BOD approval. (Note: Much HO arose after pavers removed—a major change at FDL not voted on by owners as CCRs require. Compounding this was the defective concrete work, payments for it without Management noticing defects, and paying over bid amount.) eVote approval -pool deck $99,849 (Note: some items tabled were approved later in year.) Access Control System Contract- referred to Tech Committee to review bids and recommend Clubhouse parking sealing/striping. BOD approved $1,600, management to decide vendor. Entry water feature repairs approved $110,000 for Sierra Designs contract. New patio set $1,751 tabled. Concrete added costs $630 approved. Pool/Spa liquid chlorine conversion $2000 approved. Irrigation replacement 10 bldgs $53,676 tabled. Entrance landscaping $19,400 tabled. Deep Root Tree Treatment Option A or B tabled. Pond treatment $9,307 approved. Dormant Oil Treatment $5,829 tabled. Gatehouse Island Planting $3,679 approved. Hot Box Install near carwash $2,897 tabled.To Tech Comm to review and recommend Flatwork Concrete $114,742 eVote approved. (Eva). Gatehouse planting $3679(Eva) Patio furniture $14,436.62 eva Pool acid tanks $1168 evaTrees 53 $728 Koi clean & Maint $6500 Infinity pumps/cleaning $20,500 Bug oil treatment $5829 Pond casual labor $30k Base aggregate $25k Generator $29,655 Ins Coverage Renewal $91,335 Stump grinding for 3 $500 Trees 53 $728 Entry Falls planting $19,400 CH parking sealing/restriping $1950 Additional concrete & base material $35,891 Pool heater labor $2k Bldg 17&30 storm trees (sic) $1695 BRIX Network room A/C $6794.46 Scott roofing repairs - $1387 clubhouse, $3865 and $3460 Irrigation replacement 10 bldgs $53,676. Tabled. Management Contract Approved – no terms on Minutes Doghouse network surge protectors $3,682.59 Clubhouse spring cleaning $1750 Johnson Control heat detectors $1606.85 Pool plastering 2 bids opened. Tabled. eVote Reports: Doghouse network surge protectors were replaced in all 54 buildings-$3682.59 Clubhouse ceilings and windows cleaned-$1750. Holiday lighting installation and removal by Reno Window Cleaning $2,810 Lee Joseph – Pool winterization service $1,525. Scott Roofing - $28,545 unit 2004 Signature Landscapes-fertilization, fungicide & pesticide treatment (deep root injection for each tree/shrub) Koi pond electrical pump replacement from Nelson Electric NTE $1600.
New Business Collection Company approved: Red Rock Financial Petty Cash & Reserve Electronic Transfer August 1 approved. New committee members Approved Gym Hours Extended 8AM-8PM Clubhouse 7AM-8PM, Pool 9AM -8PM Gym Hours 7AM to 8PM Snow Removal Operating Fund Account – KC announced amount misstated and is $55k which includes the $17/unit/month additional from members. The 2020 budget was set at $80k, an increase of $55k. Need buffer of funds to offset costs and avoid a special assessment to members. KC moved to transfer $55k to a dedicated amount for snow removal. Unanimously approved. Pool/Spa Replastering Contract reviewed by TP. Tahoe Pools $66,900, stripes additional. ApprovedNTE $75,000 Guest Parking Space Rental – KC moved to take 10 spaces and rent them at $100/mo. After discussion, motion failed, no further action. Committee Charter – JM moved to approve the Social Committee charger with Linda Loveland as liaison and appoint the committee members originally interested. Motion failed. Members want involvement in the development of the charter, prior review of charters before confirming their interest, and if renters should be on committee vs participants in committee event organization. JM moved to approve the committee as presented. Motion questioned; no vote, no action. JM moved to approve the committee charters for Finance, Landscape, Legal, Safety, Social and Technology. Motion carried. At request of attendees, management was directed to submit the charters to membership for review and ask them to re-apply if interested in serving on the committee. HO asked if Communications Committee will be adopted. JM advised charter still being worked on. HO stated that this is a HOA and no one is excluded, everyone can participate in events, just not be on committees—Committees for owners. (Historians note: It was later affirmed non-owners may be on committees, but they just cannot vote.) Ad Hoc Committee Charter and Members approved to define recommendations on drip irrigation system and driveway replacement scope of work. Water Feature Pump – UA $4,700 to purchase water pumps. Board Vacancy – after resignation of Keith Coombs, BOD appointed Dan Hourihan to serve until next annual meeting. Organization of Officers – Eric Linden appointed as Treasurer and Dan Hourihan as Vice President approved. Amended Rules and Regulations Section 10.24 – Last sentence on the holiday decorations rule removed to allow holiday decorations on doors. Amazon Key – UA the installation of the Amazon gate opener. CONTRACTS/EXPENSES BOARD APPROVED: Access Control System contract: pending with much HO dissent Tech/Safety Committee holding workshops, working on RFP August Minutes summarized 18 months progress by Access Control Task Force which included members from the Technology/Safety Committees, Community Management, and service providers. Scope included 2 forums, Q&A with vendors,” scoring bids against criteria that referenced a benchmark of technology options against the marketplace.” Phase 1 ties to 14 ped access points and resident database with the use of facial recognition readers. Phase 2 would replace the current FOB system, which is no longer supported, installed in 2002. Read entire report in August Minutes. JM moved to approve RFI contract for $99,500 for the replacement of the FOB system with facial recognition. BOD unanimously approved. Advanced Integration AV proposals being reviewed by Tech Committee. BOD 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. 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 – 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 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. above. 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. 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. HOMEOWNERS FORUM (Note: With HO discontent rising, BOD had Management”overview the outline for comment submission” In August, 2020. Three minute limit per unit. Comment only on agenda at start of meeting. Other comments at end of meeting. HO asks if all records collected by TerraWest transferred to the management. Management confirmed all records are transferred over at the time of transition. HO asked about drip system. BB said system 15 y/o; 3yrs into it noticed ultraviolet breaks it down. As it is buried, it cracks making damage hard to find. Project put aside; something should have been done years ago. HO asks if satellite dishes being taken down. BD said companies don’t reuse dish for new clients. Dishes with cut wires will be removed by staff. JM said dish belongs to HO. HO asks about vandalism on Wilbur May. JM said camera captured but no license plate. KS said DD asked about street parking problems. Video surveillance not detailed enough to catch damage on vehicles. HO question who decided to replace pavers with red concrete? JM answered that BOD did. CCRs Section 2.1 Violation of member voting on any major design or resurfacing should be voted by all residents. This concrete and pool deck project ran over $40,000, and pool deck has been acknowledged to not match what was originally described in contractor, why were contractors paid in full? BD answered contractor not paid. Not over budget $40k for flatwork, it was $60k due to base of driveways. HO told driveway stain would wash off with time, but it has not. BD mentioned stain was due to machine used. BOD suggested power wash area. HO misses patio furniture umbrellas. BB explained liability with having loose umbrellas. HO mention community looks worst with the 14 years of residency. Asked for a uniform plan to remedy. JM encouraged all residents to get involved to a committee. HO wonders why FDL only gets two bids. BD responded that a major issue is labor, companies don’t have time to devote to our RFPs. HO asks why plants put in that will cover signs. BB said if plants grow tall enough to cover sign, they will be cut down. HO asks why annual flowers installed; should do perennials. BB agreed that we need to stay away from annuals. HO suggests Zoom meetings to gather larger audience. HO notice high water fall fountain, asked if due to a leak. BD responds that it was clogged with debris. HO brought up that a FDL HOA eblast was in Violation of NRS 205. HO asked about snow removal, last year $85,000. KC mentioned money will be placed aside. HO asked why 3 FDL BODs were running for DDHOA Board (when FDL is lacking BOD attention). Only BB responded that you have to attend meetings to know what is going on there. HO concerned that FDL BOD on DDHOA would take a lot of time from running our FDL Community. Many owner complaints about Violation letters BOD sends out. Noted that complainers do not have to be identified per CCRs, and Violation Notices sent out without checking the situation out first. Many owners concerned that BOD plans to change the gates and add an arm, subject not on agenda. LL responded that workshops and meetings have taken place for the new Access Control System. Also announced in meetings and newsletters. Also mentioned that out of 500 residents, only 25 attend meetings. HO asks about meeting recordings, quorum required, and requested Minutes be more informative. HO questioned why snow removal reviewed as this was not a budget meeting. Also inquired as to how value calculated and what was included in the surcharge that was implemented for snow removal. HO requested return of 24-hour gate attendants, as there are multiple cars coming in with license plates switching numerous individuals coming into neighborhood unit that are not owners. HO expressed concern on re-election of current Board members. That they were elected based on four things not being seen from current board: 1)Proper handling of reserve funds 2) Board having open decisions regarding budget 3) getting a new management company to work for the homeowners and better the community and 4) transparency. BOD has hampered access to documents and information it is entitled to by law. BOD has ignored owners’ petitions and dissent with BOD’s Access Control System. Again, owners complain about HOA Meeting Minutes not being made available before next meeting. This is in spite of BOD assurance on several previous occasions that at least Draft minutes would be made available to owners well before the next meeting. It is not right to keep Meeting Minutes unavailable until a month later when they are approved. HO relayed that (just dissolved) Communications Committee had spent much time and effort to organize and presented statement to be attached to Minutes. Expressed frustration that committees were dissolved. HO asks why committees were dissolved as it was promoted to the membership. JM dissolution temporary until charters are made consistent. HO expressed support for homeowners’ involvement in multiple committees. Other Owners request Board allow members on more than one committee. HO provided history of pool closure showing it’s end of Sept or early Oct, not day after Labor Day. Requested BOD extend date of pool closure. HO asked why pavers removed as CCRs provide they are to be repaired as originally installed. Wondered about kickbacks. Advised that Washoe Co. Health Dept. verbal report unenforceable and wanted to know if work had a permit, if vendor was insured and did vendor get to keep the pavers. Requested Board hire a new management company that works for the homeowners, not BOD.
HO asks why BOD cancelled Meet the Candidates Night but allowed DDHOA to meet in Clubhouse. HO reports vehicles are being vandalized on Wilbur May and would like BOD to rent out guest spaces or open up guest parking for residents to park at night. Could hold lottery or rotating use of the spaces as option after B responded that only a few spaces are being analyzed that are not used. HO states members should be entitled to vote on the facial recognition system per CCRs Section 2.1. HO expressed concern the Board does not respond well to input and needs to listen to members. The Governor’s order does not require temperature checks and waives. Asked why members did not see a demo of the Facial recognition system. Taping off exterior access doors (as BOD did) is illegal.
HO reports that identified failings on the pool deck and working with management to resolve issues has been hampered by being refused access to documents that residents are allowed to see. Other owners have also been denied access to documents State Law allows owners to see. Also requested why committees shutdown.
HO attendees continued allegations against management after adjournment of Sept.mtg. Members upset, against Board.(Historian note: Passionate owners; Ended in shouting match.) JM “provided an overview of the history of the prior recall election and the efforts made to restore the community which over the past few months has taken a turn.”
HO Keith Coombs BOD Treasurer stated that serving on Board “is a full time job” (Historian Note: Yet he ran for and was elected to DDHOA) “every vote he has taken has been as a fiduciary….Due to untrue accusations made, claims of embezzlement, contention and negativity, it has had a negative impact on his health. Budget ratification meeting will be his last and resigning at that time.”
HO inquired as to a strategic plan, stated units are below marked, expressed dissatisfaction and that the BOD is there to serve the homeowners as their core function. JM responded that the HOA is not interested in subleasing the clubhouse facilities as a restaurant or opening the gym/clubhouse to general public for a fee. (Historians Note: this supercilious reply is typical of Board’s evasive replies, not answering question). HO suggested limiting time of use on gym equipment as often a line. Further suggested a committee that focused on the use and maintenance of the gym equipment HO expressed fear of facial recognition and sad to see that the pavers are gone around pool.
President expressed the toll taken on Board and their families; questioned wanting to continue to live here.
HO eloquently responded that the toll could have been avoided by including homeowners in lieu of telling them, acknowledging mistakes instead of hiding them, allow homeowner input and listen to feedback, help homeowners understand and give then options instead of directives. Find options that most agree too, forego personal preferences, keep an open mind to what homeowners want, and allow owners to see items in advance for comment before they are voted on.
Other general comments were provided on improving the pool deck with stamped concrete and holding virtual meetings as an option. HO commented on several items that came up during workshop: 1) it was reported that legal expenses had gone up $30,000 due to a lawsuit early in the year and asked who was involved. KC said not a lawsuit; it was dispute against Board President of the Master HOA. 2)$10k in insurance deductibles, yet owners were responsible for $5k deductible. JM said it was two units involved. HO asked for clarification on how much money was spent on the Double Diamond dispute. The “board did not have the exact numbers” HO mentioned lack of communication with the facial recognition and asked if other options had been looked into. Also, still unclear why Board proceeded with the pool deck project without notifying residents. HO proposed the board be more transparent so homeowners can provide support.
Resident asked about the break in. DO reported that video 3 days were reviewed by staff and provided to resident. Another HO asked again if there was going to be a Communications Committee and asked who will be members. JM said committee was not approved, therefore no members yet. HO raised concern about facial recognition project. How personal info protected, who see it, where stored. Disagrees with way Board is handling process and info and asked if project has stopped after petition signed and so much obvious HO opposition. JM said “project has paused”. Stated no petition presented to Board. Next HO said response for petition against facial recognition was “really good.” Respecting the time that is invested in volunteering, he requested the current president consider resigning and allow another member with different skill sets to take control. Lastly, questions the cost of the BOD Reports mailed to all members each month. HO inquired again about a Strategic Plan, stated units are below market, expressed dissatisfaction with the Board and reiterated the BOD is supposed to serve owners as their core function. Requested transparency. HO expressed that homeowners ask for transparency, what Board is doing and spending. Asked if Double Diamond pays for rental of facilities. JM said DD charged for extra hours of employees and as it is opened to all members, there is no fee. HO offers to provide a balance for both parties. Has expertise and wanted to get more involved by creating committees, draft a template for Communications Committee, intending to improve relationships between residents and the board. Also offered to review current docs and help id other issues in facilities. Several owners asked questions about the Budget. They were informed there was no Budget Ratification Meeting because there was no quorum. HO wondered why no money was put aside for the $50,000 drip irrigation system that needs to be replaced. Follow-up by HO re FDL lawsuit that turned out to be a legal dispute. Was it resolved? If so, what actions were taken to resolve this? JM said legal expenses from legal advice has to remain confidential. And questioned if plans were made for facial recognition vendor to be paid before 2020 ends. JM had explained the money is in the reserve budget for 2020, it can be moved to next year or removed but it will not be spent in 2020. Other owners commented about reserves, the pool deck, and eblasts be sent out with HO questions and concerns.
HO asks why no budget for necessary reconstruction to Lake 1. Liner has outlived its useful life. Lake 1 looks terrible, and it’s been pushed off for several years. JM said yes, as time goes by plans to replace or repaired will be decided.
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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.
|
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.
Historian Note:
With 3 new Directors elected in August 2021, 2022 was a year of major transition and progress.
Residents breathed a sigh of relief to have a new, qualified Management company and a BOD majority that stopped kicking the can down the road. Major problematic issues were discovered. Example of a huge one was: previous board had wrongly assessed dues by size. Law requires by unit. Legal opinions sought and verified. Painful correction was needed to alter every unit dues to same amount.
BOARD OF DIRECTORS:
PRESIDENT : Pat Davis (newly elected 8/22)
VICE PRESIDENT): Steve Erickson (newly elected 8/2022)
SECRETARY : Brett Toft (newly elected 8/2022) resigned 1/12/22 when unit sold.
Sherri Shannon appointed as replacement at 1/26/22 HOA BOD Meeting
TREASURER: Linda Loveland (appointed 3/2018 elected 8/2019& 2020, failed re-election 8/2022) Social Committee Liaison since 3/2018.
DIRECTOR Buster Bustamonte (elected 8/2014, re-elected 8/2016 , 8/2018 & 2020, failed re-election 8/2020)
Liaison to Landscape & Safety Committee (1/24/18)
DIRECTOR: Brett Toft (elected 8/2022)
DIRECTOR: Marc Siegel (elected 8/2022)
2022 MANAGEMENT:
First Service 12/1/2021 (TW resigned effective 11/20/2021)
Community Manager – Ryan Fields, CAM
Operations Manager – Jeff Lucas, CAM
Resident Service Manager – Leslie McElfish
LEGAL COUNSEL
Gayle Kern
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
All Committee Charters re-written and approved. (see folder on same link with Minutes)
COMMITTEES with Board Liaisons (same format Committee Charters written and approved)see resident Portal.
Finance Sherri Shannon. Chairman, then Liaison
Landscape – Buster Bustamonte Liaison no members allowed
Social – Linda Loveland as Liaison – many members
Safety Committee – Buster Bustamonte Liaison?
Technology – Steve Helle, Chairman, Pat Davis Liaison
Communications & Welcome – Brett Toft Liaison
Minutes of Board of Directors (BOD) Click HERE to read 2022 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)
(Historian’s Notes)
Meeting Minutes Previous month Minutes routinely approved most years. Meetings are recorded and then transcribed by Management Company. Previous BOD did not allow even draft Minutes to be seen by owners until a month later at the next general meeting; a sore point. New Directors, moving forward with commitment of transparency, requested Current Management to issue a Meeting packet at least 10 days before monthly meeting. This is being done. Pack is comprehensive with Agenda, Minutes of last meeting, budgets, reserves, management and operations reports.
Annual Election: Significant this year to finally get 5 capable Directors interested in Moving Forward with better operation and management practices. A new philosophy of openness and transparency, welcoming owner input.
Some changes included:
Upgraded community tech.
Oversaw all contracted work.
Got a better payment system for FDL bills to be paid on time.
Enacted stringent budgeting with living documents for reserves.
Conducted weekly Planning meeting, open to all. Past BODs held in secret despite CC&Rs allowing owner attendance.
| LLAP: formed by disgruntled losers in the last elections, this secret, unnamed-participants group published newsletters to residents (using FDL proprietary mailing list) that were accusatory, spurious, and full of untruths in an attempt to denigrate current BOD. Could only have been led by previous administration who had access to resident email addresses. Current BOD ignored slander for many months before responding in defense.
Recall – disgruntled losers in last elections tried to Recall 3 Directors. Recall failed by large majority. Communications: Much improved. In addition to the monthly Packet of FDL HOA BOD Meeting documents, there is a monthly meeting synopsis issued by Communication Committee. Other routine, informative newsletters are issued. See all in link to Minutes. Welcome Committee has been reestablished. Combined with Communications Committee. All new residents are being contacted, welcomed into FDL and given a gift pack that includes helpful information about living in FDL. New Rules established. See FDL Portal for all current Rules & Regs. Social Committee events are well attended. Activities also augmented by individual residents providing us with such events for wine tastings, game nights, a movie night, etc. |
FDL looks so much better these days with responsive BOD and CAM Operations & Community Managers.
Filed:HPC:FDL Website DriveE>GOOGLE LIBRARY>Each YearSynopsis>Backup of Historical Records 2022finished.docx
Uploaded to Go Daddy Media Library 7/13/23.
Historian Note:
With 3 new Directors elected in August 2021, 2022 was a year of major transition and progress.
Residents breathed a sigh of relief to have a new, qualified Management company and a BOD majority that stopped kicking the can down the road. Major problematic issues were discovered. Example of a huge one was: previous board had wrongly assessed dues by size. Law requires by unit. Legal opinions sought and verified. Painful correction was needed to alter every unit dues to same amount.
BOARD OF DIRECTORS:
PRESIDENT : Pat Davis (newly elected 8/22)
VICE PRESIDENT): Steve Erickson (newly elected 8/2022)
SECRETARY : Brett Toft (newly elected 8/2022) resigned 1/12/22 when unit sold.
Sherri Shannon appointed as replacement at 1/26/22 HOA BOD Meeting
TREASURER: Linda Loveland (appointed 3/2018 elected 8/2019& 2020, failed re-election 8/2022) Social Committee Liaison since 3/2018.
DIRECTOR Buster Bustamonte (elected 8/2014, re-elected 8/2016 , 8/2018 & 2020, failed re-election 8/2020)
Liaison to Landscape & Safety Committee (1/24/18)
DIRECTOR: Brett Toft (elected 8/2022)
DIRECTOR: Marc Siegel (elected 8/2022)
2022 MANAGEMENT:
First Service 12/1/2021 (TW resigned effective 11/20/2021)
Community Manager – Ryan Fields, CAM
Operations Manager – Jeff Lucas, CAM
Resident Service Manager – Leslie McElfish
LEGAL COUNSEL
Gayle Kern
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
All Committee Charters re-written and approved. (see folder on same link with Minutes)
COMMITTEES with Board Liaisons (same format Committee Charters written and approved)see resident Portal.
Finance Sherri Shannon. Chairman, then Liaison
Landscape – Buster Bustamonte Liaison no members allowed
Social – Linda Loveland as Liaison – many members
Safety Committee – Buster Bustamonte Liaison?
Technology – Steve Helle, Chairman, Pat Davis Liaison
Communications & Welcome – Brett Toft Liaison
Minutes of Board of Directors (BOD) Click HERE to read 2022 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)
(Historian’s Notes)
Meeting Minutes Previous month Minutes routinely approved most years. Meetings are recorded and then transcribed by Management Company. Previous BOD did not allow even draft Minutes to be seen by owners until a month later at the next general meeting; a sore point. New Directors, moving forward with commitment of transparency, requested Current Management to issue a Meeting packet at least 10 days before monthly meeting. This is being done. Pack is comprehensive with Agenda, Minutes of last meeting, budgets, reserves, management and operations reports.
Annual Election: Significant this year to finally get 5 capable Directors interested in Moving Forward with better operation and management practices. A new philosophy of openness and transparency, welcoming owner input.
Some changes included:
Upgraded community tech.
Oversaw all contracted work.
Got a better payment system for FDL bills to be paid on time.
Enacted stringent budgeting with living documents for reserves.
Conducted weekly Planning meeting, open to all. Past BODs held in secret despite CC&Rs allowing owner attendance.
| LLAP: formed by disgruntled losers in the last elections, this secret, unnamed-participants group published newsletters to residents (using FDL proprietary mailing list) that were accusatory, spurious, and full of untruths in an attempt to denigrate current BOD. Could only have been led by previous administration who had access to resident email addresses. Current BOD ignored slander for many months before responding in defense.
Recall – disgruntled losers in last elections tried to Recall 3 Directors. Recall failed by large majority. Communications: Much improved. In addition to the monthly Packet of FDL HOA BOD Meeting documents, there is a monthly meeting synopsis issued by Communication Committee. Other routine, informative newsletters are issued. See all in link to Minutes. Welcome Committee has been reestablished. Combined with Communications Committee. All new residents are being contacted, welcomed into FDL and given a gift pack that includes helpful information about living in FDL. New Rules established. See FDL Portal for all current Rules & Regs. Social Committee events are well attended. Activities also augmented by individual residents providing us with such events for wine tastings, game nights, a movie night, etc. |
FDL looks so much better these days with responsive BOD and CAM Operations & Community Managers.
Filed:HPC:FDL Website DriveE>GOOGLE LIBRARY>Each YearSynopsis>Backup of Historical Records 2022finished.docx
Uploaded to Go Daddy Media Library 7/13/23.
2023 BOARD OF DIRECTORS:
Brett Toft (elected 8/22-8/23; did not run for reelection)
Deanne Helle (appointed to fill vacancy, elected 8/23-8/25)
Marc Seigel (elected 8/22-8/24)
Pat Davis (elected 8/22-8/24; resigned 2023)
Philip Dierker (elected 8/23-8/25)
Sherri Shannon (appointed to fill vacancy, elected 8/22-8/24)
Steve Erickson (elected 8/22, reelected 8/24-8/26)
PRESIDENT: 1/1/23: Pat Davis
12/31/23: Steve Erickson
VICE PRESIDENT: 1/1/23: Steve Erickson
12/31/23: none
TREASURER: 1/1/23-12/31/23: Sherri Shannon
SECRETARY: 1/1/23 Brett Toft
12/31/23: Deanne Helle
DIRECTOR: 1/1/23-12/31/23: Marc Siegel
8/23-12/23 Philip Dierker
2022 MANAGEMENT:
First Service since 12/1/2021
Community Manager – Ryan Fields, CAM
Operations Manager – Jeff Lucas, CAM
Resident Service Manager – Leslie McElfish
LEGAL COUNSEL
Gayle Kern
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
All Committee Charters re-written and approved. (see folder on same link with Minutes)
COMMITTEES with Board Liaisons (same format Committee Charters written and approved)see resident Portal.
Minutes of Board of Directors (BOD) Click HERE to read 2023 documents.
2023 Activities-HOA Operations link copied: https://drive.google.com/drive/folders/1RIIsYZ_GO0RrYiI3FyA8ha2T-FnRpfVs?usp=sharing
2023 Activities-Social https://drive.google.com/drive/folders/1l3Bbff0EkR5YUDfwmS8wTKJfX-t68GGQ?usp=sharing
2023 Communication Committee Newsletters, Meeting Highlights https://drive.google.com/drive/folders/1_jpnuPjfD63ETf4ghyqjpD6R1xOIDYJ4?usp=sharing
2023 Election https://drive.google.com/drive/folders/1B1mfzJv8aa6yf0enbJQ5pJz5_jgbbtNL?usp=sharing
2023 FDL BOD HOA Meeting Packs & Minutes
https://drive.google.com/drive/folders/1g3OffFmhhJzvSbdnP1a1ZYdtXR_Q-0z7?usp=sharing
(Historian’s Notes)
This year continued with a Board and Management company focused on Moving Forward with best operation and management practices. The new philosophy established of openness and transparency, welcoming owner input, has resulted in a well maintained community with blossoming social activities and happy residents.
THE MOST SIGNIFICANT CHANGE IN 2023 was a State Governing Policy now requiring employees that control ingress and egress must be licensed by the Private Investigators Licensing Board (PILB).
FDL Management and Legal Counsel disagreed and challenged this directive, to no avail.
Workshops held to review options and bids for hiring outsourced Licensed Vendor or cease staffing the gatehouse with an electronic keypad system controlling entry.
With an annual cost (today) for outsourcing running $80-90,000 compared to under $10,000 to upgrade the gatehouse entry keypad system, it was determined the latter was most prudent.
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.
CCRs require Meeting Agenda with recommended format be issued before each meeting.
Meetings are to use Parliamentary Procedures rules.
Meeting Minutes Previous month Minutes routinely approved most years.
Meetings are recorded and then transcribed by Management Company.
Presidents since 8/2021, focused on transparency, have directed current Management to issue a Meeting packet at least 10 days before the monthly HOA meeting. Pack is comprehensive with Agenda, Minutes of last meeting, budgets, reserves, management and operations reports.
Annual Election: Significant again this year to have five capable Directors interested in Moving Forward with better operation and management practices. Directors are focused on total transparency, quality maintenance and smooth operation.