THE MEADOWS COMMUNITY ASSOCIATION Meeting of the Board Thursday, November 3, 2011 The Meadows Clubhouse, 1124 Scenic Park Terrace, Reno, NV 89521

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1 THE MEADOWS COMMUNITY ASSOCIATION Meeting of the Board Thursday, November 3, 2011 The Meadows Clubhouse, 1124 Scenic Park Terrace, Reno, NV MINUTES OF MEETING Present: Jana Johnson, Nevada Metherd, Maureen Kody, Darwin Barnes and Ben Johnson Absent: None (Mr. Johnson needed to leave at 6:45) Also present: Stacy Brown (Community Manager filling in for Jamie Donham) 1. Call to Order: President Jana Johnson called the meeting to order at 6:08 pm. A quorum of the Board was established with all 5 Board Members present. 2. Approval of Minutes from the September 1 and October 6, 2011 Meeting of the Board: Ms. Johnson continued this item to the next meeting. 3. Members Forum: Antionette Savary of 1167 Tule Drive; said that she has a pine tree between her and her neighbor s house that is dead. This has been ed to the landscaping committee for inspection, but the tree remains. Homeowner reported dog waste was a problem in the area along the path were weeds were removed and requested more signs be placed to remind owners of their responsibility to pick up after their animals. Homeowner inquired about gate repair. Ms. Johnson advised Tholl Fence was lowest bidder and gates would be operational soon. 4. Reports. A. ARC Report: Chair of the ARC Committee, Jo Graham reported the committee was working on replacement fixtures for the outdoor home lighting and a suitable alternative such as pavers for driveway replacements. B. Approval of Financials and Bank Statements for September 2011: Ms. Metherd provided the Board with her treasurer s report.

2 The Executive Board reviewed the following financial information as required in NRS : (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. Copies of disbursement receipts not attached to check to be signed. Ms. Metherd will scan list and to Ms. Brown so that she can get them for the records. Management invoice for reimbursements and services needs correction so that items add up. Owner at 9652 Truckee Meadows Place to be billed for work done at property by All Seasons. Ms. Metherd made a motion to approve the financials and bank statements for September 2011, President Johnson seconded the motion and it passed with all Board members in favor of the motion. C. Landscape Committee Report and ratification/approval of proposals and estimates: Ms. Metherd reviewed the landscape bids opened at the last meeting with the Board annual proposal amounts were as follows: All Seasons: $56, JP & Son s: $64, Celtic Landscape: $58, *National Landscapes: $72, *Groundskeeper: $46, *Reno Green: $41, **Signature Landscapes: $58, After discussion with respect to the bidders who did not follow the instructions of the request for proposal* the acceptance of any one contract was continued until the next meeting. **unacceptable work in the past/not considered D. Community Management Report: No report at this time.

3 E. SM-Reno Landscape Maintenance Group contract discussion and update: Jana Johnson reported that she attended the meeting and spoke to the Group regarding the dissatisfaction of the Association with the maintenance of the parkway median. She stated the assessment for the Association will be decreasing next year as there is currently a credit of $2, on account. Nevada Metherd reminded Ms. Johnson to follow up on the 14 dead and dying trees and the irrigation spraying across the sidewalks. 5. Old Business: A. Exterior lighting for main entrance: This item was continued to the next meeting. 4 RFPs sent and just one bid received. B. Reserve study 2012 and approval of specialist: Ms. Brown will contact Advance Reserve Studies to set new date for study C. Commercial/Oversize vehicle parking: Nevada Metherd presented the Board with a map showing proposed areas where oversized vehicles could be parked. She stated that signage whether on the road or via signage would need to be considered. The Board of Directors instructed Management to obtain pricing for this project. Jana Johnson made a motion and Ben Johnson seconded to approve the plan as presented. Motion carried unanimously. D. Annual Maintenance Planning and Schedule Tabled E. Lettering and Lighting at Main Entry : Scraping to be done first then painting; date will be weather dependent. Ms. Johnson requested this item be continued for update at the next meeting by Management. F. Replacement of keypad software and lighting: Management reported the keypad had been replaced and the click2enter system for emergency vehicle would be up and running by the weekend. G Financial Audit: Management reported the letter requested in reply to auditor s comments will be presented at the next meeting. Mr. Gardner was on vacation. H. Exercise equipment changes and update:

4 The Board directed Management to prepare sign advertising the used equipment up for bid, with the bidding date open until December 1, The Board requested this item be continued for review at the next meeting. I. Transfer Fee Name Change/Management contract addendum update: Management reported the contract changes would be presented at the next meeting. J. Janitorial Contract: Ms. Metherd reviewed the proposals opened at the last meeting and recommended the Board accept the proposal from Proper Image at the rate of $3, annually with a start date of November 14, :00 an. Nevada Metherd made a motion and Jana Johnson seconded that the contract be accepted as recommended. Motion carried unanimously. K. Painting: The Board requested Management find an exact date for the start of this project. L. Speed limits signs/painting: After discussion regarding this issue the Board directed Management to obtain speed limit signs rather that pursuing the painting of the streets as the paint would need to be reapplied thus eliminating the savings that may occur. Motion by Mr. Barnes seconded by Ms. Kody. Management was also asked to have the speed limit signs placed outside of the gate. 6. New Business: A. Clubhouse roof inspection review : The Board of Directors requested the inspection be set up before March 2012 and asked Management to contact Professional Roofing Solutions right away to set this up. B Meeting Dates: The Board of Directors accepted the meeting dates for 2012 to be published in the newsletter for all owners; meetings are scheduled every other month on the first Thursday with Board workshops scheduled inbetween every other month at same intervals. 7. Members Forum Homeowner reported streetlights that were out or flickering near clubhouse. Ms. Brown will contact NV Energy. They need specific addresses for repair. Office has master map of all light poles within the Meadows.

5 Homeowner at 9652 Truckee Meadows Place questioned the date for irrigation shut down for his front yard. Also inquired if irrigation lines will be blown out with air compressor? Ms. Metherd advised only in common areas/front of houses. Mr Barnes inquired if riser pipes would be shut down. Ms. Metherd did not know. Homeowner reported the plant removed from her yard was not replaced. Nevada Metherd will meet with the owner to facilitate replacement. Homeowner associated with Celtic Landscape volunteered services to the Board 8. Adjournment: There being no further business President Johnson adjourned the meeting of the Board at 7:07 pm. Respectfully submitted by: Signed per the approval of the Board: Stacy Brown Equus Management Group Maureen Kody Association Secretary