FINAL. Sun City Summerlin Community Association, Inc. Meeting of the Executive Board of Directors Desert Vista Community Center, Room 5, 6:00 pm

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1 FINAL Sun City Summerlin Community Association, Inc. Meeting of the Executive Desert Vista Community Center, Room 5, 6:00 pm AGENDA Pursuant to NRS A meeting of the executive board must be held at least once every quarter, and not less than once every 100 days and must be held at a time other than during standard business hours at least twice annually. The executive board meetings for the year are published in the Link Magazine and are mailed to each Owner, in compliance with NRS requirements that the secretary or other officer specified in the bylaws of the association shall, not less than 10 days before the date of a meeting of the executive board, cause notice of the meeting to be given to the units owners. I. - Call to Order President - Pledge of Allegiance President - Attendance/Quorum President - Introduction of Board Members President - Acknowledgement of Attendance of Guests President - Notice of Recording President - Acceptance of Agenda Action President - Announcements Secretary Award presentation to Sandra Krause in recognition of her leadership resulting in National Night Out 2018, Sun City Summerlin Community Event success. Recognition letter to be read for the record and is attached to the Board Backup. II. APPROVAL OF MINUTES Motion to Approve the Minutes from the October 2, 2018 Action Secretary Meeting of the Executive as presented or amended. III. RESIDENT Comments/Questions Sessions - Moderated President A maximum period of thirty minutes will be allowed at the beginning and end of the meeting for resident comments and/or questions. The period at the beginning is restricted to comments that pertain to Agenda items to be considered at today s Board meeting. There is no restriction on the comments or questions in the second period. A resident will have three minutes to make comments and/or ask questions. All questions shall be directed to the Chair, who will permit individual Board members to respond to the extent that they wish to do so, within a total five minute time frame. Page 1 of 8

2 IV. BID OPENINGS (Page 1-6) A. RFP Replacement of 10 Pool Umbrellas - Pam Shields, Director of Fitness 1. Request is for a total of 10 Pool Umbrellas to be used to replace broken umbrellas (some at each location) that cannot be repaired 2. If approved this will provide umbrellas needed to replace those that have been taken out of service. 3. In order to match the existing umbrellas, this is a sole source bid using our current vendor: KRT Fitness and Patio Concepts 8111 S. Valley View Boulevard Las Vegas, Nevada /2019 Fiscal Year Budget for this item $8, based in previous purchases. 5. Action Requested: Staff is requesting, if the bid for the 10 pool umbrellas does not exceed the $8, budgeted for the replacement of 10 total pool umbrellas, the SCSCAI accept the bid from KRT Fitness and Concepts. (Page 7-11) B. RFP Resurface Shuffleboard Courts #1 and #2 Brandon Balek, Director of Facilities Maintenance 1. There are 4 Shuffle Board Courts located at Mountain Shadows. The courts are numbered 1 through 4 from East to West. 2. Courts 3 and 4 were resurfaced earlier in the year by Superior Courts, but the work was inferior. The surface put down was consistent with the non-skid surface used for tennis courts and Pickleball courts, however it is not the surface used for Shuffleboard courts. 3. The Executive Director, Mitzi Mills believes that Superior Courts, being an expert in sport court resurfacing should come back and do the job correctly or not be considered for any future bids. In the past several years Superior Courts has been awarded contracts for all of the tennis court and Pickleball court resurfacing, striping and windscreens. Without a doubt they should know the difference between the types of surfaces needed for different sports, and when it was reported to them that a non-slip surface was installed on the Shuffleboard Courts instead of a smooth slick surface they should have returned and corrected it. 4. Brandon Balek, Director of Facilities has met with three of the four contractors asked to bid the resurfacing of Shuffleboard Courts 1 and 2. All three of them reported they felt the surface on Courts 3 and 4 was acceptable. 5. During the 2018/2019 budget meetings, staff provided the Board with a proposed replacement budget in the amount of $4, for the resurfacing of Shuffleboard Courts #1 and #2. The amount was adopted as part of the budget approval. 6. The following companies were sent an RFP and asked to provide a sealed bid. a. Sport Court of Las Vegas 6000 S. Eastern Avenue, Las Vegas b. Surface Pro 8635 W. Sahara Avenue, Las Vegas c. Southwest Greens Nevada, P.O. Box , Las Vegas d. Park Pro Playground, 3878 Civic Center Drive, North Las Vegas 7. As of November 9, 2018 the following sealed bid has been received. Surface Pro 8635 W. Sahara Avenue, Las Vegas If other bids are not received by the start of the meeting, disclosure as to why the vendor declined to bid /2019 Fiscal Year Budget for this item $4, based on previous repair 9. BOARD ACTION REQUESTED: a. Opening of the Bids b. Reading of the bids aloud for the recording and the minutes c. MOTION to refer the bid packets to the Common Area Properties Committee to review the information with staff at the December 11, 2018 meeting and make a motion on what bid to accept. Noting that if the cost to resurface shuffle board courts #1 and #2 exceed the 2018/2019 budgeted amount, then this item will need to also go to the Finance Committee for a recommendation and then come back to the Board for final Page 2 of 8

3 decision. However if the amount is within the 2018/2019 budgeted amount, staff is authorized to proceed based on the Common Area Properties Committee recommendation. (Page 12-16) C. RFP Replacement of Miniature Golf Course Carpet - Brandon Balek, Director of Facilities Maintenance 1. Request from staff and the Common Area Properties Committee for the replacement of the Miniature Golf Course carpet. 2. During the 2018/2019 budget meetings, staff provided the Board with a proposed replacement budget in the amount of $12, for the replacement of portions of the carpet, however the entire carpet needs to be replaced. The amount was adopted as part of the budget approval. 3. The following companies were sent an RFP and asked to provide a sealed bid. a. Vegas Flooring East Sahara, Las Vegas b. Floor Works 4876 Cecile Ave, Las Vegas c. Southwest Greens Nevada PO Box , Las Vegas d. Sports Courts, Las Vegas 4. As of November 9, 2018 the following sealed bids have been received. Floor Works 4876 Cecile Ave, Las Vegas Vegas Flooring East Sahara, Las Vegas If other bids are not received by the start of the meeting, disclosure as to why the vendor declined to bid /2019 Fiscal Year Budget for this item $12, based on passed carpet purchases and estimates. 6. BOARD ACTION REQUESTED: a. Opening of the Bids b. Reading of the bids aloud for the recording and the minutes c. MOTION to approve one of the bids at this meeting and because of the condition of the carpet not defer this item back to Common Area Properties or the Finance Committee for a recommendation. (Page 17-21) D. RFP Replacement of two Utility Carts Louis Darling, Director of Common Area Landscape Maintenance 1. Request for two new Utility Carts to replace two existing John Deere Gator Utility Carts (existing carts to be traded in and credit against the cost of the new carts) 2. Prior to the 2018/2019 budget meetings, the Common Area Properties Committee reviewed all rolling stock and recommended two John Deere Gator Utility Cart be replaced. 3. During the 2018/2019 budget meetings, staff provided the Board with a proposed replacement budget in the amount of $34, for the replacement of two John Deere Gator Utility Cart. The amount was adopted as part of the budget approval. 4. The following companies were sent an RFP and asked to provide a sealed bid. Rhino Rhino s Turf Equipment Truckster - Jacobsen 561 W. Sunset Road Henderson RMT Equipment Kubota - Apco Equipment th Street North Las Vegas 5. As of November 9, 2018 the following sealed bids have been received. Truckster - Jacobsen 561 W. Sunset Road Henderson RMT Equipment If other bids are not received by the start of the meeting, disclosure as to why the vendor declined to bid /2019 Fiscal Year Budget for this item $34, based on past purchases Page 3 of 8

4 7. BOARD ACTION REQUESTED: a. Opening of the Bids b. Reading of the bids aloud for the recording and the minutes c. MOTION to refer the bid packets to the Common Area Properties Committee to review the information with staff at the December 11, 2018 meeting and make a motion on what bid to accept. Noting that if the purchase price of the two carts will exceed the 2018/2019 budgeted amount, then this item will need to also go to the Finance Committee for a recommendation and then come back to the Board for final decision. However if the amount is within the 2018/2019 budgeted amount, staff is authorized to proceed based on the Common Area Properties Committee recommendation. (Page 22-26) E. RFP Replacement of One Utility Cart Louis Darling, Director of Common Area Landscape Maintenance 1. Request for one new Utility Cart to replace one existing John Deere Pro Gator Utility Cart (existing cart to be traded in and credit against the cost of the new cart) 2. Prior to the 2018/2019 budget meetings, the Common Area Properties Committee reviewed all rolling stock and recommended the John Deere Pro Gator Utility Cart be replaced. 3. During the 2018/2019 budget meetings, staff provided the Board with a proposed replacement budget in the amount of $24, for the replacement of the Pro Gator Utility Cart. The amount was adopted as part of the budget approval. 4. The following companies were sent an RFP and asked to provide a sealed bid. John Deere - Stotz 6361 Dean Martin Drive Las Vegas Truckster - Jacobsen 561 W. Sunset Road Henderson Workman - Simpson Norton 2682 Abels Lane Las Vegas Kubota - Apco Equipment th Street North Las Vegas 5. As of November 9, 2018 the following sealed bids have been received. Truckster - Jacobsen 561 W. Sunset Road Henderson Workman - Simpson Norton 2682 Abels Lane Las Vegas If other bids are not received by the start of the meeting, disclosure as to why the vendor declined to bid /2019 Fiscal Year Budget for this item $24, based on past purchases 7. BOARD ACTION REQUESTED: a. Opening of the Bids b. Reading of the bids aloud for the recording and the minutes c. MOTION to refer the bid packets to the Common Area Properties Committee to review the information with staff at the December 11, 2018 meeting and make a motion on what bid to accept. Noting that if the purchase price of the two carts will exceed the 2018/2019 budgeted amount, then this item will need to also go to the Finance Committee for a recommendation and then come back to the Board for final decision. However if the amount is within the 2018/2019 budgeted amount, staff is authorized to proceed based on the Common Area Properties Committee recommendation. V. REPORT FROM EXECUTIVE DIRECTOR Reporting Mills VI. COMMITTEE REPORTS BY COMMITTEE CHAIRS - All Committee Meetings are scheduled to be held at Desert Vista Community Center in the Committee Meeting Room. A. Architectural Review Committee - Met on November 8. Next Meeting is Thursday, December 13, at 1:00 pm Ms. Bachman B. Common Area Properties - Met on November 13. Next meeting is Tuesday, December 11, at 9:00 am Mr. Caroccia C. Link Editorial Board Met on October 26. Next meeting is Friday, November 30 at 9:00 am Mr. Caroccia D. Clubs and Community Organizations Met on October 18. November 15 meeting is canceled. Next meeting is Thursday, December 20, at 9:00 am - Mr. Alitt E. Finance Met on October 25. Next meeting is Thursday, November 29, at 2:00 pm Mr. Resnik F. Legal Services Met on October 10. Next meeting is Wednesday, November 14 at 9:30 am Mr. Putney Page 4 of 8

5 G. Golf Oversight Met on November 6. Next meeting is Wednesday, January 16, at 1:00 pm Mr. Akers H. Fitness Met on November 8, no quorum. Next meeting is Thursday, January 10 at 10:00 am Mr. Akers I. Information Technology November 16 meeting cancelled. J. Neighborhood Watch/Community Preparedness Met on October 17. No meeting in November. Next Meeting is Wednesday, December 19, at 5:30 pm Ms. Holden K. Deed Restriction Hearing Committee Closed Meetings Next Meeting is Tuesday, November 13. VII. UNFINISHED BUSINESS (Page 27-39) A. Periodic Review of Certain Legal Matters Action O Connell Pursuant to NRS , Section 7 item f At least once every quarter, and not less that once every 100 days, unless the declaration or bylaws of the association impose more stringent standards, the executive board shall review, at a minimum, the following financial information at one of its meetings: (f) The current status of any civil action or claim submitted to arbitration or mediation in which the association is a party. 1. At the October 2, 2018 Meeting reports from each of the Association attorneys were provided. Board members had specific questions they needed answered and requested staff to obtain the information and represent the information at the meeting along with the answers to the questions. 2. Action Needed: If the information provided answers the Boards questions then the Board shall for recording in the minutes of the Board Meeting record they have reviewed the current status of any civil action or claim submitted to arbitration or mediation in which Sun City Summerlin Community Association, Inc. is a party. (Page 40-43) B. Desert Vista Community Center Ballroom Movable Walls Action Caroccia 1. At the August 13, 2018 Meeting the approved the bid from Hufcor in the amount of $5, for the repair and a tune-up of the components of the movable walls that provide separation of rooms and sound-proofing. 2. When the contractor was contacted to start the work this summer staff was told the salesman was no longer with them. Numerous attempts to schedule the work or to speak with someone else failed. 3. A new contractor (Omni Concepts) was contacted to provide an estimate to provide the services we need. 4. Omni Concepts proposed to do the work in an amount not to exceed $7, This is $2, more than the previous amount approved by the Board. 5. Action Needed: Staff is requesting the make a motion to retract their approval of the bid from Hufcor in the amount of $5, which was approved at the August 13, 2018 Meeting and approve the bid from Omni Concepts in the amount of $7, to expedite the repair of the movable walls. (Page 44) C. Tavern at the Falls and Golf Course Replacement of Patio Furniture Action Akers Motion to accept the recommendation of the Golf Oversite Committee at their November 06, 2018 committee meeting to approve California Patio quote # dated October 23, 2018 for new patio furniture for Tavern at the Falls Restaurant in an amount not to exceed $15, as recommended by Donny Long, Director of Golf. 1. Common Area Properties approved purchase of new equipment at their October 16, 2018 meeting. 2. Finance Committee has not reviewed this expense. 3. Architectural Committee has not reviewed this purchase. 4. Amount of purchase exceeds the reserve funding for this item by $6, Current furniture is falling apart and needs to be taken out of service, therefore replacement is needed. 6. Action Needed: Board Motion to accept the quote as submitted or to give staff direction on how to proceed. Page 5 of 8

6 (Page 45) D. Tavern at the Falls and Golf Course Replacement of Patio Umbrellas Action Akers Motion to accept the recommendation of the Golf Oversite Committee at their November 06, 2018 committee meeting to approve California Patio quote # dated October 24, 2018 for three (3) new umbrellas and matching bases for Tavern at the Falls Restaurant patio in an amount not to exceed $1, as recommended by Donny Long, Director of Golf. 1. Common Area Properties approved purchase of new equipment at their October 16, 2018 meeting. 2. Finance Committee has not reviewed this expense. 3. Architectural Committee has not reviewed this purchase. 4. Amount of purchase falls within the reserve funding budget 5. Umbrellas are needed in this area during the summer months. 6. Action Needed: Board Motion to accept the quote as submitted or to give staff direction on how to proceed. VIII. NEW BUSINESS 1. Motion to approve Palm Valley Irrigation Project - Phase 2, Back 9 Golf Holes Action Akers (Page 46-56) 2. Motion to approve Age Variance Request for Brenda Adams Discussion/Possible Action O Connell (Page 57) 3. Motion to accept the recommendation of the Finance Committee at their Action Resnik October 25, 2018 committee meeting to approve the 2017 Audit Report as presented by Bradshaw, Smith and Company, LLC. (Page 58-78) 4. Motion to accept the recommendation of the Finance Committee at their Action Resnik October 25, 2018 committee meeting to refund the excess amount of $261, from the reserve fund to the operating fund for the surplus overpayment in June Motion to accept the recommendation of the CCOC at their October 18, 2018 Action Alitt committee meeting to approve 25 more club constitutions. That would make a total of 65 approved out of the 80 Clubs. (Page 79-81) 6. Motion to accept the recommendation of the CCOC at their October 18, 2018 Action Alitt committee meeting to approve a change to paragraph H5 in the Rules & Regulations as written below and the re-numbering of all subsequent paragraphs: 5. Except for Tennis or Pickleball Club reserved times, there are no court reservations. 6. First come, first play policy is in effect. Time limits are as follows: Singles play: 1 hour court time including warm-up Doubles play: 1 ½ hours court time including warm-up Rotation: 2 hour court time including warm-up (Page 82) 7. Motion to request the Legal Services Committee recommend the following changes Action Holden to SCSCAI Bylaws, properly notice, and facilitate resident vote to approve. A) Remove Neighborhood Watch/Community Preparedness Committee from Article VIII Committees: 8.1 B) Delete in its entirety 8.11 The Neighborhood Watch/Community Preparedness Committee will file a charter and request to be approved as a Community Organization. Their mission in support of safety and education in our community will remain. (Page 83-87) Page 6 of 8

7 8. Motion to acknowledge that the has fulfilled their duty Action Resnik as a Board in reviewing the September 2018 Financial document, in accordance with NRS (6). The Association is in compliance Paragraph (b) of the sub-section 2 of NRS and reserve funds have not been used for daily maintenance. 9. Motion to approve Lowe s quote # & dated Action Caroccia November 06, 2018 for solar window shades at Tavern at the Falls Restaurant in an amount not to exceed $ 7, including installation as recommended by Brandon Balek, Facility Maintenance Director. (Page 88-92) 10. Motion to approve the purchase of eighty (80) 2x2 LED flat panel light fixtures for Action Caroccia the Desert Vista Ballroom LED retrofit in an amount not to exceed $4, (Page 93-94) 11. Motion to approve the purchase of ADA compliant lavatory fixtures from Action Caroccia Standard Plumbing for Desert Vista and Pinnacle Community Center in an amount not to exceed $19, (Page 95-96) 12. Motion to recommend the write off uncollectable LINK Action Akers advertiser balances in the amount of $9, Motion to recommend the write off uncollectable Action Akers assessments in the amount of $ Proposed Addendum and Lease Agreement from Md7, LLC for Discussion/Possible Action Mills the AT&T cellular site lease located at 2225 Thomas Ryan. (Page ) 15. Information Technology Contract Service Concern Discussion/Possible Action Crawford Concerns regarding the Association contractor Net Effect who provides internet monitoring, security and services were reviewed with the owners of the company by key staff members and Board member Leo Crawford. Net Effect was given until November 12, 2018 to make significant changes in response time and reporting. Board member Crawford and IT Manager Doug Wong will give a verbal update at the Board meeting. Based on the findings staff will be prepared to make a recommendation at the Board Meeting. IX. EXECUTIVE SESSION DISCLOSURE October 02, 2018 Reporting Mills On October 02, 2018 the SCSCAI Executive Board met in a duly called meeting to discuss one non - compliance issue and two personnel matters. Additionally, Hearings for non-payment of assessments were held. Page 7 of 8

8 X. CONFIRM EXECUTIVE SESSION AGENDA President The adheres to NRS regarding Limitations on power of Executive Board to meet in Executive Session. I. Call to Order President II. Approval of Minutes October 02, 2018 Secretary III. Legal Matters President IV. Resident Matters President 1. Hearings for non-payment of assessments V. Personnel Matters President VI. Adjournment President XI. BOARD OF DIRECTORS COMMENTS All XII. RESIDENT COMMENTS President Second Resident Comment/Question Session XIII. ADJOURNMENT Note: A resident has the right to Have a copy of the minutes, a summary of the minutes or a recording of the meeting upon request ($.10 per page and $1.00 for the recording per meeting) (NRS ). Copies of the minutes and recordings of recent Board meetings may be downloaded from the website without charge. Speak to the Executive Board, unless the Executive Board is meeting in Executive Session (NRS ). The Agenda is posted on the Association bulletin boards and website on the Friday prior to the meeting. Recordings of Board meetings will be made. The recordings will be kept for a period of ten years in the Administration s Executive Director s office in the Mountain Shadows Community Center. Recordings, minutes or a summary of minutes will be available not more than 30 days after the meeting (NRS ). Depending upon meeting schedules, on occasion, the minutes or summary of the minutes may be in draft form. Meeting Schedule for Next 3 Scheduled Meetings December Board Meeting January Board Meeting February Board Meeting I. Anyone interested in listening to the details of the meeting can obtain an audio recording (CD) from Administration for $1.00 or download the recording online at If you are hearing impaired, you may check-out a set of hearing assistance headphones at the monitor station. These headphones enhance the sound from the speaker system. Page 8 of 8