July 22nd BOD Meeting

Following is the Agenda for the Somersett Owners Association (SOA) Board of Directors (BOD) Meeting at The Club at Town Center (TCTC) to be held at 5:30 PM on July 22nd.

July 22nd BOD Meeting Agenda

Given that TCTC is still operating under COVID-19 restrictions, owners may only participate in the meeting via “Zoom” videoconferencing. For those of you who may not be on the SOA email distribution list, following are the instructions for joining the meeting:

Click on this link
Meeting ID: 956 2423 0037
Password: 072840
Dial in for audio (if your computer doesn’t have audio capability): 1-346-248-779
Need help with Zoom? How to Join a Zoom Meeting (YouTube)

The Board Packet providing background information on Agenda items is also available on the SOA Website (www.somersett.net) under the SOA Committees and Meetings link.  Comments on agenda items follow (agenda items noted):

2.  Appoint Member to Open Board Seat:

An action to appoint a replacement for Board Member Joe Strout who had to resign because he was temporarily no longer a Somersett unit owner. Although the Board meeting Packet did not identify an appointment candidate,  It is anticipated that Mr. Strout, who is now a Somersett owner again, will be appointed to fill out his original term.

5  Committee Reports:

 5.b.  Communication  –  John Tozzi and Joe Capotrio were appointed as Chair and Vice Chair respectively. The Committee recommended approval of Alan Wild and Jennifer Pelfini as new Committee members. The Committee has completed preparation of a community wide survey document, which was subsequently approved by the Board for owner distribution.

5.c.  Strategic and Facilities  –  Recommended approval of the following: 1) TCTC Alcohol Policy, and 2) Charter for the Men’s and Women’s Clubs. Policy and Charter were not included within the Board Meeting Packet, assume they will be made available to all owners following approval.

5.e  Governing Documents Committee  –  Completed review of the SOA CC&R’s, Articles of Incorporation and Bylaws and provided recommended changes to the Board.  Some of the proposed changes will require Legal review as well as review by the Somersett Subdivision Developer (i.e., Somersett Development Company). A summary of the proposed changes may be accessed via the following link:  Document Review Committee Summary of Recommendations

6.  Financials:

All the intricate details for the April and May 2020 Financials as well as the 2019 Draft Audit are contained within the July 22nd Board Meeting Packet, which are available on the SOA website referenced above.

7.  Unfinished Business:

7.a.  Legal Updates

      1. The March 13th Rockery Wall Lawsuit mediation session between the parties was unsuccessful, with the SOA rejecting the Defendants offer of settlement (the SOA Attorney Legal Update Letter did not disclose the Defendants offer). The appeal briefing deadline before the court was then scheduled for July 30th and subsequently rescheduled for August 15th at the request of the parties.
      2. On June 5th, 2020 the SOA filed a civil action against the Somersett Golf and Country Club (SGCC) alleging breach of contract pursuant to the Purchase Agreement with regard to the Rockery Wall Failure and Water Well pump repairs. The SGCC answered with a counterclaim alleging Premises Liability/Negligence, Breach of Implied Covenant, Misrepresentation and Quantum Meruit (whatever all that means) on the part of the SOA The SOA has until July 31 to respond.

8.  New Business:

8.a.  Unanimous Written Consent #75  –  Contract approval to Black Eagle Consulting in the amount of $17,600 to produce a RFP for the Somersett Parkway Cut and Lost Creek Slope repairs.

8.b.  Unanimous Written Consent #76  –  Contract approval to Padovan Consulting in the amount of $11,200 for project management services related to item 8.a. above.

8.c.  Brightview Landscape Contract Renewal  –  A contract renewal in the amount of $1,440,868. Renewal period was not clearly identified within the Board Meeting Packet supporting documents.

8.d.  P-Card Approval  –  Approves FirstService employees Ryan Fields, Bernadette Rodas and Pauline Legaspi as SOA US Bank Purchase Card holders with a $1000 limit per purchase.

8.e.  Appointment of Communication Committee Members  –  See item 5.b. above

8.f.   Club Group Policy –  Establishes the policy/requirements for the formation of  SOA member groups using SOA facilities. Policy is accessible via the following link:  SOA Club Group Resolution

8.g.  Revised TCTC Rules and Regulations – The Board meeting packet did not contain a complete copy of the revised Rules and Regulations document, assume it will be made available to all owners following approval.

8.h.  Revised AGC Guidelines  –  The Board Meeting Packet did not contain a copy of the revised Guidelines, assume it will be made available to all owners following approval

8.i.  Discussion on Maintenance Agreement at the TCTC Roundabout – Not sure what this discussion is about, at the May BOD Meeting the Board approved sharing the maintenance costs on a 40% SOA and 60% Villages basis, even though the roundabout maintenance is a Villages responsibility.

8.j.  Discussion on Possible Refund of Assessments  –  Most likely related to TCTC assessments and the non-availability of use by owners during the COVID-19 restrictions