October 14th SOA Board 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 October 14th.

October 14th BOD Meeting Agenda

Given that TCTC is still operating under COVID-19 restrictions, Owner participation will again be via  “Zoom” videoconferencing.

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

4.  Committee Reports

4.b.  Communications  –  Committee requested Board Permission to release Owner survey data to the community at large. Survey topics and related data are available in the Board Meeting Packet referenced above. Questions centered on opinions and not suggestions, and included the following: 1) Like living in Somersett (76% indicated satisfaction), 2) Community appearance (67% indicated satisfaction), 3) Board effectiveness (28% indicated satisfaction), 4) Management company performance (38% indicated satisfaction) and SOA communications (58% indicated satisfaction). However, since only about 17% of Owners responded to the survey, one could question the accuracy of the results.

4.d.  West Park Garden  –  Committee has submitted a  “Community Garden Policy and Rules” document for Board approval.  Document is available in the Board Meeting Packet.

4.e.  Governing Documents Review  –  Committee has submitted the revised SOA “Articles of Incorporation” and “Bylaws” documents for Board approval. Copies of the revised documents along with a summary description of the proposed changes are available in the Board Meeting Packet

6.  Unfinished Business

6.a  Legal Updates  –  1) Rockery Wall Lawsuit – Appeal briefs are still in the filing process. The defendants have until October 14th to file their answering brief, after which the SOA will have 30 days to reply. Per the SOA Attorney legal update letter, “the matter will then be reviewed by the Supreme Court to determine whether it is suitable for oral argument and whether the matter will be retained by the full Supreme Court or routed to the Court of Appeals”. 2) SGCC Lawsuit – According to the SOA Attorney legal update letter, a bench trial has been set for January 24, 2022 (really?) with a pre-trial conference set for November 2, 2020.

7.  New Business

7.a.  Rockery Wall Mitigation for Main Entrance  –  A Request for Proposal (RFP) prepared by Padovan Consulting to solicit bids for “Phase 1 of the Rock Fall Mitigation Project”, which addresses the ongoing rock fall hazards on the Somersett entrance hillside slopes. The RFP includes an Appendix containing a letter from Black Eagle Consulting describing existing conditions (with pictures), project scope, and RFP guidelines.

7.b.  Community Wide Concrete Repairs  –  A RFP prepared by Padovan Consulting to solicit bids for concrete repairs at designated locations throughout Somersett. Generally dealing with curbs and gutters.

7.c.  Fire Fuel Abatement Proposals  –  Opening of sealed bids

7.d.  2021 General Common, TCTC, Town Square & Gates Budgets  –  Ratification of the proposed 2021 SOA Budget, with assessments as follows: 1) General Common – $107/month, a $2.00/month increase, 2) The Club at Town Center – $89/month, no change, and 3) Private Streets and Gates – $50,month, a $4/month decrease.

7.e.  2021 General Common, TCTC, Town Square & Gates Reserve Study  –  Results of the Browning Reserve Group SOA Reserve Study for 2021. The Reserve Study forecasts the SOA’s ability to repair/replace major components as they wear out in future years. The 2021 study establishes a funding level of 63.8% for TCTC and 116.4% for Private Streets and Gates. For reasons unknown, the Board Meeting Packet did not contain a Reserve Study for the General Common, perhaps an unintended omission or not yet available.

7.f.  Policy Reviews  –  Review/Approval of the following Association Policies: 1) Collection of Assessments – Policy on the levying of assessments and collections, includes a schedule of collection fees and costs, 2) Compliance – Policy for handling violations to the Associations governing documents, includes a schedule of fines, 3) Expense – Policy on expense limitations and bid requirements for Association operations. 4) Investment  –  Policy on investment objectives for Association funds, 5) Executive Board Awareness Form – Not a policy, a required signature form that the Board is aware of all legal requirements pursuant to the applicable laws and regulations.  All of the aforementioned policies are available in the Board Meeting Packet for viewing.