January 27th 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 Wednesday, January 27th.

January 27 BOD Meeting Agenda

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

The Board Meeting Packet providing background information on Agenda items is available on the SOA Website (www.somersett.org) under the SOA Documents/Board Documents/2021 ltabs.  Board Meeting Packet background and comments on agenda items follow (agenda items noted):

3.  January 13, 2021 BOD Meeting Minutes

The SOA published Draft Meeting Minutes for the January 13th BOD Meeting is available in the Board Meeting Packet referenced above, or one may access SU’s previous post of January 15th entitled “January 13th BOD Meeting Recap” for a summary of what was discussed and/or approved.

4.  Committee Reports

4.a.  Budget & Finance  –  Committee is recommending: 1) the addition of Paul Taybi to the Committee, and 2) the transfer of reserve funds to reserves on a quarterly vs monthly basis, this to accommodate greater cash flow management capability.

4.b.  Communications  –  No report

4.c.  Strategic Planning & Facilities Committee  –  Upcoming activities include: 1) Posting the Capital Project list on the SOA website to encourage community feedback, 2) Solicit comments from the SOA community regarding desired future amenities, and 3) Solicit comments from SOA community regarding playground structure modification.

4.d.  West Park Garden  –  A request that the Board assign a secondary Board liaison member

4.f.  General Manager  –  The General Manager Report (19 pages for this meeting) addresses a variety of topics including: 1) ACG activity and enforcement data, 2) TCTC/Canyon9 activities and usage data, 3) status of community projects, and 4) Padovan (SOA Consulting Engineer) Engineering and Brightview Landscape summary reports. The reader is referred to the Board Meeting Packet referenced above for all the details.

5.  Financials

The usual 30 or so page summary of the SOA’s year to date and monthly financials. For those interested in the details, the SOA financial statements are available within the Board Meeting Packet or on the SOA website under the SOA Documents/Financial Documents tabs.

6.  Unfinished Business

6.a  Legal Updates  –  The monthly SOA Attorney letter to the Board, dated January 22nd, 2021, contained no new information on the Somersett Development Co. Rockery Wall or Preston Homes Back Nine Trail Access lawsuits.

6.b.  American Geotechnical Proposal  –  Delayed action on a $8,500 – $9,500 T&M proposal to inspect rock walls constructed by Ryder Homes prior to turnover to the SOA. Action was tabled at the January 13th BOD Meeting pending receipt of additional information requested by Board members.

6.c.  Smoke Guard Proposal  –  Delayed action on a $5,705 proposal from Smoke Guard of California to replace a defective smoke curtain and associated components at the TCTC elevator. Action was tabled at the January 13th BOD Meeting pending receipt of information requested by a Board member.

6.d.  FireFly Court Update  –  The Board Meeting Packet, as of this posting, contained no update on this on-going controversial issue regarding the Sierra Canyon Association’s blocking of a SOA trail access.

Comment: This issue, although not a significant one, has been ongoing for months now. Seems ample time for the SOA Board to meet with the SCA Board and come to a resolution.

7.  Acknowledge of Action Outside of Meeting

No items for this Agenda category.

Comment: It is not clear to SU as to the purpose of this category as NRS 116.31085 sets limitations on the power of the executive board to meet in executive session and make decisions without publishing an agenda and permitting owner attendance.

8.  New Business

8.a.  Slurry Seal Proposals  –  At the time of this post, no information was available in the Board Meeting Packet. Therefore, no available knowledge as to contractor. price or extent of proposal.

8.b.  Robinson Engineering Proposal  –  A $6,600 proposal to prepare architectural/structural plans for a storage building extension to the existing SOA Maintenance Building.

8.c.  Acceptance of Parcel C in WinterCreek from Lennar  –  A 5,402 sq. ft. non-irrigated common area parcel at the corner of Chimney Rock Trail and Scott Valley Road to be transferred to the SOA.

8.d.  Padovan Consulting Agreement  –  A Master Service Agreement proposal from Padovan Consulting LLC, for continuance of professional engineering services to the SOA at a billing rate of $140/hour, with material costs reimbursed at cost plus 10%.

8.e.  P-Card Resolution, Club Manager  –  Authorization of  US Bank Purchase Card for TCTC Club Manager, Camille Porter, subject to a purchase limit of $1.000/month and $500/transaction.

8.f.  Revised TCTC Rules and Regulations  –  Adds the following provision with regard to Amenity Reservations: “Management reserves the right to issue a two-week suspension of amenity privileges for any resident who has no-call, no-showed for amenity reservations more than twice in a row.”

8.g. Formation of a Community Events Committee –  No background information in Board Meeting Packet. Most likely just a discussion on the need.

8.h.  Stage Remodel Change Order  –  The Board previously approved a $51K proposal to convert TCTC gym stage into a fitness room. This item addresses a $10,544 change order to add rubber flooring and mirrors.

Comment: This Donovan Contracting, Inc proposal is identified as Change Order 6. Does this imply that there have been five previous change orders? If so, it would be interesting to know how much this project has escalated from the original $51K.

8.i.  NRS 116.31087, Homeowner Complaint regarding Board actions  –  No background information on this Agenda item was contained within the Board Meeting Packet.

Comment: NRS 116.31087 addresses the right of owners to have certain complaints placed on the agenda, usually associated with an allegation that the Board has violated one, or more, of the Associations governing documents. Since the Agenda did not identify the subject of the complaint, i.e., the normal process, we will just have to wait and see what the actual complaint is about.

As a further comment, as SU is sure the Board is aware, per NRS statutes the Agenda for a meeting of the Board must consist of “A clear and complete statement of the topics scheduled to be considered during the meeting” and “A list describing the items on which action may be taken and clearly denoting that action may be taken on those items”. It appears to SU that the Board Meeting Agendas have become a little lax in this regard.