May 26th SOA Board Meeting Recap

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Following is a recap of topics discussed and/or approved at the May 26th Somersett Owners Association (SOA) Board of Directors (Board) Meeting. Recap was derived from viewing the “May 26, 2021 Zoom Recording”, which is available on the SOA website.

The reader is referred to SU’s previous post of May 22nd entitled “May 26th SOA Board Meeting” for a copy of the Meeting Agenda. A recap of items discussed with corresponding Agenda items noted follow:

2.  Homeowner Comments

An owner raised the question on whether or not resident guests would be allowed at the TCTC pools this season. Owner was advised that guests would be permitted, subject to the established Rules and Regulations.

3.  May 12th, 2021 BOD Meeting Minutes

Minutes were approved. For a more detailed recap, see SU’s previous post of May 17th entitled  “May 12th SOA Board Meeting Recap”.

4.  Committee Reports

4.a.  Budget & Finance – No report

4.b.  Communications – Advised that: 1) the Committee is proceeding with implementation of commercial advertising on the SOA website, for which the Board approved the related “SOA Community Website Advertising Agreement“;  2) the “Report Irrigation Issues” form located on the SOA website under the “Contact Us” page will now be linked directly into BrightView’s dashboard system for tracking, note that this form can also be used for reporting other landscape issues, in doing so residents are encouraged to submit photographs and GPS coordinates if possible; and 3) the Committee is still seeking volunteers for an open seat.

4.c.  Strategic and Facilities –  No formal report. However, Board member Williams commented on a BrightView meeting pertaining to item 4.b (2) above in which they supported the linkage.  Also advised that a new Committee Chairman will be appointed.

4.d.  West Park Garden –  The Committee Chairman commented on the upcoming installation of containment fencing to keep out rabbits, the need for a storage unit for tools and equipment and a message board to provide important information to the gardeners.

4.e.  Community Events – No formal report.. However it was reported that the May 27th Spring Social at TCTC was sold out with 175 participants.

5. Financials  –  No report

6.  Unfinished Business

6.a. Legal Updates – The Board President summarized the agreement (filed with the Court) the SOA entered into with Preston Homes in January of this year regarding the Back Nine Trail gate operating times, which required that the gates being left open during specified times until Preston Homes sold their last lot. The Board originally anticipated this to happen rather quickly with only three lots left. However, it now appears that Preston Homes is in no hurry to sell the remaining lots and actual completion (per their interpretation of the agreement) may not occur for 18 to 24 months, thereby requiring gates to be left open at the specified times for this duration. Obviously, an unacceptable consequence for the affected residents. The SOA has been advised they basically have no successful legal recourse in this matter. Therefore, the Board is proposing another sit down with Preston Homes, with perhaps a petition signed by all affected owners, to see if an acceptable alternative can be negotiated.

6.x. 1880 Dove Mountain Hillside Stabilization Project – The Board President provided background and update information on this project along with comments on SOA versus owner responsibilities. This was not an agenda item and appeared to be a statement absolving the SOA from any liability associated with owner property damage.

6.b. Update on Management Options Study – The Board President introduced SOA Consultant Nancy Kerry who summarized her “Analysis of Management Options Report” to the SOA via a PowerPoint presentation, which covered all the salient items contained in the report. There were some questions and answers on the part of the Board both with Ms. Kerry and Lorrie Olsen, GM for the Caughlin Ranch HOA, who was virtually present to answer any questions the Board might have on Internal Managed HOA’s, which apparently has always been the case for Caughlin Ranch. Obviously Ms. Olsen spoke in favor of Internal Management. Note that Caughlin Ranch does not have near the amenities of Somersett (e.g., no club house, pools or tennis courts) and a budget approximately 37% that of the SOA. Based on the Report’s recommendations, the Board acknowledged that more due diligence was required and passed a motion wherein the Board would take the lead in negotiations with FirstService Residential with Ms. Kerry to further address the other options

6.c. Snack Bar Update – Some recap, but nothing new to report

6.e. Pool Reserve Parts Inventory Purchase – An item deferred from the previous two board meetings regarding the purchase of spare parts for TCTC pools as recommended by the SOA’s pool maintenance contractor. Current proposal is for the purchase of items totaling $10,539.66. After much discussion, including the picking and choosing of parts from the recommended list, the Board approved the purchase of those items with identified long lead times (i.e. 10 months), three items which amounted to $3450. This did not include a $3725 item for which only one was identified as currently available in Reno.

6.d. Discussion on Resolving the Status of the Open Board Seat – The Board approved leaving the open Board seat (i.e., as a result of Board member Craig Hanson’s resignation) vacant until the next scheduled Board member elections. With only four sitting Board members, a quorum to conduct business is now three Board members.

7.   New Business – There were no new business items to discuss.

8.  Board member Comments

  1. Board member O’Donnell reported that the 6,000 square feet of artificial turf purchased at the last Board meeting would be delivered on May 27th. However, with the a vendor caveat that if the artificial turf rolls were seamed and staked as normally required, the vendor would not buy them back (i.e., if subsequently unwanted by the SOA). The buy back option was a selling point put forth by Board member O’Donnell as a basis for purchase.
  2. Board member Williams brought up the idea of annexing the East and West Parks into Somersett to become part of the Common Area. This apparently due to the difficulties encountered on working with the City of Reno Parks Department. Currently both Parks are public domains (with grounds maintained by the SOA) owned by the City. It was proposed that Board Member Williams draft up a letter to the City exploring this option, which would then be reviewed by the SOA legal team prior to submission. It should be noted that annexation or purchase of real property into the SOA is governed by the PUD and CC&R’s, some of which would require homeowner vote.
  3. Board member Williams introduced the idea of a “Somersett Cares” program to assist Somersett owners who are experiencing hard times in one form or another. Perhaps via some sort of notice on the SOA website wherein the need for volunteer help, donations or some sort of fund raising could be identified.  It was decided to refer to the Communication Committee.

9.  Homeowner Comments

A couple homeowner commendations to Nancy Kerry on the Management Analysis report and the information provided by Caughlin Ranch GM Lorrie Olsen.

SU Comments

SU believes that the current Board is overreaching a bit in discussing items not on the Agenda, patricianly if it results in some sort of action on their part.  Not including these discussions as an Agenda item deprives owners the opportunity to comment.  An example of which is the Parks annexation discussion generated by Board member Williams under item 8.2 above.  SU believes this discussion (not on the Agenda) and resulting action violates the spirit of  NRS 116.3108.4 which states: “ 4. The agenda for a meeting of the units’ owners must consist of: (a) A clear and complete statement of the topics scheduled to be considered during the meeting… and (b) A list describing the items on which action may be taken…..”

Given that the Caughlin Ranch HOA Chairman was invited to address the Board on HOA management structure issues, perhaps the Board could also take a lesson from their Board Meeting Agendas, which are much more detailed, informative and, surprisingly, available on the Caughlin Ranch HOA website (https://caughlinhoa.com) for viewing by the general public.

SNPAA Events and Sponsorship

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The following open letter from Joseph Morabito, President Sierra Nevada Performing Arts Association (SNPAA). A very worthwhile endeavor. Please visit their website at https://www.snpaa.org

Hello: Once again this year, we are seeking sponsors for the Sierra Nevada Performing Arts Association so we can continue our mission of providing scholarships to talented students graduating from high schools in Northern Nevada pursuing higher education in the performing arts. This year we are planning our Wine Sharing Party on Sunday, July 11 in Arrowcreek at our home and our Wine and Roses Gala at the Atlantis on Saturday, October 30. Tickets are also available for our Wine Sharing Party at snpaa.org. Our various donation levels come with tickets to both events, which is something new. Letter and Sponsorship pages attached. Just print the sponsorship page and send in with your donation. If you have already made a donation, thank you. Please save the dates and I hope you will consider becoming a 2021 sponsor. 

Joseph Morabito

President
Sierra Nevada Performing Arts Association.
+1.949.500.0753 Cell
jmorabito@paragongri.com

Attachments:      SNPAA Friends Letter        SNPAA 2021 Sponsorship & Donation Form

Management Options Study -Consulting Services Agreement

In SU’s previous post “SOA Management Options Study” a reference was made to the Consulting Services Agreement the SOA entered into with Nancy Kerry to perform the subject study. At that time SU did not have a complete copy of the Agreement and advised it would be posted on this website when obtained.

Having now obtained a copy, the SOA agreement with Ms. Kerry may be accessed via the following link:

Nancy Kerry SOA Consulting Services Agreement

SOA Management Options Study

At the April 14th SOA Board of Directors (Board) Meeting, the Board approved the hiring of Somersett owner Nancy Kerry at $6,000/month to provide consulting services to the Board on Association management options (i.e., internal or outsourced managed). After much discussion, a motion to retain Ms. Kerry was passed on a 4:1 vote with Board member Hanson voting NO. The reader is referred to the SU post of April 18th entitled “April 14th SOA BOD Meeting Recap” Item 7.c. for a summary of these discussions.

From the Recap it can be seen that the manner in which Ms. Kerry was selected was not without controversy, and ending up being a contributing factor to Mr. Hanson’s subsequent resignation from the Board (see SU’s post of April 16th entitled “SOA Board Member Resignation”).

Following approval, the Board executed a Consulting Services Agreement with Ms. Kerry. The copy of which obtained by SU appeared to be inadvertently missing a couple pages. SU will post the Agreement when a complete copy is obtained.

Subsequent to her engagement, for the May 12th Board Meeting, Ms. Kerry provided a summary of work activities performed to date, with an expectation that a completed report would be available in time for the May 26th Board Meeting. A copy of the May 12th summary report may be accessed via the following link: “Analysis of Management Options – May 12th Report

The May 26th Board Meeting Packet for Agenda Item 6.b. “Update on Management Options Study”, contained a copy of the completed report referenced above, and may be accessed via the following link: “Analysis of Management Options for the SOA

The above 39 page report also includes five Attachments as follows: 1) Current Agreement between FSR and the SOA, 2) 2020 First Service Annual Report, 3) First Service Investment Rates Provided to the SOA, Caughlin Ranch 2020 Budget Summary, and 5) Vilage Management Software Price. None of which SU has included within the above link. However, given that Attachment 1 may be of interest to many, it can be accessed via the following link: “FSR Contract 2018-2021”. The other four attachments are available within the May 26th Board Meeting Packet.

The 39 page report contains a lot of useful information on Homeowner Association management options and comparisons between outsourced or internal management structures. Section VI “Recommendations” of the report addresses five Association management options, wherein Ms. Kerry dismisses two and recommends a “parallel” approach that moves on the other three. Thereby requiring additional work on the part of the Board and/or Consultant before a final decision is made.

Given the importance of this issue to the Association, readers are encouraged to read the report, form your opinions, comments or questions and express them at the May 26th Board Meeting.

May 26th SOA Board Meeting

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Following is the Agenda for the Somersett Owners Association (SOA) Board of Directors (BOD) Meeting to be held at The Club at Town Center (TCTC) at 5:30 PM on Wednesday, May 26th. Owner participation will again be via “Zoom” video conferencing. Video access instructions are available on the Meeting Agenda. Note that there are no “New Business” items scheduled, only updates on “Unfinished Business” from previous meetings.

May 26th Board Meeting Agenda

The Board Meeting Packet providing background information on some of the above Agenda items is available on the SOA Website (www.somersett.org) under the SOA Documents/Board Documents/2021 page links. Following is a listing of the May 26th agenda items with comments noted:

3. May 12th, 2021 BOD Meeting Minutes

The Board Meeting Packet referenced above contains a draft summary of the May 12th Board meeting minutes. However, for a more concise recap of what transpired, one is directed to SU’s previous post of May 17th entitled “May 12th SOA Board Meeting Recap”.

4. Committee Reports

4.a. Budget & Finance, 4.c. Strategic & Facilities, and 4.e. Community Events – Nothing to report for these Committees contained in the Board Meeting Packet

4.b. Communications – Reported that: 1) the new Zen Planner reservation system for the SOA is operational, 2) the photo contest is still in progress, 3) new owner surveys are planned, 4) Committee members are being solicited (interested?, email the Communications Committee at communications@sommersett.org and fill out the application form available on the SOA website under the “SOA Board and Committees/Committees/Application to Join” page links), and 5) seeking Board approval for the following  “SOA Community Website Advertising Agreement”. Note the proposed commercial advertising fees for SOA residents is $300 annually and for non-residents $400 annually.

4.d. West Park Garden – Reported that the fund raising sale of tomato plants, flowers and bulbs has been accomplished, no sales totals were contained in the report. Also, planning for 1) installation of containment fencing to keep out rabbits and other small animals, 2) a storage unit for tools and equipment, and 3) a message board to provide important information to the gardeners.

4.e. General Manager  –  The reader is referred to the Board Meeting Packet for the usual information and updates on: 1) AGC activity, 2) Community enforcement data, 3) Owner communications, 4) TCTC events and club usage data, 5) BrightView Landscape reports, and 6) Engineering project updates.

5. Financials – Apparently no financial reports for this Board meeting.

6. Unfinished Business

6.a. Legal Updates – Nothing new to report contained in the Board Meeting Packet.

6.b. Update on management options study – A very important issue for Somersett owners. for which SU will address  under a subsequent post entitled “SOA Management Options Study”

6.c. Snack Bar Update – Nothing new to report contained in the Board meeting packet.

6.e. Pool Reserve Parts Inventory Purchase – This item deferred from previous Board Meetings of April 28th and May 12th to look at other purchase options. The previous proposal from Lee Joseph Inc. (i.e. for miscellaneous heaters, pumps, fans, sensors) in the amount of $12.091.67 has been amended to $10,539.66 with the elimination of a no longer available pump and the identification of some long term delivery items. Still no update on options other than direct purchase from Lee Joseph Inc.

6.d. Discussion on Resolving the Status of the Open Board Seat – Item deferred from May 12th Board Meeting pending resolution on what constitutes a Board quorum if the position is left vacant. Although there was nothing contained in the Board Meeting Packet regarding this discussion, it has been ruled that that a quorum of Board members is determined by the actual number of Board members entitled to vote and not the number of seats available. Therefore, with four sitting Board members a quorum, per SOA Bylaws, would be 66% of four (2.64) or three Board members. Hence, SU anticipates that the Board will vote to leave the position vacant until the next annual Board member election.

May 12th SOA Board Meeting Recap

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Following is a recap of topics discussed and/or approved at the May 12th Somersett Owners Association (SOA) Board of Directors (Board) Meeting. Meeting was sparsely attended with only about eleven owners signing on for the zoom video conference.

The reader is referred to SU’s previous post of May 11th, 2021 “May 12th SOA Board Meeting” for a copy of the Meeting Agenda. A recap of items discussed with agenda items noted follow:

2. Homeowner Comments on Agenda Items (paraphrased with apologies for any misstatements)

The owner of property affected by Agenda item 6.b. “1880 Dove Mountain, Common Area Slope Repair” gave a scathing indictment on the manner in which the Board has handled this project. From the way they rejected the original bids (i.e., based on a perceived violation of the bidding process), to re-defining the scope of work, which is now (according to original vendor) insufficient to completely stabilize the slope, hence a no bid on their part. Also,  that the current Board has ‘blown up” the process resulting in unreasonable delays.

In an email to the Board read at the meeting, an owner expressed concerns and commented on the following items:

  • With regard to the internal management issue there are many questions that need to be addressed, but the Board appears to come to public meetings with a predetermined outcome in mind, representing a lack of transparency and non-engagement of owners in the process of moving forward to an internal management structure.
  • That all documents created in the internal management evaluation process be published for owner viewing and that the Management Consultant’s findings and recommendations be made public for 30 days before the Board votes for any changes.
  • The lack of information in the Board Meeting Packets on business items for owners to review and comment on.
  • The lack of multiple quotes (single sourcing) for capital upgrades, referenced the Management Consultant and Pool Spare Parts proposals as examples.

An owner questioned what constituted a quorum of the Board to conduct business in light of Board member Hanson’s resignation. The SOA’s Bylaws require 66% of Board members present at a meeting to constitute a quorum. Given that there are currently only four active Board members a quorum would require three members present. However, the SOA Board membership is currently established at five, therefore would a quorum of four be required?

SU Note: Subsequent to the meeting, the Board sought a legal opinion on the quorum requirements. It was determined by the SOA Attorney, and backed up by Nevada Real Estate Division opinion, that a quorum of members is determined by the actual number of Board members entitled to vote and not the number of seats available. Therefore with four sitting Board members a quorum, per SOA Bylaws, would be 66% of four (2.64) or three Board members.

3. April 28th, 2021 BOD Meeting Minutes

The minutes of the April 28th Board meeting were approved with no amendments. See SU Post of May 2nd, “April 28th SOA BOD Meeting Recap” for a summary of the April 28th meeting.

4. Committee Reports

4.a. Budget and Finance – No direct report from this Committee was submitted for discussion or action. However, the Board Treasurer (Simon Baker) summarized the March financials under this agenda item. Also, Board member O’Donnell commented that the published financial reports do not contain the level of detail necessary to view income/expenses related to specific TCTC activities (used Kids Movie Night as an example). Mr. Baker advised that this type of data was not appropriate for summary reports but could be made available to the Finance Committee if so requested.

4.b. Communication – Nothing new to report

4.c. Strategic & Facilities – No formal report from this Committee. However, Board member Williams summarized the status of a number of activities completed and/or underway by BrightView.

4.d. West Park Garden – Nothing new to report. However, the Community Garden officially opened on Saturday, May 15th. Somersett residents are encouraged to check it out.

4.e. Community Events – 1) Spring Social is sold out, 2) Due to the complexity and staffing requirements of the July 10th Car Show, the Board approved the formation of a sub-committee to specifically support this event, 3) Kathy Wild was approved as a member of the Committee, and 4) As a result of the owner survey results, six new events have been added to the Somersett Events calendar, which can be viewed on the SOA’s website (www.somersett.org) under the Events/Somersett Events page.

4.f. General Manager – 1) FirstService Residential (FSR) has hired a staff member to support AGC activities, and 2) It was announced that the FSR Assistant GM Herc Heinle will be leaving with his replacement yet to be determined.

5. Financials – The March financials were approved.

6. Unfinished Business

6.a Legal Updates – Nothing new to report on the Preston Homes lawsuit. On the Rockery Wall appeal, final oral arguments were presented by the parties to the Court on May 4th. A ruling on such is expected within in the 1 – 6 month time frame.

6.b. 1880 Dove Mountain, Common Area Slope Repair – The Board approved a bid from Parsons Walls in the amount of $7500 to repair/extend the Rockery Wall on the affected slope. Apparently this was the only vendor willing to bid on this project.

6.c. Snack Bar Update – Required equipment list to support the proposed  Snack Bar operations is still being finalized and where to purchase at the least cost. The Snack Bar equipment purchases along with facility repairs and upgrades is expected to come in well under budget.

SU Note: SU has obtained a copy of the Commercial Lease Agreement with the Peavine Tapehouse for operation of the Snack Bar, a copy of which may be viewed via the following link:  Peavine Taphouse Commercial Lease

Per the “Lease Payments” provision of the Agreement,, the SOA will derive no revenue from sales or property rental. Rather a single lease payment of $2,000 at the end of the season, but only if Snack Bar sales exceed $20,000.

6.d. Village at the Greens Common Area Turnover – Action from this item was deferred from the April 28th Board meeting to address some “punch list” concerns. Concerns were addressed positively and turnover of common area to the SOA was approved.

6.e. Pool Reserve Parts Inventory Purchase – Holdover item from previous Board meeting to allow time to explore options to the SOA purchasing spare parts directly from Pool vendor. Action again tabled pending additional information.

7. New Business

7.a Community Events Committee Request for Additional Funds – Th Board approved the addition of $15,000 to the Committees budget.

7.b. Approval for Gate Extension on Hole 18 Trail – It was not clear what street is at issue here, but apparently Somersett Country Club members wanting an alternate access to the clubhouse from the golf course are driving around a private street gate using the sidewalk and in the process intruding on owner property lawns. There was a request to extend the street gate to prevent access. However, as an option, the Board approved up to $4,000 for installation of a sidewalk barrier to prevent cart egress.

7.c. Update on Management Options Study (informational only) – The management consultant (Nancy Kerry) engaged by the Board at the April 14th Board meeting, summarized her first report to the Board, noting contacts she has had discussions with on SOA management options. . The total report is available via the following link:  Analysis of Management Options

7.d. Discussion on Resolving the Status of the Open Board Seat – After some discussion on the options for filling the open position on the Board (i.e., special election, appointment or leave vacant until the next Board election), the decision on how to proceed was tabled until the next Board Meeting. This pending a legal ruling on what constitutes a quorum if the position is left vacant.

7.e. Kids Club Program, costs and whether to make this for Somersett Residents Only – This question was apparently raised because of a concern that not enough Somersett residents were opting into participation in the Kids Club programs, especially the before and after school child care programs. This with the realization that revenue from these programs were also used for other TCTC events. There was a discussion on how the funds were handled on the individual programs and that each should be self supporting with regard to income and expenses. It was universally agreed upon that child care assessments should not be used to help fund other TCTC programs. Bottom line was that the revenue/expenses on the individual programs should be looked at individually for changes in the budgeting process for 2022. It was also reported that enough sign-ups for kids programs are now being acquired to preclude extension to non-Somersett residents. However, no motions or decisions in this regard were proposed.

7.f. Proposal to Purchase a Small Section of Artificial Turf of Sommer Events at the Town Center – A proposal from Artificial Grass Recyclers in the amount of $7106 for 6600 sq. ft. of Artificial turf to be installed on the SOA property (currently unused) adjacent to the Town Center commercial buildings. This to evaluate the use of artificial turf in general as a common area drought solution as well as use for community events and owner applications. However, in lieu of this proposal, Board member O’Donnell proposed acceptance of an offer from Top Tier Turf Co. for purchase of 6000 sq ft of upgraded turf at $1.49/ sq. ft. With a buy back option of $0.99/sq. ft. in the event the SOA was displeased with its use. Also with some promised community advertising benefits. Apparently BrightView will clear the brush from the determined 6000 sq. ft area at no cost to the SOA, but it was unclear who, or how much, it would cost to actually prepare the ground and lay the turf. The Board approved the Top Tier Turf purchase at $9,000 with a provision that the SOA will conduct an owner survey as to usage, including a revision of the Aesthetic Guidelines to permit front yard installation in lieu of sodded grass..

7.g. Board Appointment to Open Liaison Positions on Committees – Mark Capalongan was appointed as Board liaison to the Communications Committee and Bill O’Donnell as Board liaison to the Community Events Committee. Also, Rob Jordan was approved as a member of the Strategic & Facilities Committee.

9. Homeowner Comments (paraphrased with apologies for any misstatements)

A comment appreciating the Board looking at use of the common area adjacent to the commercial buildings for community events. However, being an unshaded area, artificial turf can become unbearably hot in the summer, making it unsuitable for community use. The Board needs to do its due diligence in this regard.

Melissa Loving addressed the open Board position by volunteering to serve in this capacity. But noted that this probably would not be accepted because the Board apparently does not want members with dissenting opinions. Whereas, Ms. Loving’s offer could not have been acted on at this time. it was essentially put aside without direct acknowledgement, except that she could always run for the Board in November.  Ms. Loving also voiced support for the Board’s actions with regard to the artificial turf issue.

SU Note: SU does not normally publish the names of Homeowners commenting on agenda items due to the  potential for mis-quoting, among other reasons. However, in this case, because of Ms. Loving’s offer to be appointed to serve on the vacated Board position, we felt it appropriate to identify her.

May 12th SOA Board Meeting

BOD Agenda 2

Following is the Agenda for the Somersett Owners Association (SOA) Board of Directors (BOD) Meeting to be held at The Club at Town Center (TCTC) at 5:30 PM on Wednesday, May 12th. (SU apologizes for the late posting)

May 12th BOD Meeting Agenda

Given that TCTC is still operating under some COVID-19 restrictions, Owner participation will again be via “Zoom” videoconferencing. Video access instructions are available in the above meeting agenda copy.

The Board Meeting Packet providing background information on some of the Agenda items is available on the SOA Website (www.somersett.org) under the SOA Documents/Board Documents/2021 links.  However, as usual, there is very little supporting information related to the new business items. Following is a listing of the May 12th agenda items with comments noted:

3.  April 28th, 2021 BOD Meeting Minutes

The Board Meeting Packet referenced above contains a draft summary of the April 28th Board meeting minutes.  For a more detailed recap one may access SU’s previous post of May 2ndth entitled “April 28th SOA BOD Meeting Recap”.

4.  Committee Reports

4.a. Budget & Finance, 4.b. Communications, 4.c. Strategic & Facilities, 4.d. West Park Garden, and 4.e. Community Events  –  Nothing contained in the Board Meeting Packet for these Committees, therefore nothing to comment on.

5.  Financials –  The usual 30+ pages of financial data. The reader is referred to the Board Meeting Packet for details.

6.  Unfinished Business

6.a.  Legal Updates  –  Nothing new to report contained in the Board Meeting Packet.

6.b.  1880 Dove Mountain Common and Slope Repair  –  Nothing new to report contained in the Board Meeting Packet.

6.c.  Snack Bar Update  –  Nothing new to report contained in the Board Meeting Packet.

6.d.  Village at the Greens Common Area Turnover  –  Deferred from the previous Board meeting. A request by the Developer of the Greens at Town Center for turnover of common area to the SOA.

6.e.  Pool Reserve Parts Inventory Purchase  –  Deferred from the previous Board Meeting  – A proposal in the amount of $12.092 for spare parts for the TCTC pools (e.g., heaters, sensors, pumps).

7.  New Business

7.a  Community Events Committee Request for Additional Funds – Apparently the cost to support proposed events exceed the previously approved budget.  No related  information on events or additional fund requests were contained in the Board meeting packet.

7.b.  Approval for Gate Extension on Hole 18 Trail  –   No supporting information contained within the Board Meeting Packet.

7.c.  Update on Management Options Study (informational only)  –  At the April 14th SOA Board Meeting, the Board approved the hiring of Somersett owner Nancy Kerry at $6,000/month to provide consulting services on Association management options (i.e., Professionally or Self-Managed).  Ms. Kerry’s first report to the Board is available via the following link:  Analysis of Management Options

7.d.  Discussion on Resolving the Status of the Open Board Seat   – No supporting information contained within the Board Meeting Packet for this agenda item. SU expects the Board will keep the seat open until the next annual election cycle.

7.e.  Kids Club Program, Costs and whether to make this for Somersett Residents only  –  No supporting information contained within the Board Meeting Packet for this item.

7.f.  Proposal to Purchase a Small Section of Artificial Turf of Sommer Events at the Town Center  –  A proposal from Artificial Grass Recyclers in the amount of $7106 for 6600 sq. ft. of artificial turf (for pick-up in Sacramento?).  No supporting information contained within the Board Meeting Packet for this item as to what events it is required for or where installed.

7.g.  Board Appointment to Open Liaison Positions on Committees  –  No supporting information contained within the Board Meeting Packet for this item.  Apparently an update on what Board members are assigned to what Committees.

April 28th SOA Board Meeting Recap

recap 1

Following is a recap of topics discussed and/or approved at the April 28th Somersett Owners Association (SOA) Board of Directors (Board) Meeting. Only three Board members were in attendance (Board member Baker was missing and there is an open slot due to Board member Hanson’s resignation). Homeowner presence was low with only 11 participants. 

The reader is referred to SU’s previous post of  April 24th, 2021 “April 28th SOA Board Meeting” for a copy of the Meeting Agenda and supporting information derived from the Board Meeting Packet, which is available on the SOA website (http://www.somersett.org) under the “SOA Board and Committees/The Board of Directors/2021 links. Following is a meeting summary, with Agenda items noted.

2. Homeowner Comments on Agenda Items

There were no Homeowner comments on agenda items.

3.  April 14th, 2021 BOD Meeting Minutes

The minutes of the April 14th Board meeting were approved with no amendments. See SU Post of April 18th, “April 14th SOA BOD Meeting Recap” for a summary of the April 14th meeting.

4.  Committee Reports

4.a.  Budget and Finance  –  No Report

4.b.  Communication  –  1) New signage for the Canyon9 golf course has been completed and will be installed by May 1st, which is also the date at which Canyon9 will be no longer public, but open to residents and quests only. 2) Twelve ompanies have expressed interest in advertising on the SOA website. 3) Photo contest entries have been printed and will be displayed at TCTC.  A gallery of these photos will be published on the SOA website for voting on by residents. Prizes have yet to be announced. 4) The new Zen Planner reservation system for TCTC is about eady to go. Emails with instructions for downloading the app and creating new passwords will be sent to all residents currently using the old system.

4.c.  Strategic & Facilities  –  The speed survey devices installed on the Somersett Parkway and Back Nine Trail locations did not indicate a systemic problem that would support the installation of speed calming devices, at least in the mind of the City of Reno. However, being a private street, Back Nine Trail speed calming devices could still be installed at the discretion of the SOA. Also, that the results of the pedestrian survey at Roundabout 3 did not support installation of pedestrian crossing safety devices. 

4.d.  West Park Garden  –  All plots have been assigned and two orientation sessions conducted. Additional rabbit fencing is being installed. The seed packet fund raiser has been extended thtough May.

4.e.  Community Events  –  A plug for the Car Show scheduled for July 10th at the Town Center. Residents are encouraged to participate by signing up (four have already done so) on the Somersett website. There was also a budget concern implying that the Commirtee’s planned events may need additional funding. This to be discussed at the next Board meeting.

5.  Financials  –  No report

6.  Unfinished Business

6.a  Legal Updates  –  On the SOA’s Rockery Wall lawsuit against the Somersett Development Company, et al. it was reported that the oral arguments scheduled for May 4th may be available online through the Court’s website system.  On the Preston Homes Rockery Wall lawsuit against the SOA (see SU Post of April 20th “Preston Homes Lawsuit Against the SOA”), it was reported that the SOA’s insurance company will handle the litigation.

6.b.  1880 Dove Mountain, Common Area Slope Repair  –  It was reported that a new design for the rockery wall repair/placement has been generated, but that only one vendor is willing to do the work, perhaps by early/mid June, no cost data was presented. Also, that BrightView will be submitting a proposal for landscaping the slope and that other contractors may be involved before project completion, which has been on-going for over a year now.

6.c.  Snack Bar Update  –  The Snack Bar Lease Agreement with the Peavine Taphouse has been signed and insurance obtained.  The required equipment list has been adjusted but not yet purchased. This not an issue as it encompasses readily available equipment. A “plug” was put in for the May 20th Poolside Spring Social featuring live music, beer and wine, plus a showcase of food selections from the new summer pool menu.  Price is $20 with limited space, residents may register on-line via the Somersett website. Options for posting signs advertising this and other special events were discussed.

7.  New Business

7.a. Village at the Greens Common Area Turnover – A walkthrough of the property uncovered a few minor items that need addressing. Board tabled turnover approval until the next Board meeting.

7.b.  Proganix Soil Proposal for “The Cut” Hill Side Stabilizer  –  This pertains to the East entrance hillside. Apparently when the rock fall mitigation work was performed, a test area was hydro-seeded with a grass-matte ground cover product. This proposal (cost not revealed) is to do more of the same on other areas of the hillside, which would require some irrigation to support. Concerns were raised on the following issues: 1) grass could create a fire-fuel hazard for the homes on the top of the hill, and 2) given the steep slope, irrigation could loosen the soil creating the potential for both grass and rocks sliding down the hill.  Proposal was declined.

7.c.  Pool Equipment Proposal  –  This $12K proposal from the SOA pool maintenance vendor, Lee Joseph Inc., covers the purchase of spare parts to be placed within SOA inventory.   Purpose is to cirmcumvent extended shutdown of the TCTC pools due to equipment failure and the time to locate and purchase replacement equipment. Discussion focused on the following issues: 1) The SOA could save $3K if bought ourselves rather than through Lee Joseph. 2) If bought ourselves, Lee Joseph would not warrant its installation. 3) for an additional fee, have Lee Joseph quarantee availability of replacement parts from their inventory. 4) A concern that SOA purched parts could become obsolete before usage. Proposal was tabled to allow Board member Williams to consult with Lee Joseph regarding item 3. 

7.d.   TCTC Server Upgrade Proposal  –  This $21K proposal from Logically to upgrade the SOA’s network  server architecture was also tabled. This to address the questions as to why the current system is outdated and what will the SOA gain from the upgrade? Also to explore other options such as moving to a “cloud” server architecture, which, although subscription based, could be less costly than our current server support services.

7.e.  Review of Approved Plants and Mulches Used in Somersett  –  This agenda item in response to homeowner requests and suggestions for looking into and modifying approved plans for trees (availability issues), plants (fire-fuel concerns), use of rocks ( size issues), etc.  Discussed doing a survey of landscape companies doing business in Somersett for their input on these issues. Decided to refer to the AGC to look over owner suggestions.

8.  Board Member Comments 

A statement of appreciation to Dave Alexander for his recent service on both the Facilities and Finance committees.

A discussion initiated by Board member O’Donnell on mechanisms in place for the Board, or a Board member, to initiate an emergency action. GM Fields responded with a summary of in-place mechanisms.

9.  Homeowner Comments (paraphrsed with apologies for any misstatements)

A suggestion to consider formation of an owner committee to address item 7.e, rather than refer to the AGC and its “paid” consultants. Response was that the Board has no intent to pay AGC members to look into this inssue, rather they are leaning to surveying landscape contractors doing business in Somersett.

A question as to what process (i.e., appointment, leave vacant or hold a special election) the Board will pursue in filling the open Board position.  Response was no formal decision yet. However, if interpreting Board comments correctly,  SU believes the leave vacant until the next annual election cycle option will prevail.

A request from a Toll Brothers representative that the the SOA accept turnoner to the SOA of the streets and gates at The Ridge. Basis being that Toll Brothers are paying full Private Gates and Streets assessments to the SOA on 120 lots, but in addition, are also paying for street snow removal and gate maintenance costs on these streets due to the SOA not accepting turnover. Apparently a past request was denied as long as construction was on-going. Therefore, Toll Brothers feel they are paying the SOA for a benefit that are not receiving. The representative advised that Toll Brothers would be willing to indemnify the SOA for any damage caused by construction traffic. The Board appeared to be a little taken back by this request and advised they needed to look into the turnover process and past actions.

SU felt this request via the “homeowner” comment portion of a Board meeting to be a  bit strange and out of place. Was this representative a Ridge owner or a Toll Brothers employee? Perhaps both.