May 26th SOA Board Meeting

hoa meeting 1

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.

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