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.