June 30th SOA Board Meeting Recap

recap 1
The June 3oth Board Meeting Agenda may be accessed via the following Link:     

June 30th BOD Meeting Agenda

Following is a summary of actions taken by the Board on the referenced agenda items. To listen to Board discussions on these items as well as all others not requiring an action item, one is referred to the “June 30, 2021 audio recording”, located on the SOA Website (www.somersett.org) on the SOA Board and Committees/The Board of Directors page.

Owner comments made at the meeting are also summarized below. Given the quality of the audio recording, SU apologizes for any misstatements.

2. Homeowner Comments

  • A Homeowner commented on the lack of acceptable golf cart parking parking accomodations for those attending the Music on the Green via this mechanism, and requested the Board review how this was handled (apparently acceptable) in the past and initiate procedures to correct this for future events. Also expressed a total unhappiness with owner services provided by First Service Residential in the 10 years they have been the SOA’s professional management firm. Felt they were just using Somersett as a training ground for their employees.
  • A homeowner commented that the slope of the large dog park made it difficult for his older (geriatric) dogs with physical problems to use. Hence he has been using the small dog park (without any problems) and suggested the Board consider this situation and possible solutions.

3. The May 26th, 2021 BOD Meeting Minutes were approved

4. Committee Actions

4.a. Communications – The Board approved the formation of a “Technology Advisory Committee” to carry out a SOA “Technology Audit”. That is, to study and recommend changes to the SOA’s many communication and data systems. The Committee will hold a meeting at TCTC at 10:00 – 11:00 AM on July 6th. Approved Paul Taybi as a Communications Committee member.

4.e. Community Events – Approved Sue Bartolotti as a Committee member.

4.f. General Manager Report – Adopted a policy that for every non-compliance letter written to an owner, two letters of commendation would be written to owners with outstanding features.

5. Financials – Approved the April 30th financial statements.

6. Unfinished Business

6.b. 1880 Dove Mountain – The saga on this slope stabilization project continues! A bid in the amount of $18,985 for some partial slope stabilization work was opened, but tabled and no action taken on it. This to assess how it fits in with other previously received proposals and consideration of other options.

6.c. Update on management options study – “A Future of Management in Somersett” page has been added on the Somersett Website (www.somersett.org) to capture all documentation associated with the activity to re-evaluate SOA management options. The Board accepted SOA consultant Nancy Kerry’s June 30th memorandum to the Board identifying work completed to date on this study. Ms. Kerry summarized the content of the memo, which addressed the solicitation of Association Insurance, Management and Accounting Proposals, as well as some additional services. A copy of this Memorandum may be accessed via the following link:

Consultants Project Update Memo June 2021

6.d. The Club at Town Center Server Replacement Proposal – The Board again tabled action on a $21K vendor proposal for upgrading the TCTC servers, which will be referred to the newly formed Technology Advisory Committee  for a collective evaluation in conjunction with other SOA proposed communication and data system upgrades.

7. New Business

7.a. Security Camera Proposals – The Board opened bids from four vendors for replacement of the security cameras at TCTC. Bids ranged from $46K to $74K (not necessarily apples to apples). The Board moved to take no action on these proposals, but to refer them to the Technology Advisory Committee per item 6.a above.

7.b. Clubhouse Phone System Upgrade Proposal – Same action as for items 6.d. and 7.a above with regard to a vendor proposal for TCTC phone system upgrades.

7.c. Proposal for more Dog Waste Stations – The board rejected the offer by Brightview to install additional dog stations at a cost of $678 per station on the basis that it was too high, with $230 being more reasonable. After much discussion, including the use of owner volunteers to install them, the Board approved a not to exceed $5K budget for additional stations along with an owner survey to help determine preferred locations. Actual number to be installed will depend on cost of materials and method of installation.

7.d. Increase Limit on General Manager P-Card – The Board approved increasing the limit on the SOA General Manager’s Purchase Card (which has category limitations) from $3K/month to $5K/month.

7.e. Updated Procedures for Approving Contracts and Payments on SOA Projects – The Board passed a motion to task the SOA Management Analysis Consultant, Nancy Kerry, to develop a procedure/checklist for the award, implementation and monitoring of SOA Projects. No discussion on whether or not this will be at an additional cost to her current contract.

7.f. Approval of Letter of Intent to Annex the Parks into Somersett from the City of Reno – The Board approved sending a Letter of Intent (non-binding) to the City of Reno with regard to annexation of the Somersett East and West Parks into the SOA. This is the first step in exploring this possibility. A Memorandum to the Board on this issue and the approved letter of Intent may be viewed via the following Link:

Parks Annexation Memorandum and Letter of Intent

7.g. Splitting Strategic Planning from Facilities Committee – The Board approved a motion to remove the SOA strategic planning function from the Facilities Committee and to create a new Strategic Planning Committee initially consisting of 1-2 members from the Finance, Communication and Facilities Committees.

7.h. Proposal for Replacing Trees in Sommersett – The Board approved a $8K BrightView proposal to replace 31 trees reported as dead or dying. The 31 trees represent a combination of evergreen (pine) and deciduous trees.

7.i. Approval of New Member to AGC Committee – Two Candidates (Clint Maples and Rick Hartmann) applied for AGC membership. The Board approved Rick Hartman for AGC membership and pre-approved Clint Maples for membership on the Facilities Committee if interested.

7.j. Fence Extension Proposal – Approved a proposal from Tholl Fence in the Amount of $12,280 to install new 8 ft gates and fence pickets at TCTC pool area. This to deter unauthorized entry which has occurred via the existing 4 ft gates.

Homeowner Comments

  • A homeowner expressed concerns and had questions on the following: 1) what criteria the SOA employs in accepting common area turnover from Developers, and 2) future impact on homeowners whose front yards were originally landscaped by developers but no longer comply with AGC standards.
  • A homeowner again raised concerns about speeding on the Somersett Parkway. That the traffic study performed by the SOA was totally inadequate, performed at the wrong locations and needed to be redone. The Board needs to take some serious action here and revisit this issue with the City to solve the problem!
  • A homeowner expressed concerns and had questions on the following: 1) Will the Board replace its missing member with a Sierra Canyon representative, 2) Common Area irrigation system problems, 3) how are the transfer fees going to the SOA on sale of houses being utilized, and 4) suggested joint meetings of Sierra Canyon and SOA committees.
  •  A comment that despite several calls to the Sommersett main telephone number to report a major mainline dripline leak in the Common Area behind her house, the problem still exists. Also, a suggestion that our City Council representative be invited to a meeting here in Somersett to listen to owner concerns.
  • Another comment on Somersett Parkway speeding and tree replacement considerations.

SU Comment:

During the Homeowner Comment section of the meeting, there was a lot of dialog exchange between Board members (to their credit) and commenters on their questions/concerns, which is not captured in the preceding. To appreciate this dialog exchange, one is referred to the audio recording referenced above. Also, the Board is to be congratulated on their patience in not enforcing the 3 minute limit for owner comments. The dialog exchange and limit leniency is a welcome departure from previous Boards.  Hopefully it will not be abused by owners going forward.