2021 SOA BOD Elections and Budget Ratification

election results 2

The Somersett Owners Association (SOA) Annual Homeowner Meeting was held at The Club at Town Center on Monday, November 15th, and contained the following two agenda items: 1) Board of Director (BOD) Elections and 2) 2022 Budget Ratification.

BOD Elections

Four candidates were running for the two open BOD positions previously held Simon Baker, who is moving out of Somersett, and Craig Hanson, who had previously resigned his position. Ballots were opened at the Meeting with the resulting vote counts:

Anna Olea-Moger  –  605
Clint Maples  –  512
Pete Platt  –  266
Barney Siri  –  124

As the two highest vote getters, congratulations to Anna Olea-Moger and Clint Maples on their election to the Board. Also, kudos to Pete Platt and Barney Siri for their unselfish interest in serving the Community. The new Board met subsequent to the election and selected the following to serve as Officers:

President: Mark Capalongan (continues to serve in this position)
Secretary: William O’Donnell (continues to serve in this position)
Treasurer: Clint Maples (replaces outgoing member Simon Baker in this position)
Vice Presidents: Jacob Williams and Anna Olea-Moger

Approximately 810 ballots from eligible Association members were received, which only represent about 25% of the total. Therefore, it appears that the BOD elections continue to not be a high priority for most owners, with 2021 being even lower than in past years, which were in the 30%-35% range.

2021  Budget Ratification

With regard to ratification of the 2022 Budget, this is just a formality, as rejection by owners is next to impossible to accomplish. To understand this, the reader is referred to the following provision of the SOA’s CC&R’s:

Article II, Section 6. Budget. The Board shall adopt a proposed budget for each calendar year based on the projected common expenses of the Association, which shall include a reasonable reserve, Within thirty (30) days after adoption of any proposed budget for the Association, the Board shall provide a summary of the budget to the Owners, and shall set a date for a meeting of the Owners to consider ratification of the budget not less than fourteen (14) nor more than thirty days after mailing of the summary. Unless at that meeting seventy-five percent (75%) of all voting power of Owners rejects the budget, the budget is ratified, whether or not a quorum is present. If the proposed budget is rejected, the periodic budget last ratified by the Owners must be continued until such time as the Owners ratify a subsequent budget proposed by the Board.

Still Have Your BOD Ballot?

Vote 5

If you have not yet submitted your ballot for the Somersett Owners Association (SOA) Board of Director elections, you have only three days remaining to do so. All ballots must be received no later than 1:00 PM on Monday, November 15th at The Club at Town Center (TCTC).  If you have not yet submitted your ballot, suggest you deposit it the Ballot Box at TCTC, as it is too late to rely on US Mail.

Ballots will be counted and results announced at the November 15th Annual Owners Meeting at TCTC starting at 4:00 PM, which will have only two agenda items: 1) Ballot counting and election results and 2) Ratification of the 2022 Budget, which is basically automatic given it would take a vote of 75% of all owners present at the meeting  or with proxies to reject it.

October 27th SOA Board Meeting Recap

recap 1

Following is a summary of discussions and actions taken by the Board at the October 27th Somersett Owners Association (SOA) Special Board Meeting. The complete Meeting Agenda may be accessed below. For background information on some of the agenda items see  SU’s previous post of October 25, 2021 entitled:   “October 27th SOA Board Meeting Info”.

October 27, 2021 Board Meeting Agenda

A summary of Board actions/discussions on agenda items follow. Readers interested in the complete proceedings may access the following Zoom Video Conference recording link:

https://drive.google.com/file/d/1r-IZjnRAKs8wdkk7wqFqQUi0Rddh8VM3/view?usp=sharing

2.  Homeowner Comments on Agenda Items:

  • Per Agenda Item 3.f, the Technology Advisory Committee requested Board approval for the expenditure of $197K for the purchase of security gate cameras and associated equipment from Pacific States Communications. A Homeowner suggested that this action is premature based on: 1) A Nevada Law that states purchases of this size require the solicitation of competitive bids to be opened at a Board Meeting and this action has not been performed; 2) the Technology Committee report identified several unresolved issues associated with the project, and given this project in not time sensitive, why not resolve them before the authorization of funds; 3) This total project will most likely deplete the “Gate Equipment” reserves, how will hey be made up?
  • With regard to item 3.c, “Acceptance of Streets and Gates from The Cliffs”, an owner questioned if the Board has considered the posting of a five year performance bond from Toll Brothers? Also under item 3.g., “Agreement for Comprehensive Landscaping Services”, will this include vendor services for an aggressive fire fuel abatement program, and addressed the need for such.  Board response was: 1) Toll Brothers has a common area performance bond with City and the SOA will not require a separate bond: 2) The Landscape contractor will have some responsibilities regarding incidental clean-up of fire fuel, but the SOA will employ a separate vendor for more aggressive clean-up, and this is covered under a separate budget item.

3.  Special Meeting Items:

3.a.  Review and Approve Policy Regarding late Fees  –  There was a concern that, due to the SOA’s transition to a different accounting system, some delays may be inadvertently encountered requiring an amendment to the SOA policy on collection of late fees.  Review concluded a change was not required.

3.b.  Transition Update  –  The SOA’s soon to be Community Manager, Nancy Kerry, provided her usual update, indicated everything was in place for the November 1st management turnover from FirstServices Residential and summarized how we got here. Some Board members also offered their comments. If interested in the details, the reader is referred to the video recording referenced above.

3.c. Discussion, Legal Analysis, and Acceptance of Streets and Gates of the Cliffs Subdivision from Toll Brothers –  Toll Brothers has demanded that the SOA accept turnover of “The Cliffs” Streets and Gates no later than November 1, 2021 or face litigation via the Courts. It had previously been the Boards position not to accept turnover of partial common area parcels but to wait until turnover of all common areas from the Developer. Upon consultation with the SOA attorney it was determined that, to avoid expensive litigation , the SOA accept turnover subject to stringent conditions. These being the following: 1) Acceptance of the SOA’s Policy on turnover of common areas from Developers; 2) Completion of the  “punch list” items identified by the SOA Engineer; 3) Indemnification against any damage caused by Toll Brothers construction traffic; and 4) Recognition that acceptance of the Streets and Gates does not compromise any of the SOA’s rights with regard to acceptance of future common area turnovers (e.g., hillsides and ditches).  With regard to these conditions: 1) Generation of a  turnover policy was required, which was prepared by the SOA Attorney and approved by the Board;  2) The SOA punch list was given to Toll Brothers who will be working on them; 3) Toll Brothers had already proposed an indemnification provision; and 4) Toll brothers, in a letter to the Board, has acknowledged continued responsibly for the balance of the common areas. It is anticipated that Toll Brothers will agree to the SOA conditions, upon which the Board voted to accept responsibility (turnover) for The Cliffs Streets and Gates. The provisions of the “Turnover Policy” were read at the meeting. The reader is referred to the video recording referenced above for details.

3.d.  Review and Approval of Holiday Lighting  –  The Board accepted the Lawn Express proposal  for SOA Holiday Lighting at $24,500, which was competitive to BrightView’s $23,296 and Sierra Christmas Lights $80,700. Lawn Express was also selected based on their past performance as the SOA’s Holiday Lighting vendor.  Given that this amount was significantly higher than the previous year (i.e., $15,600), Board member Jacob Williams volunteered to see if he could negotiate a lower price with Lawn Express. (Note: Subsequent to the  meeting, Jacob met with Lawn Express and negotiated a price of $17,600 – kudos to Jacob)

3.f.  Review and Approve Security Camera, Phone System and Gate Proposals:

In June the Board opened three proposals for security camera additions and upgrades for the Town Center. This included both indoor (TCTC) and outdoor cameras. Quotes ranged from $45.8K to $67.5K. The Board referred these to the newly formed Technology Review Committee for evaluation. The Committees recommendation was to proceed with the Pacific States Communications proposal at $57K.  In their evaluation, the Committee also looked at the security gate camera systems, knowing that these were also in need of upgrading, and whatever decisions were made, it did not make sense to go with two different vendors with two different technologies. Hence the request for the approval of the $197K for a compatible Pacific States solution for the fifteen SOA security gates, which the Board could not act on at this time due to process constraints.

After much discussion on these agenda items, which primarily centered on the complexity associated with the Gates camera, access and communication systems, the Board approved the following:

      • The Pacific States proposal ($57K) for upgrading the Town Center camera system.
      • $15K for a “Demonstration System” using the Pacific States solutions to be implemented at one of the SOA’s security gates.
      • Switching from a month to month to a yearly contract with ATT for gate communication lines, which reportedly will save the Association approximately $20K/year.
      • A new Phone System for TCTC  at a $600 one time fee and $357/month,  a savings over the current system.

3.g.  Review and Approval of Agreement for Comprehensive Landscaping Services – The Board unanimously approved using Reliance Grounds Management (i.e., over BrightView and Reno Green) as the SOA’s new landscape contractor.  In doing so each Board member commented on his reasons for doing so. Reliance was also the low bidder based on the following price evaluations: Reliance – $1.5M, BrightView – $1.6M and Reno Green – $1.8M.

3.h.  Personnel Policy for Cell Phones and Mileage –  The Board adopted a new Policy relating to employee use of personal cell phones and autos in conducting SOA business. This policy allotted phone reimbursement at $75/month for salaried employees and 65% of actual not to exceed $75/month for non-salaried. Mileage reimbursement to be at the federal rate established by the IRS.

4.   Homeowner Comments on any Topic:

  • A Homeowner commented on: 1) The need for and if Lawn Express would be using licensed electricians to oversee the installation of the proposed Holiday Lighting, 2) Does turnover of The Cliffs Gates include a compatible camera system to be installed by Toll Brothers and 3) Sierra Canyon landscape issues related to their own landscape contractor.
  • A Homeowner brought to the Boards attention the hillside erosions and street debris encountered at The Cliffs as a result of the recent storm, and wanted to emphasize there are still runoff and street issues within the Development.

Who to Vote For?

vote 2

Somersett owners have either received or will soon be receiving their ballots to vote for the two open positions on the SOA Board of Directors. Four candidates have thrown their hat into the ring, none of which are incumbents. These are : Clint Maples, Anna Olea Moger, Pete Platt, and Barney Siri. Clicking on the forgoing names will link to the individual candidate statements.

The question is, what are you looking for in a Board Director?  Financial expertise? Prior HOA Board service? Management experience? Diversity? Sub Association affiliation? Active in community affairs? Other reasons?

Many of these aspects were addressed at the October 26th Candidate Night Meeting held at TCTC. which was accessible either in person or by Zoom Video Conference. Between the two venues there were about 70 participants. Not a very good turnout, at least in SU’s opinion!

However, if you were not able to attend either, and want to hear candidate responses to questions posed by the Communication Committee, participating owner questions, as well as their individual statements, the session was video taped and is available for viewing via the following link:

https://drive.google.com/file/d/1J4hOKUlkv2lzpToZLwE2j0s1078ChkPD/view

Note:  If you have trouble with the above link it is also available on the SOA website (www.somersett.org) via the “SOA Board & Committees/2021 Candidates for the SOA Board” page links.

The prepared questions asked of each candidate by the Communication Committee were as follows, interpretation of responses is left to the listeners of the video. Note that these were given to the Candidates in advance, so they had ample time to prepare their answers.

  1. What did you do to PREPARE for this meeting and for and a future Board position? Did you attend Committee, Board or other Meetings? What did you observe or learn?
  2. Do you have the TIME to devote to being a Board member? With the transition to self/internal management, there may be a higher demand on your time for the first half of 2022. Does your calendar or travel schedule allow you to devote the time necessary?
  3. What is the RELATIONSHIP between the Board and Residents? Who is in charge? With the establishment of internal/self-management which will handle day to day operational issues, what do you see as the ongoing/future ROLE of the Board?
  4. What is your personal COMMUNICATION and MANAGEMENT style? Tell us how you listen & respond, pitch your point of view and resolve differences. How will you interact with the current Board?
  5. What are your comments about the BUDGET AND RESERVE STUDY? Dues, major expenses, etc.
  6. The current Board has changed the way it enforces COMPLIANCE with Somersett’s Architectural Guidelines (building and landscaping.) Instead of curt letters, notices and fines, the Board prefers direct and personal communication with homeowners about non-compliance issues. What is your approach?
  7. The current Board is reviewing the landscape contract for Somersett. Landscaping is an important and expensive item. What are your ideas about Somersett LANDSCAPING?
  8. On what COMMITTEES would you like to serve and why?

In addition to the canned questions, at the end of the formal session, participating owners were able to ask their own. These addressed the following topics:

  • New responsibilities and duties as an employeer
  • HOA Board experience
  • Safety and security
  • Green energy initiatives
  • Employee replacement plans
  • Risks/Benefits of self management
  • Position on when to increase dues
  • Willingness to serve on Committees if not elected
  • Common area infrastructure replacements

In addition to the Candidate Night video, what other sources of information are available to assist owners in making up their mind? Obviously the ballot mailing candidate statements referenced above, talking to friends and neighbors to gain their perspectives, perhaps social medial like the “Somersett Nextdoor” website (if you can navigate through the dialogs).

With regard to social media, SU has chosen not to endorse any of the Candidates, feeling they are all qualified to serve and will leave that to others. However,  for those of you who want to voice your support for or endorse a particular candidate or candidates on this website,  your comments are always welcome. This includes postings or comments from our Candidates as well.

SOA October 27th Board Meeting Info

More Info

The Board Meeting Packet for the October 27th Special Board meeting is now available on the SOA website (www.somersett.org) and may be accessed via the “SOA Board & Committees/Board Documents/2021” page links (log-in required). It contains the following pertinent information for the referenced agenda items: (Note: See SU’s previous post “October 27th SOA Special Board Meeting” for a complete listing of agenda items.

3. c. Discussion, Legal Analysis, and Acceptance of Streets and Gates of the Cliffs Subdivision from Toll Brothers – Toll Brothers is demanding that the SOA accept transfer of “The Cliffs” streets and gates no later than November 1, 2021. If not , “Toll intends to file an action for declaratory, injunctive, and monetary relief in the Second Judicial District Court of Nevada”. The Board packet contains two letters from Toll brothers substantiating their position that the SOA is obligated to accept such transfer. They also claim that: “Toll, as the owner of several lots in The Cliffs, has paid a total of $325,168 in assessments to Somersett for the maintenance of the streets and gates since January even though Somersett has not accepted any responsibility for the streets or gates, much less their maintenance. Toll has further incurred at least $67,000 in snow removal costs and gate maintenance during that time”. It will be interesting to see what our legal staff has to say!  Much less the Board who has a policy of avoiding litigation.

3.c. Review and Approval of Holiday Lighting – The Board had apparently solicited bids for Holiday lighting for the: 1) Entry Cottage, 2) Clubhouse & Trees, 3) Verdi Entrance & Trees, and 4) Parkway Roundabouts & Trees. In response, the Board Packet contained the following bids:

  • BrightView – $23,296
  • Lawn Express – $4,500 (assumes decorations are provided by the SOA)
  • Sierra Christmas Lights – $80,700

Makes you wonder what they were all bidding on! Last year the Board approved a similar proposal from Lawn Express for $15,600. (did the SOA keep the decorations?). Also, the Board previously approved $10,000 for TCTC Holiday lighting, where does this fit in?

3. f. Review and Approve Security Camera, Phone System, Gate and Gate Access Control Proposal – The Board Meeting Packet contains numerous vendor quotes related to the following:

  • Security Cameras – A PacStates quote for $197K (recommended by the Technology Advisory Committee). Plus four other quotes ranging from $44K to $74K. It was not clear how these relate to the $197K PacStates quote.
  • Server Upgrade – quotes ranging from $10K to $21K. Again not clear how these fit together.
  • Phone System – $600 one time fee, $357/month
  • Point of Sale Equipment – $1.4K

SU suspects the Board (and readers) will have a difficult time assessing all these vendor quotes and how, if at all, they fit together. Hopefully the Technology Advisory Committee will sort things out!

3.g. Review and Approval of Agreement for Comprehensive Landscaping Services –  For those interested in the details, the Board Packet contains the three bid packages received from BrightView, Reno Green and Reliance Grounds Management, wherein the prices ranged from $1.25M to $2.27M annually. It is expected that the Finance Committee will be making a recommendation to the Board.

Correction to SU Post “Meet the Candidates Reminder”

oops

SU has been advised that the Board if Director Ballot mailings, originally scheduled for mid-October, have been delayed in order to include the Budget Mailer Package as well, thereby saving the Association considerable mailing fees.  SU apologizes for the misleading statement, “ Owners should have received their Ballot package by now containing the Candidate Statements”, that was contained in our previous post.  Mailings should occur within the next few days, as per Nevada law they must be mailed at least 15 days prior to the final submittal date. This being November 15th at 1:00 PM, the date of the Annual Owners meeting.  Two items will be accomplished at the November 15th meeting, 1) ratification of the 2022 Budget, and 2) the counting of the BOD Ballots and announcement of the winning candidates.

Meet the Candidates Reminder

Reminder

A  reminder that the “Meet the Candidates Night” will be held tomorrow night, October 26th, at The Club at Town Center from 6:00 PM – 8:00 PM.

There are four candidates (Cliff Maples, Anna Olea Moger, Pete Platt and Barney Siri) running for the two open Board positions vacated by Craig Hanson and Simon Baker. Owners should have received their Ballot package by now containing the Candidate Statements’.  If not these may be accessed  via the following links:

Clint Maples Candidate Statement and Resume

Anna Olea Moger Candidate Statement and Resume

Pete Platt Candidate Statement and Resume

Barney Siri Candidate Statement

Candidates will be asked a series of relevant questions prepared by the Communications Committee, along with their own opening and closing statements. Time will also be allotted for responding to questions posed by attendees. For those who cannot attend in person, this session will also  be available to via the following Zoom Video Conferencing link:

https://us06web.zoom.us/j/87458505325?pwd=Q2phaWJLeDIyNGJkUTFWbklvZkllUT09

Meeting ID: 874 5850 5325       Passcode: 202993       Dial in: +1 720 707 2699

October 27th SOA Special Board Meeting

Specialeeting

The Somersett Owners Association (SOA) has scheduled a Special Meeting of the Board of Directors (Board) to be held at 5:30 PM on Wednesday, October 27th in the Canyon View Room at The Club at Town Center (TCTC). Attendance may be either in person or via Zoom Video Conferencing. Zoom log-in instructions are available on the following Meeting Agenda following the “Join via Zoom” header:

October 27, 2021 Board Meeting Agenda

The Special Meeting Items to be discussed and/or acted on, with comments, follow. Given that a Board Meeting Packet was not yet available at the time of this posting, comments are limited:

a. Review and Approve Policy Regarding Late Fees – Could be just a routine review or some proposed changes.

b. Transition Update: Review/Consideration and Policy/Contractual Amendments for a Smooth Transition to Taylor Association Management  –  At the August 10th Board meeting the Board selected Taylor Association Management as the company to provide services and assist the SOA in its transition from a professional managed to a self managed association. Apparently some amendments to the Taylor agreement are in order.

c. Discussion, Legal Analysis, and Acceptance of Streets and Gates of the Cliffs Subdivision from Toll Brothers – Toll Brothers is proposing turnover of the streets and gates to the SOA for future maintenance. This does not include the subdivisions common areas. Given that development is not yet complete and construction traffic will continue, Toll Brothers will apparently indemnify the SOA against any harm caused by construction traffic.

d. Review and Approval of Holiday Lighting – At the last Board Meeting, $10,000 in funds was approved for the TCTC to cover holiday lighting. Therefore, it is assumed that this item is for common area (e.g., the Parkway) holiday lighting.

e. Review Information Systems Equipment Analysis, and Authorize Equipment and Software Purchases – At the last Board Meeting the Board endorsed the recommendations of the Technology Advisory Committee but took no actions pending receipt of actual quotes for material purchases. That is, upgrades for: 1) Camera and communication systems for both TCTC and Security Gates, 2) Server and Internet access systems, 3) the Phone system, and 4) the Point of Sale system.

f. Review and Approve Security Camera, Phone System, Gate and Gate Access Control Proposal – Assume this relates to Item e. above.

g. Review and Approval of Agreement for Comprehensive Landscaping Services – At the September 22nd Board meeting, the Board opened Common Area Landscaping bids from BrightView, Reno Green and Reliance Grounds Management. Prices ranged from $1.25M to $2.27M annually for various options. Due to the complexity of the proposals and the differences associated with scope, price adders and credits, the preceding prices could not be compared on a strict “apples to apples” basis. Hence they were referred to the Facilities Committee for further analysis and recommendations. It is assumed that the Board will be selecting the winning vendor under this item.

h. Personnel Policy for Cell Phones and Mileage – A new policy?

As usual Owner comments on both agenda and/or non-agenda items will be accepted.

October 13th SOA Board Meeting Recap

recap 1

Following is a summary of discussions and actions taken by the Board at the October 13th Somersett Owners Association (SOA) Board Meeting. The Meeting Agenda may be accessed below. For background information on some of the agenda items see SU’s previous post of October 9, 2021 entitled “October 13th SOA Board Meeting”.

October 13, 2021 Board Meeting Agenda

A summary of Board actions/discussion on agenda items follow:

2. Homeowner Comments:

There were no homeowner comments pertaining to agenda items

3. September 22, 2021 Meeting Minutes

The September 22nd BOD Meeting Minutes were approved. See SU post of September 25, 2021 “September 22nd SOA Board Meeting Recap” for a more detailed look at what transpired.

4. Committee Reports:

a. Budget & Finance – The Finance Committee recommended approval of the August Financial Statements

b. Communications – A summary of Communication Committee activities was reported on. These included:

      • Questions to Board Member candidates for “Candidate Night” (October 26) response have been developed and forwarded to the candidates.
      • Committee is working on the preparation of emergency documents (e.g., what to do in case of emergencies) as required by OSHA. These will address: 1) a Board Level Plan, 2) a TCTC Plan and 3) Resident Information.
      • Vendor adds on the SOA website are generating $5-10K in revenue.
      • Bill Shollenberger was recommended for and subsequently approved as a member of the Communications Committee

c. Strategic & Facilities – Committee is working on a variety of TCTC projects including: 1) ordering the previously approved tennis court dividers, 2) interior lighting improvements, 3) background music for the main floor (Board member O,Donnell had some comments/suggestions on what to consider for this project), 4) pool deck expansion and installation of shade sails, 5) kitchen revamping, and 6) gym space alterations and free weight additions.

d. West Park Garden – No report

e. Community Events – The Committee requested $10,000 for TCTC holiday decorations and some minor furniture repairs. This was approved with funds being re-allocated from the snack bar improvement project, which came in way under budget.

f. Technology Advisory – The reader is refereed to the following “October Report to the SOA Board from the Advisory Technology Committee” for a summary of projects the Committee is working on, which include improvements to the following: 1) Camera and communication systems for both TCTC and Security Gates, 2) Server and Internet access systems, 3) the Phone system, and 4) the Point of Sale system, wherein the Committee recommends switching to Square POS and requiring “cash free” transactions for all SOA activities except the payment of assessments. The objective of these projects being to use new technologies to reduce overall costs while improving both service and security, with the Gates camera system being established as the top priority. There was also a discussion on the need for coordinating with the BRAE and The Cliffs Developers on camera installations. Whereas the Board endorsed all of the preceding, no action was taken pending the presentation of actual vendor quotes to act on.

.5.  Financials:

a. Treasurers Report – The SOA Treasurer was not in attendance. The Board President gave the following summary report: 1) Operating Cash $2.4M, 2) Reserves $8.1M, 3) Total Debt $4.0 M and 4) Surplus of revenue over expenditures $898K through August 2021. Regarding item 4) some year end expenses may eat into this number, but a sizeable surplus is anticipated.

b. August Financials – The August financial statements were approved.

6. Unfinished Business:

a. Legal Updates – Nothing new to report on the Preston Homes lawsuit against Ryder Homes and four others (including the SOA), which is being handled by the SOA’s insurance company. This represents the only outstanding lawsuit against the SOA.

b. SOA Transition Update – Nancy Kerry, the SOA’s Management Transition Coordinator, provided an update on some of the transition activities, with the conclusion that all is going well with no significant problems to date, and that all owners will be receiving a transition packet by US Mail in the next few days. She encouraged all to visit the “Transition” Page (Log-in required) on the SOA website (www.somersett.org) for information pertaining to: 1) The October 14th Homeowner Forum, 2) A copy of the Transition Welcome Packet, 3) an ACH Form authorizing electronic payment of Assessments, and 4) FAQ’s about the transition. This page will be updated with forthcoming information. Ms. Kerry advised that the SOA’s accounting system has now been transferred over to Taylor Association Management. If you have account questions, Taylor has a dedicated individual assigned to the SOA, Theresa Garcia, who can be reached at 702-250-3883.

c. Review and Approval of Common Area Easement – A carryover item from the the September 22nd Board meeting wherein a Somersett Owner is requesting the SOA to grant an exclusive non-revocable personal use easement to SOA property adjacent to the rear of his lot. Action was again tabled until the next Board Meeting pending additional information (i.e., land appraisal) from the owner.

7. New Business:

a. Review Information Systems Equipment Analysis, and authorize equipment and software purchases – This was accomplished under Item 4.f. above

b. Review and Approve Security Camera and Phone System – This was accomplished under Item 4.f. above

c. Unanimous Written Consent #81 Rock Wall Proposal from Parsons Walls – Acknowledgement of a proposal from Parsons Walls in the amount of $47,750 that was previously approved via the “Unanimous Written Consent” process. Proposal was for installation of a rockery wall on SOA property adjacent to 1880 Dove Mountain Court. Purpose being for hillside stabilization.

d. 2022 General Common, TCTC, Gates & Town Square Budgets – The 2022 Budget for all three cost centers (Common Area, TCTC, and Gates) were approved with some minor changes from that presented at the October 6th Budget Presentation Meeting, this primarily related to the addition of employee training expenses. Budget mailings to owners will be accomplished by August 27th for ratification at the November 15th Annual Members Meeting.

e. 2022 General Common, TCTC & Gates Reserve Study Updates – The Board approved the Browning Reserve Group’s Reserve Studies for each of the three SOA Cost Centers with a recommendation they be performed earlier in the year to be available prior to starting the 2023 budget review process.

f. Review and Approve Appointment of Nancy Kerry for the position of Community Manager – Nancy Kerry, who is currently serving as the SOA’s Transition Coordinator, was approved for the position of the Association’s Community Manager.

g. Review and Approve Agreement with UniqueHR for comprehensive personnel services – The Board approved Unique HR as the Association’s new HR and Payroll Services provider.

h. Policy Review – This agenda item addresses the periodic review of Association Policies. Those under review were the Collection, Compliance and Expense & Investment Policies. The Board had no suggested changes, therefore these will remain as is. New Personnel Policies pertaining to full time and part time SOA employees i.e., “PERSONNEL POLICIES RELATED TO PAID TIME OFF (PTO), HOLIDAYS and RETIREMENT” were amended with regard to forgotten Holidays and approved.

8. Board Meeting Comments:

The Board approved rescheduling the next Board meeting from October 20th to October 27th.

9. Homeowner Comments:

    • A question as to where Zoom Videoconference links to SOA Meetings could be found. Response being that these were included within the meeting notices identified on the SOA Meeting Calendar. The calendar being available on the SOA website via the “SOA Board and Committees/Meeting Calendar” page links
    • A question on whether or not the cameras within the Vue and Villages Sub-Associations are part of the SOA camera upgrade project. The answer being that they are not and are the responsibility of the Sub-Associations.

October 13th SOA Board Meeting

BOD Agenda 3

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, October 13th. Attendance may be either in person or via Zoom Video Conference. Zoom log-in instructions are contained on the Meeting Agenda under “Join Meeting via Zoom”

October 13, 2021 Board Meeting Agenda

The Board Meeting Packet for the October 13th Board meeting is available on the SOA website (www.somersett.org) under the SOA Documents/Board Documents/2021 page link. Some extractions from the Board Meting Packet are included in the following Agenda Item comments.

Comments on Agenda Items:

4. Committee Reports:

a. Budget & Finance – No report contained in the Board Meeting Packet. The Board Treasurer, Simon Baker, usually provides a verbal update.

b. Communications – See the following link:  October Communication Committee Report

c. Strategic & Facilities – See the following link:  October Facilities Committee Report

d. West Park Garden – No report contained in the Board Meeting Packet

e. Community Events – See the following link:  October Events Committee Report

f. Technology Advisory – See the following link: October Technology Committee Report

5. Financials: The usual 30+ pages of Association financial data. The reader is referred to the Board Meeting Packet on the SOA website for details.

6. Unfinished Business:

a. Legal Updates – Nothing new to report on the Preston Homes lawsuit against Ryder Homes and four others (including the SOA), which is being handled by the SOA’s insurance company. As previously reported, the SOA’s rockery wall lawsuit against the Somersett Development Company et al. is essentially over and done with, except the following as reported in the October 1, 2021 SOA Attorney letter: “On July 29, 2021, the Nevada Supreme Court denied the Association’s appeal. The Defendants still have a short time period in which to file an itemized and verified bill of costs, which likely will be less than a thousand dollars. If that is timely filed, the Association will have to pay such costs and the case will be over. If the defendants do not timely file such motion the case will be over”. From the amount referenced, SU assumes this pertains to miscellaneous court costs and not legal costs.

b. SOA Transition Update – An update on the SOA Management Transition status to be presented by the Association’s Transition Coordinator, Nancy Kerry.

c. Review and Approval of Common Area Easement – A carryover item from the the September 22nd Board meeting wherein a Somersett Owner is requesting the SOA to grant an exclusive non-revocable personal use easement to the SOA property adjacent to the rear of his lot. Apparently the Owner will be addressing the Board on this request. For background information see the following link:  Michel Burke Easement Request Letter

7. New Business:

a. Review Information Systems Equipment Analysis, and authorize equipment and software purchases  –  A review of the Technology Review Committee recommendations. See the following link;  Report to the SOA Board from the Advisory Technology Committee

b. Review and Approve Security Camera and Phone System  –  A subset of the Technology Review Committee Report referenced in item 7.a. above.  It is not clear as to what, if anything, is to be approved at this time.

c. Unanimous Written Consent #81 Rock Wall Proposal from Parsons Walls  –  Represents an acknowledgement of a $47,750 proposal from Parsons for installation of a rockery wall to resolve the common area slop erosion behind 1880 Dove Mountain Court, which was approved via the Unanimous Written Consent Process. Note that this process is generally applied when timing constraints prevent delaying approvals until the next Board meeting.

d. 2022 General Common, TCTC, Gates & Town Square Budgets – The Board Packet contains the final proposed 2022 budgets for Board approval. For a summary overview, see the previous SU Post of August 8th entitled:  “SOA 2022 Budget Presentation”.

e. 2022 General Common, TCTC & Gates Reserve Study Updates – The Board Packet contains an update (dated September 2, 2021) of the Browning Reserve Group’s Reserve Studies for each of the three SOA Cost Centers (i.e., Common Area, TCTC and Gates). Results projected for 2022 show reserve funding levels as follows: Common Area – 61.0%, TCTC – 46.4%, Gates – 95.8%. Not sure why TCTC has dropped down to 46.4%, but should be looked by the Board. While there is no Nevada requirement for reserve funding levels, and those in the 40-50% range can be considered adequate, a general rule of thumb is that 70% is considered “strong” and a desired level of achievement.

f. Review and Approve Appointment of Nancy Kerry for the position of Community Manager – Just a formality as the Board has already announced their intention of hiring Nancy Kerry (currently serving as the SOA’s Transition Coordinator) as the Association’s Community Manager.

g. Review and Approve Agreement with UniqueHR for comprehensive personnel services – At the September 22nd Board Meeting, The Board approved moving forward with Unique HR as the Association’s new HR and Payroll Services provider. However, the Board Packet also contains proposals from ADP and Nevada Payroll Services. It appears these proposals were obtained as an afterthought to compare with UniqueHR. Although there are large price differences, they apparently are not considered comparable to UniqueHR and it is anticipated the Board will approve the Unique HR Agreement. See the following memo from the SOA’s Transition Coordinator Nancy Kerry:  Agreement with UniqueHR

h. Policy Review – The Board Packet contains copies of the existing Collection, Compliance and Expense & Investment Policies with no identified changes. Therefore, not sure what changes are under consideration, if any. Also included are proposed  Personnel Policies (i.e., Paid Time Off, Holidays and Retirement) for those full and part time Association employees after November 1, 2021. See the following link:  Association Personnel Policies