Summit Village

SUMMIT VILLAGE HOMEOWNERS ASSOCIATION
MEMBERSHIP MEETING MINUTES

August 31st, 2009
Tahoe Village HOA Office
321 Olympic Court
Stateline, NV 89449
775-588-7820

Due to the fact that the first Monday in September was the Labor Day Holiday the meeting date was changed to Monday, August 31, 2009 and the members were duly noticed.

HOMEOWNERS CONCERNS & COMMENTS:  There were no matters to discuss

CALL TO ORDER:  The meeting was called to order at 4:15 pm.  Board members present were; Vince Travens, David Lewis, Joe Bill, Jonathan Freirich and Scott Nelson.  Also in attendance were: Carolyn Treanor, Treanor & Associates and Michael Paulson, Maintenance Supervisor.  Janet Martell, Administrative Assistant was absent.  Also present were Sheri Rich and Sharyn Wheatley.   

APPROVAL OF PREVIOUS MINUTES: 

Meeting Minutes August 3, 2009:  The Board reviewed the minutes of the August 3, 2009 board meeting as presented, Jonathan Freirich moved to approve the meeting minutes, Joe Bill seconded, all ayes, no nays

STAFF REPORTS:

1. GENERAL MANAGER:
Financial Reports:

      1. August  2009 Accounts Payable:  Carolyn Treanor presented the accounts payables in the amount of $71,752.71 for the Board’s review.  The payables included $41,685.98 for the Hilltop Parking Area. 
      2. August 2009 Spreadsheet Review:  The budget spreadsheets were presented for the Board’s review and discussion.   In summary all is in order.
      3. Bank Statement and Reconciliation:  The Bank Statement and Bank Reconciliation for July 2009 was not available for review and will be presented at the next board meeting.  

        David Lewis moved to accept the financial reports for August 2009 as submitted, Joe Bill seconded, all ayes, no nays.

2. FIELD MANAGER:

    1. Hilltop Parking Area Update:  Michael Paulson reported that the paving of the Hilltop Parking Area has been completed and the curb wall has been installed.
    2. Defensible Space:  Michael Paulson reported that the Tahoe Douglas Fire Protection Grant Program’s tree removal has begun below 111 & 115 Tramway Drive.

OLD BUSINESS:

  1. Roman De Sota Tree Removal Complaint, 741 Bigler, Units A & B:   Summit Village received a letter dated August 3, 2009 from Roman De Sota requesting that the Summit Village HOA pay for and provide for the immediate survey of his lot to determine the correct property lines.  (See Exhibit A)  A discussion followed.

    Jonathan Freirich moved to deny Mr. De Sota’s request, David Lewis seconded, all ayes, no nays.

    The board directed staff to write a letter to Mr. De Sota informing him of the Board’s decision.

  2. Sharyn Wheatley/173 Tramway B/Deck Enlargement:  Sharon Wheatley of 173 Tramway Dr. B requests approval to enlarge her deck using her existing coverage.  She would like to increase the dimensions of the upper deck to

    10’ x 20’ and to increase the dimensions of the lower deck that is directly beneath the upper deck to 10’ x 20’.  A discussion followed. 

    It is the general consensus of the board that there is no action needed regarding this matter due to the fact that the expansion of the existing decks are within her building envelope.  The Board recommends that Mrs. Wheatley obtain all proper permits and meet all current building codes of Douglas County.

  3. Hilltop Litigation Update:  There was nothing new to report.

NEW BUSINESS:

  1. Proposals Received for Stairway for Hilltop Parking Area: Michael Paulson presented a proposal from Williams and Worley Construction, LLC. in the amount of $24,895.00, a proposal from Jobe Construction in the amount of $34,700.00 and a proposal from Anchorage Construction Management Inc. in the amount of $24,985.00, for the construction of the stairway that will connect the new Hilltop Parking Area to their existing stairways/walkways.  A discussion followed.

    Scott Nelson moved to accept the proposal from Williams and Worley Construction, LLC., Joe Bill seconded, all ayes, no nays.  David Lewis obtained.

  2. Proposals received for Railing for Hilltop Parking Area:  Michael Paulson presented a proposal from V.M. Designs, Inc. for a steel framework and stainless steel cable system railing in the amount of $16,253.00 and a proposal from Gimli Iron Works for 230’ of square tube railing in the amount of $18,050.00.   A discussion followed.

    Joe Bill moved to accept the proposal from V.M. Designs, Inc. David Lewis seconded, all ayes, no nays.

  3. Deck Issue/715 Gary Lane C:  A complaint has been received that the owner, Rodney Dotson, 715 Gary Lane C may have enlarged his existing deck without the Board’s review, approval and proper permitting from TRPA or Douglas County.  It has been brought to the Board’s attention that Mr. Rodney Dotson has also verbally threatened an employee who was cutting trees in the common area.  A discussion followed.

    At the boards direction staff will write a letter to Mr. Dotson asking him to provide his TRPA and Douglas County permits for the modification that was done to his deck. 

  4. Nevada Energy KW Update:   At the August meeting the Board directed staff to investigate why there was an increase in KW hours used as compared to last year.  Ms. Treanor reported that NV Energy stated that the difference was due to a rate increase which took place earlier this year.  Ms. Treanor reiterated to NV Energy that the concern was the KW hours used not the rate increase and requested an energy audit.

OTHER:  

  1. Ombudsman:  The manager presented a Notice from the Real Estate Division, Office of the Ombudsman regarding a free session to be held on October 16, 2009 for board members and homeowners in Common-Interest Communities to bring them up to date on current responsibilities and new legislation passed for October 2009. (See Exhibit B)
  2. NRS 116 New Legislation/Bid Process:  The manager reported that Senate Bill No. 253. Section 3 states:  If an association solicits bids for an association project, the bids must be opened during a meeting of the executive board.  2. As used in this section, “association project” includes, without limitation, a project that involves the maintenance, repair, replacement or restoration of any part of the common elements or which involves the provision of services to the association.

ADJOURNMENT:

Jonathan Freirich moved that the meeting be adjourned, David Lewis seconded, all ayes, no nays.

The meeting was adjourned at 5:35 pm.