Summit Village

SUMMIT VILLAGE HOMEOWNERS ASSOCIATION
MEMBERSHIP MEETING MINUTES

July 18th, 2009
Tahoe Village HOA Office
321 Olympic Court
Stateline, NV 89449
775-588-7820

HOMEOWNERS CONCERNS & COMMENTS:  There were no matters to discuss

CALL TO ORDER:   The meeting was called to order at 11:00 am.  Board members present were; David Lewis, Joe Bill and Scott Nelson via phone conference.  Carolyn Treanor, Treanor & Associates, Michael Paulson, Maintenance Supervisor and Janet Martell, Administrative Assistant were present.  Also in attendance were Vince Travens, Jonathan Freirich, Sheri Rich and Sharyn Wheatley.

APPOINTMENT OF BOARD MEMBERS:   David Lewis moved to appoint Vince Travens and Jonathan Freirich to a position on the board for a one year term.  Mr. Travens and Mr. Freirich were elected for a two year term in 2008 but were compelled to resign on June 30th, 2009, until such time a new Directors and Officers Liability Insurance policy (D & O) could be obtained.  The previous insurance carrier did not notify the Summit Village insurance agent that they would not renew their coverage 30 days prior to cancellation; therefore it took time to obtain a new D & O policy for the Board. (see June 30 Meeting minutes). The new D & O coverage was effective July 15th, 2009, Joe Bill seconded, all ayes. 

Voting as follows:  Joe Bill, aye, Scott Nelson (via phone conference) aye, David Lewis, aye. No nays. 

Following the appointment of Mr. Travens and Mr. Freirich, Scott Nelson disconnected from the phone conference and did not participate in the rest of the meeting.

ELECTION OF OFFICERS:  Jonathan Freirich moved to elect Vince Travens as Board President and David Lewis as Secretary/Treasurer, Joe Bill seconded, all ayes, no nays.  Vince Travens will assume the duties as president and David Lewis will assume the duties of secretary/treasurer.

PREVIOUS MINUTES: 

Meeting Minutes June 1, 2009:  The Board reviewed the minutes of the June 1, 2009 board meeting as presented, David Lewis moved to approve the meeting minutes, Jonathan Freirich seconded, all ayes, no nays

Special Meeting Minutes June 30, 2009:  The Board reviewed the special meeting minutes of June 30, 2009, David Lewis moved to approve the meeting minutes as presented, Jonathan Freirich seconded, all ayes, no nays.

STAFF REPORTS:

  1. GENERAL MANAGER:
    1. Financial Reports:
      1. June 2009 Accounts Payable:  The June accounts payables in the amount of $51,211.44 were submitted for the Board’s review and signature.  The payables included $37,926.08 for the Hilltop Parking area capital improvement project.  These funds had been transferred from the Morgan Stanley capital reserve account and were administered from the operations checking account.  As of the meeting date a capital reserve checking account had not been opened.
      2. June 2009 Spreadsheet Review:  The budget spreadsheets were presented for the Board’s review and     discussion.   David Lewis moved to accept the financial reports for June 2009 as submitted, David Lewis seconded, all ayes, no nays.
  2. FIELD MANAGER:
    1. Hilltop Parking Area: Michael Paulson reported that the earth and stone portion of the project is 80% complete and that he is seeking bids on the asphalt and the deck railings.  Once the earth and stone portion of the project is complete the asphalt will be installed.  The entire project should be completed in late August, if there are no delays.

OLD BUSINESS:

  1. Roman De Sota Tree Removal Complaint, 741 Bigler, Units A & B:  Background: At the June 1st, 2009 board meeting the manager presented an email regarding Mr. De Sota’s concern of the dead and dying trees that were removed adjacent to his lot.  He would like compensation for the trees that were removed last spring.  This matter was placed on the July meeting agenda and Mr. De Sota was notified and asked to attend. The staff was directed to gather all correspondence regarding this matter for further review at the July 18th, 2009 meeting. (see Exhibit A)

    The board reviewed the information regarding Mr. De Sota’s complaint; Mr. De Sota was not present at the meeting.  Previously the board had asked Mr. De Sota to submit a certified survey of his lot to make a determination if the trees that were removed for defensible space were indeed on his lot.  Mr. De Sota has not submitted the survey as of this meeting date.
    A discussion followed.

    However, it is the still general consensus of the Board that the trees were removed as a part of the ongoing defensible space program and that although they understand Mr. De Sota’s disappointment regarding the tree removal the board’s position remains firm, that it is their fiduciary responsibility to do their utmost to protect all residents and their properties from the threat of wildland fires.

    David Lewis moved to deny Mr. De Sota’s request for compensation, Joe Bill seconded, all ayes, no nays.

    The Board directed staff to write a letter to Mr. De Sota and to fully explain their actions. (see Exhibit B)   

NEW BUSINESS:

  1. Hilltop vs Summit Village/ Correspondence between Mike Matuska, Hilltop HOA Attorney and Gayle Kern, Summit Village Attorney:  The manager presented correspondence between the Mike Matuska, Hilltop HOA Attorney and Gayle Kern, Summit Village Attorney regarding the ongoing litigation for their review.  No action was needed regarding this matter. 

    Sheri Rich requested that this correspondence be placed on the Summit Village web site.  A discussion followed.  This correspondence is solely correspondence between attorneys and will not be placed on the web site.

    Sheri Rich requested that a letter that is currently posted on the web site be removed.  A discussion followed.

    Jonathan Freirich stated that they will review the material that is posted on the web site and if it is found to be a matter that is already resolved then the board has no problem removing the letter.  Sheri Rich will need to identify clearly the letter that she wishes to have removed from the web site and the board will review her request further and if agreeable direct staff to remove the letter.

  2. Year End Audit/ McClintock Accountancy:  The manager presented the board members with the final 2007-2008 Year End Audit documents prepared by McClintock Accountancy.  In summary it was a clean audit.  A discussion followed. 

    It is the general consensus of the board that the audit does need to be completed in a timelier manner next year.

  3. 3.  2008-2009 Year End Audit/ Engagement Letter/ Nicole Sachse:  The manager presented an engagement letter for the services of Nicole S. Sachse, CPA who will compile the Trail Balance of Summit Village Homeowners Association as of June 30, 2009 in compliance with US Generally Accepted Accounting Principles.  This will become part of the information that will be submitted to McClintock Accountancy for the 2008-2009 Year End Audit.  This expense is a part of the total year end audit expense that is set aside in the 2009-2010 annual budget.  (see Exhibit C)  A discussion followed.

    David Lewis moved to approve the engagement letter, Jonathan Freirich seconded, all ayes, no nays.

OTHER: 

  1. Sharyn Wheatley/ 173 Tramway B/Deck Addition:  Sharyn Wheatley owner of 173 Tramway Unit B, requested approval from the board for the addition of a deck directly below her existing deck.  Mrs. Wheatley presented documentation that clearly identified that the deck that will be added will be within her existing building envelope and will not encroach into common area.  A discussion followed. 

    It is the general consensus of the Board that no action is needed from the Board regarding this matter since the new deck will be within her existing building envelope and the Board does not object to the project.  The Board did recommend that Mrs. Wheatley obtain the proper permits and comply with the current Douglas County building codes.  The Board directed staff to draft a letter to Mrs. Wheatley stating their opinion regarding this matter.            

ADJOURNMENT:

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

The meeting was adjourned at 11:48 am.