Summit Village

SUMMIT VILLAGE HOMEOWNERS ASSOCIATION
MEMBERSHIP MEETING MINUTES

March 7th, 2011
Tahoe Village HOA Office
321 Olympic Court
Stateline, NV 89449
775-588-7820

HOMEOWNERS CONCERNS & COMMENTS:  None

CALL TO ORDER:   The meeting was called to order at 4:10 pm.  Board members present were; Vince Travens, David Lewis, Scott Nelson and Jonathan Freirich. Joe Bill was absent.  Also in attendance were; Carolyn Treanor, Janet Martell of Treanor & Associates, and Michael Paulson, Maintenance Supervisor. Stephan Hasse, Kingsbury Snow Removal was also in attendance.

APPROVAL OF PREVIOUS MINUTES: 

Meeting Minutes January 3, 2011:  The Board reviewed the minutes of the January 3, 2011, board meeting as presented, David Lewis moved to approve the meeting minutes, and Scott Nelson seconded, all ayes, no nays.

STAFF REPORTS:

1. GENERAL MANAGER:

Financial Reports:

  1. January 2011 Accounts Payable:  Carolyn Treanor presented the accounts payables in the amount of $45,397 for the Boards review.  The balance of the operations checking account is $174,429.  The balance of the capital reserve checking account is $62,160.
  2. January 2011 Spreadsheet Review:  The budget spreadsheets were presented for the Board’s review and  discussion. In summary all is in order.
  3. February 2011 Accounts Payable: Carolyn Treanor presented the accounts payables in the amount of $5,016.    The balance of the operations checking account is $224,981.  The balance of the capital reserve checking account is $62,159.
  4. February 2011 Spreadsheet Review:  The budget spreadsheets were presented for the Board’s review and discussion.  In summary all is in order.

    David Lewis moved to accept the financial reports for January and February 2011 as submitted, Scott Nelson seconded all ayes, no nays.

2. FIELD MANAGER:

  1. Tahoe Regional Planning Agency (TRPA) Best Management Practices (BMP) Update:  Michael Paulson was absent.  The manager reported that we have received the permit from the TRPA for the BMP Retrofit.  Once we receive the signed permit and the set of stamped plans, we will submit the project to Douglas County for their approval.
  2. Snow Removal Update:  The manager received an e-mail from board member, David Lewis stating that discrepancies have been found in the billing from Kingsbury Snow Removal.  Mr. Lewis reviewed the contract and found that we have not been credited benchmark discounts.  The benchmark discounts were received during the first year of the contract. We have received none since then. David’s calculations revealed that we are owed approximately $5,074 in discounts.  Stephan Hasse, Kingsbury Snow Removal was present to discuss this matter with the board.  A discussion followed.

    After a thorough discussion of this matter, it is the general consensus of the board that changes were made to the contract by both Summit Village HOA and Kingsbury Snow Removal and a memorandum of understanding was not drawn up to clarify the modifications, therefore the billing for the snow removal will stand as presented.  It is agreed by the contractor and the board that in the future any modifications to the contract will be done in writing.
  3. Refuse Update:  The manager reported that there continues to be an on going problem with owners as well as persons outside of the association dumping construction debris in the refuse containers.  Gerardo Hernandez, maintenance staff, observed a truck dumping in the Tina Court dumpster and told him that he could not do so.  The man ignored Mr. Hernandez and continued to filled the container with  construction debris.  Gerardo took his photo, description and license number of the vehicle and reported it to the manager.  The manager contacted Douglas County Sheriff and filed a complaint.  The deputy came and he and Gerardo went over to Summit Village and the offender was told by the deputy to remove the debris from the container.  He did so.  Kudos to Gerardo.  The cost to empty a container is $136.00.

OLD BUSINESS:

  1. Refuse Update/ Purchase of Surveillance Cameras/ David Lewis:  David Lewis reported that he found an ad from Costco for surveillance cameras and equipment at a lower price than quoted by Sierra Pre-Wire (SPW).  The cameras have been on backorder for a while.  A discussion followed. 

    At the direction of the board, staff will look into canceling the order with SPW and ordering the cameras and equipment from another source.
  2. Summit Village, Inc vs Hilltop Duplexes Homeowners Association Legal Update:  There has been no update regarding the outcome of the hearing before the Nevada Supreme Court as of the meeting date.

NEW BUSINESS:

  1. Discussion and Planning of the 2011-2012 Annual Budget:   The 2011-2012 budgets will need to be approved in April, mailed to the membership for review and ratified in June.  Therefore the board has scheduled a board meeting April 4th to work on the draft of the annual budget.

OTHER:  There were no other items to discuss.

HOMEOWNERS CONCERNS & COMMENTS: None

ADJOURNMENT:

David Lewis moved that the meeting be adjourned, Scott Nelson seconded, all ayes, no nays.  The meeting was adjourned at 5:33 pm.