Summit Village

SUMMIT VILLAGE HOMEOWNERS ASSOCIATION
MEMBERSHIP MEETING MINUTES

March 1st, 2010
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 4:00 pm.  Board members present were; Vince Travens, David Lewis, Joe Bill, Scott Nelson and Jonathan Freirich.  Also in attendance were: Carolyn Treanor, Manager, Janet Martell, Administrative Assistant and Michael Paulson, Maintenance Manager.

APPROVAL OF PREVIOUS MINUTES: 

Meeting Minutes February 2010:  The Board reviewed the minutes of the February 2010 board meeting as presented,   David Lewis moved to approve the meeting minutes, Joe Bill seconded, all ayes, no nays

STAFF REPORTS:

1. GENERAL MANAGER:

Financial Reports:

    1. February 2010 Accounts Payable:  Carolyn Treanor presented the accounts payables in the amount of $16,279.48 for the Board’s review.  The checking account is currently at $160,621.06. 
    2. February 2010 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 Statements and Bank Reconciliations for January 2010 were reviewed by David Lewis, Treasurer.  

      Joe Bill moved to accept the financial reports for January 2010 as submitted, David Lewis seconded, all ayes, no nays.

2. FIELD MANAGER:

  1. Snow Removal Update:  Michael Paulson reported that snow removal is going well.
  2. Refuse Update:  Michael Paulson reported that the monitoring of the refuse program is going well.

OLD BUSINESS:

  1. Summit Village BMP Project Update:  Michael Paulson reported that he contacted the JWA Engineering regarding the Summit Village Homeowners Association Best Management Practices (BMP’s).  A discussion followed. 

    Michael Paulson will schedule a meeting with the Tahoe Regional Planning Association (TRPA) and JWA Engineering and report back to the board at the April 2010 Board Meeting.
  2. Hilltop Tree Removal Update:  Michael Paulson reported that there are several very large dead and dying trees in the Summit Village common area adjacent to the Hilltop HOA buildings.  There are three trees that are in bad shape and will need to be craned.  A few of the trees have actually grown into the power lines.  Mr. Paulson reported that he received an estimate from Ed Cook Crane Service in the amount of $2,300.00 for the removal of these trees.  If these trees are removed this will take care of the worst trees in the Hilltop HOA area.  A discussion followed.

    It is the general consensus of the Board that it is in the best interest of the Summit Village Homeowners Association to inform the Hilltop HOA of our planned removal of these trees in the Summit Village common area adjacent to their buildings.

    Jonathan Freirich suggested that we obtain written acknowledgement from the Hilltop HOA stating that they have no objections to the removal of the trees in the Summit Village common area adjacent to their buildings.  A discussion followed.

    At the direction of the Board the manager will contact Hilltop HOA’s Management Company, Mountain View Management informing them that these trees will be removed and request a signed acknowledgement.  

    Jonathan Freirich moved to approve the estimate from Ed Cook Crane Service in the amount of $2,300.00 for the removal of these trees as long as long as Hilltop HOA has no objections, Scott Nelson seconded, all ayes, no nays.

NEW BUSINESS:

  1. NRS 116, Senate Bill 253/Section 3-5 Sealed Bid Requirement:   This legislation went into effect in October 2009 and requires that when an association goes out to bid for a project it must be a sealed bidding process and that the bids have to be opened at a board meeting by the board of directors. Michael Paulson asked if the board would set a dollar amount on projects that would have to go out to bid in order to make the process simple.  A discussion followed.

    Jonathan Freirich suggested that an alternative to setting a dollar amount for bidding would be to take each project on a case by case basis to determine whether or not it would have to go out to bid at all.
  2. Discussion of Monthly Board Meeting Dates:  It was suggested that the meeting schedule be revised to a quarterly meeting schedule.  There is certain meeting dates that must be adhered to in order to comply with NRS 116 requirements.  A discussion followed.

    It is the general consensus of the board that bi-monthly meetings will work and that a special board meeting could always be scheduled if needed.  Therefore the May 2010 board meeting will be canceled and the next regular scheduled board meeting will be April 5th, 2010.  The manager will send a revised meeting schedule to all owners with the April Budget 2010 newsletter and the new schedule will be posted on the web site.

OTHER:

HOMEOWNERS CONCERNS & COMMENTS: None

ADJOURNMENT:

Joe Bill moved that the meeting be adjourned, Scott Nelson seconded, all ayes, no nays.  The meeting was adjourned at 4:50 pm.