Summit Village

SUMMIT VILLAGE HOMEOWNERS ASSOCIATION
MEMBERSHIP MEETING MINUTES

November 2nd, 2009
Tahoe Village HOA Office
321 Olympic Court
Stateline, NV 89449
775-588-7820

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

HOMEOWNERS CONCERNS & COMMENTS:  There were no matters to discuss

APPROVAL OF PREVIOUS MINUTES: 

Meeting Minutes October 2009:  The Board reviewed the minutes of the October 5, 2009 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. October 2009 Accounts Payable:  Carolyn Treanor presented the accounts payables in the amount of $38,635.59 for the Board’s review.  The payables included $9,168.94to Treanor & Associates, Hilltop Parking Area as per management contract.  The payables also include a check for $10,000.00 to Kingsbury Snow Removal for prepayment as per snow removal contract.
      2. October 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 Statements and Bank Reconciliations for September and October 2009 will be presented for approval at the December 2009 meeting.  

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

OLD BUSINESS:

  1. Parking Structure Concerns Update/Jim Enright:  The manager presented a letter to Mr. Jim Enright (See Exhibit A) expressing the Board’s appreciation for his comments and addressed his concerns. 
  2. Unapproved Dwelling Unit Update/Larry Suter/160 Tramway A:  David Lewis reported that he and Michael Paulson, by request of Mr. Suter, inspected his unit at 160 Tramway, Unit A and determined that Mr. Suter is in total compliance and does not have an unauthorized dwelling unit.
  3. Deck Issue/Rodney Dotson/715 Gary Ln C/ Update:
    Background:      A complaint was 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.  (See August 31, 2009 Board Meeting Minutes)
    Mr. Dotson was not aware that prior approval was needed from the Board for his project.  Rodney Dotson requested the Board’s approval “after the fact” for his deck modification.  A discussion followed.
    After thoroughly reviewing the documents presented by Mr. Dotson no action is needed regarding this matter, however the Board strongly recommended that in the future any alterations or modifications be presented to the Board for approval and proper permits be obtained.
  4. Hilltop Parking Area Legal Update:  The manager presented copies of legal documents that were forwarded by Gayle Kern, Attorney for the Board records regarding the Hilltop Parking Area.
  5. Hilltop Parking Area/Michael Paulson/Project Mgmt. Compensation:  As per the Findings of Fact and Conclusion of Law, in the Ninth Judicial District Court of the State of Nevada in and for Douglas County, Hilltop Duplexes Homeowners Association Inc vs. Summit Village, Inc. the court found that, as a matter of law, the lower parking deck on Tramway Drive was Summit Village’s responsibility.

    Summit Village Inc. undertook the parking area project.  At that time it was the general consensus of the Board of Directors that it would be in the best interest of the association if Michael Paulson, Maintenance Manager would oversee the project and a compensation package would be discussed at the conclusion project.  In addition Mr. Paulson would be paid his regular hourly rate for any work that he personally performed on the project. 

    The parking area project began on June 3, 2009 and was completed October 27, 2009 at a total cost of $178,870.98.   A discussion followed.

    The Board recommends compensation for Mr. Paulson for managing the construction project in the amount of $4,500 which is 2.5% of the project cost.  A discussion followed.

    David Lewis moved to approve the Hilltop Construction Project Management Compensation for Michael Paulson in the amount of $4,500, Joe Bill seconded, all ayes, no nays.

NEW BUSINESS:

  1. Real Estate Division Declaration of Certification/Board Members:  The Manager presented the Declaration of Certification for a Common-Interest Community Board Member NRS 116.31034(9) certifying that he/she has read and understands, to the best of their ability, the governing documents of the association and the provisions of Chapter 116 of Nevada Revised Statutes (NRS) and the Nevada Administrative Code (NAC), for their signature.
  2. Audio Recording of Meetings/NRS 116, SB 182:  The manager reported that as of October 1, 2009 the NRS116 requires that audio recordings are to be made of every regular board meeting and retained for ten years.  Carolyn Treanor, manager stated that Treanor & Associates has purchased a recording system which will meet all requirements necessary. Currently, as per the management contract, copies of the board meeting minutes are provided for each meeting.  This new requirement by NRS 116 is an additional service that the management company will provide for a fee of $20 per meeting.  A discussion followed. 
    David Lewis moved to approve the proposal by Treanor & Associates for the audio recording of board meetings, Joe Bill seconded, all ayes, no nays.
  3. Discussion of Possible Revisions to CC&R’s:  David Lewis requested that this item be placed on the agenda so that the Board could discuss if this is an appropriate time for the Association to inquire of Legal Council whether or not the CC&R’s should be revised.  A discussion followed. 

    It is the general consensus of the Board that the Association should wait and include the expense for the attorney fees into the 2010/2011 fiscal year’s budget.
  4. Discussion of Unapproved Dwelling Unit Policy:  The Board reviewed the unapproved dwelling policy.  A discussion followed.

    It is the general consensus of the Board that Summit Village HOA continue to enforce the policy as written.
  5. Discussion of Unapproved Encroachments on common area in Summit Village:    David Lewis is concerned that there may be existing improvements that have been constructed in the Summit Village common areas.  A discussion followed.

    The Board is seeking a more effective way of communicating with homeowners the correct procedures regarding any improvements that may encroach into the common areas of Summit Village. 
  6. Summit Village HOA Federal Tax Return for July 1, 2008 through June 30, 2009:  The manager presented the 2008/2009 Summit Village HOA Federal Tax Return for the Boards review and signature. 

OTHER:  There were no other items to discuss. 

ADJOURNMENT:

David Lewis moved that the meeting be adjourned, Joe Bill seconded, all ayes, no nays.  The meeting was adjourned at 5:41 pm.