Summit Village

SUMMIT VILLAGE HOMEOWNERS ASSOCIATION
MEMBERSHIP MEETING MINUTES

September 12th, 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 4:00 pm.  Board members present were; Vince Travens, David Lewis, Jim Enright and Joe Bill.  Scott Nelson was absent.  Also present were Janet Martell, Manager, Trinity & Associates and Michael Paulson, Maintenance Supervisor.

APPROVAL OF PREVIOUS MINUTES: 

  1. Minutes June 2011:  The Board reviewed the minutes of the June 6, 2011, board meeting as presented, Joe Bill moved to approve the meeting minutes as presented, Jim Enright seconded, all ayes, no nays.
  2. Minutes July 2011:  The Board reviewed minutes of the July 10, 2011, board meeting as presented, Joe Bill moved to approve the meeting minutes as presented, Jim Enright seconded, all ayes, no nays.
  3. Minutes August 2011:  The Board reviewed the minutes of the August 9, 2011, board meeting as presented, Joe Bill moved to approve the meeting minutes as presented, Jim Enright seconded, all ayes, no nays.

STAFF REPORTS:

1. GENERAL MANAGER:

Financial Reports:

  1. July 2011 Financials:  The manager presented the accounts payables in the amount of $27,910.00 for the Boards review.  This amount includes a check in the amount of $7,000 payable to Sunrise Backhoe for BMP expenses.  The balance of the operations checking account is $120,892.36.  The balance of the capital reserve checking account is $141,994.50.  In summary all is in order.

    Joe Bill moved to approve the July 2011 financials as presented, Jim Enright seconded, all ayes, no nays.
  2. August 2011 Financials:  Janet Martell presented the accounts payables in the amount of $16,182.00 for the Boards review. The balance of the operations checking account is $148,744.94.  The balance of the capital reserve checking account is $141,994.50.  In summary all is in order.

    Joe Bill moved to approve the August 2011 financials as presented, Jim Enright seconded, all ayes, no nays.
  3. Bank Statements and Reconciliations for June, July and August 2011:   David Lewis reviewed the bank statements and reconciliations for June, July and August 2011.  In summary all is in order.

2. FIELD MANAGER:

  1. Snow Removal Update:  Michael Paulson reported that all is in order and ready to go for the 2011-2012 snow season.  A discussion followed.
  2. BMP Update:  Michael Paulson reported JWA has delivered the revised plans for the BMP’s to be resubmitted to Douglas County for the permit. (to complete BMP’s in Summit Village). Mr. Paulson also reported that the BMP project plan requires that we pave underneath all dumpsters in basin.A.   
  3. Asphalt Patching:  Michael Paulson presented a proposal from Sunrise Backhoe for the asphalt patching in the amount of $4,200 for the board’s approval.  A discussion followed.

    David Lewis moved to approve the proposal submitted by Sunrise Backhoe for the Summit Village asphalt patching project conditioned upon the fact that Michael Paulson will provide a total cost for the project, to the board for approval, prior to commencement of the project, Joe Bill seconded, all ayes, no nays.
  4. Mr. Paulson also reported that the materials for the bollards at the Hilltop parking area have been ordered and as well as the sign poles for the snow storage signs.

OLD BUSINESS:

  1. Refurbish and Repair Dumpsters/New Signage Update:  Michael Paulson reported that the South Tahoe Refuse has begun refurbishing the dumpsters on an individual basis.  Once they are returned the new signage will be put in place.  A discussion followed.
  2. Year End Audit 2010-2011 Update:   The manager reported that the 2010-2011 year end audit is underway and is on schedule.

NEW BUSINESS:

  1. Reopening of the Summit Village Office/730 Tina Court: The manager reported that the Summit Village office located at 730 Tina Ct has been reopened.  The board is concerned that access during the winter months may be difficult due to this area being utilized for snow storage adjacent to the building.

    The board has directed the manager to seek other alternatives for an office meeting space during the winter season.
  2. Letter from Hilltop Duplexes/Lynn Cauley Real Estate Management:  The manager presented a letter from Lynn Cauley Real Estate Management Company representing Hilltop Duplexes HOA (see Exhibit A).  A discussion followed.

    It is the consensus of the board that this item requires further on site investigation and discussion before any action is to be taken regarding this matter.
  3. Discussion Regarding Delinquent Homeowner Assessments:  The manager reported that the association has several accounts that are delinquent for a period of several years.  The Board is very concerned.  At the board’s direction the manager will explore possible legal action that could be taken in order to recover delinquent assessments.  A discussion followed.

OTHER:  Summit Village received an email from Kristi Tappan, Georgeson & Angaran Re: Hilltop vs. Summit Village, KO24635, Order on Costs and Settlement Negotiations (see exhibit B)

HOMEOWNERS CONCERNS & COMMENTS: None

ADJOURNMENT:

David Lewis moved that the meeting be adjourned, Joe Bill seconded, all ayes, no nays.  The meeting was adjourned at 5:30 pm.