Sierra Canyon Association€¦ · Fitness Coordinator Community Management Company staff member responsible for the fitness programs, supervising independent contractors, and management

Sierra Canyon Association Policies, Rules and Guidelines

All Members of the Sierra Canyon Association

share a community responsibility for its function, purpose and success.

Please familiarize yourself with these Policies, Rules and Guidelines,

and ensure your Guests and/or Tenants are also familiar with them.

Adopted by the Sierra Canyon Board of Directors, 08/12/2015.

Any individual Policies, Rules or Guidelines that have been amended/added subsequent to that date will be

indicated in that item’s footer. Revisions included thru 10/14/2015.

Policies, Rules and Guidelines Table of Contents

Adopted by BoD, 08/12/15

Table of Contents

Cover

Table of Contents

Preface: How to Use this Document

Glossary and Acronyms

Chapter 1: Introduction

Chapter 2: Sierra Canyon Association

Chapter 3: Aspen Lodge and Social Activities

Chapter 4: Athletics and Fitness Center

Chapter 5: Communications

Chapter 6: Outdoor Areas

Chapter 7: Board, Committee and Member Meetings

Chapter 8: Finances, Fees and Assessments

Chapter 9: Violations and Fines

Appendix A Tutorial: Governing Documents for Sierra Canyon and Somersett

Appendix B Board Resolutions and Policies Made Obsolete by this Document

1. Chapter Number and Title 4. Section Number and Title

Adopted by BoD, 08/12/15 1

How to Use this Document

1. This document is organized as a set of chapters, each of which presents the Policies, Rules and

Guidelines for a given theme or common topic.

1.1. The Table of Contents lists the Chapters.

2. Each chapter is in turn divided into sections. Each section is an individual policy, (set of) rules, or

guidelines on a given topic.

2.1. The first section of each chapter introduces the chapter, and then lists the individual sections

in the chapter, thus a table of contents for the chapter

3. Each topic is presented as a numbered sequence of items and sub-items. If this page is in section 4

of chapter 1, then this item can be referenced as 1.4.3

3.1. And this sub-item can be referenced as 1.4.3.1

3.2. The first digit is the chapter number

3.3. The second digit is the section number

3.4. The third, and if applicable fourth digit, indicate the item and sub-item

4. Headers and footers provide key information and assist in navigation:

4.1. The header of each page of the chapter shows the chapter number and title on the left

4.2. The header of each page of the section shows the section number and title on the right

4.3. The footers on the left show the Board Resolution number and date that the

Policy/Rule/Guideline was adopted. Initially all will be “Adopted by BoD, 08/12/15”, but as

sections are updated, they will convey the new adoption information

4.4. The page number within the section is shown in the lower right of each page.

Chapter Number/Title Section Number/Title

Board Resolution/Date Page Number within

Section

Policies, Rules and Guidelines Glossary and Acronyms


Glossary and Acronyms

Administrative Community Management Company staff member providing system and clerical

Assistant support to the Community Management Company team and the Board of

Directors; duties are assigned by the Community Management Company

Assistant Community Management Company staff member responsible for monitoring

Community non- compliance with community standards, architectural policies, and

Manager procedures; supports the Community Manager in other operational areas

ARC Architectural Review Committee for Sierra Canyon

AGC Aesthetic Guideline Committee for Somersett

Association Depending on context, the Sierra Canyon Association or the Somersett Owners

Association

Board or The elected/appointed individuals responsible for conducting the affairs of the

Board of Directors Association

BoD, BOD Board of Directors of the Association

Bylaws The set of procedural rules governing how the Association functions and

regulates itself, including the procedure on how they may be amended

CC&Rs Covenants, Conditions & Restrictions, recorded when the planned community

is created and as may be amended from time to time

CM Community Manager

Community A professional management firm whose business is to provide administrative

Management and financial operations services to common interest communities such as the

Company Sierra Canyon Association. Effective March 1, 2015, First Service Residential is

the Community Management Company for the Sierra Canyon Association

Community Manager An individual who is the lead representative of a Community Management

Company and the primary point of contact between the Company and the

Association. The title/position requires certification by the Nevada Real Estate

Division and may include certification from a professional society such as the

Community Association Institute

Del Webb Reno Common name for the legal entity Sierra Canyon by Del Webb at Somersett

Fitness Coordinator Community Management Company staff member responsible for the fitness

programs, supervising independent contractors, and management of the

fitness equipment and the Fitness Center; duties are assigned by the

Community Management Company



Front Desk The Sierra Canyon Association’s office in the Aspen Lodge

Governing Document One of the several documents that govern common interest developments

such as the Sierra Canyon Association. Examples include the CC&Rs, Articles of

Incorporation, the Bylaws, the Rules, Policies, & Guidelines, and the recorded

Subdivision Map for Sierra Canyon Association

Guest A friend or relative of a Resident, when using the facilities of the Association

(SCA sponsored activity, Resident Group, Aspen Lodge etc.). Guest in this sense

need not be a visitor (guest) in a Resident’s home and may be of any age

HOPA Housing for Older Persons Act - an amendment to the federal Fair Housing Act

that allows age restrictions in housing

Independent An individual or a group of individuals contracted directly by the Association to

Contractor(s) perform specific skilled tasks for the Association. These tasks include but are

not limited to fitness class instructions, construction project work, and special

social events. All Independent Contractors are selected and managed by the

Community Management Company. The Independent Contractors must satisfy

all insurance and certification, if applicable, required by the Community

Management Company

Lodge Attendant A Community Management Company staff member primarily responsible to

provide customer service assistance to all users of the Association’s common

facilities; duties are assigned by the Community Management Company

Member An Owner (generally a homeowner) in the Sierra Canyon development, and

who therefore is automatically a Member of the SC Association. An Owner may

or may not be a Resident

NRS Nevada Revised Statutes

NRS 116 Chapter 116 of the NRS specifically is the Common Interest Community

Ownership Act and Related Laws

Owner A person or legal entity who holds fee simple title to any lot in the Sierra

Canyon development

PR&Gs Policies, Rules & Guidelines - The Sierra Canyon Association’s collection of

Board promulgated actions governing actions, activities, behavior (see R&Rs)

Program Coordinator A Community Management Company staff member currently responsible for

coordination of resources for groups and Association sponsored events; duties

are assigned by the Community Management Company



PUD Planned Unit Development - City of Reno approved development plan for a

Developer’s Planned Community/Common Interest Community

R&Rs Rules & Regulations - usual acronym in common interest communities for the

rules governing what can be done, and regulations governing behavior that are

promulgated by the Board of Directors of the community

Resident Member (homeowner) living in Sierra Canyon, or a Tenant who is registered

with the Association

Resident Agent Nevada law requires Nevada Corporations to have an in-state agent (either a

business or individual) who is designated to receive service of process when that

Corporation is a party in a legal action such as a lawsuit or summons

SC Sierra Canyon

SCA Sierra Canyon Association

SOA Somersett Owners Association

Tenant A person leasing or renting a Member’s residence

Unit Owner Term used in PUD for lot owners. See Owner and Member

1. Introduction 1. Chapter Content


1. Introduction

This chapter provides an introduction to the Sierra Canyon Association Policies, Rules and Guidelines

(PR&Gs) document, one of the Governing Documents for the Sierra Canyon Association.

All lot/home owners in Sierra Canyon are automatically Members of the Association, and as a condition

of ownership, they agree to abide by the Governing Documents of the Association.

This chapter contains the following sections:

1. Chapter Content

2. Sierra Canyon Association - a brief introduction to the Association

3. Role of This Document - the specific role of this PR&Gs document relative to prior Rules and

Regulations documents, Board resolutions, and other documents

4. Chapter by Chapter Contents - brief description of the contents of the various chapters

Note: If there is any conflict with these PR&Gs and the CC&Rs, the CC&Rs shall

control.

1. Introduction 2. Sierra Canyon Association - Briefly


Sierra Canyon Association - Briefly

1. When Sierra Canyon, (a Planned Unit Development or planned community) was initially established

in 2004, a Community Association, known as the Sierra Canyon Association, was also formed to

provide for the governance of this community. As a condition of their ownership, the owner of a lot

and/or residence within Sierra Canyon automatically becomes a Member of the Association, and

agrees (as part of the closing process) to abide by the Governing Documents of the Association.

2. Sierra Canyon is also an active adult retirement community, i.e., an age restricted housing

development under the Fair Housing Act, and the Housing for Older Persons (HOPA) Act of 1999,

section 100.306. The Sierra Canyon CC&Rs contain restrictions on ownership and occupancy to

ensure Sierra Canyon remains HOPA compliant.

3. There are several Governing Documents for the Association. The full set of Governing Documents

and their individual jurisdictions is discussed in Appendix A. This document, the Sierra Canyon

Association Policies, Rules and Guidelines (PR&Gs), is an organized collection of all the current

policies, rules, and guidelines that have been adopted by the Board of Directors since the inception

of the Sierra Canyon Association, and through the approval of these revisions by board resolution

R2014-1, becomes one of the Governing Documents.

4. The Sierra Canyon Association maintains a web site:

http://www.sierracanyonreno.com

where information relating to the Association can be found. A full description of its contents can be found in

Chapter 5, Section 2, Item 7.

http://www.sierracanyonreno.com/

1. Introduction 3. Role of This Document


Role of This Document

1. In the fall of 2013, the Sierra Canyon Association’s Board established a five person ad hoc

Committee of Members to update the Associations’ rules document. The committee’s charge was

to “produce a draft of revised, clarified, current and updated Community Policies, Rules and

Guidelines for the Sierra Canyon’s Board of Directors and will then produce a final draft

incorporating community and Board input for adoption by the Board.”

2. This document has several functions:

2.1. First and foremost, it is a single “go to” document containing all currently valid policies, rules

and guidelines.

2.2. Secondly, it has organized the Policies, Rules and Guidelines in broad chapters based on

commonality of topic, and presents them in an easy, straightforward and readable manner,

with a consistent format and structure.

2.3. Finally, it has been designed to be easily maintained whether online or in hardcopy.

3. Methodology.

3.1. The committee has reviewed all relevant documents of the Association (Board Minutes,

Board Resolutions, R&R documents, and all other policies, rules, signage, practices and

guidelines available), noting which have been replaced and/or made obsolete by subsequent

Board action, to determine what is current.

3.2. Except where required, it presents the individual policies, rules, and guidelines in simple

understandable language, eliminating convoluted language and legalese surrounding or

pervading the existing version, but maintains the original Board intent. In rare cases, changes

in intent have been made in the name of consistency and pragmatism. All such changes will

be explicitly pointed out to the Board prior to adoption, and become effective 30 days after

this document’s approval by the Board.

3.3. Each chapter, and each section of each chapter, is self-indexing, dated, and begins on distinct

numbered pages. Such a structure lends itself to an online hierarchical repository scheme. As

sections are replaced, simple access schemes can be used to maintain both a current online

document, and the creation of a current hardcopy version.

4. This document specifically excludes information that can be found elsewhere on the Sierra Canyon

Association website:

4.1. CC&Rs, Bylaws, and other Governing Documents, with minor but important exceptions,

4.2. Architectural and Landscape Design Guidelines,

4.3. Budgets and Reserve Reports, and resolutions/motions regarding their adoption,

4.4. Operational functions specified/mandated by the Bylaws, such as, authorizations for

expenditures, service contracts,

4.5. Board approved contracts for operations, services and other expenditures.

1. Introduction 4. Chapter by Chapter Contents


Chapter by Chapter Contents

This document is organized as a set of chapters, each of which presents the Policies, Rules and

Guidelines for a given theme or common topic:

1. Introduction - introduces the role of this Policies, Rules, and Guidelines (PR&Gs) Document.

2. Sierra Canyon Association - provides a high level overview of the Sierra Canyon Association, its

organization and governance, including its initial organizational actions, differentiates Members,

Residents and Guests, expected conduct of Members, and the rights and obligations of

Membership.

3. Aspen Lodge and Social Activities - presents an overview of the facilities at the Aspen Lodge

provided for relaxation, social activities, recreational activities, sponsored and private events, how

residents with similar interests can organize a group and then request to use the facilities of the

Lodge. It includes rental of Aspen Lodge facilities for private events.

4. Athletic and Fitness - describes the various fitness, exercise and recreational facilities available and

the RP&Gs for their use.

5. Communications - discusses the role of the Sierra Canyon website as a communication and

information vehicle for the Association, and focuses on Communications between 1) the

Association and its Member and Residents, 2) Association Advertisers and Residents, or 3)

members of Resident Group.

6. Outdoor Areas - covers use of the Common Areas outside of the Lodge owned by the SC

Association Members (parks, trails, undeveloped open areas, medians) as well as some

policies/rules governing outdoor Resident behavior (Pets, Bird Feeding Parking, etc.).

7. Board, Committee and Members Meetings - summarizes policies related to meetings of the

Association, its Committees, and Code of Conduct for Board and Committee members.

8. Finances, Fees and Assessments - covers management of Association finances & monies, its fees

and assessments, and the delinquency and collections policy.

9. Violations and Fines - focuses on violations of the CC&Rs, Bylaws, PR&Gs (from minor infractions

through abandoned properties); it includes a list of the most common and recurring violations

(yard maintenance, garage doors, signs, etc.).

10. Appendix A - presents a tutorial on the role of the various Governing Documents for Sierra Canyon

and Somersett, how they interrelate with each other and with the city, county, and state laws.

11. Appendix B - lists the prior Board Resolutions and Policies replaced (made obsolete) by this

document when adopted.

2. Sierra Canyon Association 1. Chapter Content


2. Sierra Canyon Association

This chapter provides information about the purpose, legal status, organization and management of

the Sierra Canyon Association, Association Membership, Conduct of Members, Facilities and Activities

of the Aspen Lodge and the Association media.

This chapter contains the following sections:

1. Chapter Content

2. Purpose and Legal Status

3. Organization and Management

4. Members, Tenants and Guests

5. Guests Under 18 at the Lodge

6. Conduct of Members, Residents and Guests

2. Sierra Canyon Association 2. Purpose and Legal Status


Purpose and Legal Status

1. The Sierra Canyon Association is a Nevada nonprofit corporation formed to operate and maintain

commonly owned facilities and to promote the use and enjoyment of the commonly owned

facilities by qualified residents.

2. The Association, as an incorporated entity, is a private property owner and an employer (directly or

through a firm under contract to provide management services).

3. The Association enforces policies, rules and guidelines (PR&Gs) established by its Board of Directors

in accordance with its Governing Documents. Members and Tenants have specified privileges in

the use and enjoyment of Common Area properties, but are subject at all times to the Association’s

right to reasonably regulate and control its facilities and property. In the event of a conflict

between these policies, rules, and guidelines and another Association document, the higher

document shall prevail.

4. A primary responsibility of the Association is enforcement of the Governing Documents by:

4.1. Establishing reasonable Policies, Rules and Guidelines regulating use of all Common Area

properties.

4.2. Administering and enforcing the Architectural and Landscape Design Guidelines and the

CC&Rs which apply to all residences in the community/development.

4.2.1. The ARC approves/disapproves exterior changes (some structural improvements, .e.g., a

patio cover, require Somersett AGC approval and may require a submittal fee).

4.2.2. The Assistant Community Manager (on behalf of the Board) performs post

installation/construction enforcement (following the Violation Policy chapter 9, section

2, described later)

4.3. Managing, maintaining, operating, and controlling all areas of common ownership (e.g., the

Aspen Lodge, parks, landscaping, etc.).

5. These Policies, Rules and Guidelines are for the benefit of Members, Residents and their Guests so

they may enjoy the community, lifestyle, common facilities, physical surroundings, and programs to

the fullest. They provide for a reasonable level of protection of the Association’s assets to assure

their ongoing maintenance and availability for future use.

6. The PR&Gs for Sierra Canyon, and the overall approach of the Association in performing its mission

and responsibilities to its Members does not over regulate, but at the same time the Association

proactively anticipates problems that may arise in the community while treating all residents on an

equal basis. It is expected that all Sierra Canyon Residents and Guests will be respectful of the

Community Rules and of other Residents and Guests.

2. Sierra Canyon Association 3. Organization and Management


Organization and Management

1. The CC&Rs were recorded when the Sierra Canyon Subdivision Map of Somersett was recorded

with Washoe County. The Articles of Incorporation then filed with the Secretary of State as a non-

profit Corporation for a Common Interest Community. Both of these events had to happen prior to

the inaugural Board Meeting. Details can be found in Appendix A.

2. The Sierra Canyon Association at its inaugural Board Meeting April 1, 2004, adopted the following

by Resolution: Bylaws, Corporate Seal, established its Principal Office (the Aspen Lodge address at

1798 Del Webb Parkway West, Reno, NV 89523), designated a Resident Agent, formed the initial

Architectural Review Committee (ARC), established initial Design Guidelines, and adopted the

original Rules and Regulations. Since that time, over 40 Board Resolutions and a similar number of

Policies and Guidelines have been adopted by the Board of Directors. The Design Guidelines have

since been updated, and this document is an update to the Rules and Regulations.

3. The Association is governed by a Board of Directors, whose members are either elected or

appointed as specified in the CC&Rs and Bylaws. The Board is empowered to exercise all the duties

necessary and appropriate for the administration of the Association’s affairs, and to perform all

responsibilities and to exercise all rights of the Association as stipulated in the Governing

Documents as provided by law. The Governing Documents grant the Board the authority to make

and enforce Rules and Regulations deemed reasonable and appropriate for responsible

management of the Association.

4. The Association, as a Corporation, is governed by:

4.1. An annual meeting of the Members as mandated in the Bylaws

4.2. Regularly scheduled Board Meetings (notices for which are posted on the SCA website)

4.3. Standing committees called for in the Bylaws (Architectural Review Committee, and

Nominating Committee), and whose members are appointed by the Board

4.4. Appointed committees that the Board has established to advise and make recommendations

to the Board on particular topics (e.g., Budget & Finance Committee, Facilities Committee),

4.5. Ad hoc committees charged with performing a short term task (e.g., the Policy, Rules and

Guidelines Committee charged with updating existing R&R documents).

4.6. All committees take minutes and create reports that are available to all Association Members.

5. SC Association Documents: Documents of the Association are available on the Sierra Canyon

website. Some may also be reviewed at the Aspen Lodge. Documents can be copied for Residents

for a nominal fee.

6. Membership data is restricted from public access to protect Members’ rights and expectations of

privacy. A Members’ directory is available online, but Members must consent to be in the

directory.

2. Sierra Canyon Association 3. Organization and Management


7. The Governing Documents of the Association permit the Board of Directors to hire a licensed

professional Community Management Company to be responsible for the administrative and

financial operations and recordkeeping of the Association. The BoD President or his/her designee

shall be the single authorized Board member to interact with the Community Management

Company on all matter relating to the management of the Association.

8. As a Corporation, the Sierra Canyon Association has the option of either directly contracting

individuals, or contracting with a Community Management Company to hire, staff and manage the

appropriate individuals to meet the requirements and service levels of the Association, including

providing a licensed Community Manager. The Association chose the latter route as of March 1,

2015, when First Service Residential was contracted to be the Community Management

Corporation for the Association.

9. Note that members of the Board of Directors of the Sierra Canyon Association, and Members

serving on Committees established by the Board, are volunteers and receive no remuneration for

their service, other than reimbursement of expenses incurred in carrying out the business of the

Association.

2. Sierra Canyon Association 4. Members, Tenants and Guests

Revised by BoD, 10/14/15 1

Members, Tenants and Guests

1. Whether or not a Sierra Canyon homeowner occupies his or her home, the homeowner a Member

of the Association. If a Member leases/rents their Sierra Canyon home, their tenants are NOT

Members of the Association, but may use the facilities of the Sierra Canyon Association under

circumstances described below.

2. Sierra Canyon is an Age-Restricted Housing Development. In accordance with the “Housing for

Older Persons Act” of 1999 (HOPA), the Bylaws and the Declaration of the Association, the

Community Manager maintains accurate information, including age information, on all Residents

(Members or Tenants). A report to the Board is provided at the annual Member Meeting. To that

end, it is necessary for Residents to respond to an age information survey from time to time to

comply with HOPA.

3. Residents must meet the age restrictions (at least one person in the household must be 55 or

older) in order to occupy the property, unless they already lived in the house with an age qualified

Resident who is no longer there.

4. Tenants:

4.1. Must meet the age restrictions

4.2. If a Member rents or leases their home to a Tenant, the Member remains responsible for

paying all assessments on the property to the Association

4.3. The Member is responsible for providing the Association Front Desk with a copy of the

completed rental/lease agreement, providing their own forwarding address and phone

number, and having their Tenant(s) obtain/complete the new Tenant Registration Package

(see item 5)

4.4. The rental agreement will be placed on file for the duration of the agreement

4.5. While the property is leased, the Member may not use the Association facilities

4.6. If the Member becomes delinquent in Member assessment payments, both the Member and

their Tenant will lose all Association privileges until the account is made current

4.7. It is the Member’s responsibility to collect the Tenant(s)’ nametag(s)/access card(s) upon the

termination of the lease and to submit them to the Association Front Desk

4.8. It is the Member’s responsibility to assure that their Tenant(s) abide by the Association

Governing Documents

4.9. Tenants do not vote in Association elections, and normally do not attend Association Board,

Committee or Member Meetings.

2. Sierra Canyon Association 4. Members, Tenants and Guests

Revised by BoD, 10/14/15 2

5. Registration Packets: New Residents (Member or Tenant) must obtain an Owner or Tenant

Registration Packet at the Lodge Front Desk, complete it, and turn the completed copy in at the

Front Desk. The packages include: Registration Forms, and Informed Consent Agreements. The

completed forms must be accompanied by copies of drivers’ licenses or other government issued

identification (age verification for HOPA compliance), a copy of the Key Delivery Form for new

home sales or a copy of the title showing the new owner’s name for re-sales.

6. Nametags/Access Cards:

6.1. Are issued through the Aspen Lodge Front Desk

6.2. Facilitate recognition of Residents (Association Members or registered Tenants)

6.3. Are issued one per occupant

6.4. Persons using the lodge or participating in Association activities shall have with them their

nametag or other form of official identification and present it to staff upon request.

7. Guests:

7.1. A Guest is a friend or relative of a Resident, using the facilities of the Association (SCA

sponsored activity, Resident Group, Aspen Lodge, etc.). Guest in this sense need not be a

visitor (guest) in a Resident’s home and may be of any age

7.2. Special rules may apply to Guests younger than 18. These rules are presented in a Summary

chart in the next section

7.3. Guests of Residents are welcome to participate in community activities, although Guest

participation may be restricted for certain events or activities

7.4. A Guest may visit (use the facilities of the Association) for up to sixty (60) cumulative days per

calendar year unless the Board approves a specific request

7.5. If a Resident accompanies their Guest(s), there is no charge for using Association facilities.

7.6. Unaccompanied Guests must have a Guest Pass, see item 8.1 below and will be expected to

show their Guest Pass prior to using any Association facility

7.7. Guests may participate in classes if space is available. Priority is always given to Residents

7.8. If a class or event/activity has a fee for Residents, then the fee must also be paid for/by the

Guest who is accompanied by a Resident or the Guest who has a Guest Pass

7.9. A Personal Trainer (see Chapter 4, Section 8) is also considered a Guest, but the Resident

must pay the Guest fee, even though the Personal Trainer is at the Facility with the Resident.

The Personal Trainer cannot participate in any community activities, events or classes unless

accompanied by the Resident.

8. Guest Passes:

8.1. Residents can purchase Guest Passes at the Aspen Lodge Front Desk for their Guests (in

person, by phone or by letter). Daily pass is $5.00, while a seven day pass is $20.00. Guest

Passes are restricted to individuals 18 and older

8.2. The Developer/Sales Office may request Guest Passes at the Front Desk.

2. Sierra Canyon Association 5. Guests Under 18 at the Lodge


Guests Under 18 at the Lodge

1. When using Aspen Lodge Facilities, Guests under 18 must be supervised by a Resident or Guest

Pass-holder at all times

2. Guests under 18 are encouraged to visit the Lodge at times when Resident use is light.

3. Class, event or activity fees that apply to Residents applies also to Guests of all ages

Age Facility/Activity

Under 4 4 - 11 12 - 15 16 - 17

Visit Aspen Lodge

Any time

Social Activities/Events

Okay

Okay

Okay

Okay

Billiards Room

No

No

Watch

Play

Resident Groups

At discretion of Group Leader

Library

Any time

Walking Track

Any time

Fitness Center

No

No

No

Okay

Fitness Classes

No

No

No

Okay

In opposite sex locker room

Okay, w/ adult

No

Indoor Pool

No

2 – 4 pm daily

Outdoor Spa

No

No

2 – 4 pm daily

Racquet Sports Courts

Any time there are no resident groups or events scheduled

Outdoor Areas

Any time that a Resident can use the area

2. Sierra Canyon Association 6. Conduct of Members, Residents and Guests


Conduct of Members, Residents and Guests

1. All Members, Residents and Guests must abide by the Sierra Canyon Governing Documents and are

expected to be courteous and respectful at all times. Residents or Guests charged with violations

or misconduct are subject to disciplinary actions. (See item 7 below).

2. For detailed information on conduct and property rules, see the Governing Documents, particularly

the following provisions of the Declaration/CC&Rs:

2.1. Property use restrictions (Article IV of the Somersett and Sierra Canyon CC&Rs, and “Most

Common Violations” in Chapter 9 later in this document)

2.2. Member assessment obligations, (Chapter 8 of this document)

2.3. Architectural and Landscape Design Guidelines.

3. Actions that jeopardize or otherwise interfere with the rights and privileges of others, use of

profanity, or actions which are otherwise abusive or disruptive will not be tolerated, and are

subject to disciplinary actions. (See item 7 below).

4. Any Resident or Guest not adhering to posted safety rules or exhibiting unsafe practices may be

asked to immediately cease participation in that activity. With respect to safety, proper decorum,

and sanitation, the facility staff’s judgment will prevail in all instances. Any complaint relating to a

staff member’s decision may be later appealed to the Community Manager; however, until such

appeal is heard, the staff member’s decision remains in effect. Arguing, being abusive to, or

otherwise challenging a staff member may result in disciplinary action. Sponsoring Residents

assume behavioral and financial responsibilities for their Guests.

5. Any inattention to duty or discourtesy on the part of a Community Management Company

personnel should be immediately reported to the Community Manager for appropriate action. The

name of the reporting individual will not be revealed to the individual. Under no circumstances

may Residents or Guests interfere with, attempt to discipline, or direct Community Management

Company staff.

6. The Governing Documents of the Association provide for enforcement and remedies, including

fines and restriction of the use of certain areas and facilities. Decisions are made by the Board in

their exercise of reasonable business judgment and pursuant to established policies. These Board

powers include but are not necessarily limited to the following:

6.1. Suspension of a Member’s use of the recreational facilities, voting rights, or other services.

6.2. Levying of reasonable monetary fines or assessments,

6.3. See Chapter 7 for details

7. Violations of the Governing Documents of the Association are handled by the Assistant Community

Manager. The Assistant Community Manager can be reached in person, by email or by phone 775-

624-2900.

2. Sierra Canyon Association 6. Conduct of Members, Residents and Guests


8. Unless specifically authorized by a resolution of the Board of Directors, Members, Residents,

Committee Members, and Directors are not authorized to give orders or directions to any

employee of the Community Management Company, independent contractor, Association vendor

or employee of an Association vendor.

9. If there are concerns about the landscaping, janitorial services, fitness programs, hours of

operation, etc., then please bring them to the attention of the Community Manager of Sierra

Canyon Association (in person, by email or by phone 775-624-2900).

10. Landscape irrigation leaks should be reported to the Aspen Lodge by calling 775-624-2900.

3. Aspen Lodge and Social Activities 1. Chapter Content


3. Aspen Lodge and Social Activities

This chapter covers Policies, Rules and Guidelines governing the Recreational and Social Facilities of the

Aspen Lodge. The Fitness Facilities of the Lodge are covered in Chapter 4.

General Lodge operating hours and scheduled closure days are established and authorized by the

Board of Directors. The Community Manager is authorized to change operating hours to support

special events, including extenuating circumstances that require different openings or closures.

New Residents (Members and Tenants) must complete a Registration Packet before using the Facilities,

as explained in Chapter 2, section 4, item 5. The Packet is available at the Front Desk.

The Social & Recreational areas of the Aspen Lodge are:

1. Community Living Room & Lobby

2. Billiards/Shuffleboard Room

3. Arts & Crafts Room

4. Multi-purpose rooms (Sierra and Tahoe rooms)

5. Staging Kitchen

6. Patio

7. Library

This chapter covers the following topics:

1. Chapter Content

2. Assumption of Risk

3. General Use of Facilities

4. Aspen Lodge Amenities

5. SCA Sponsored Events

6. Point of Sale Policy

7. Resident Groups

8. Billiards/Shuffleboard Room

9. Library

10. Reservation and Rental of Facilities

11. Schedule of Facility Rental Fees

3. Aspen Lodge and Social Activities 2. Assumption of Risk


Assumption of Risk

1. Participation in Association programs and facilities is voluntary. Since participation in all

recreation, fitness, social and craft activities may involve some personal or physical risk,

participation is acceptance of all risks. The Registration Packets completed by new Residents

contain explicit waivers and consent forms for participation in events and activities.

2. Sign-in Policy. When using or visiting the Lodge, Residents and Guests must sign-in at the Front

Desk and/or in the Class or Group activity. At the top of the sign-in sheet is a reminder of the

RELEASE, WAIVER OR LIABILITY, EXPRESS ASSUMPTION OF RISK AND INDEMNITY AGREEMENT:

“You are required to conduct yourself in a safe and healthful manner when using the recreational

facilities or programs. By signing below, you agree that all participation in the recreational facilities

and/or recreation programs within and outside the community, or during an Association sponsored

event, is purely voluntary and involves the assumption of all personal risk of injury, illness or death

associated with such participation. In consideration of your being permitted to participate and

signing below, you agree to RELEASE AND HOLD HARMLESS WITH RESPECT TO ANY AND ALL

INJURY, DISABILITY, DEATH or loss or damage to person or property, and indemnify the Sierra

Canyon Association, its members, officers, directors, agents, releases, independent contractors,

successors or assigns in conjunction with any injury, disability, death, or loss or damage to person or

property that may occur as a result of engaging in the above activities or any use whatsoever of the

facilities or programs, whether caused by active or passive negligence or otherwise. By signing

below, you HAVE READ THIS RELEASE OF LIABILITY AND ASSUMPTION OF RISK AGREEMENT, AND

FULLY UNDERSTAND ITS TERMS, AND UNDERSTAND THAT YOU HAVE GIVEN UP LEGAL RIGHTS BY

SIGNING IT, AND YOU SIGN IT FREELY AND VOLUNTARILY WITHOUT ANY INDUCEMENT OR ORAL OR

WRITTEN REPRESENTATIONS.”

3. The Association desires to maintain its facilities in quality and safe conditions. However, periodic

wear and tear, in addition to seasonal and climatic factors, may temporarily render equipment or

an area subject to less than an optimal condition. If such a condition occurs, users should

immediately contact a staff member for assistance.

4. The Association is NOT liable for personal injury, property damage or other inconvenience

sustained during the use of its facilities and programs.

5. In assisting Residents and Guests with onsite program participation, reasonable comprehensive

policies, operating instructions, rules, and signage have been developed to produce a safe and

wholesome membership program. Prior to participating in any activity, please take time to

become familiar with the individual facility layout and specific facility operating guidelines.

3. Aspen Lodge and Social Activities 2. Assumption of Risk


6. Association facilities are designed to accommodate access to a majority of Residents. Residents

with special needs or disabilities may require additional assistance to participate in some events. It

is the Resident’s responsibility to obtain that assistance.

7. All users of facilities are expected to comply with the posted rules and verbal instruction from

Community Management Personnel and contracted fitness instructors.

3. Aspen Lodge and Social Activities 3. General Use of Facilities


General Use of Facilities

1. Facility Lodge Attendants are tasked with overseeing policies and rules. All users of the facilities

are expected to comply with the Lodge Attendants’ instructions.

1.1. Lodge Attendants are trained in CPR

1.2. Lodge Attendants do not provide program or class supervision.

2. No Smoking Policy: The Aspen Lodge is a “No Smoking” facility. Outdoor smoking areas with

ashtrays are provided. Individuals who use these areas are encouraged to keep them clean. When

the patio is used for a meeting or other special event, it is also a “No Smoking” area. Smoking is

allowed at informal social gatherings on the patio.

3. Alcoholic Beverage Policy: Alcoholic beverages may only be consumed in designated areas and at

specific events. Designated areas include the patio, Tahoe/Sierra and the Arts and Crafts rooms,

and other specific areas for specified events

3.1. The Sierra Canyon Association does not have a liquor license, and therefore cannot operate a

cash bar at any of its events or include liquor in the price of event tickets

3.2. Alcoholic beverages may be consumed at Resident Groups or Private functions

3.3. Vendors providing alcoholic beverages at pre-approved events may take orders for

subsequent delivery (e.g., a wine or beer tasting event).

3.4. Alcoholic beverages shall not be provided to nor consumed by minors.

4. Dress Code (general): Appropriate casual attire is required in all Association facilities.

4.1. Appropriate casual attire for Aspen Lodge areas (excluding pool, spa, fitness areas and

classes) includes footwear, pants/skirts/dresses/shorts, and upper body garments

4.2. For specific functions, specific attire may be designated (e.g., a New Year’s Eve Gala)

4.3. In inclement weather, please bring a second/dry pair of shoes to wear in the Lodge.

Wet/muddy/snowy shoes damage floors and carpet.

5. Guests 18 and older who are not accompanied by a Resident must have a Guest Pass in their

possession.

6. Use of Facilities by Guests under 18.

6.1. When children or under 18 Guests are visiting, they are welcome to use Association facilities,

preferably at times when Resident programs are either not scheduled or lightly used by

Resident

6.2. Hours when children are permitted and age restrictions are detailed in Chapter 2, Section 4

6.3. Adult supervision is required by either the Resident sponsor or a Guest with a Guest Pass.

3. Aspen Lodge and Social Activities 3. General Use of Facilities


7. Scheduling:

7.1. Scheduling of all rooms and all SCA sponsored events is the responsibility of the Association’s

Community Manager or designated staff

7.2. Specific rooms and/or areas of the Aspen Lodge are available for use as needed. They must be

reserved through the Association office, and can be configured to support various needs.

8. Private use of Lodge Facilities: See sections 5 and 6 of this chapter for the Association’s policy on

rental for private use of the Lodge’s social areas.

3. Aspen Lodge and Social Activities 4. Aspen Lodge Amenities


Aspen Lodge Amenities

1. The Community Living Room is available for relaxation, visiting with other residents, or waiting for

events to begin. Amenities include:

1.1. WI-FI access. The Lodge has 2 channels of WI-FI access, one for general Resident use, and one

password protected and limited to Community Management Company Staff and current

Board Members. There is also a computer available for Resident use on a first come first serve

basis, with a 30 minute time limit when others are waiting. It will be maintained and

upgraded regularly for the convenience of Residents

1.2. Daily newspapers, television, “coffee table” books on the region. Please be mindful of the

TV’s volume when others are nearby

1.3. Coffee and tea bar. The Lodge Attendants at the Front Desk make the coffee. Residents

should feel free to help themselves, but are expected to keep the area tidy. Please advise the

Lodge Attendant if there is more than a small spill.

2. Information available in the Lobby includes:

2.1. A Kiosk with advertisements, posters, flyers for SC Events and Resident Groups, and other

information of interest

2.2. An easel showing upcoming events

2.3. A computer monitor showing the monthly calendar

2.4. Paper copies of the weekly Fitness Calendar

2.5. A limited number of paper copies of the Village Life immediately after a new issue is

published, and a binder of previous issues.

3. A binder titled “Resident Referral Book” which has recommendations, private sales, and services

available from fellow Residents, is available at the Front Desk or by the monthly calendar computer

monitor. This is purely an accommodation and there is no endorsement or reference given for any

information contained in the Resident Referral Book.

4. A suggestion box is located at the Front Desk.

3. Aspen Lodge and Social Activities 5. SCA Sponsored Event


SCA Sponsored Events

The Sierra Canyon Association sponsors many events for Residents. Please feel free to suggest possible

events to the Program Coordinator.

The following policy applies to such events:

1. All events are non-refundable unless a trip/event is cancelled, or in circumstances approved by the

Community Manager or a designated staff member.

2. Checks or credit cards (Visa, MasterCard) are the only acceptable form of payment

3. Registration must be done at the Lodge Front Desk except in cases where Residents are out of

town. In the latter case, registration will be accepted over the phone with a credit card payment.

4. Event registration is on a “first-come, first-served” basis.

5. Residents may bring/register Guests for events

6. In the case of very popular events, the number of tickets a Resident may purchase may be limited.

7. For events held at the Lodge, the doors of the multi-purpose room will open at the advertised

start/entry time. Residents will not be allowed to enter the room prior to the posted start time.

8. Reserving tables and/or seats is discouraged; mixing of new Residents with established Residents is

encouraged.

9. Tours and or transportation booked directly with a service provider are subject to their policies and

are not the responsibility of the Association.

3. Aspen Lodge and Social Activities 6. Point of Sale Policy


Point of Sale Policy

The Point of Sale Policy applies to all financial transactions at the Sierra Canyon Association’s Aspen

Lodge Front Desk.

1. Cash transactions may be made for any purchase of $10 or less. Checks and credit cards are the

only acceptable form of payment for all transactions over $10

2. Credit (refunds) will only be issued by the Community Manager or a designated staff member.

3. Aspen Lodge and Social Activities 7. Residential Groups


Resident Groups

Definition: A Resident Group is an organized gathering of eligible Residents and their invited guests who desire to join together in the pursuit of common interests; that regularly meets at the Lodge (e.g. wine group) or offsite (e.g. hiking group); and, has been approved by the Executive Director.

1. Resident Group Overview 1.1. A complete list of current groups and their meeting times is available on the community

website (www.Sierracanyonreno.com) under the “Groups full list” tab 1.2. Resident Groups must maintain an open membership allowing any Resident to either join or

resign from the Group at any time 1.3. Joining a Group: To join an established Group, a Resident logs in to the community website

goes to the “Groups” box on the navigation bar, and then follows the directions on how to join a group.

1.4. Establishing a Group: To establish a Resident Group, a Member submits an “Application to Establish a Sierra Canyon Resident Group” form to the Executive Director

1.4.1. The application is available on the community website under the “Groups” tab 1.4.2. There must be a minimum of 12 interested Members to start a group. To determine

interest a sign-up list is posted in the Lodge Hallway by the Member applicant. The community is notified of the potential group by the hallway list, a mention on the website and as part of the bimonthly email on Group activities

1.4.3. The Application must clearly state the Group’s focus and purpose 1.4.4. The Group must have a Group Administrator and an Alternate Administrator. 1.4.5. The Group will be responsible to provide their own equipment and materials with the

exceptions listed below. Groups requesting equipment supporting a new activity may submit a Sierra Canyon Special Purchase Request to the Budget and Finance Committee for consideration

1.4.5.1. Billiards Table, Support and Maintenance Equipment 1.4.5.2. Pool Volleyball Net, Balls and Support Equipment 1.4.5.3. Bingo Cards and Projector 1.4.5.4. Table Tennis Tables, Nets, Balls and Paddles 1.4.5.5. Pickle Balls, Paddles, Net and Court 1.4.5.6. Tennis Nets, Court, Tennis Ball Machine with Balls 1.4.5.7. Poker Tables 1.4.5.8. Mahjong Tiles and Accessories 1.4.5.9. Wii Gaming System Hand Controllers & All Sport Game Disc 1.4.5.10. Horseshoe Shoes & Pits 1.4.5.11. Shuffle Board Support and Maintenance Equipment

1.5. Group Meetings: For groups meeting twice per week, the maximum time allowed for space

will be not more than two (2) hours. 1.5.1. For groups meeting only once per week, the maximum time allowed for space will be

not more than four (4) hours.




1.5.2. Any group that plays the same “game” on different days for different skill levels will each be considered one (1) group provided they meet the following criteria: 1.5.2.1. More than 60 percent of group consists of participants at the published skill level. 1.5.2.2. Each group MUST have a different administrator. 1.5.2.3. Group sign-in sheets will be audited to ensure guidelines are met.

1.5.3. Groups using meeting space for different “versions” of the same game, may not use meeting space more than once or twice per week as prescribed by paragraphs 1.4 and 1.4.1.

1.5.3.1. Ex: Duplicate Bridge played once per week for four (4) hours and Contract Bridge played once per week for four (4) hours may not be played in the same week. All Bridge games would be considered one (1) group with the exception of beginner and advanced bridge groups.

1.5.4. All groups are subject to board approval and the Board of Directors may make exceptions at its discretion.

1.6. Association Approval: The Executive Director must approve all Groups which use the Association name, the community website, any community facility or open area for whatever reason and time frame.

1.6.1. Upon approval: the Group Administrator must meet with one of the website Webmasters to receive Group Administrator training

1.6.2. Also, the Group Administrator will confer with the Administrative Coordinator to determine a regularly occurring space, day(s), time, and meeting location. Factors taken into account in scheduling include the group size, the room and equipment requested, frequency of meetings, and the Association’s demand for other planned events (see Sierra Canyon Room Booking Policy for more details in chapter 4)

1.6.3. If a group requests additional meeting space outside its regularly scheduled space and time, the first time is free, but subsequent requests will require a room rental fee.

2. Group Operations 2.1. The Group Administrator and the Alternate Group Administrator are responsible for the

entire operation of the Resident Group, including but not limited to: 2.1.1. Working with the Webmaster to maintain accurate and updated Group information on

the community web-site, specifically: the Group home page, the Community events calendar, and the Resident Group distribution list

2.1.2. Submitting facility use requests to the Aspen Lodge Front Desk and working closely with Association staff to determine a regularly occurring space, date, time, and meeting location

2.1.3. Notifying Association staff before any of the following occurs: Changes to meeting space needs, meeting cancellations, or, planning of a special Group event



2.1.4. Contacting the Webmaster if any help is needed with adding, deleting, or organizing group information on the community website

2.1.5. Attending a mandatory annual meeting with staff. Staff will update Group Administrators to new policies, any necessary changes to their meeting schedule, address any concerns, issues, etc. Group Administrators will update current contact information and verify that the group is still active.

2.2. Facility Use: 2.2.1. The group administrator is responsible for making sure the members have signed in as

required 2.2.2. The Group Administrator is also responsible for making sure items being used by the

group are stored away in the proper places and that the facilities are left clean and orderly, and assist the Monitor on duty in storing chairs and tables

2.3. No Group may keep cash on hand or hold title to any bank or other account in the name of the Sierra Canyon Association or a Resident Group. The Association has no liability for any funds collected or held by a Resident Group or any of its Members.

3. Exclusions 3.1. The Executive Director will not approve a Group Application if

3.1.1. The application conveys in any way that the membership or attendance at group activities may be restricted by race, gender, ethnicity, sexual orientation, national origin, or disability

3.1.2. The Group is similar to an existing Group or the Group description and focus duplicates any existing Group

3.1.3. For any other reason the Executive Director believes is not compatible with the Association.

3.2. Disapproved Groups 3.2.1. May appeal the Executive Director’s decision which will be reviewed and ultimately

approved or denied by the Board of Directors 3.2.2. Are prohibited from utilizing and being listed or advertised in the community website.

3.3. Revocation: Resident Group status may be revoked by the Executive Director at any time with reason.

3.3.1. Such reasons may include, but are not limited to, membership decline; irreconcilable conflict among its membership which creates a condition that projects the Group and/or the Association into an undesirable or embarrassing position; engaging in any activity outside the scope of the original purpose for which the Group was approved; violation of Federal, State or local government statutes or ordinances, or for any other reason that the Executive Director believes relevant

3.3.2. Revocation of a Group’s status may be appealed by providing written justification to the Board of Directors within thirty (30) days of the revocation notice. The Board of Directors shall provide a written notice of their final decision when agreed upon at a



Board of Directors meeting. During the appeal process, all Group activities shall be suspended.

3.4. Member Suspension: Members who are abusive or who project an undesirable or inappropriate image, or who unnecessarily and blatantly create turmoil, disruption, and dissention among Group members, may have their participation in that Group temporarily suspended by the Executive Director. The Suspension may be appealed to the Board of Directors.

4. There is nothing to prevent a group of residents from establishing a private organization that meets in individual homes, but they will not: be listed in the monthly calendar, use Aspen Lodge facilities, appear on the Association’s website, receive financial support from the Association, or portray themselves as a Sierra Canyon Association’s Resident Group.

3. Aspen Lodge and Social Activities 8. Billiards/Shuffleboard Room


Billiards/Shuffleboard Room

Operation and maintenance of the billiards/shuffleboard room is the responsibility of the Association

Staff. The room has two billiard tables and a shuffleboard table game.

1. This is a dual use recreational room.

1.1. Use of the Shuffleboard Game Table is not permitted during scheduled and posted billiards

events, and vice versa

1.2. When there is no event scheduled, every effort should be made by billiards and shuffleboard

players to jointly use the Room

1.3. Proper sports etiquette and respect for each other is necessary for both billiards players and

shuffleboard players when in the room at the same time.

2. Operating hours: The room is open for daily use when the Lodge is open.

3. Tables are available for open play on a “first-come, first-served” basis, although scheduled group

activities have priority. Players waiting to play may “challenge” the winner of the previous game.

4. Equipment

4.1. House billiard cues are in the rack; personal cues, balls, chalk are in the back cabinet on the

right as you enter the room. Maintenance equipment is in the cabinet on the left

4.2. Shuffleboard pucks are in the right cabinet, maintenance equipment is in the cabinet on the

left

4.3. When play is over, return cues to the rack and return balls, chalk and other equipment to the

appropriate cabinet.

5. For protection of the equipment, and the safety of the Residents and Guests:

5.1. Do not sit on the billiards tables or the shuffleboard table

5.2. Shuffleboard: The surface of the shuffleboard table has special oil and wax coating, touching

the surface is not allowed. The table was balanced for play when set up, so do not move it

5.3. Billiards: Masse’ shots are not allowed (shooting straight down on the ball). When taking a

hard-to-reach shot, one foot must always be on the floor

5.4. Food and drink is not permitted in the Billiards Room, but is allowed in the hallway side of the

room’s counter.

3. Aspen Lodge and Social Activities 8. Billiards/Shuffleboard Room


6. Age Restrictions

6.1. No children under 16 are allowed to use the billiard room equipment

6.2. Children 12-15 may visit as spectators

6.3. Children under 12 are not permitted in the room

6.4. A Resident sponsor must accompany all Guests under 18 and supervise them for the duration

of the visit.

7. Residents or Guests who abuse equipment or facilities may lose billiards/shuffleboard room

privileges.

3. Aspen Lodge and Social Activities 9. Library


Library

A Library maintained by volunteers and stocked with donations from Residents is located on the

second floor of the Aspen Lodge. It is able to function thanks to the many resident contributions. Some

residents have gifted magazine subscriptions to the Library.

1. Library lending is on the honor system.

1.1. Books and other items in Library can be borrowed, without a checkout system

1.2. Return items when finished. Place on the shelf marked “returned books”

1.3. Volunteers will stamp and re-shelve them.

2. Donations

2.1. The library accepts books in good condition, hardcover or paperback. Note however, there is

no permanent collection, and any donated book will eventually be recycled

2.2. Periodicals, up to 3 months old; audio books (CDs only); and jigsaw puzzles are also accepted

2.3. Donations should be left on the shelf/box marked “donations”

2.4. Volunteers will annotate and date the donated items and place in the appropriate area of the

library. For certain categories a sticker with the first letter of the last name of the author is

placed on the spine of the book.

3. Organization of Library

3.1. The two major areas are hardcover fiction and paperback fiction. Fiction books are shelved in

a rough sort, i.e. all the authors with last name starting with A are together, B is together, etc.

3.2. There is an area for all Large Print books (paper and hardcover together)

3.3. Nonfiction books (paper and hardcover together) have several subcategories (cookbooks,

travel, fitness, investment, etc.). In addition there is a biography and a general nonfiction

area; both of these areas follow the rough sort rule explained above

3.4. Periodicals, audio books and jigsaw puzzles are kept together.

4. In order to allow space for new donations and keep the collection current, volunteers periodically

inventory the library. Books or items not checked out for several months are recycled/donated to a

charity.

5. The Library has reading chairs and a table and chairs for reading/resting. It is occasionally used for

informal meetings or small groups, but always remains available for Library use.

3. Aspen Lodge and Social Activities 10. Reservation and Rental of Facilities


Reservation and Rental of Facilities

This policy describes the procedures for reservation and rental of Sierra Canyon Association facilities.

1. General: The Administrative Coordinator is responsible for making all decisions related to

reservation and rental of the facilities, subject to Community Manager and Board oversight.

2. The following Aspen Lodge facilities are available for reservation and rental:

2.1. Patio area

2.2. Multi-purpose rooms (Sierra and Tahoe rooms)

2.3. Staging Kitchen

2.4. Arts and Crafts room.

3. Facility Scheduling: Room and outdoor facility scheduling and requests are established and

maintained by Administrative Coordinator. Private events require a Resident sponsor, a completed

Facility Reservation Contract Form (available from the Administrative Coordinator), the specified

Rental Fee, a$200.00 deposit (by credit card or check), and an insurance rider for the number of

days the space will be needed, in order to reserve the room and date. The insurance rider (typically

available from homeowner insurance companies - most companies will do this free or at a minimal

charge) must name the “Sierra Canyon Association” as an additional insured in the amount of one

million dollars ($1,000,000). The rental fees are listed in the Schedule of Facility Rental Fees in the

next section.

4. Scheduling Priorities: In establishing schedules, requests are prioritized based on the following

hierarchy, from high to low.

4.1. Association’s Board of Directors meetings

4.2. Board Committee meetings

4.3. Meetings of the Association Members

4.4. Regularly scheduled Fitness Classes

4.5. Association sponsored Special Events including classes, meetings, parties, advertiser

seminars, etc.

4.6. Regularly scheduled Resident Groups

4.7. Resident Group Special Events

4.8. Private Events – A facility reservation contract and a room rental fee are required. Private

event requests may be denied if, in the judgment of the Administrative Coordinator, these

events would hamper use of the room by Residents, or detract from the enjoyment of

facilities by the other Residents

4.9. Unscheduled Activities - are permitted in the Aspen Lodge facilities provided that rooms are

not already reserved and the Administrative Coordinator approves.

3. Aspen Lodge and Social Activities 10. Reservation and Rental of Facilities


5. Additional Factors Considered in Scheduling Conflicts: The Administrative Coordinator considers

the following factors when there are multiple requests or conflicts for the same space/facility

during the same time/day:

5.1. SCA Sponsored Classes and Events

5.2. Resident Group regularly scheduled meetings

5.3. Date and time request is made

5.4. Length and frequency of meetings

5.5. Meeting day and time

5.6. Potential revenue

5.7. Size of the Group

5.8. Participation by Members, Residents, Tenants, non-residents

5.9. Availability of other rooms/dates for conflicting events, requests.

6. The Administrative Coordinator has the authority to reassign space/facilities in order to meet the

objectives of this Policy; however, once a Private Event contract has been signed and approved, no

changes will be made without the written agreement of the reserving parties.

6.1. If it is necessary to reassign a Resident group due to a conflict, every attempt will be made to

find another room/space at the same time or a time and date agreeable to the Resident

group

6.2. If it is necessary to reassign a Private Event, there will be no charge for room rental.

Fees: Room rental fees are listed in next section.

3. Aspen Lodge and Social Activities 11. Schedule of Facility Rental Fees


Schedule of Facility Rental Fees

This fee schedule applies to private rental (by a resident) of Aspen Lodge Facilities. There are no rental

fees for SC Association sponsored events or authorized Resident Groups regularly scheduled meetings.

Room Resident Rate

2-hour Minimum Charge (per 2 hours)

Each Additional Hour, or Part Thereof

Tahoe

$50.00 $25.00

Sierra

$50.00 $25.00

Full Ballroom $100.00 $50.00

Kitchen*

$25.00 $15.00

Patio**

$25.00 $15.00

Arts & Crafts $50.00 $25.00

In addition, all private rental events require a $35.00/hour fee for a dedicated Lodge Attendant

1. The dedicated lodge attendant will be available for any assistance during the private event and also

to control other areas within the lodge that are considered off-limits

2. The Aspen Lodge’s “No Smoking” policy is always in effect.

3. No event shall extend past 11:00 pm unless pre-approved by the Board or the Community Manager

3.1. EXCEPTION: New Year’s Eve

4. A $200.00 deposit (credit card or check), a completed contract, and the insurance rider is required

to reserve the room and date. The insurance rider must name the “Sierra Canyon Association” as

an additional insured in the amount of one million dollars ($1,000,000).

5. Deposits are fully refundable unless cancellation is within five (5) days of the event, in which case

only 50% will be refunded.

6. * A $50.00 cleaning fee will be assessed if the kitchen is not left clean, or if the garbage is not taken

to the dumpster at the rear of the Lodge.

7. **An additional fee of $10.00 will be charged per event for the use of a propane BBQ

4. Athletics and Fitness 1. Chapter Content


4. Athletics and Fitness

This chapter provides an overview of the Association’s athletic and fitness facilities and activities, and

covers the following Athletic/Fitness facilities:

1. Fitness Center (exercise room with equipment)

2. Swimming Pool (indoor) and Spa (outside)

3. Walking Track (2nd floor of the Lodge)

4. Locker Rooms

5. Multi-purpose Rooms in the Lodge when used for Fitness classes

6. Racquet Sports Courts (Outside and adjacent to the Lodge)

The Trail System is covered in Chapter 6. Some Resident Groups are directly related to sports, athletics

or fitness. If the Resident Group utilizes any of the facilities listed above, then this chapter would also

be applicable to them.

The Fitness Coordinator has overall responsibility for Athletics, Fitness, and Health and Wellness

activities sponsored by the Association or Community Management Company. Address suggestions or

ask questions of the Coordinator at the Coordinator’s office in the Fitness Center or by email or

voicemail

This chapter contains the following topics:

1. Chapter Content

2. Classes, Programs and Activities

3. Policies for all Athletic Facilities and Classes

4. Fitness Center

5. Swimming Pool and Outside Spa

6. Walking Track

7. Racquet Sports Courts (Outside)

8. Personal Trainers (PTs).

4. Athletics and Fitness 2. Classes, Programs and Activities


Classes, Programs, and Activities

All participation in Association classes, programs, and activities and use of its facilities is voluntary and

at the users own risk.

1. The Fitness Coordinator coordinates the classes to provide a variety of experiences at different skill

levels. Classes must maintain a minimum number of participants to continue.

2. A weekly calendar of Fitness classes is available, with classes listed and class level (beginning,

intermediate, advanced) indicated. Classes are also included on the monthly calendar of all

Association activities and event.

3. The Association contracts with independent instructors for some classes. The Fitness Coordinator

reviews their qualifications before a class is offered.

3.1. The Community Manager shall determine that all independently contracted fitness instructors

are properly qualified and have insurance.

4. Fees

4.1. All Fitness Classes have a fee. The determination of the fee is made by the Sierra Canyon

Board of Directors, generally each year with approval of that year’s budget.

4.2. Activity punch cards can be purchased from the Lodge Attendants at the Lodge Front Desk.

Lodge Attendants can also provide information on costs for the punch card or for an

individual class

4.3. The fee per class is “one punch” on a pre-purchased punch card or a set dollar amount

4.4. Class fees apply to Residents and Guests.

5. Residents are encouraged to discuss existing or proposed classes and activities with the Fitness

Coordinator (The Fitness Coordinator’s office is in the Fitness Center.)

6. In addition to scheduled classes some Resident Groups use the Athletic/Fitness areas. The Fitness

Coordinator, Program Coordinator, and Administrative Assistant work with the Groups to schedule

usage of all areas at the Lodge.

7. The Fitness Coordinator maintains/updates the Health and Fitness page of the website.

4. Athletics and Fitness 3. Policies for all Athletic Facilities and Classes


Policies for all Athletic Facilities and Classes

This section covers policies that apply to all Athletic/Fitness Facilities and Activities. Individual

additional policies for specific facilities will follow.

1. Exercise areas and classes are designed for a variety of levels of activity.

1.1. Before participating in an individual or group fitness activity, residents should obtain proper

medical clearance.

1.2. Before starting a class, advise the instructor of any limitations, so that, if possible,

accommodations or modifications can be made.

2. Fitness classes, Resident Group activities or Association special activities may be held in a

designated Athletic/Fitness area or a multi-purpose room.

2.1. When a class or activity is scheduled in an Athletic/Fitness area or multi-purpose room, no

other activity can take place in that area/room

2.2. EXCEPTION for Fitness Center: If a class or activity is scheduled in the Fitness Center, class

participants have priority for designated equipment, but other Residents/Guests may pursue

their individual programs on non-designated equipment

2.3. EXCEPTION for Racquet Sports Courts: If a class or activity is scheduled on the Racquet Sports

Court and only one court is being used, then the other court is available for other

Residents/Guests.

3. Hours. Fitness areas in the Aspen Lodge and the outdoor Spa are open the same hours as the

Lodge. The Racquet Sports Courts are open from when the Aspen Lodge opens until dusk.

4. Dress. Activity appropriate athletic apparel and athletic shoes are required. Fragrances should not

be applied before athletic/fitness activities, as they can cause medical issues for others in the

activity. In the swimming pool, spa or their deck areas, males need not wear upper body garments.

Upper body garments are required elsewhere.

5. Guests. Guests age 16 or older may use the Fitness areas or classes if space permits. Guests under

age 16 are not allowed in the Fitness areas or classes.

5.1. EXCEPTION for Swimming Pool and Spa: There are specific times and rules for guests under

18 in these areas. See Chapter 2, section 5, “Guests under 18 at the Lodge”

5.2. EXCEPTION for Locker Rooms. With supervision, boys under age 4 may use the Women’s

Locker Room and girls under age 4 may use the Men’s Locker Room

5.3. Residents have priority over Guests for use of Athletic/Fitness areas, equipment and classes.

6. Food and Drink. Food is not allowed in Fitness areas or classes. Water containers, non-breakable

with lids, are allowed.

7. Personal Workout sheets/logs can be kept in the file box on the Fitness Center Desk.

4. Athletics and Fitness 3. Policies for all Athletic Facilities and Classes


8. Locker Rooms: There are Men’s and Women’s Locker Rooms, near the Fitness Center and

Swimming Pool. Lockers and showers are provided.

8.1. No clothing or personal effects should be left unattended or unsecured. Safekeeping is the

responsibility of the Resident or Guest

8.2. To secure personal effects in a locker, Residents and Guests must provide their own locks

8.2.1. Locks should be utilized during a single day use of the facility

8.2.2. If a lock is still on at closing time, Lodge Attendants will post a 24 hour notice to remove

the lock

8.2.3. If a lock must be removed by Staff, all contents of the locker will be placed in the Lost

and Found box at the Front Desk

8.3. Clothing or personal effects left unsecured overnight in the locker room or in a locker will be

removed and placed in the Lost and Found box at the Front Desk

8.4. Towels and soap are not provided.

9. Multi-purpose Rooms. When used for Athletic/Fitness classes:

9.1. Necessary small equipment for the class is usually provided within the room

9.2. Disinfectant wipes are provided in the room

9.3. All small equipment should be wiped off and returned to its designated storage area at the

conclusion of a class.

10. Signage. Rules and operational instructions are posted in fitness areas. All users of the facilities are

expected to comply with posted rules.

11. Cell phones, MP3 players and other small electronics. Cell phones, pagers, etc. should be set on

vibrate or turned off. Phone calls should be taken outside of the Fitness area or activity. Audio

devices may be used with a headset.

12. Lodge Attendants. Lodge Attendants are tasked with overseeing policies and rules. All users of the

facilities are expected to comply with the Lodge Attendants’ instructions.

12.1. Lodge Attendants are trained in CPR

12.2. Lodge Attendants are neither fitness specialists nor lifeguards and do not provide program or

class supervision.

4. Athletics and Fitness 4. Fitness Center


Fitness Center

In addition to the policies that apply to all Athletic/Fitness Facilities and Activities:

1. Prior to using the Fitness Center, residents are encouraged to attend an orientation training class.

The classes are held weekly and listed on the Fitness and monthly calendars. At the end of the

orientation, a Fitness Orientation Form is provided, certifying completion of the class.

2. The equipment in the Fitness Center is designed for low to medium range strength and

cardiovascular training.

3. Most equipment/machines have usage directions posted. It is important to recognize and observe

the manufacturers’ suggested practices concerning proper usage.

4. All machines and equipment should be wiped down following use. Disinfectant wipes are provided.

5. All small equipment, e.g. dumbbells, balls, should be wiped off and returned to their designated

storage area after use.

6. Weights should not be slammed.

7. Dress. No jeans, street clothes or street shoes are allowed on fitness equipment.

8. Time Limits

8.1. Use of cardiovascular equipment, such as treadmills, bicycles, elliptical and rowers, is limited

to 30 minutes per person unless no one is waiting to use the equipment

8.2. Use of other equipment or machines is limited to 10 minutes per person, unless no one is

waiting to use the equipment or machine.

9. Audio/TVs

9.1. The TVs and Audio system is provided for the convenience and enjoyment of all

9.2. Lodge Attendants can explain how to “listen” to a TV

9.3. TV channels may be changed by the Facility Lodge Attendant, if requested

9.4. The volume of the audio/music system cannot be changed

9.5. Talking on your cell phone is not permitted in the Fitness Center; if you receive a phone call

while in the fitness center, step outside into the hall.

4. Athletics and Fitness 5. Swimming Pool and Outside Spa


Swimming Pool and Outside Spa


1. Safety

1.1. Chemicals are used to ensure a sanitary environment and safe water conditions. If

unacceptable conditions occur, management will close the pool to preserve the health and

well-being of Residents and Guests

1.2. Lifeguards are not provided and facilities are designated as “Use At Your Own Risk

1.3. Life buoys, “shepherd’s crooks” and a telephone are available at poolside for emergency use

1.4. The pool’s lift for disabled is self-serve and may be used at the discretion of a Resident or

Guest. The Lodge Attendant at the Front Desk can provide directions or demonstrate its

proper usage

1.5. The pool depth varies from 3 ½ feet to 5 ½ feet. Depths are posted on the pool walls

1.6. Diving is NOT permitted

1.7. Glass containers are strictly prohibited.

2. Dress. Swim suits are required. Cutoffs or other forms of street clothes are not acceptable attire.

Swim shoes are allowed. Anyone wearing diapers is not allowed in the pool or spa waters.

3. Equipment.

3.1. Equipment for water fitness classes is provided, e.g. noodles, water weights. A selection of

water fitness equipment is available on the pool deck or may also be checked out at the Front

Desk at other times

3.2. Lap swimmers may bring/use swim goggles and kick boards

3.3. No personal pool toys are allowed in the pool or spa at any time

3.4. Use of any other device such as fins, inner tubes, face masks, etc. in the pool or spa must be

approved by the Fitness Coordinator or Community Manager.

4. Pool Lane dividers/rope and Lap Swimming

4.1. Portable lane dividers/ropes are generally used as a safety measure to separate lap swimmers

from other pool users, properly guide the lap swimmer, and preclude injury from interference

from outside lanes

4.2. Portable Lane Dividers may be removed for class or activities, but need to be put back in place

at the conclusion of class or activity

4.3. Two lap swimmers may occupy a lane if both agree to share the lane, otherwise only one lap

swimmer per lane

4.4. Note that 60 laps (up and back) is a mile.

5. Showers must be taken before entering the pool or spa. A shower is provided on the pool deck and

in the Locker Rooms. If cosmetics, suntan oils or lotions are applied after swimming, a shower

must be taken before re-entering the pool or spa.

4. Athletics and Fitness 5. Swimming Pool and Outside Spa


6. Food and Drink: The prohibition on food and drink, other than non-breakable water containers with

lids, applies to the pool and spa areas, including the decks.

7. Use of the Outdoor Spa

7.1. Observe the posted maximum number of occupants

7.2. Individuals with hypertension, heart conditions or those on medication for any reason should

not use the spa without first consulting a physician

7.3. Individuals who have recently consumed alcoholic beverages should not use the spa

7.4. Swimming in the spa is not permitted and vigorous exercise tailored for specific muscle

groups should be avoided. Spa waters are maintained at approximately 102-104 degrees

Fahrenheit and are intended to relax muscles. In this environment, exercise has a tendency

to aggravate an ailment rather than improve it

7.5. Solo use of the Spa is not recommended

7.6. Spa Cover. When not in use a spa cover is in place, to preserve the heat and limit debris.

When using the spa, remove the cover; and when leaving the spa, replace the cover

7.7. Time Limit. 15 minutes is generally considered to be sufficient for muscle relaxation and

general enjoyment

7.8. Spa users may turn on the jets. The Jets need to be turned off when leaving

7.9. When exiting the spa, do so slowly and use the steps and handrail.

8. Behavior: Running or boisterous behavior is not permitted. All Residents and Guests are expected

to be reasonably controlled and well behaved. Some discretion in determining what is boisterous

or otherwise unacceptable behavior must be used in the pool/spa areas, particularly during hours

when children are permitted to be in the area. Users are asked to be reasonable in this respect

when assessing behavior of Guests younger than 18.

9. Guests under 18

9.1. The normal rules on pool and spa usage apply to all Residents and Guests. This section details

additional rules that apply to those Guests younger than 18.

9.2. Limitations. There are both time of day and age requirements for such Guests for the pool,

spa and decks.

9.2.1. Guests younger than 18 may only use the pool and spa between 2 pm and 4 pm daily.

9.2.2. Age requirement for Spa: 12 and above

9.2.3. Age requirement for Pool: 4 and above

9.2.4. Children below the allowed age for the pool or spa are permitted on the deck during

those hours.

9.3. Supervision. Children must ALWAYS be accompanied and supervised by a Resident or Guest

Pass holder.

4. Athletics and Fitness 6. Walking Track


Walking Track


1. Except for street shoes, non-athletic apparel may be worn on the walking track. Non marking shoes

are required.

2. Lap clickers/counters are available for loan at the Lodge Front Desk. Note that 18 laps make a mile.

3. All walking is done in the same direction. A sign posted on track states Tuesday, Thursday and

Saturday is clockwise, and the other days are counter clockwise.

4. Slower walkers should keep right.

5. Walking sticks/canes may be used if they have a blunt end of a material that doesn’t mark the

track.

4. Athletics and Fitness 7. Racket Sports Courts (Outside)


Racquet Sports Courts (Outside)


1. Hours. Courts are open daily from the time the Aspen Lodge opens until dusk, subject to

maintenance needs and weather.

2. If there is any debris, water or snow on the court, advise the Lodge Attendant. Do not begin play

until it is removed. Courts are not maintained (snow removed) during the winter months.

3. Dress. Appropriate tennis/sports apparel is required and upper body garments must be worn at all

times. Non-marking shoes are mandatory.

4. Food and Drink. No food or drink is allowed on the courts with the exception of unbreakable water

containers with lids.

5. Usage

5.1. Tennis Courts are for racquet sports only. No roller skates, roller blades, scooters,

skateboards, bicycles or remote control cars, etc. are allowed on the courts at any time.

5.2. Only Residents and their Guests may use the courts. Residents and Guests must have their

Resident nametags/access cards, Guest Pass or a copy of same in their possession.

5.3. Suspected non-residents using the court should be reported to the Lodge Attendant at the

Lodge Front Desk.

6. Scheduled events and group activities take precedent over open play. These are listed in advance

on the community calendar.

7. Special Rules for Court #1 and Court #2 (Ball Machine and Pickleball)

7.1. Court #1 is the court closest to the Aspen Lodge. A Ball machine is available for use on this

court only. Ball machine users may bump players off of court #1 onto court #2 if no players

are using court #2. Otherwise the ball machine users will have to wait until court #1 is

available.

7.2. Court #2 is the court farthest from the Lodge. Pickleball will only be played on this court.

Exception: During a Pickleball Group scheduled time or a scheduled Pickleball activity, then

both courts may be used for Pickleball.

4. Athletics and Fitness 7. Racket Sports Courts (Outside)


8. Sign in

8.1. Courts may not be reserved by telephone or email for open play.

8.2. All players must sign-in at the Front Desk for open play, indicating the starting time, prior to

taking the court. All players must be present to sign in. (All players need not be present to

sign in for a scheduled resident group or scheduled activity.)

8.3. Changing times during court play is not allowed.

8.4. If both courts are in use, sign up for the next available time. All players must be present when

signing up and taking to the court.

8.5. If there is a dispute about relinquishing the court, do not confront the players on the court.

Contact a Lodge Attendant who will review the sign-in sheets and determine the appropriate

thing to do. The Lodge Attendant’s word is final. The clock at the Lodge Front Desk is the

official sign in clock.

9. Time Limit for Open Play. Play is limited to 1 hour for singles and 1-1/2 hours for doubles.

10. During turnover of the courts, wait outside the gate until the group playing finishes the game (not

the set) they are currently playing.

11. Courtesy: Do not go on to the courts during play, unless you first ask the players.

12. Medical emergency: If there is a medical emergency on the court, call 911 and send someone to

advise the Front Desk at the Lodge of the situation, or send someone to the Front Desk to have

them call 911.

4. Athletics and Fitness 8. Personal Trainers


Personal Trainers (PTs)

Residents may bring in a Personal Trainer (a fitness professionals involved in exercise prescription and

instruction), as a Guest. The Resident would pay the standard daily or weekly Guest rate ($5 or $20) for

their Personal Trainer (PT). The Resident would be fully liable for their Guest, as always. The PT must

be with the Resident who hires him/her at all times. The PT will be allowed to train up to a maximum

of 4 persons at a time. In consideration to other Resident users, the Resident should conduct their

personal training activities during times of low equipment usage.

5. Communications 1. Chapter Content


5. Communications

This chapter is devoted to Communications between 1) the Association and its Member and Residents,

2) Association Advertisers and Residents, or 3) members of a Resident Group.

The main vehicle for communications is the Association’s website at www.sierracanyonreno.com.

Topics are:

1. Chapter Content

2. Communications Policy

3. Advertising Disclaimer

4. Kiosk Flyers and Posters

5. Easel Displays

6. Resident Group Guidelines For Community-wide Email Broadcasts


5. Communications 2. Communications Policy


Communications Policy

Sierra Canyon Association Media includes all communication media between the Association and its

Members. It includes: the Association’s website, broadcast emails, emails, flyers, newsletters, posters,

signs, social media sites, etc.

1. All Association media will be under the direction of the Community Manager. All content will be

written by staff, Committee Chairs or designated Residents in accordance with the Governing

Documents of the Association and policies adopted by the Board. The Community Manager has

editorial rights for all Association media.

2. The Association will financially support Association media. An advertising policy, including types,

rates, and deadlines has been developed by staff and approved by the Board. Advertising contracts

are approved by the Board. This information is available at the front desk.

3. Association media is not intended to be an instrument for personal attacks on other

Members/Residents, Board members, Management Company/personnel, Developer or staff. Any

communication determined inappropriate, at the sole discretion of the Board or Community

Manager, will be removed. Priority will be given to community announcements, time sensitive

events, meeting notices, agendas, calendar information, Association news and announcements

relevant to Resident Groups and association sponsored activities.

4. Written permission from affected Residents is required prior to publishing any Resident

information such as name, phone number, e-mail address, etc.

5. Pictures are often taken in classes or group activities at the Lodge, and may be posted on bulletin

boards, on the SC website, in the Village Life, and other places in the Lodge. Any Resident may

request that a posted picture that includes them be taken down by asking the Lodge Attendant at

the Front Desk.

6. For privacy and confidentiality reasons, access to database and database information and the

broadcasting of emails by use of the Association communication system will be limited to

authorized staff.

7. Association Website: http://www.sierracanyonreno.com. In general, the following subjects will be

covered on the Association website. Additional content may be added with the approval of the

Board of Directors:

7.1. Governing Documents: CC&Rs, Articles of Incorporation, Bylaws, Design Guidelines, Rules &

Regulations, Policies, Rules & Guidelines, Board Resolutions

7.2. Calendars: There is an online monthly calendar of Board and Association Committee

meetings, activities, fitness classes, Resident Group meetings. There is a weekly calendar of

fitness classes




7.3. Forms: ARC forms, application for committees, facility reservation contract, suggestion box

forms, group forms (Resident Group Application, Group Roster/Membership) financial forms,

etc.

7.4. Resident Group Information: Contacts, meeting dates and times, special events, Group

Profile

7.5. Association Information: All information regarding Association operations (Elections,

Budgets, committee openings, etc.) Minutes of Board & Committee meetings, agendas of

Board & Committee meetings, hours of operation, Board Resolutions

7.6. Maps: Community maps and area maps

7.7. Contacts: Association main numbers, Board of Directors, Fire Department, Police

Department, City Hall, Animal Control, Parks & Recreation Department, Utility Departments,

etc.

7.8. Association Surveys: Association surveys for those who wish to participate and the results of

the surveys.

8. Procedures for Posting on the Website and/or the Kiosk and/or the hallway Bulletin Board

8.1. Board & Committee Agendas & Minutes: Agendas will be posted as they are approved by the

Committee Chair or Board President and submitted to the Community Manager

8.2. Draft Board/Committee minutes will be removed and approved minutes will be posted, as

provided to the Community Manager

8.3. Resident Group Procedures: Resident Groups will follow the same template. Resident Group

information can be inputted by the Group Administrator or Alternate, but may be edited,

revised or deleted in its entirety by the Community Manager

8.4. Information received after 12:00 Noon on Friday may not be posted until the following

Monday

8.5. Dated material will be posted for a maximum of 31 days unless specifically requested and

approved for a longer time

8.6. Dated material i.e., specific functions, meetings, will be removed within 48 hours after the

event except on weekends and holidays.



9. Priority Posting/Printing. The following is the priority order for posting/printing when there is a

backlog:

9.1. Emergency Information

9.2. Meeting Changes – dates, locations, times etc.

9.3. Board Information

9.4. Association Information

9.5. Resident Group Information

9.6. General Information

9.7. Miscellaneous

9.8. Material to be Archived – Board & Committee minutes

9.9. Financial Statements

9.10. Audits reports/reviews.

10. The Resident directory will be maintained on the community website only. In order for a Resident

to be included, such Resident must provide written authorization. The Association will not provide

hard (paper) copies of the directory.

11. All Owners and Residents are encouraged to give the Association their email address at the Front

Desk and sign to receive Association notices and documents via email. This is to enable the prompt

dispersion of information and to save on printing and USPS mailing costs.

12. Association Newsletter

12.1. Village Life is the Association newsletter, produced by Members f. Contributions to the

newsletter are encouraged from designated Resident Group members, volunteer article

writers, Board members, Board Committees members

12.2. Content will be about the Association (social and business news) and reflect the lifestyle of

the community and its amenities. Resident Group articles, resident articles and general

articles about the Reno area will be provided

12.3. The newsletter is primarily an email or online vehicle, with a few hardcopies available at the

Lodge Front Desk

12.4. Advertising opportunities in the newsletter will match those on the Sierra Canyon community

website

12.5. Cost of producing the newsletter is included in the annual budget of the Association

12.6. The Board and/or the Association Community Manager may exercise editorial rights as

deemed appropriate at their sole discretion.

5. Communications 3. Advertising Disclaimer


Advertising Disclaimer

The Sierra Canyon Association Board of Directors has adopted the following disclaimer to be used on

all contracts and agreements made between the Association and persons/corporations wishing to

advertise on/in Association media, including, but not limited to advertising mailers, website

advertising, and hardcopy newsletter advertising.

Notice: Sierra Canyon Association reserves the right to refuse advertising. Website advertising

(including Resident Advertising) and/or Advertising mailers, or any form of advertising other

than Community Association notices, are considered a form of paid advertising and are subject

to the same policies and procedures as other advertising. All advertising copy/art work must be

submitted to the Sierra Canyon Community Manager prior to posting or mailing of

advertisement. This does not constitute an endorsement or approval of goods or services

advertised herein by Sierra Canyon Association and Sierra Canyon assumes no responsibility for

any advertising. Additional rates, deadline and policy information may be obtained by

contacting Sierra Canyon Front Desk at 624-2900.

5. Communications 4. Flyers and Posters


Kiosk Flyers and Posters

1. There is an advertising Kiosk in the Aspen Lodge lobby.

1.1. The Community Manager coordinates the use of the Kiosk; all questions regarding this

policy/guidelines and such use should be directed to the Community Manager

1.2. The Community Manager and staff will be responsible for upkeep of the kiosk

1.3. See the posting procedures in section 2, “Communications Policy” earlier.

2. Use:

2.1. Only flyers, posters and Association forms/flyers (including flyers for SOA and SCA board

candidates) may be posted on the kiosk

2.2. No outside vendors will be allowed use of the kiosk unless they are advertising on the

Association website or within a Sierra Canyon publication

2.3. Only the Board of Directors, Standing and Ad Hoc Committees Chairs, Resident Groups’

designated contacts, and advertizing vendors are allowed to submit material for posting.

Association activities and notices are also allowed

2.4. Regularly occurring meetings, classes or participation sessions may be advertised in flyers, but

not posters, unless the meeting, class or session involves a special one-time speaker.

3. Number of Postings: Each group/committee will ordinarily be allowed to post up to two (2)

individual flyers, posters or a combination at any given time.

3.1. Additional flyers or posters must be authorized by the Community Manager

3.2. Approximately fifty (50) 8 ½” X 11” flyers will fit in a designated slot and no more than two (2)

slots are to be used for an individual flyer

3.3. It is up to each group/committee to provide all copies of flyers.

4. Size of Postings: Flyers will be 8 ½” X11” only. -Posters will be no smaller than 11” X 17” and no

larger than 18” X 30”.

5. Appearance: Flyers and posters must be typed, computer generated or professionally typeset. No

handwritten flyers or posters are permitted.

6. Timing: Posters may be displayed 60 days prior to an event date. Posters must be initialed and

date stamped by the Community Manager or designee, who will then post them on the Kiosk.

Posters will be removed from the Kiosk the day after the event.

5. Communications 5. Easel Displays


Easel Displays:

1. The Community Manager and Administrative Coordinator may post information on easel(s) in the

Lodge Lobby.

2. Information about/from the Board of Directors or Board Committees and Emergency

Information/Changes has priority for easel space.

3. Association sponsored activities or events have second priority for easel posting. These may be

posted a month or more before the event so Residents “can save the date.”

4. The Program Coordinator, with final approval by the Community Manager, determines and

coordinates postings on an easel and/or the Kiosk.

5. Communications 6. Residential Group Guidelines for Email Broadcasts


Resident Group Guidelines for Community-wide Email Broadcasts

Resident Group email broadcasts are allowed to provide a venue through which a Resident Group

Administrator can announce a special event applicable to all Sierra Canyon residents.

1. These guidelines are posted in the Group Administrator’s guide on the website.

2. Community-wide Email Broadcasts are available only to bona-fide, approved Resident Groups.

3. Only a Group Administrator has access to and, therefore, can submit the details of their special

group event for the community-wide email broadcast service.

4. A Group’s special event will be broadcast via email to Sierra Canyon residents around the 1st day

and 15th day of each month, i.e., there will be two community-wide email broadcasts each month.

5. The event details shall be submitted online through the Sierra Canyon website by first clicking on

and then filling out the Group Special Event News form found in the Groups drop-down menu.

6. The form is due seven (7) business days prior to the broadcast date, and the event may be

broadcast up to three (3) times.

7. A group special event is defined as a group-sponsored activity to which every resident in the Sierra

Canyon Community is invited, whether fee-based or free. These announcements may be, but are

not limited to:

7.1. Announcing the first meeting for a newly-approved group

7.2. A special event which is scheduled no more than four (4) times in a calendar year

7.3. A guest speaker for a presentation and/or workshop

7.4. A theatrical, musical or dance performance

7.5. A group fundraiser

7.6. A special activity which occurs infrequently outside the group’s regularly-scheduled meeting

time and place (no more than four (4) times in a calendar year)

7.7. An event sponsored by more than one group and which fits the above criteria

7.8. A permanent change to the group’s regularly-scheduled meeting time, date, or place.

8. What is NOT a special event:

8.1. Regularly-scheduled group meetings

8.2. New member recruitment

8.3. Group outings on a weekly or monthly basis, such as motorcycle runs, luncheons, gadabouts,

hikes, snowboarding and skiing, to name a few (these outings are defined as a regularly-

scheduled group meeting)

8.4. Guest speakers who attend more than four (4) times in a calendar year.

6. Outdoor Areas 1. Chapter Content


6. Outdoor Areas

Excluding City owned streets, all areas in Sierra Canyon that are not or will not be part of an individual

private lot, are Common Areas owned by Sierra Canyon Association. Throughout the Sierra Canyon

community, some of these areas are available to accommodate recreation and leisure activities. This

chapter provides information about these areas (Members’ responsibilities, Association policies), as

well as some policies/rules governing other outdoor Resident behavior.

This chapter includes the following sections:

1. Chapter Content

2. Trails & Walking Paths

3. Picnic/BBQ Areas

4. Additional Plantings in Common Areas

5. Pets

6. Bird Feeding

7. Parking

8. Blinking Porch Lights

9. Garage Doors

6. Outdoor Areas 2. Trails and Walking Paths


Trails and Walking Paths

1. Sierra Canyon contains miles of asphalt trails that are maintained either by the SC Association or by

the SOA and are for use by Residents and Guests, for walking, jogging and biking.

2. Motorized vehicles (except those used for landscape maintenance) are not permitted on any of the

paved trails.

3. All Trails and Walking Paths are on a “use at your own risk” basis.

3.1. Some trails are steep and may prove difficult to traverse for some individuals.

3.2. Trails are unsupervised and Residents and Guests should exercise caution when using them.

4. Dog walkers should avail themselves of the plastic disposal bags available at multiple sites along

the trails. Take the plastic disposal bags with you and deposit them in a garbage can. Even though

some trails are in wild areas, they are still SCA Common Areas, and dog owners must clean up after

their pets. See section 5, “Pets” later in this chapter regarding this legal obligation.

5. Certain indigenous species of plants, birds and wild animals occupy some of the park and open

areas. Please take care not to harm the plants and do not feed any of the animals or birds.

6. There are some unpaved, unimproved trails that go up Peavine Mountain, some are authorized

trails in Washoe County with specified trail heads. See Washoe County and Reno trail system maps

on the Internet.

6. Outdoor Areas 3. Park/BBQ Areas


Picnic/BBQ Areas

1. Association recreational Common Areas and BBQ/picnic areas are “first-come, first-served”. These

are the Village 6 park (Quail Run) and the Village 9 park, and other select locations.

2. There are also BBQs on the Lodge Patio, but they must be reserved in advance at the Front Desk.

3. If a large group activity is planned such as an extended family gathering, a birthday or village party,

then a Resident sponsor should stake a claim with supplies, decorations and/or signage.

4. The person(s) utilizing the specific outdoor area is (are) expected to clean all areas following use

and any charcoal is thoroughly extinguished.

5. These areas are for the exclusive use of Residents and Guests, and are not part of the Reno Parks

System

6. Outdoor Areas 4. Additional Plantings in Common Areas


Additional Plantings in Common Areas

1. Common Areas are defined as all of the real property designated as such by Sierra Canyon

Association pursuant to final maps recorded with respect to any Phase of the Sierra Canyon

development and all real property interests (e.g. fee title or easements) acquired by the

Association. Typically Common Areas encompass:

1.1. Trails

1.2. Mow strips and/or medians that are not part of individual Homeowner’s lot (e.g., along Del

Web Parkway)

1.3. Open spaces within Sierra Canyon’s boundaries that are not part of any private lot

1.4. The two parks in Village 6 and 9.

2. Any additional plantings in any Sierra Canyon Common Area desired by a Resident are only

permitted with explicit approval of the Board of Directors, and if approved, will be installed by the

Association’s landscape contractor. Without such approval, if a Resident plants a tree, bushes or

other plants in the Common Area, the Association may remove those plants at the Owner’s

expense at the sole discretion of the Association.

3. Members wanting to have landscaping installed in any Common Areas must:

3.1. Complete an application (obtained from the Community Manager or the Sierra Canyon

website) for donation of landscaping, and submit it to the Association’s Community Manager

for the Board’s approval

3.2. Provide detailed drawings of the proposed area, indicating existing and new landscape,

including botanical and common names for the additional plantings

3.3. Agree to pay the fee the SCA landscape contractor charges the Association for purchase and

planting the requested landscaping

3.4. Obtain the signature and comments of the Owners of surrounding properties. Consideration

will be given to protect the views of surrounding properties, although no views are

guaranteed.

4. Note that the CC&Rs prevent private gardening or placing of objects on any Common Area,

including those on the Common Area side of the split rail backyard fence of an Owner’s lot.

5. Owners are prohibited from irrigating or altering irrigation systems in common areas.

6. Outdoor Areas 5. Pets


Pets

Although pets and pet ownership is often a key ingredient to an individual Resident’s happiness, pets

also cause significant friction and a large number of complaints. People on both sides of the issue need

to be respectful of the rights and obligations of all.

1. No pet is allowed inside any part of the Aspen Lodge unless it is a service animal or service animal

in training accompanying a person with a disability, as defined by NRS 426.097 and NRS 426.099.

2. Every person who is the owner or has the care, custody or control of a pet has the duty to keep the

pet on their lot under the control of the person, restrained by fence, chain, leash or other adequate

means so that the animal shall not leave the premises upon which it is kept without its owner or

caretaker.

3. Leash Requirement: Pet owners are reminded that while walking pets everywhere in the

community, including but not limited to Park areas, mail box stations and trails, pets MUST be

controlled by a leash. (This is a City ordinance as well as an Association rule.)

4. Pet owners/walkers must expedite the removal and disposal of solid pet waste. Picking up after

pets is not just a good idea for everybody's health, it's "the law". Washoe County Code mandates:

you must not allow your animal to defecate on public or private property without immediately

removing and properly disposing of feces (Washoe County Code, 55.130). That is best handled by

carrying, using and properly disposing of plastic disposal bags available or similar to those available

at multiple sites along the community asphalt trails. On streets with houses on only one side, walk

the pet on the non-house side of the road.

5. Pets are not allowed on the private property of others, including a mow strip area, without the

Owner’s permission. If animals defecate on someone’s lawn, even if it is removed, it still leaves

waste behind, and urination can kill lawns. Individual Residents can report the violation to the the

Assistant Community Manager, (preferably by email), but must be able to provide the incident

address, the address of the animal owner, and the date and time of the offense.

6. Nuisance complaints, i.e. barking dogs and/or aggressive dog behavior problems may be brought to

the attention of the Assistant Community Manager, or preferably, taken directly to the Washoe

County Animal Control who has the actual responsibility for remedying the situation. Please include

date, time and address. (Note that aggressive dog behavior falls under Reno and Washoe County

statutes).

6. Outdoor Areas 6. Bird Feeding and Feeders


Bird Feeding

1. Bird feeders installed on a Member’s private property must be at least 5 feet from any property

line of the lot

2. Bird feeders may not be placed on any part of a Common Area.

3. Bird Feeders are limited to two (2) per private lot, one liquid feeder and one non-liquid feeder.

4. All hand tossing and ground feeding of birdseed is prohibited. This includes all property within the

private lot/fence lines, whether 5 feet from any property line or not, any part of an Association

Common Area, or any part of the community deemed unacceptable to the Board in its sole

discretion.

5. All bird feeders must be pigeon proof. By way of example and not an exhaustive listing of pigeon

proof feeders, bird seed must have all hulls removed and must not contain corn, oats, wheat, millet

or any other ingredients that will attract pigeons. The design of bird feeder shall not allow pigeons

to land and roost on the feeder.

6. Residents are responsible to employ good practices regarding the use of bird feeders. This includes,

but is not limited to, regular cleaning of the bird feeder and the surrounding area especially

underneath the feeders.

7. In spite of their best efforts, if a Resident’s bird feeder turns out to be a pigeon attractor, the

Association will require its removal as a public nuisance.

8. Any Resident that is deemed to have violated these rules shall be deemed to have created a

nuisance (Somersett CC&Rs) and the Member will be subject to the Violations process as outlined

in Chapter 9.

6. Outdoor Areas 7. Parking


Parking

Parking is governed by City Law (streets and sidewalks), the CC&Rs (both Somersett and Sierra

Canyon), and SOA and SCA Policies, Rules and Guidelines

1. Each residence in Sierra Canyon includes a minimum of two parking spaces in an enclosed garage

and two unenclosed parking spaces in front of the garage(s)

2. When parking a vehicle in a driveway, do not block sidewalks as it is a violation of state law

3. Vehicles parked/stored on the street in excess of three (3) days should be reported to Reno Direct

at 775-334-2099. They will ask for vehicle make, model, color, license plate and location. You are

not required to give your name. They will contact the Police Department

4. The Association has the right, by state law, to direct the removal of any vehicle improperly parked

on any Common Area owned by the Association

5. The Community Manager’s permission is required for any overnight parking at the Aspen Lodge.

6. The nominal movement of any vehicle shall not be allowed to circumvent any of these parking rules.

6. Outdoor Areas 8. Blinking Porch Lights


Blinking Porch Lights

1. The original purpose of the blinking light capability was to facilitate emergency vehicles, e.g.,

ambulances, in finding a house, as many homes look similar.

2. Because homeowners use the blinking lights for a variety of purposes (both emergency and non-

emergency, e.g., pizza delivery), no action will be taken if a blinking porch light is reported to the

Lodge Front Desk.

3. There is nothing in SCA Governing Documents to prevent a Resident from making arrangements

with their immediate neighbors on actions to take if their lights are blinking.

6. Outdoor Areas 9. Garage Doors


Garage Doors

1. Garage Doors should remain closed except when a vehicle is entering/exiting or when a Resident is

doing work in and around the residence. This is a Somersett CC&R requirement.

2. The door may be raised up to twelve (12) inches for ventilation, with the Resident accepting any

risk.

3. Residents who notice a neighbor’s garage door left open are encouraged to first check with the

neighbor - most often it is either a simply an act of forgetfulness or a malfunction - rather than

report a violation to the Assistant Community Manager.

7. Board, Committee and Member Meetings 1. Chapter Content


7. Board, Committee and Member Meetings

This chapter addresses policies related to meetings of the Association, its Committees, and Code of

Conduct.


1. Chapter Content

2. Meetings of the Sierra Canyon Association

3. Board and Committee Meetings

4. Member Meetings

5. Sierra Canyon Association Committees

6. Board and Committee Code of Conduct

7. Sierra Canyon Association Committee Charter Template

7. Board, Committee and Member Meetings 2. Meetings of the SC Association


Meetings of the Sierra Canyon Association

1. There are three types of Sierra Canyon Association Meetings:

1.1. Board of Directors Meetings: Meetings of the elected/appointed Directors of the Association.

Members may attend and observe the proceedings, and may address the Board at designated

points in the agenda, but do not vote in the proceedings

1.2. Committee Meetings: Meetings of Committees appointed by the Board. Community

Members may attend and observe the proceedings, but may not participate except at the

discretion of the Committee and do not vote

1.3. Members’ Meetings: Meetings where all the Members of the Association may participate

and may vote. The Bylaws mandate an Annual Meeting and NRS 116 mandates a Budget

Ratification Meeting.

2. With the exception of the Board meeting in Executive Session and ARC meetings (NRS 116

mandates the confidentiality of individual ARC submissions), all meetings are open to all Members

in good standing (current in their assessments), but not to Tenants or Guests.

3. Agendas for all meetings are published on the SC Association’s website prior to the meeting, and/or

sent out in an “all Members” email blast at least a week prior to the meeting, per NRS requirement.

Committee agendas may be revised/changed at the start of any meeting.

4. Three minute rule: All meetings will include at least one period set aside for Member comments:

4.1. A Member can speak for at most 3 minutes, regardless of the number of lots they may own

4.2. No Member can surrender any of their allotted time to another Member

4.3. All Members present will be allowed to speak at least once

4.4. Because of time constraints or the size of the meeting, and at the discretion of the Chair,

comments may be limited to either a single round of comments, or some other set number

4.5. A Member who has already spoken may respond to direct questions from the Chair regarding

the topic they have raised

4.6. The three minutes may be officially timed and/or extended to five at the sole discretion of the

meeting Chair.

5. Members have the right to submit a written comment on a specific agenda item before the start of

any Board meeting (forms are available at the meeting sign-in desk). This allows the Board to

consolidate similar questions/comments and a Member to question, comment on, or discuss a

specific agenda item at the beginning of the Member comment period (“Homeowner Forum”), or

when the Agenda item comes up, at the discretion of the Chair. All discussion must be germane to

the specific agenda item for which the request was made. The three minute rule still applies.

7. Board, Committee and Member Meetings 3. Board and Committee Meetings


Board and Committee Meetings

1. The following “Informal Procedures from the Robert’s Rules of Order” will apply to Board and

Committee meetings, (where “member” means an Association Director on the Board, or a voting

member of a Committee):

1.1. Members do not have to stand or be recognized by the chair in order to speak or make a

motion

1.2. Motions need not be seconded, except for public Board of Directors' meetings where a

second will be required prior to discussion. Note that a second implies more than one

member has an interest in the subject

1.3. Usually the maker of a motion is the first to speak about it immediately after the chair has

stated the motion

1.4. A member may speak any number of times on a question (not just two), and motions to close

or limit debate are generally not permitted. However, a motion to table the discussion is

permitted, and if seconded and majority approve, the motion is laid aside

1.5. A motion does not have to be pending in order to discuss a subject informally. However, a

motion enables the secretary to make accurate minutes. Even a brief identification of

“informal” discussions need to be included in the Board minutes

1.6. Votes can be taken initially by a ‘voice’ vote or a show of hands

1.7. If a proposal is perfectly clear to everyone it may be voted on even though no formal motion

has been made, except at public Board of Directors' meetings where a motion is required

1.8. In putting questions to a vote, the chair need not stand

1.9. The chair can participate in debate just as any other member, and can also make motions and

vote.

2. Agendas for public Board meetings will contain two periods of homeowner comment. Members

when acknowledged by the Chair will stand, state their name, and then address the Board. The 3

minute rule discussed previously will apply. The periods occur:

2.1. At the beginning of each meeting, and comments (whether written or oral) must relate to the

published agenda

2.2. Immediately prior to adjournment, with comments and discussion of those comments

covering any topic of owner interest relevant to the Association. Note however, except in

emergencies, no action may be taken until the matter has been specifically included in a

subsequent Board meeting agenda.

3. The agenda for Committee meetings will contain a period devoted to comments by owners and

discussion of those comments. The comments will be taken at the beginning of the meeting or at a

time appropriate for those comments as determined by the Chair.

7. Board, Committee and Member Meetings 4. Members Meetings


Members Meetings

1. There are two (2) Sierra Canyon Association scheduled Member Meetings:

1.1. The Annual Meeting of Members is currently scheduled for the 3rd Wednesday in February,

immediately after the February Board meeting.

1.2. Member’s Budget Ratification Meeting, scheduled by the Board of Directors, typically in the

late Fall, after the Board has ratified the budget at a public Board Meeting.

2. The following “Informal Procedures from the Robert’s Rules of Order” will apply to these meetings:

2.1. A motion does not have to be pending in order to discuss a subject informally.

2.2. Votes can be taken initially by a ‘voice’ vote or a show of hands.

2.3. Usually the maker of a motion is the first to speak about it immediately after the chair has

stated the motion.

2.4. In putting questions to a vote, the chairperson need not stand.

2.5. The chair (if a Member) can participate in debate just as any other Member, can make

motions and vote.

3. The Annual Meeting of Members is chaired by a Member appointed by the Board or the

Community Manager. The purpose of the meeting is to:

3.1. Review accomplishments over the past year

3.2. Provide a financial review of the prior year

3.3. Discuss plans for the future

3.4. Approve minutes of the prior year’s Annual Meeting

3.5. Listen to Owners comments and concerns (subject to the three minute rule discussed earlier)

3.6. Count ballots for the election of vacant Member seats on the Board, and announce the newly

elected Member Directors for the Board. The Votes are counted by the Nominating

Committee.

4. The Budget Ratification Members Meeting is chaired by the Board Treasurer, another Board

member, or the Community Manager. The purpose of the meeting is to:

4.1. Approve the previous years' minutes

4.2. Ratify the annual budget. Per NRS 116.31151(3): “Unless at a meeting a majority of unit

owners, or any larger vote specified in the declaration, reject the proposed budget, the budget

is ratified…” Therefore, by simply holding the meeting, and not voting to reject the budget,

the budget is ratified. If a vote on the budget is necessary, it will be by voice vote or show of

hands. If any vote counting is required, it will be done by the Community Manager if present

or by the meeting’s Chair otherwise

4.3. Listen to Members comments and concerns (subject to the three minute rule).

7. Board, Committee and Member Meetings 5. SC Association Committees


Sierra Canyon Association Committees

1. The Architecture Review Committee (ARC), its responsibilities and functions are spelled out in the

Sierra Canyon Association CC&Rs. Note that it governs private lots, not the Common Areas or the

Lodge owned by the Association.

2. The Bylaws call for the Board to appoint a Nominating Committee in advance of the Annual

Meeting of Members to nominate/solicit candidates to stand for election for the Member seats on

the Board of Directors. That committee’s function ends with the Annual Meeting. This committee is

a standing committee, though its membership is appointed annually.

3. Article X of the Association Bylaws permits the Board to appoint either standing or ad hoc

committees to advise and make recommendations to the Board on specific topics. Committees are

appointed by either a Resolution or a motion of the Board, along with adoption of a specific

Charter or task for the committee. Ad Hoc Committees function for a period of time and then

disband after their task is completed. Standing Committees serve until the Board decides to

disband the Committee, though its membership may change over time per its charter. Some

committees are chartered but never become functional (i.e., never have Members appointed to

the Committee).

4. The ARC members shall sign a confidentiality agreement with the SCA given the type of information

they are receiving. The Board may also require other committee members to sign a confidentiality

agreement, if deemed necessary.

5. The Board shall identify training to Committee members by qualified individuals as to their

responsibilities and methods of conducting meetings.

6. All Committees shall have professional staff assistance at each of their respective meetings.

7. All Committees (except the ARC and Nominating, see above) shall have a Charter following the

Template in Section 7 of this Chapter. Since Officers and Members have two (2) year terms, the

Board has an automatic biennial review opportunity to continue or sunset the Committee.

8. Active Committees, as of the February 2015 Board Meeting:

8.1. Architecture Review Committee - Standing

8.2. Budget and Finance Committee - Standing

8.3. Facilities Committee - Ad Hoc

8.4. Landscape - Ad Hoc

9. The Association website has a page for each committee, with links from there to its charter,

membership, minutes and agendas. Work product can be seen under the “current” tab.

7. Board, Committee and Member Meetings 5. SC Association Committees


10. Per Robert’s Rules of Order, a committee quorum is the number of members required to be

present at a meeting for the body to make binding decisions. A committee may discuss business

without a quorum present, but must wait for a quorum before voting. A quorum is usually a simple

majority, unless the Governing Documents, Committee Charter, or NRS 116 specifies a lesser

amount.

11. All Committee Member are required to complete and sign a Confidentiality Agreement annually,

which will be kept under files by the Community Manager for each Board appointed Committee.

7. Board, Committee and Member Meetings 6. Board and Committee Code of Conduct


Board and Committee Code of Conduct

Board Members and Committee Members at the beginning of their term are asked to sign a copy of

this code indicating that they have read this policy.

1. Recitals

1.1. The use of pronouns throughout this Resolution is meant to be interchangeable. The use of

the term "he" and “his” includes "she" and “hers” and vice versa

1.2. This Resolution is fully applicable to all Committees. As applicable, the use of the term

“Board" shall be changed to the term "Committee", and the use of the term "President" shall

be changed to the term "Chairperson" or “Chair”.

2. Conduct and Decorum at Meetings

2.1. Board members shall exercise their best efforts to attend and be on time at all meetings or

functions of the Board of Directors and shall plan to be in attendance at all times during the

proceedings. Whenever a Board member knows in advance that he cannot attend a meeting,

will be late for a meeting, or will have to leave a meeting early, he shall exercise best efforts

to inform the President or Community Manager in advance of the meeting

2.2. There shall not be a dress code for Board meetings. Casual and informal clothing is perfectly

acceptable attire; however, each Board member is expected to dress consistently with the

Board's objective of promoting and pursuing a high standard of respect and decorum at its

meetings and functions

2.3. When the President calls the meeting of the Board of Directors to order, all members of the

Board shall turn off any cell phones, beepers, or other forms of telecommunications

equipment which might interrupt the fluidity of the Board meeting or distract any other

member of the Board. If special circumstances warrant the use of such equipment, then the

member of the Board who wishes to use such equipment shall make arrangements with the

President to obtain permission to do so either before the President calls the meeting to order

2.4. When the President calls the meeting to order, all members of the Board shall organize their

reading materials pertaining to the meeting and put away any other unrelated material. All

conversation with fellow Board members shall immediately cease, as well as any other

activity which might interrupt the fluidity of the meeting or distract any member of the Board

2.5. Eating of food during the meeting at the table where, the Board conducts its business shall be

prohibited, unless the President waives the prohibition for all members of the Board, which

the President may do under special circumstances; otherwise, all eating of food during the

meeting must take place in a specially designated eating area. Drinking of beverages during

the meeting at the table where the Board conducts its business shall be permitted

2.6. When a member of the Board wishes to speak at a meeting or function of the Board, he shall

raise his hand and wait for the President to formally recognize him for the purpose of

granting him the floor. No member of the Board shall speak out of order or without



recognition from the President, nor shall any member of the Board engage in any activity

which interrupts or distracts any member of the Board when another member of the Board

has the floor for discussion purposes. The President shall not recognize any member of the

Board more than once on any motion until all members of the Board who wish to discuss the

motion have had an Opportunity to speak. At all times, the President shall determine who has

the floor to speak and may impose uniform time limitations

2.7. Board members shall not use inappropriate body language or verbal tone during their debate

of the issues. Any actions or comments designed to insult, demean, or attack the personal

character of any member of the Board or the Board as an entity shall be strictly prohibited.

Board members owe a special duty of civility to the Association's membership and shall be

particularly courteous to the individual Members at all times during official functions of the

Association

2.8. The President shall have the unilateral authority to enforce the code of conduct or may do so

in response to the un-seconded request of any other member of the Board if the President

agrees with the request. The first step of enforcement shall consist of the President issuing a

call to order to the particular member of the Board, who then must obey the directive

immediately; however, the member called to order shall have the right to appeal the

President's ruling, which appeal shall be open to debate and vote of the Board

2.9. In any instance of a flagrant or repeated violation of this code of conduct, the President may

unilaterally issue a ruling to that effect against the offending member and may require the

offending member of the Board to leave the premises of the meeting. Any such ruling shall

not be appealable by the offending member and must be immediately obeyed, unless

another member of the Board wishes to appeal the President's ruling, in which case the

appeal shall be open to debate and vote of the Board

2.10. The Board further reserves additional enforcement powers, as set forth in item 6 below.

3. Duty of Respect for the Board

3.1. All members of the Board owe a duty of respect to the Board of Directors as an entity,

particularly with respect to its formal votes and formally approved policies. If conducted

civilly, robust disagreement between members of the Board is perfectly acceptable behavior,

even strongly encouraged, as it is often necessary and appropriate for the development of the

best decision-making process; however, once the Board formally votes on a matter, no

member of the Board shall engage in any unauthorized activity which undermines the ability

of the Board to successfully effectuate the results of the vote. The duty of respect owed to

the Board requires dissenting members to work within the formal procedures of the Board to

modify or revise the previously adopted votes or approved policies with which they disagree.

Dissenting members of the Board may voice their disagreements with any such votes or

policies at any official function of the Association, but must do so in a manner which shows

respect for the Board as an entity



3.2. All members of the Board shall recognize that their individual behavior is a reflection upon

the Board as an entity; therefore, they shall at all times refrain from any public conduct within

the community which would bring the Board into disrepute.

4. Dualities and Conflict of Interest

4.1. Members of the Board owe a fiduciary duty to the Association which requires them to

consider only the best interests of the Association when they vote on any matter and to

exclude any competing interest from their consideration. If a member of the Board has any

duality of interest, concerns which compete with his fiduciary duty, or any conflict of any sort,

then he must disclose such interest, concern, or conflict on the record. If he believes that such

interest, concern, or conflict prohibits him from the exercise of his fiduciary duty, then he

must recuse himself from voting or discussing the motion and announce his intent to do so. If

he believes that such interest or concern does not rise to the level of a conflict of interest and

does not impede his ability to exercise his fiduciary duty, he must state his reasons on the

record and bar intent to participate in the discussion and vote on the motion. Under such

circumstances, the President shall have the authority to call for a vote of the other members

of the Board to approve the right of the member to participate in the discussion and vote.

Under such circumstances, the other Board members shall presume good faith on the part of

their fellow member of the Board and shall not vote to disapprove their fellow Board

member's right to participate in the discussion and vote unless there is clear and convincing

evidence that the member's participation in the discussion and vote would damage the

integrity of the Board and be injurious to the interests of the Association

4.2. Under no circumstances shall any member of the Board participate in the discussion or vote

on any matter in which the member has a conflict of interest. For the purposes of this

resolution, the term "conflict of interest" shall include, but not be limited to, the following

situations:

4.2.1. Whenever the Board intends to review a case involving the compliance of a member of

the Board with the Association's legal requirements, the relevant Board member must

recuse himself from the discussion and voting on the matter

4.2.2. Whenever the Board intends to review a contract or expenditure of funds involving the

direct financial interest of a Board member, the relevant Board member must recuse

himself from the discussion and voting on the matter. Except for a developer appointed

Board member, no Board member may enter into a contract, renew a contract with the

Association or receive any commission, personal profit or compensation of any kind

from the Association.

4.3. No member of the Board shall vote to approve the expenditure of funds for the acquisition of

services or goods from any Board member, relative of a Board member, or entity which is

affiliated with any of the Board members or their relatives, unless the Board member with

such relationship discloses the relationship on the record and there is convincing reason to



believe that a vote in favor of such an expenditure would be in the best interests of the

Association. Under such circumstances, the vote must pass by at least a two-thirds majority of

a quorum of members of the Board of Directors and the Board member shall immediately

resign if the Board approves a contract or renews a contract or approves any commission,

personal profit or compensation of any kind

(Example: The brother-in-law of a member of the Board is the part-owner of a landscape,

company which submits a proposal for services to the Association. With price, track record,

and quality of service considered, the proposal appears to the best proposal in a competitive

bid situation. The related member of the Board clearly has a duality of interest which he must

disclose on the record before the Board begins its discussion. If he believes that the duality of

interest does not impede his ability to exercise his fiduciary duty, and, therefore, he intends

to participate in the discussion and voting on the matter, he must disclose his intent to do so.

The President may call a vote of the other members of the Board to approve his right to

participate in the discussion and vote on the matter. If the Board approves his right to

participate in the discussion and vote on the matter, then the Board may proceed with a vote

on a motion to retain the landscape company operated by a relative of the Board member,

but it must pass by at least a two-thirds vote of a quorum of members of the Board)

4.4. Under no circumstances shall any Board member solicit a gift or gratuity of any sort from any

vendor or professional serving the Association (or attempting to obtain business from the

Association). Any member of the Board who receives an unsolicited gift or gratuity must

promptly disclose the receipt of the gift or gratuity at a duly convened meeting of the Board.

The Board of Directors shall then decide on the public record whether the member of-the

Board should return the gift, turn it over to the Association, or, if the gift is of innocuous

consequence or nominal value, keep the gift. This prohibition does not cover situations where

members of the Board meet with a vendor or professional to discuss business matters of the

Association at times when it would be ordinary to have breakfast, lunch, or dinner and the

vendor or professional pays for the meal. Such circumstances shall be considered ordinary

and acceptable acts of professional courtesy on the part of the vendor or professional.

5. Confidentiality Requirement

5.1. All members of the Board shall recognize that matters pertaining to the Association's business

conducted in executive session should be kept confidential and not disclosed to the

community membership or to members of the public at large. The same applies to any

written communications from legal counsel denoted as a confidential document. Board

members shall not disclose Confidential Information (as that term is defined below) under

any circumstances to any person not on the Board without the express consent of a majority

of the Board voting at a duly convened meeting of the Board of Directors



5.2. In any instance when a Board member might be confused about the confidentiality

requirements and in order to minimize the possibility of inadvertent disclosure, Board

members shall consult with the President before making any disclosure to any third party

which might arguably release any Confidential Information covered by this Resolution, as that

term is defined below

5.3. All Confidential Information is the property of the Association. Board members shall keep in

strict confidence any and all information, documentation, records and devices which contain

Confidential Information, and, upon the expiration of the Board member's term, shall return

all Confidential Information in his possession to the Board and shall keep confidential all non-

tangible Confidential Information

5.4. The term "Confidential Information" shall mean any information related to:

5.4.1. Communications with the Association's legal counsel or professional consultants unless

designated for public distribution or designated as not being confidential

5.4.2. Pending litigation

5.4.3. Pending matters involving formal proceedings for enforcement of the Governing

Documents or rules or regulations of the Association

5.4.4. Pending negotiations for transactions involving the Association and agreements

containing confidentiality requirements, or

5.4.5. Minutes of meetings of Executive Sessions of the Board of Directors, and the substance

thereof

5.4.6. Correspondence/memos from the Community Management Company to the Board for

review prior to a Board discussion at a Board meeting.

5.5. Confidential Information shall not be deemed to include information:

5.5.1. That at the time of disclosure is available to the general public through public records or

records of the Association which the Association must make available to the Members

for inspection or copy under state law;

5.5.2. That an administrative agency or court of competent jurisdiction orders to be disclosed,

provided however, that upon receipt of any order, subpoena, or summons of any kind,

before providing the information or document requested the Board member shall give

the Association immediate notice thereof in order to allow the Association an

opportunity to protect its Confidential Information. The Board member shall provide all

necessary cooperation for this purpose.



6. Enforcement:

In addition to the enforcement remedies provided to the President stated above, the Board may

enforce this resolution by the following means: private reprimand, public censure, suspension from

the Board for a maximum of two months, or the initiation of a removal action.

The Board shall not take any such enforcement action against any Board member until the Board

votes on the public record to cite the member of the Board with a flagrant or repeated violation of

the code of conduct cited herein. The Board must then provide the Board member in question with

written notice of the alleged violation and an opportunity to be heard on the matter at a duly

convened meeting of the Board. Once the Board concludes this process, it may vote to impose or

pursue any of the enforcement actions cited above.

7. Board, Committee and Member Meetings 7. SCA Committee Charters


Sierra Canyon Association Committee Charter Template

A Charter is both a grant of the ability to make recommendations to the Board and a limitation on

Committee activities and scope.

Committee Charters will consist of two parts. The first part consists of a Statement of Purpose and

Responsibilities that will be unique to each Committee. The second part consists of boilerplate

common to all Committees dealing with its organization, officers, duties, membership, and meeting

requirements.

The following items are unique to each Committee:

1. Purpose: a brief overview description of the rationale for the Committee

2. Responsibilities: a detailed listing of the responsibilities of the Committee.

2.1. Note that all Committee decisions are in fact recommendations to the Board of Directors, are

conveyed to the Board of Directors in a written report, and are not enforceable without the

Board adopting the report

2.2. Note that Architecture Review Committee (ARC), its responsibilities and functions are spelled

out in the Sierra Canyon Association CC&Rs. If there is any conflict between the CC&Rs and

the boilerplate below, the CC&Rs prevail. See section 5, Item 1, earlier in this chapter

2.3. Note that the Bylaws of the Association define the purpose and Responsibilities of the

Nominating Committee, and if there is any conflict between the Bylaws and the boilerplate

below, the CC&Rs prevail. See section 5, Item 2, earlier in this chapter.

The following items are common to all charters:

3. Organization:

3.1. The Committee shall be composed of five (5) Members, all of whom are appointed by the

Board. The Board shall assign a Board Member to serve on each Committee. The other four

Committee Members shall be drawn from the membership of the Association who are not on

the Board. All Committee Members are Voting Members.

Note: If a Committee currently has more than 5 Members, it will be reduced via attrition to 5

3.2. Association Members having a unique expertise on issues under consideration may be

requested by the Chair, as needed, to serve as non-voting advisors to the Committee

3.3. The Committee may request the Board to appoint a member of the Management Company

staff to serve as non-voting advisory members of the Committee

3.4. The Committee may establish Subcommittees, as needed, which may consist of Committee

Members and persons from the general membership (if permitted by the Association’s

governing documents). All subcommittees shall be chaired by a member of the Committee

and make all recommendations to the full Committee. Whenever a new Subcommittee is

formed, the Chair shall report the Subcommittee’s purpose to the Board



3.5. Officers shall be a Chair, Vice-Chair and Secretary. The Chair and Vice Chair must be Voting

Members of the Committee. The Secretary may also be a Voting Member, a Resident

volunteer who is not a Committee Member, or a Management Company staff member.

Officers are appointed/approved by the Board and may be based on recommendations of the

Committee Members.

4. Duties of the Officers:

4.1. Chair:

4.1.1. Conducts meetings of the Committee

4.1.2. Prepares meeting agenda, with assistance of Vice-Chair if necessary

4.1.3. Reviews draft minutes prior to their distribution to committee members

4.1.4. Prepares a written report of committee activities after each meeting, including all

requests for action by the Board. Submits report at least seven (7) days prior to the

regular Board meeting and may present it orally at that meeting. Draft minutes,

approved by the Chair, may be submitted in lieu of a separate written report

4.1.5. Personally reviews or delegates the review of all written responses, statements and

recommendations of the Committee which are not voted on during Committee

meetings

4.1.6. Obtains prior written approval of the Board and Community Manager before funds are

expended to support Committee work

4.1.7. Serves as a resource for Committee Members, Association Members, the Board, and,

when requested, by the Administrative Staff

4.1.8. Works with the Administrative Assistant to provide Charter, agendas, minutes, reports,

and other work product on the Sierra Canyon Website

4.1.9. Appoints all Subcommittee members, including filling vacancies as needed

4.2. Vice Chair:

4.2.1. Performs the functions of the Chair in the Chair’s absence

4.2.2. Assists the Chair in reviewing applications to fill vacancies

4.2.3. Agrees to serve as Chair when Chair retires, if nominated by the Committee and

approved by the Board of Directors

4.3. Secretary:

4.3.1. Takes minutes, or if the Community Management Company provides that function,

coordinates and is responsible for the finished work

4.3.2. Assists in preparing reports to the Board

4.3.3. Assists with communications, including newsletter articles, website postings, etc.



5. Membership

5.1. Qualifications

5.1.1. Any Association Member in Good Standing qualifies for committee membership, except

as noted herein

5.1.2. An education, background or experience in fields related to the purpose of the

Committee is highly desirable

5.1.3. Generally no Committee Member may simultaneously serve as a Voting Member on

another Sierra Canyon Association Committee; the Board may make exceptions

5.1.4. Two Committee Members residing at the same address are not eligible to serve

simultaneously on the same Committee

5.1.5. Geographic diversity of Committee Members within Sierra Canyon is desirable

5.2. Appointment

5.2.1. Applicants for vacant positions will be solicited by email from the Community Manager,

and/or orally at a Board Meeting

5.2.2. Applicants for committee membership shall be interviewed by no more than three (3)

Board Directors appointed by the Board for that purpose. If requested by the Board, the

Community Manager may participate in the interview

5.2.3. Committee Members shall begin service upon appointment by the Board

5.2.4. New Committee Members will be asked to sign a copy of the Charter and Code of

Conduct, indicating they have read them and they will comply with them

5.3. Term of Members

5.3.1. All Committee Members term shall end at the annual meeting. For those Committee

Members serving for a two (2) year term, then the end of their term will occur on the

second consecutive annual meeting.

5.3.2. The term of Voting Members shall be for two (2) years starting on the date of the most

recent annual meeting, except for a new Committee where the initial terms shall be

staggered (e.g. 2 to serve 1-yr and 3 to serve 2-years)

5.3.3. There is no limit to the number of terms a Member may serve. However, the Board may

choose not to reappoint a Committee Member in order to make way for new blood or

other qualified applicants

5.3.4. The Board designated Director’s term shall end when that Director is no longer a

Member of the Board; the Board may also decide to appoint a different Director as the

Board designated Committee Member.

5.4. Term of Officers

5.4.1. The term of office will be for two (2) years starting on the date of the most recent

annual meeting.

5.4.2. The same person may be reappointed to an office for an additional two-year term



5.5. Ad Hoc committees (see Chapter 7, section 5, item 3) normally have a lifetime less than 2

years; if one lasts longer than 2 years, then the terms of Officers and Members are subject to

items 5.3 and 5.4 immediately above

5.6. Conditions of Membership

5.6.1. After three (3) excused Committee meeting absences or one (1) unexcused Committee

meeting absence in a year’s time, a Committee Member may be removed from the

Committee at the discretion of the Chair. (An excused absence is defined as an absence

with prior notification to the Chair or Vice-Chair, or an emergency situation precluding

notification. All other absences would be regarded as unexcused absences.)

5.6.2. Committee Members are expected to act as a team in carrying out responsibilities and

to behave courteously to others. In the event any committee member fails to do so, the

Board, with the advice of the Chair, may remove the Committee Member from the

Committee.

5.6.3. A Member who loses Good Standing status shall no longer be eligible for Committee

Membership, until such time as that status is restored.

5.6.4. The Committee or its individual Members shall have no authority or power to direct the

work of employees of the Association or any contractor hired by the Association in any

respect. Only the Board can approve bids and contracts

5.6.5. Prior written approval shall be obtained from the Board before funds are committed or

expended to support Committee work.

5.6.6. The Board, in its sole discretion, may elect to terminate any Ad Hoc or non-standing

Committee at any time. The term of all such Committee Members shall immediately

terminate upon the termination of that Committee.

5.6.7. The Board, at its sole discretion, may elect to terminate any and all Members of a

Standing Committee, and appoint a new set of Committee Members

6. Meetings

6.1. Meetings of the Committee must observe the requirements of the earlier topics of this

Chapter, specifically:

6.1.1. Meetings of the Sierra Canyon Association (Chapter 7, Section 2)

6.1.2. Board and Committee Meetings (Chapter 7, section 3)

6.1.3. Sierra Canyon Association Committees (Chapter 2, section 5)

6.2. With the exception of the Nominating Committee and the ARC, Committees must meet at

least semi-annually, should meet at least quarterly, and may meet more frequently as

decided by the Chair.

7. Committees and Committee Members have no authority or jurisdiction over the Community

Management Company staff and contractors unless explicitly assigned/approved by the Board.



The following procedure is not part of the Committee Charter Template, and only applies to new

Committees.

8. New Committees

8.1. Members for the new Committee will selected by the Board by interview (see Appointments

5.2 above)

8.2. Officers may either be selected by the Board, or left to the Committee( to recommend to the

Board after their inaugural/organizational meeting)

8.3. The Board designated Chair, the Board designated Board Member, or the Community

Manager will call and chair the Inaugural meeting

8.4. If the Board has already pre-determined a Purpose and Responsibilities for the Committee’s

Charter, the designated meeting chair will bring that to the Inaugural meeting; otherwise the

chair will bring a draft Purposes and Responsibilities for the Charter

8.5. The Inaugural meeting(s) will:

8.5.1. Review the Purpose and Responsibilities, and propose changes if desired

8.5.2. Nominate Officers that the Board has not pre-selected

8.5.3. Report to the Board’s next meeting their proposed Charter (if not already defined) and

proposed Officers (if selection was left to the Committee)

8.5.4. With an approved Charter, Committee Members will be asked to sign a copy of the

completed Charter (which either includes the above boilerplate items 3 thru 7, or

explicitly references this section of the PR&Gs), along with the Code of Conduct (PR&G

Chapter 7, Section 6), indicating that they have read them. These two signed documents

will be provided to the Administrative Assistant for the Association files.

8. Finances, Fees and Assessments 1. Chapter Content


8. Finances, Fees and Assessments

This Chapter discusses management of Association finances, monies, fees and assessments.


1. Chapter Content

2. Check Signing Policy

3. Financial Investment Policy

4. Surplus Property Disposition Policy

5. Contact with SCA Legal Counsel

6. Fees and Assessments

7. Summary Schedule of Fees and Assessments

8. Delinquency Policy

9. 2015 Schedule of Collection Related Fees and Costs

10. Expense and Bid Policy for Association Operations

8. Finances, Fees and Assessments 2. Check Signing Policy


Check Signing Policy

The Sierra Canyon Bylaws establishes among other financial items, the Board’s ability to create and

maintain Operating and Reserve bank accounts for the Association’s Funds. The Bylaws also empowers

the Board to contract for professional community management agent/services, a licensed Community

Manager.

1. All expenses from the Operational Account require signatures as follows:

1.1. The Community Manager/Management Company is authorized to set up automatic payments

for the following: telephone, electric, gas, water, sewer, trash, cable, reserve transfers

(monthly routine as budgeted), federal taxes, and any other that the Board may subsequently

authorize

1.2. For other operational expenses, two Board signature (one being the SCA Treasurer if

available) .

2. All expenses paid from the Reserve Account will require the signature of the SCA Treasurer, and a

second SCA Director’s signature, per NRS 116.

8. Finances, Fees and Assessments 3. Financial Investment Policy


Financial Investment Policy

Rationale for the policy:

1. The reasons for establishing an investment policy are as follows:

1.1. Establishes priorities for investment guidance

1.2. Transcends changes in Board membership

1.3. Assures guidance in investments and maintenance of reserve fund

1.4. Establishes priorities for the decision making process.

2. The Investment Policy will establish and maintain a financial institution that will implement the

recommended investments for current and future Boards and managers, and provide a level of

financial industry professional advice as required.

The policy itself:

3. The reserve fund must be invested in a way that will first provide safety, then liquidity, and finally

yield.

4. No reserve funds shall be deposited or invested except in Authorized Investments. Authorized

Investments are those which are in accordance with NRS 116.31195, and with the Declaration and

Bylaws of the SCA, are obligations of, or fully guaranteed by, the United States Government and

which conform to this Investment Policy. Authorized investments shall include the following;

4.1. Certificates of Deposit (CD's)

4.2. Money market deposit accounts or funds

4.3. U.S. Treasuries and U. S Government bond funds or bond funds

4.4. GNMA Mutual funds.

5. The Board of Directors, the SCA Treasurer, or a Financial & Budget Committee comprised of

knowledgeable financially experienced Members of the Association shall advise or secure such

advice as is required from professional sources for the Board on what investments to make and

what investments to liquidate as the Reserves Policy requires.

6. All accounts, instruments, and other documentation of such investments shall be subject to the

approval of, and may be amended from time to time by, the Board of Directors as appropriate, and

shall be reviewed at least annually.

7. Investments shall be guided by the following goals, listed in decreasing order of importance:

7.1. Safety of principal: The long-term goal is safety for the replacement reserves

7.2. Liquidity and accessibility: Funds should be readily available for projected or unexpected

expenditures

7.3. Minimal costs: Investment costs e.g., redemption fees, commissions, and other transaction

costs, should be minimized

8. Finances, Fees and Assessments 3. Financial Investment Policy


7.4. Investment Firm: Funds should be invested with a reputable brokerage firm skilled in handling

the above mentioned instruments

7.5. Return: Funds should be invested to seek the highest level of return that is consistent with

the preservation of the purchasing power of the principal and accumulated interest.

Note: The items above are listed in priority order, and properly belong in the policy, but the

importance of each item should be understood in relationship to the other items.

8. The Sierra Canyon Association approved Reserve Study and associated savings and expenditure

programs, shall be used in providing guidelines for staggered maturities and provide the ability to

plan for the use of replacement funds without unnecessary transaction costs.

Note: The financial investment policy reflects the fiduciary obligation of the Board members to protect

the Association's assets.

8. Finances, Fees and Assessments 4. Surplus Property Disposition Policy


Surplus Property Disposition Policy

1. SCA owned property (e.g. furniture, office equipment) is surplus if in the judgment of the

Community Manager and/or the Board it is in excess of Association requirements.

2. For disposal of surplus SCA owned property where the original acquisition cost is $2,500.00 or less,

the Community Manager may dispose of by sale or donation as he/she deems appropriate, with a

report provided to the Board documenting the property involved and the disposal action taken.

3. For disposal of surplus SCA owned property with an original acquisition cost in excess of $2,500 per

item, the Community Manager shall submit a disposal recommendation for consideration by the

Board.

4. Monies received from the disposal of assets are to be deposited in the Operating Account of the

Association.

8. Finances, Fees and Assessments 5. Contact with SCA Legal Counsel


Contact with SCA Legal Counsel

1. Except as provided below, the Board President or the Community Manager shall be the only

authorized persons to contact the Association’s legal counsel.

2. The Board President shall authorize our counsel to work with any Director and non-Director

(Committee Chair, Member, contractor/vendor or other individual) by providing the name of the

person to our counsel.

3. Any Director seeking to contact our counsel should:

3.1. ask the President to speak to our counsel on the matter of interest and report back to that

Director; or

3.2. seek authorization from the President to contact our counsel; or

3.3. seek approval from a majority of all of the Board Officers to contact our counsel and, if

approved, inform the Officers and our counsel of this approval; or

3.4. seek approval from a majority of all of the Board of Directors to contact our counsel and, if

approved, inform the Board and counsel of this approval; or

3.5. have the matter placed on the next board agenda for approval.

4. If the President is incapacitated, the Vice-President shall have the authority granted the President

in this policy. If both the President and Vice-President are incapacitated, then each successive

officer shall have the authority granted the President in this policy.

5. The President shall not unreasonably refuse to speak to counsel or unreasonably withhold any

authority to contact counsel. The President may authorize the contact to go through the

Community Manager

6. Any Director may exercise the right to have a matter placed on the agenda as noted in Paragraph

3.5 above.

7. Enforcement: If a Director does contact our counsel without following steps 1-3 above, then the

Board, in an executive session shall determine if the Director is responsible for reimbursing the

Association the full or partial costs of our counsel’s charges relating to that matter.

8. Members who are not Board members may not independently contact Association counsel and

counsel has been advised not to respond to any such attempts.

8. Finances, Fees and Assessments 6. Fees and Assessments


Fees and Assessments

1. Assessments: Each Member of the Sierra Canyon Association is obligated by the CC&Rs to share in

the maintenance and upkeep of the Association, its facilities, and its employees.

1.1. As part of the adoption of an annual budget for the Association a monthly assessment is

determined and is due at the beginning of each month starting with the first month after

closing.

1.2. The Board of Directors may also levy special assessments under conditions spelled out in the

CC&Rs. Special assessments are due and payable on the date specified by the Board in the

notice imposing the assessment, or the ballot presented to the Members for approval

1.3. Coupon books will be issued to homeowners for payment of monthly assessments. Payments

may be made by either mailing payment to the address specified on the coupon, or by direct

debit automatic withdraw payment authorized by the homeowner

1.4. Any request for a change in mailing address must be made in writing and delivered to the

Association’s authorized professional management agency

1.5. Regular and special assessments are delinquent if not paid on the 30th day after they become

due

1.6. The Association’s Board of Directors has the authority to suspend any and all privileges, levy

monetary fines, foreclose on a lien or bring an action at law against a homeowner when an

account becomes delinquent. (see Delinquency Policy later).

2. Guest Fees: If a Resident accompanies their guest(s), there is no charge for using Association

facilities. Unaccompanied Guests must have a Guest Pass. Guest Passes may be purchased in the

Front Desk of the Aspen Lodge by the Resident. (See next section for fees.) Unaccompanied guests

will be expected to show their Guest Pass prior to using any Association facility. Guess passes are

restricted to individuals 18 and over. (See Chapter 2, section 4).

3. Tenants and Assessments: If a homeowner leases their home to a tenant, the homeowner is still

responsible for all assessments. During the term of the lease, the tenant may use the Association's

facilities after completing necessary forms. The homeowner is then no longer permitted to use the

Association’s facilities. If the homeowner becomes delinquent in homeowner assessment

payments, both the homeowner and their tenant will lose all Association privileges until the

account becomes current. (See Chapter 2, section 4).

8. Finances, Fees and Assessments 6. Fees and Assessments


4. Sale of Home: If a homeowner sells their home the Homeowner must notify the Association Front

Desk at the time the home is put on the market and upon completion of the sale, at which time

name tags and a forwarding address will be collected.

Note: State law obligates a seller to provide prospective purchasers with copies of the Governing

Documents as well as a statement showing the status of their account with the Association.

Providing these documents is a contracted responsibility of the Community Management

Company.

5. SC Association Event Fees: The SC Association may sponsor and/or arrange for trips, social events,

recreational events, classes, educational events, and so forth, with fees charged to participating

Residents and Guests to cover costs.

6. Refunds: No portion of the fees levied by the Association, including but not limited to

nametags/access cards, Guest Pass card fees, or any other fee or assessment will be refunded. In

the event of the sale or transfer of a residence, all assessments for the Lot, including past due

assessments, shall be paid at the close of escrow. (As a clarification: any prorated figure relating to

the sale or transfer of a residence would be handled through the buyer and seller escrow

transaction of the property.) Activity expenses are generally paid in advance of the event and

therefore the fee would not normally be refunded.

8. Finances, Fees and Assessments 7. Summary Schedule of Current Fees and Assessments


Summary Schedule of Current Fees and Assessments

Type Amount

Monthly homeowner assessment

Set annually by budget ratification meeting

Replacement nametags/access cards

$7.00

Daily Guest Pass, minimum age is 18

$5.00

Weekly Guess Pass, minimum age is 18

$20.00

Fitness Class, one (1) class

$5.00

Fitness Class Punch Card for twenty (20) classes

$60.00

Fines for violation of CC&Rs or failure to meet the ARC Landscape deadlines are discussed in a later

section.

8. Finances, Fees and Assessments 8. Delinquent Policy


Delinquency Policy

1. Assessment due dates. The regular or annual assessment is due and payable in twelve (12) equal

installments on the first day of each month. Special, reserve or individual assessments shall be due

and payable on the due date specified by the Board of Directors in the notice imposing the

assessment. Assessments shall be delinquent if not paid in full within 30 days after they become

due. The Association may send a notice identifying possible collection activity.

The Association will give the owners notice of the annual assessment each year. Notice will be sent

by first-class mail to addresses on the membership register as of the date of notice or by electronic

mail if written instruction has been given by the owner. It is the responsibility of each owner to

advise the Association of any address changes in writing. The Board of Directors may elect to

provide additional periodic statements of account, but lack of such statements does not relieve the

owners of the obligation to pay assessments. If payment is not received when due, the assessment

includes any late charges, interest, collection fees, collection costs, attorney’s fees and costs

2. Late Charges and Interest. When any portion of any assessment becomes delinquent, the owner’s

account shall be assessed a late charge of $25.00, and such fee(s) shall be part of the assessment

and lien. If assessment payment becomes delinquent, interest may be assessed on the delinquent

assessment at the legal rate allowed, such interest to be part of the assessment and the lien

3. Dishonored Checks. At any time that the Association or its designated agent receives a check

dishonored by the bank for any reason, an administrative charge of $20.00 shall be imposed. The

owner shall be responsible for any other charges imposed by the bank or financial institution. The

Board may immediately proceed with the collection process if the amount of the dishonored check

is not paid within 10 days after notice of dishonored check is sent to the owner. The Association

may also seek damages in accordance with the Nevada Revised Statutes



4. Dispute of Charges. If the owner questions the accuracy of the calculation of an account or the

amount charged to the account, a written objection to the specific charges must be made

(received) to the Board within 30 days of the date notice of the charge or balance is sent. A

telephone call will not reserve any rights. The disputed amount may remain unpaid during the

investigation, but the undisputed portion of the account must be paid before the delinquency date

in order to avoid collection charges. No action will be taken to collect the disputed amounts until

completion of the investigation and the decision is provided to the owner. The owner must provide

the following information in writing regarding any dispute:

4.1. The owner’s name, mailing address, and account number

4.2. The exact dollar amount in dispute or in error

4.3. For each charge or payment in dispute, an explanation of the reasons the owner believes

there is an error, with sufficient detail such as dates, names and check numbers, so that the

dispute may be investigated. If an owner does not know how the error was made, that

statement may be made.

4.4. Copies of checks (both front and back), letters and other documents referred to or claimed

must accompany the written objection

5. Delinquency Notice. Sixty (60) days after an assessment, or any portion thereof, becomes past due,

the Association shall mail a delinquency notice stating all amounts past due as of the date of the

notice. The notice shall enclose: (1) a copy of this Collection Policy which shall constitute notice of

the fees that may be assessed if the delinquency is not paid; (2) a proposed repayment plan that

the owner may pay the delinquency in equal monthly payments that will bring the account paid in

full within six months, plus any current assessments made; and (3) notice that the owner may

request a hearing with the Board to contest the past due obligation. If no hearing is requested and

no repayment plan executed and commenced within thirty (30) days of the date of this notice, the

account may be referred to legal counsel or a collection agent for collections

6. Collection Costs Are Recoverable and Are Part of the Assessment and Any Lien. The Association is

entitled to recover all reasonable costs incurred in collecting delinquent assessments including, but

not limited to, the following: (i) reasonable charges imposed to defray the cost of preparing and

mailing demand letters or notices; (ii) legal expenses incurred; (iii) costs of collection; (iv) recording

costs; (v) costs incurred with title companies or foreclosure service providers; (vi) management

company fees; and (vii) any other costs of collection identified in NRS 116.310313. All such costs

shall be part of the assessment and lien. Examples of such costs that may be incurred are set forth

on the 2015 Schedule of Collection Related Fees and Costs (next section). The Schedule of

Collection Related Fees and Costs is revised each year to reflect increases and changes for the

following year, and is sent to all owners in accordance with the provisions of NRS Chapter 116.

Collection costs are recoverable as part of the super-priority lien as provided in NRS 116.3116



7. Notice of Delinquent Assessment and Claim of Lien. The Association has a lien for any unpaid

assessment, abatement assessments, late fee, fine, construction penalty, collection fee, collection

cost, attorney’s fee or cost that is imposed against a homeowner. The recording of the CC&Rs

constitutes record notice and perfection of the Association’s lien that shall include any and all sums

due including but not limited to any unpaid assessment, abatement assessments, late fee, fine,

construction penalty, collection fee, attorney’s fee or cost. No further recordation of any claim of

lien is required. If payment for all sums that are then delinquent is not made, the Association, or its

agent, may record a Notice of Delinquent Assessment and Claim of Lien. This step in the non-

judicial foreclosure process shall not be commenced before the expiration of the (4) months from

the date of unpaid assessments unless action must be taken sooner to protect the Association

8. Non-Judicial or Judicial Foreclosure. If the account remains delinquent, any action may be taken to

proceed with or complete a non-judicial or judicial foreclosure as provided by Nevada law. A lien

for unpaid assessments is extinguished unless a notice of default and election to sell is recorded as

required by NRS 116.31162(1)(b) or judicial proceedings are instituted within three years after the

assessment became due

9. Application of Payments and Partial Payments. Payments shall be applied to the oldest balance

owing unless otherwise specified in writing by the owner. Payments for assessments may not be

applied to fines unless authorized by the owner. Partial payments will be accepted and applied.

However, absent a written and approved payment plan, there is no obligation to stop any

collection or foreclosure if a partial payment is tendered

10. Payment of Fines for Non-Compliance. Owners shall be responsible to pay all fines, as the same

may be levied from time to time by the Board, pursuant to the powers of the Board granted in the

governing documents and subject to the provisions of NRS Chapter 116. Fines may vary depending

upon the infraction and fines shall be determined on the basis of the severity of the violation. The

owner shall be provided with notice of the fine to be imposed prior to any hearing or the levying of

any fine. If owner fails to pay a fine, the Association may record a notice of violation and claim of

lien against the owner’s property and the Association has the right to charge any amount allowed

by law to collect unpaid fines from the owner. There is no cumulative limit to the amount of a

continuing violation fine. The Association does not have the right to foreclose on a lien for fines,

unless such fines were for a health, safety, or welfare violation or for a construction penalty. The

Association may avail itself of other remedies allowed by law to collect the assessment made for a

fine. This includes but is not limited to commencement of an action pursuant to Chapter 38 of the

Nevada Revised Statues



11. Abatement/Maintenance Liens. As provided by NRS 116.310312, and the Association governing

documents, the Association may take action to enter the grounds of a Lot to conduct maintenance

or remove or abate a nuisance, after notice and hearing. All costs, expenses, damages, attorney’s

fees and costs, management fees and costs incurred in connection with such action may be

assessed against the Lot. Such amounts may be included in any Notice of Delinquent Assessment or

be reflected in a separate Notice of Delinquent Assessment, at the discretion of the Board

12. Other Remedies. The Association reserves the right to avail itself of any other remedy permitted by

law and the Association’s governing documents to collect any past due obligation and related costs

and charges, including but not limited to bringing an action under Chapter 38, in Small Claims,

Municipal or District Court. Such remedies may be taken in addition to or in lieu of any action

already taken, and commencement of one remedy shall not prevent the Association from electing

at a later date to pursue another remedy as allowed by law

13. Void Provisions. If any provision of this Policy is determined to be null and void, all other provisions

of this Policy shall remain in full force and effect.

8. Finances, Fees and Assessments 9. Collection Related Fees and Costs


2015 Schedule of Collection Related Fees and Costs

The Schedule of Collection Related Fees and Costs is revised each year to reflect increases and changes

for the following year, and is sent to all owners in accordance with the provisions of NRS Chapter 116.

Item Fees and/or Costs

Demand Letter $150.00

Notice of Delinquent Assessment and Claim of Lien $325.00

Notice of Intent to take next action (follow up letter) $90.00

Notice of Default $400.00

Intent to Notice Sale Letter $90.00

Notice of Sale $275.00

Intent to Conduct Foreclosure Sale $25.00

Conduct Foreclosure Sale $125.00

Prepare and Record Transfer Deed $125.00

Payment Plan Agreement $30.00

Payment Plan Breach Letter $25.00

Release of Notice of Delinquent Assessment and Claim of Lien $30.00

Notice of Rescission Fee $30.00

Bankruptcy Package Preparation and Monitoring $100.00

Mailing Fee Per Piece $2.00

NSF Fee $20.00

Escrow Payoff Demand Fee $150.00

Substitution of Agent Document Fee $25.00

Sale Postponement Fee $75.00

Foreclosure Fee $150.00

Reasonable Management Company Fees $200.00

Reasonable attorney’s fees and actual costs at attorney’s hourly rate.

By way of example only: advice to client, bankruptcy pleadings (Proof of Claim, Notice of Perfection of

Claim of Lien, Objection to Plan, Motion for Relief of Stay), forbearance agreements, evaluations of

accounts, evictions, etc.

Additional costs which may include, but are not limited to, the cost of a trustee’s sale guarantee,

recording costs, posting and publishing costs, sale costs, mailing costs, express delivery costs, skip trace

fees, Pacer searches, court filing fees, etc. will be charged at the actual costs incurred.

8. Finances, Fees and Assessments 10. Expense and Bid Policy for Association Operations

New 1

Expense and Bid Policy for Association Operations

1. Day-to-Day Operational Expenses: The Board of Directors grants the Community Manager of the

association the ability to purchase items under $5,000 within the parameters of the budget without

prior approval

2. Larger Operational Expenses: Any expense over $5,000 but under $10,000 that is within the

approved budget or unbudgeted items over $2,500 but under $10,000 will be noticed on a Finance

meeting agenda for discussion purposes. Once the item is discussed, the Committee will determine

if the item needs to be reviewed further at a Board meeting

3. Major Projects/Purchases: At the discretion of the Board of Directors any project or purchase

estimated to be over $12,000 will generally require bids to be obtained

4. Reserve Expenses: As part of the budgeting process, the Finance committee will review the list of

reserve projects schedule for the upcoming year to determine a priority listing. Management staff

will obtain vendor information and proposals for those items needing to be replaced that are under

$10,000 for review by the finance committee at a monthly meeting for decision. Those items over

$12,000 will be generally sent out to bid and reviewed by the Board of Directors for approval

5. Encumbering Common Elements: Any purchase that requires the Association to encumber the

common elements of the community (i.e. Take out a loan), the Board of Directors will send out a

ballot to the homeowners for a majority approval as stipulated in NRS 116.3102 1-f, g, and h.

6. Emergency Expenses: Management reserves the right to spend Association money in good faith

when responding to an emergency situation that requires immediate repair/replacement of parts

for the safety and/or operational nature of the facility. The board chair and treasurer will be

notified as soon as possible thereafter

9. Violations and Fines 1. Chapter Content


9. Violations and Fines

This chapter is focused on violations of the CC&Rs, Bylaws, and PR&Gs.

The Assistant Community Manager for the Association is responsible for handling all violations. Any

violations reported to the Community Manager or a Board Member re referred to the Assistant

Community Manager. The community manager can be reached via email, phone, by letter or in person

at the Lodge Office. The chapter contains the following topics:

1. Chapter Content

2. Violation Policy

3. Summary Schedule of Sierra Canyon Fines

4. Top Ten List - Common Violations

5. Distressed/Abandoned Properties

9. Violations and Fines 2. Violations Policy


Violations Policy

The following Policies and Procedures have been adopted for Members who violate the Governing

Documents of the Sierra Canyon Association.

1. Violations of the Association's CC&Rs, Bylaws, Policy Rules and Guidelines may be reported by a

Resident, a member of the SCA staff, a representative of the Community Management Company or

by a member of the Board.

2. If the violator is a Tenant, guest, invitee, employee, agent, etc. of a Member, the Member shall

nonetheless be responsible. The Member shall be the one to whom the notices and demand to

comply shall be directed.

3. Reported violations that cannot be verified during regular business hours/days must be submitted

in writing, via mail or email, to the Assistant Community Manager or the Community Management

Company. The names of persons reporting violations will be released only to members of the Board

of Directors, and the Community Management Company The Assistant Community Manager will

not follow-up on anonymous reports.

4. Property inspections will be conducted twice a month by a representative of the Community

Management Company. Violations will be verified by a representative of the Community

Management Company.

5. The Association shall maintain a general record of each violation of the Governing Documents,

other than a failure to pay assessments, for which the Board has imposed a fine or other sanction

as provided in NRS 116.

6. The Policies, Rules & Guidelines shall be read in conjunction with the CC&Rs and the Bylaws and are

meant to complement the CC&Rs and the Bylaws. Note: If there is any conflict with these PR&Gs

and the CC&Rs, the CC&Rs shall control.

7. HEALTH, SAFETY OR WELFARE violations are subject to the following: (including fines up to $1000

per incident, depending on severity)

7.1. If the violation is deemed to be a matter of Health, Safety or Welfare, the Member will be

sent a "Violation Notice" by first class U.S. mail, certified mail, and a copy of the "Violation

Notice" may be hand delivered to the residence.

7.2. The Member will be required to correct the violation immediately. Failure to do so will cause

an "Official Notice of Community Standards Hearing/Fine" to be sent to the Member by first

class and certified (return receipt requested) U.S. mail. Fines may be assessed per the Fine

Schedule below.

7.3. The Member will be charged for all postage and fees associated with mailing the "Official

Notice of Community Standards Hearing/Fine".



8. GENERAL RULES violations are subject to the following:

8.1. The Member (and Tenant if applicable) will be sent a "Courtesy Letter" detailing the violation,

by first class U.S. mail. The Member will be granted fourteen (14) days from the date of the

letter to correct the violation.

8.2. Failure to correct the violation will cause a "Violation Notice" to be sent to the Member by

first class U.S. mail along with a "Violation Response Form".

8.3. If the violation is not corrected or a Violation Response Form is not received within fourteen

(14) days from the date of the Violation Notice, an "Official Notice of Community Standards

Hearing/Fine" will be sent to the Member by first class and certified (return receipt required)

U.S. mail. Fines may be assessed per the Fine Schedule below and Common Area privileges

may be suspended.

8.4. The Member will be charged for all postage and fees associated with mailing the "Official

Notice of Community Standards Hearing/Fine".

9. All violations will remain on the Member’s record for a period of one (1) year. Repeat violations of

the same nature within a period of one (1) year will cause the violation process to begin where it

left off.

10. The "Official Notice of Community Standards Hearing/Fine" shall contain the date, time and

location of the hearing at which a fine may be imposed, the nature of the violation, the proposed

fine, and a statement that the Member may challenge the occurrence of the violation and

proposed fine. A fine and/or suspension of privileges may be imposed if the Member fails to

respond to the hearing notice and/or appear at the hearing.

11. Unless the Member requests an open session, a hearing before the Community Standards Hearing

Panel (the Board or a subset of the Board) shall be held in private session affording each Member a

reasonable opportunity to be heard. The hearing date shall be set not be less than fifteen (15) days

from the date of the notice. The Member may appear himself, may in writing authorize a

representative to appear, or may be represented by legal counsel, and may produce statements,

evidence, and/or witnesses. Prior to the assessment of any fine, the proof of notice will be

provided to the Community Standards Hearing Panel. Such proof shall be deemed adequate if a

copy of the notice, together with proof of the date and manner of delivery, is provided by the

Assistant Community Manager or other authorized person who caused such notice to be sent. The

notice requirement shall be deemed satisfied whether or not the homeowner appears at the

meeting.

12. The minutes of the meeting shall contain a written statement of the results of the hearing and the

fine, if any, imposed, and shall be mailed to the Member within a reasonable amount of time.

Hearings shall be held at the Sierra Canyon Aspen Lodge, the management office, or at a place to

be determined by the Board of Directors, and at a date and time to be determined by the Board. A

Community Standards Hearing Panel will consist of at least three (3) Board Members.



13. Fine Schedule: The current fines are summarized in the Fine Schedule Chart in the next section.

13.1. If a Community Standards Hearing Notice is issued, and the violation is sustained by the

Hearing Panel, a fine of $25.00/50.00 may be imposed

13.2. If the violation is not cured within 14 days or any longer period that may be established by the

board, the violation shall be deemed a “continuing violation”

13.3. A continuing violation is defined as one that continues for seven (7) days or more after

receiving written notice that a fine was assessed as a result of a hearing. Any additional fine

may be imposed without notice and an opportunity to be heard. Continuing violation fines of

$100.00 will be assessed every seven (7) days if the violation is not corrected. There is no

maximum per NRS 116

13.4. Health, Safety or Welfare: $100.00 up to $1000.00 per occurrence

A Health, Safety or Welfare violation and the amount of the fine will be determined by the

Sierra Canyon Board of Directors.

The Association will correct, at the Member’s expense, Health, Safety or Welfare issues that

are not immediately resolved by the Member.

14. A lien may be filed on the property if payment of fines is not received per the Assessment Late Fee

Policy Resolution. Interest on fines will be charged at the legal rate of 2% above prime on any

outstanding balance.

15. If a Member does not agree with the Board decision, they may request arbitration and/or

mediation through the Nevada Ombudsman's Office at their expense in accordance with NRS 38

16. The Association may commence an action in accordance with NRS 38.

9. Violations and Fines 3. Summary Schedule of SCA Fines


Summary Schedule of Sierra Canyon Fines

Fines listed below are in accordance with NRS 116.

Health, Safety or Welfare Violations

On discovery

Violation Notice, via US mail

If not immediately corrected

“Official Notice of Community Standards Hearing/Fine”, a fine of $100 - $1000 and suspension of privileges, as determined by the Board

If not immediately resolved

Association will correct at owner’s expense

General CC&Rs and Policies Rules and Guidelines Violations

1st Occurrence

Courtesy Notification, request to correct violation within next 14 days

2nd Occurrence

Violation Notice, Response Form (to be returned within 14 days)

3rd Occurrence

“Official Notice of Community Standards Hearing/Fine”, a fine of $25.00/$50.00 and suspension of privileges, as determined by the Board

Continuing Violation

$100.00 per week, until violation is cured

9. Violations and Fines 3. Summary Schedule of SCA Fines


Violations of the “Design Architectural/landscape Guidelines”

1st Occurrence

Courtesy Notification, request to correct violation within next 14 days

2nd Occurrence

Violation Notice, Response Form (to be returned within 14 days)

3rd Occurrence

“Official Notice of Community Standards Hearing/Fine”, fine of $50.00 and suspension of privileges, as determined by the Board

Continuing Violation

$100.00 per week, until violation is cured

Landscaping Penalty: For failure to submit a landscaping plan, receive plan approval, and substantially

complete approved landscaping within the ninety (90) days following acquisition of the Lot (Article V,

section 5.05 of the CC&Rs), and absent a prior approved extension by the Architectural Review

Committee, the Member shall be subject to a Landscaping Penalty of $250.00 per month.

9. Violations and Fines 4. Top Ten List - Common Violations


Top Ten List - Common Violations

Most Residents don’t deliberately intend to be in violation of the Governing Documents, but may

through accident, unintentional actions, failure of action, or simple forgetfulness, run afoul of the rules

governing our Community. The following is a list of the frequently occurring infractions as a reminder

of what to be aware of.

Residents can report a violation by contacting the Assistant Community Manager by email, phone,

letter or in person. See item 3 of the Violation Policy (section 2 earlier in this chapter).

These are offered by way of example and are not intended to exclude any other violation.

1. Yard Maintenance (weeds, lawns needing mowing, dead shrubs, etc.)

2. Trash can/recycle containers (must not be placed out earlier than 12 hours before, nor left out no

later than 12 hours after scheduled trash pickup time).

3. Garage doors (doors left open, garages left unattended)

4. Storage (no items may be stored in the front or side yard, including yard maintenance items, i.e.

hoses and hose containers, ladders, garden items, etc.).

5. Artifacts (Yard objects displayed without prior approval from the ARC, e.g., statues, plaques,

planters, pots).

6. For Rent/Lease Signs (expressly prohibited per the governing documents of Somersett).

7. Dogs (unleashed and/or defecating on private/Common Area properties without clean up by the

dog walker).

8. Fences (clear sealant is the only thing approved in the community, NO stains of any kind).

9. Political signs (a perennial issue: only one in support or in opposition per candidate, party or ballot

question, Association Board election; no larger than 24 x 35 inches, no handwritten signs, and

cannot be placed in a window)

10. Unapproved architectural changes (Owner making changes that have not been submitted or

approved by the Architecture Review Committee).

9. Violations and Fines 5. Distressed/Abandoned Properties


Distressed/Abandoned Properties

1. Nevada law enables community associations to maintain exterior units and/or remove and/or

abate nuisances. This includes nuisances that:

1.1. Are visible from any Common Area of the community or public streets

1.2. Threatens the health or safety of the Residents of Sierra Canyon

1.3. Results in blighting or deterioration of the unit or surrounding area

1.4. Adversely affects the use and enjoyment of nearby units.

2. If the Association determines that the person holding a security interest has filed an action for

recovery of a debt or enforcement of right secured by NRS 40.430 or records a notice of default

pursuant to NRS 107.080, the Association may proceed whether the unit is vacant or not.

3. If the unit is vacant and a lender has not taken action to protect its security interest, the

Association may proceed to remedy as item 4 below. In such a case, vacant means a unit which

reasonably appears to be unoccupied, the Member has failed to maintain and the Member has

failed to pay assessments for more than 60 days.

4. After the Association has provided notice and held a hearing, the Owner still does not maintain

their property, the Association may (but is not required to) enter the grounds of a unit, and:

4.1. Maintain the exterior

4.2. Remove/abate any nuisances which are visible from the Common Areas of the community or

public streets.

5. Such maintenance or removal or abatement shall include, but not be limited to, mow, weed,

remove dead vegetation, repair fence, etc., and any other items the Board of Directors deems to be

appropriate,

6. All costs shall be assessed to the current owner of the property for reimbursement to the

Association and shall constitute a priority abatement lien.



A. Tutorial Governing Documents for Sierra Canyon and Somersett

1. Community Associations (the Nevada legal term is Common Interest Community) have an unique

character:

1.1. Membership in the Community Association is mandatory and automatic for all owners. This is

unlike other associations whose membership is voluntary

1.2. Certain documents bind all owners to be governed by the Community Association. These

documents require mutual obligations to be performed by the individual owner and the

community

1.3. Mandatory lien-based economic charges or assessments are levied on each owner in order to

operate and maintain the Community Association.

2. Community Association Governing Documents, in descending order of authority, are:

2.1. Declaration of Covenants, Conditions & Restrictions

2.2. Articles of Incorporation

2.3. Bylaws

2.4. Rules and Regulations (in SC, the Policies, Rules and Guidelines)

3. Both Somersett, and Sierra Canyon by Del Webb at Somersett, are planned communities, each with

its own Declaration of Covenants, Conditions and Restrictions (CC&R’s) which are recorded in the

real property records of Washoe County. (Sierra Canyon is a sub-association within the Somersett

development.)

The CC&Rs for each contain detailed information about the development, its configuration, and its

operation, including the formation of a Nevada non-profit Community Association by the

Developer to own/manage amenities and Common Areas.

These CC&Rs are lengthy documents, setting up the general structure of the developments,

describing what land is subject to the Governing Documents, as well as what parts of the

developments are Common Areas owned by the Associations. CC&Rs contain restrictions on the

use of each owner’s property as well as of the Common Areas. They also specify the Associations’

authority and obligations and define the rights and responsibilities of Association members

(owners). Every Owner, and the Associations themselves, must abide by all the rules, restrictions,

terms, and conditions found in the CC&Rs.

4. Covenants differ from zoning ordinances in that they are contractual agreements between private

parties, whereas an ordinance is between a governmental entity and a private party. Zoning

ordinances are regulations recorded as local laws "on the books," whereas covenants are recorded

as deed restrictions.



5. A Community Association is created by filing Articles of Incorporation for a nonprofit Common-

Interest Community organization with the Nevada Secretary of State. Articles contain the basic

information about the Association, its name, location, and its purpose.

5.1. Somersett’s Association is called the Somersett Owners Association

5.2. Sierra Canyon’s Association is called the Sierra Canyon Association.

6. Once formed, the Association is managed by a Board of Directors. It is made up of a certain number

of persons. The Directors are owners elected by the membership at large (all the owners) during

periodic elections, and/or appointed by the Declarant until certain thresholds of lots are sold.

7. One of the first steps for a newly formed Association’s Board is to adopt a set of Bylaws. Bylaws

contain provisions concerning actual Association operations, such as meetings, procedures for

electing Board Members and Officers, and general duties of the Board. The bylaws may also

describe the Association’s rights and responsibilities. For example, the Association is typically

responsible to enforce the rules and regulations and to collect assessments.

8. Although general rules and regulations may be contained within the CC&Rs, Association Boards

have adopted separate (usually more lengthy and specific) “Rules and Regulations.” The Boards

have wide discretion to adopt such policies, rules, and guidelines provided they do not violate any

state or federal law and do not conflict with the terms of the CC&Rs. They do this to define desired

behaviors and to set limits on allowable uses of the Common Areas, amenities, homes,

architectural changes and the behavior of residents and guests. Examples of rules include pets,

parking, noise, the height of fences, time limits on fitness machines, and determining who can

swim in the pool when.

A key purpose in rule-making by the Association is to do what’s best for the common good and

value of the development regardless of whether all individual owners agree. For this reason rules

need to be clear, unambiguous, concise, and uniformly enforced.

9. A Resolution is a method of formalizing a decision made by the Association's Board. Resolutions are

used to adopt policies, procedures, rules and regulations or to clarify ambiguous terms in the

Governing Documents. Resolutions generally include four components:

9.1. Authority- the section of the Governing Documents that gives the board authority to adopt

resolutions

9.2. Purpose - why the resolution is needed or being adopted

9.3. Scope and intent - who will be affected, the reach, range and extent

9.4. Specifications - a clear and complete statement on what those bound by the rules are

expected to do.



10. Superior to the Association’s Governing Documents is Federal, State, County and City Law, all of

which take precedence. Key among these are:

10.1. Nevada Revised Statutes Chapter 116 (NRS 116) and Nevada Administrative Code Chapter 116

(NAC 116), laws that specifically pertain to Common-Interest Communities in Nevada

10.2. Fair Housing Amendments Act of 1988 (Pub. L 100-430 (1988)

10.3. Fair Housing Act (Title VIII of the Civil Rights Act of 1968, as amended, 42 U.S.C. 3601-3619)

and the Housing for Older Persons (HOPA) Act of 1999.

11. Policies, Rules and Guidelines are “easy” to adopt, change and replace. A simple majority vote of

the Board of Directors is sufficient. On the other hand, Bylaws and CC&Rs are more difficult to

change, requiring a vote of Members, and reaching a specified percentage threshold of affirmative

votes (as spelled out in the respective document) of those Members eligible to vote.

12. The Boards of both Associations, following the CC&Rs for both Associations, have appointed

Standing Committees to establish architectural and landscape design guidelines and to monitor and

approve individual lot owner plans.

For this reason, the Sierra Canyon Association Policies, Rules and Guidelines (this document) is a

separate and distinct document from the Sierra Canyon Architectural and Landscape Design

Guidelines.

13. Community Managers: The Community Associations for most large planned communities have

Governing Documents that permit its Boards of Directors to hire a licensed professional community

management company or individual to be responsible for the administrative and financial

operations/details of the Association. That individual, or in the case of a management company, its

designated lead individual handling the Association’s affairs, is referred to as “the Community

Manager”. Nevada‘s NRS 116 requires certification of Community Managers.

Both Somersett and Sierra Canyon Associations have Community Managers



14. A Community Manager’s authority and responsibilities are defined and limited by:

14.1. Governing Documents which define the authority of the board to enter into a contract (some

Governing Documents also require the board to retain a professional manager)

14.2. The Community Manager’s management contract or employment agreement with the board

14.3. Actions of the board which delegate specific authority and duties to the community manager

14.4. NRS 116 governs what relationships can exist between the Board and the Community

Manager.

15. The relationship between Somersett and Sierra Canyon Associations is shown in the following

table.

Not shown in the table, in May 2008, the SOA and SCA entered into an easement agreement,

whereby SOA assumes responsibility for maintenance of the “Main Thoroughfare” of Somersett

within Sierra Canyon. That means Somersett Parkway at the north end of Sierra Canyon, Del Webb

Parkway East, and Somersett Ridge Parkway. The easement is “wall- to-wall”, meaning that

Somersett Owners Association is not only responsible for the medians, but the landscape of the

margins, including maintenance of the asphalt trails along the “Main Thoroughfare”, and all

irrigation systems for the medians and the side margins.



Document/Topic Somersett Owners Association (SOA) Sierra Canyon Association (SCA)

Type

Master Association Sub-Association

Articles of Incorporation

Nevada Non-Profit, 12/05/2002 Nevada Non-Profit, 2/09/2004

Members

Every Lot Owner in Somersett, including those in Sierra Canyon

Every Lot Owner in Sierra Canyon

Property Ownership

Owns/maintains Common Areas and SOA facilities in Somersett Has ability to claim an easement over SCA Common Areas if SCA fails to maintain

Owns/maintains Common Areas and facilities in Sierra Canyon (deeded from SOA, including right to make RP&Gs for those areas)

CC&Rs

Apply to every lot in Somersett, including those in Sierra Canyon

Apply to every Lot in Sierra Canyon Cannot conflict with Somersett, but can be stricter

Bylaws

Apply to functioning of SOA Apply to functioning of SCA Independent of SOA bylaws

Architectural Design Guidelines

Somersett Aesthetic Guideline Committee (AGC), a group of paid professionals appointed by the Board.

ARC Guidelines apply to Lots in SC. ARC Guidelines must also be approved by Somersett Aesthetic Guideline Committee SC Architecture Review Committee (ARC) is a standing SCA subcommittee. ARC approves landscape plans and exterior modifications

Rules and Regulations

Created and adopted by SOA Board. Apply to operation of SOA, its facilities and owned Common Areas. Includes all streets, lots in SOA (including SC), e.g., signs, garage sales, holiday decorations, parking, towing, snow removal, etc. Do not apply to SCA owned Common Areas in Sierra Canyon

Created and adopted by SCA Board. Apply to operation of SCA, its facilities and owned Common Areas, as well as lots in SC Can be stricter than those of SOA if they cover same topic,

B. Board Resolutions and Policies Made Obsolete by this Document

This document obsoletes the PR&G document established by Board of Directors by resolution R2014-1,

on 08/20/2014, and the updates to Chapter 7, Sections 1, 5 and the new Section 7, providing a

standardized template for Committee Charters, adopted at the 02/11/15 Board Meeting.

The most substantial change, rippling through most of the document, relate to the Board’s decision to

change Management Companies, and to outsource management of all employees to the Management

Company (First Service Residential). This resulted in substantial differences in duties and titles for

people serving the Community in the Lodge, in the SCA Organization and Management section

(Chapter 2, Section 3), and in the Glossary. Other changes were: a total revision of the Collections

Policy, changes in the Board Appointed Committee policies, the deletion of fees for more than two

name tags/access cards, elimination of the Personal Trainer Policy, a new fee for $35.00/hour for

Lodge Attendant at private functions, and making the parking policy consistent with Somersett’s.

Chapter 2, Section 4, was revised 10/14/2015; Residents using the lodge need to wear or carry their

nametag, and produce it or other authorized documentation when asked by a staff member.

The remainder of this Appendix is a table of Resolutions and Policies made obsolete by the 08/20/14

PR&G Document.

Chap Sect Title Replaced/made obsolete

Front Pages

1 Cover Page

2 Table of Contents

3 Preface: How to Use this Document

4 Glossary and Acronyms

Introduction

1 1 Introduction - Chapter Content

2 Sierra Canyon Association, Briefly R 2004-6 (Original R&R Document)

3 Role of This Document

4 Chapter by Chapter Contents

Sierra Canyon Association

2 1 Sierra Canyon Association - Chapter Content

2 Purpose and Legal Status R2004-6.

3 Organization and Management R2004-6,

4 Members, Tenants and Guests R2004-6,

5 Guests Under 18 at the Lodge R2004-6,

6 Conduct of Members, Residents and Guests

R2004-6

7 Sierra Canyon Association as Employer

Sierra Canyon Association Policies, Rules and Guidelines Table of Contents

Aspen Lodge and Social Activities

3 1 Aspen Lodge and Social Activities - Chapter Content

2 Assumption of Risk R2006-10,

3 General Use of Facilities R2004-6,

4 Aspen Lodge Amenities R2004-6

5 SCA Sponsored Events

6 Point of Sale Policy

7 Resident Groups Policy adopted minutes 12/19/12, Policy adopted 8/13/08, R 2004-6

8 Billiards/Shuffleboard Room R 2004-6,

9 Library

10 Reservation and Rental of Facilities Policy adopted 2/20/13, Policies/Procedures 5/14/07

11 Schedule of Facility Rental Fees Minutes 11/22/04

Athletic and Fitness

4 1 Athletic and Fitness - Chapter Content

2 Classes, Programs and Activities

3 Policies for all Athletic Facilities and Classes

R2004-6

4 Fitness Center

5 Swimming Pool and Outside Spa R2004-6,

6 Walking Track

7 Racquet Sports Courts (Outside) Racket Sports policy adopted 4/8/2012, policy adopted 8/13/08 and R2004-6

8 Personal Trainers

Communications

5 1 Communications - Chapter Content

2 Communications Policy R2013-1

3 Advertising Disclaimer R 2009-04

4 Kiosk Flyers and Posters Policy adopted 12/16/09, Flyer Policy 9/14/07; R 2004-6 pg 10

5 Easel Displays 12/16/09 policy, R 2004-6 pg 10

6 Resident Group Community-Wide Email Broadcasts

Policy adopted minutes 2/20/13, though policy says 12/19/12


Outdoor Areas

6 1 Outdoor Areas - Chapter Content

2 Trails & Walking Paths R2004-6

3 Picnic/BBQ areas R2004-6,

4 Additional Plantings in Common Areas Policy 10/20/10 “Landscaping in Common Area Policy & Procedures”

5 Pets R2004-6

6 Bird Feeding R2011-8

7 Parking R2004-6.

8 Blinking Porch Lights Policy implicit in Board minutes 2/15/2007

9 Garage Doors Policy implicit in Board minutes 10/20/2010,

Board, Committee and Member Meetings

7 1 Board, Committee and Member Meetings - chapter Content

2 Meetings of the Sierra Canyon Association

R 2006-9, R 2011-5, R 2011-6, R 2011-7. R 2006-8

3 Board and Committee Meetings R 2011-5, R 2006-8

4 Members Meetings R 2011-6, R 2011-7, R 2006-8

5 Sierra Canyon Association Committees

6 Board and Committee Code of Conduct Unnumbered Board Resolution adopted 11/13/13,

Finances, Fees and Assessments

8 1 Finances, Fees and Assessments - Chapter Content

2 Check Signing Policy Check Signing Policy implicit in Contract 12/21/09. R2004-5, and R2006-6

3 Financial Investment Policy R 2006-05.

4 Surplus Property Disposition Policy New

5 Contact with SCA Legal Counsel Policy adopted 4/17/13,

6 Fees and Assessments R2007-03, R 2004-6

7 Summary Schedule of Current Fees and Assessments

R 2004-6, Amended Appendix A, motion 7/28/05

8 Delinquency Policy New Collection Policy 10/23/13. R 2011-3, R2009-2, R2007-2b

Violations and Fines

9 1 Violations and Fines - Chapter Content

2 Violation Policy R 2009-1. R-2008-1, R2004-6

3 Summary Schedule of Sierra Canyon Fines

R-2009-1b, R-2008-1

4 Top Ten List - Common Violations

5 Distressed/Abandoned Properties R 2011 -04. R 2010 -1


Appendices A Appendix A - Tutorial: Governing Documents for Sierra Canyon and Somersett

B Appendix B - Board Resolutions and Policies Made Obsolete by this Document