Minutes of Board Meeting on March 12, 2002
VIRGINIA CITY HIGHLANDS PROPERTY OWNERSí ASSOCIATION
Monthly Meeting Minutes
March 12, 2002
PRESENT: Board of Directors: President, Keith Judson. Members: Don Ingram, Kelly Morris, Jim Watson, and Randy Fruzza
1. CALL TO ORDER AND APPROVE MEETING AGENDA
A quorum being present, President Judson called the regular meeting of the VCHPOA Board of Directors to order at 7:08PM, March 12, 2002 at the Virginia City Highlands Firehouse. On a motion by Ingram, seconded by Morris, the agenda was unanimously approved with the following additions: Item 2 to include approval of the minutes of the February 12, 2002 Executive Session; Old Business, update of status of pipes on Daly property and; New Business, discussion of Houser letters.
2. APPROVE MINUTES OF REGULAR BOARD MEETING AND EXECUTIVE SESSION OF FEBRUARY 12, 2002
On a motion by Ingram, seconded by Watson, the minutes of the Regular Board Meeting were unanimously approved.
On a motion by Ingram, seconded by Watson, the minutes of the Executive Session were unanimously approved.
3. COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS
A utility tax being assessed by Washoe County and collected by Sierra Pacific Power Company was discussed. Although difficult to fight through the bureaucracy, it is important to be sure any county assessment be that of Storey County and not Washoe County as we do not benefit directly from those funds paid outside our home county. Residents are urged to review their bills and question the power company on the disbursement of funds.
4. TREASURERíS REPORT
President Judson informed the Board of a change in accounting that results in presenting financial information through the end of the previous month. This change is in concurrence with traditional financial disclosure and provides more detail. Kathy McDowell, bookkeeper, read the Treasurerís Report dated February 28, 2002 (copy attached). It was disclosed that there is an unreconciled difference between the February 12, 2002 figures and the February 28, 2002 presentation due to accounting input that is expected to be corrected by the April Board meeting. On a motion by Morris, seconded by Ingram, the Treasurerís Report was unanimously approved.
5. COMMITTEE REPORTS
a. Architectural Committee
Wally Corey, Chairman, presented the minutes of the Committee meeting of March 5, 2002 (copy attached). Discussion ensued on a property owners desire build a "dome" home in the Highlands and whether it would conform to the Associations CC&Rís and Architectural Guidelines. No formal request to build has yet been made. On a motion by Morris, seconded by Ingram, the report was unanimously approved.
b. Road Report
Rick McDowell, Road Manager, reported that the Association grader which is in serious need of repair was recently transferred to the repair facility. The projected bill will be in excess of $2,400.00 but the amount will not be known until the mechanics have an opportunity to completely examine the grader. He also reported that work continues to get as much rock on the roads as possible and to work on the ditches while conditions are good. It was commented that two homes under construction on Empire have driveways that are not yet rocked and mud from them may affect Empire.
To continue the effort on getting rock on the roads while we have considerable moisture, Ingram moved and Watson seconded a motion to authorize $3,000.00 for road materials. Unanimously approved.
On a motion by Fruzza, seconded by Morris, the Road Report was unanimously approved.
c. Park Report
Patti Poston presented several cost estimates to the Board for playground equipment, concrete work, and fence installation. Extensive discussion followed regarding the County approval issues and details of the concrete estimates and installation questions. Watson moved that we recommend to the Highland Ranches POA that the County, using "park funds," purchase the playground equipment, in muted or earth tones (colors), presented by Poston. He further moved that any decision on concrete or fencing be deferred until more detailed information can be obtained and soil tests can be performed on the ease of drilling post holes for both the fence and equipment. The motion was seconded by Ingram and unanimously approved.
On a motion by Watson, seconded by Ingram, the Park Report was unanimously approved with an extreme thank you to Patti Poston for the many hours spent on bringing to a reality a quality park for the Highlands.
d. Fire Safe Highlands
Nancy Judson confirmed that FSH had applied to become part of the Nevada Fire Safe Council and are awaiting approval. On a motion by Ingram, seconded by Watson, the report was unanimously approved.
Regarding the delinquent prior renter of the Associationís rental house, further efforts are pending submission of the lease to the collection agency.
Discussions regarding the lease of the Associationís firehouse are on-going and are to be finalized by the Annual Meeting of the VCHPOA.
Regarding the blue trailer on Adobe, a letter was sent by Judson. The property owner contacted McDowel and he is to either begin development of the property or remove the trailer.
The doors/windbreaks at the mailboxes are still under development. It is hoped that estimates will be available in two weeks.
Judson continues work on a draft of the Reserve Study as required by NRS 116.
The new property owner of the former Rearick property has made progress in the removal of the trees and the work continues.
Regarding delinquent Association dues, a new format was provided to update the Board which provides details of action.
No update available on the Ad Hoc committee for architectural standards.
Status as to independent contractors was deferred until April.
Pipes continue on the Daley property with the owner showing no intention to remove the debris. $25.00 in fines have accrued and a certified letter has been returned "unclaimed."
With the Associationís rental property vacant, it was moved by Fruzza, seconded by Judson, to authorize Watson to negotiate terms of a lease to a new tenant with rent discounted to $600.00 with a $1,500.00 carpet allowance to the new tenant. Unanimously approved.
A letter from property owner Houser was presented to the Board by Judson. The letter disputes the authority of the Board to approve a Special Assessment and requests documentation. That documentation was provided by Judson to the property owner. Prompted by the letter and in an effort to provide the necessary assurances to all the property owners, Ingram moved, Watson seconded, and it was unanimously approved that Judson issue a letter to the Associationís attorney to have his office issue a legal opinion regarding approval and collection of 1) the Omnibudsmanís $3.00 fee and 2) the $50.00 Special Assessment for 2002.
On a motion by Ingram, seconded by Watson, and unanimously approved, the meeting was adjourned at 9:35PM.
Financial Statement dated 2/28/02
Architectural Committee Report