Minutes of Board Meeting on May 14, 2002
VIRGINIA CITY HIGHLANDS PROPERTY OWNERSí ASSOCIATION
Monthly Meeting Minutes
May 14, 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 7:05PM, May 14, 2002 at the Virginia City Highlands Firehouse. On a motion by Ingram, seconded by Watson, the agenda was unanimously approved.
2. APPROVE MINUTES OF REGULAR BOARD MEETING OF APRIL 9, 2002
On a motion by Morris, seconded by Ingram, the minutes of the Regular Board Meeting were unanimously approved.
3. COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS
Colt Street resident Linda Stone presented a receipt to the Board indicating that she and a neighbor had spent $768.51 on 51 tons of 3 / 4 inch rock spread on Colt. She stated that she had misunderstood comments at the 2001 Annual Meeting that no further funds were available for rock for the Highlandís roads and decided to spend the money as the road was becoming impassable. Stone requested reimbursement. During discussion, it was learned that Stone was a relatively new resident and unfamiliar with the road maintenance patterns used by the Association. President Judson expressed the Boardís concern that direct reimbursement would encourage other property owners to do the same with a substantial drain on the Associationís funds. He did, though, suggest partial reimbursement equal to 75% of the Associationís cost for similar work. On a motion by Fruzza, seconded by Ingram, and unanimously approved, a payment of $510.00 to Stone was authorized.
Judson introduced guest Sharon Claassen, Storey County Assistant District Attorney and candidate for District Attorney this year. No political statement was made.
4. TREASURERíS REPORT
Kathy McDowell, bookkeeper, read the Treasurerís Report dated April 30, 2002 (copy attached). Following the report, Judson reminded the Board of the NRS requirement that a copy of the checking account bank statement and a comparative financial statement be included with the monthly Board meeting minutes. Judson then presented to the Board the first annual Ombudsman fee bill from the State of Nevada. On a motion by Morris, seconded by Ingram, a payment of $3,507.00 to the State was unanimously approved. On a motion by Morris, seconded by Ingram, the Treasurerís Report was unanimously approved.
5. COMMITTEE REPORTS
a. Architectural Committee
In the absence of Chairman Corey, his written report was reviewed and on a motion by Ingram, seconded by Morris, the report was unanimously approved.
b. Road Report
Rick McDowell, Road Manager, presented the road report indicating that 260 tons of rock were laid on the Associationís roads. He also reported that upgrades had been performed on the Associationís water truck which should result in a longer life and reduced maintenance costs for the vehicle. McDowell indicated that the re-paving of the center mile of Cartwright should be planned soon. Morris will check with the 10 acre association to determine their abilities as 40% of the financial responsibility rests with them. McDowell also indicated that the Storey County Building Department is considering the requirement of containment ponds on any well drilling site. Judson stated that he had received several comments regarding the sand barrels on Cartwright and asked that McDowell arrange to have them removed. On a motion by Ingram, seconded by Watson, the road report was unanimously approved.
c. Park Report
Patti Poston reported on the status of the park improvements and that equipment was to arrive soon. The following motions for expenditure recommendations to the 10 acre Board and Storey County were made by Morris, seconded by Fruzza and unanimously approved:
Up to 28 yards of concrete at County cost plus $750.00 for additional materials;
Up to $2,000.00 (40 hrs @ $50 per hour) for backhoe work;
371 feet of 3 rail split rail fencing installed at a cost of $3,762.00.
President Judson also extended the Boardís thanks to Patti for her organizing of the Highlands clean-up.
d. Fire Safe Highlands
Nancy Judson reported that crews from the State Department of Corrections will again be available but the cost has increased from $100 to $450 per day. There is a subsidy available from FSH. She also reported that Student Conservation Corp will again be available this summer along with assessments by the Nevada Division of Forestry. On a motion by Morris, seconded by Ingram, the report was unanimously approved.
6. OLD BUSINESS
Regarding the past due receivable from a previous tenant of the Associationís rental house, a collection company that will accept the action on a contingent basis has been located. The possibility of small claims action was also discussed.
Discussions continue on the Countyís lease of the firehouse and will be included in the Countyís budget process. It is hoped to be finalized by the Associationís annual meeting.
The blue trailer on Adobe has been removed but replaced with a white unit. A fire hazard in the form of dead tree limbs was also noticed. Work on correction continues.
During discussion of windbreaks at the mailboxes, it was determined that L-shaped windbreaks would be installed with entrance to the rear. This is subject to approval by the 10 acre board.
Judson presented the Reserve Study for the Association to the Board. On a motion by Ingram, seconded by Morris, it was approved 4-0 with Judson (the author) abstaining.
Work continues on dead trees on property adjacent to the former Rearick/Campos property.
Fruzza presented the first draft of the Restated Architectural Guidelines to the Board. It was determined that comments and corrections be accepted through May 31, 2002 with the second draft being presented at the June Board meeting. A final draft is to be ready by the annual meeting.
Status of independent contractors will not be further addressed by the Board.
The attorneyís opinion on the Special Assessment was presented by Judson to the Board and the Board members concurred with its findings.
The Associationís Annual Meeting will be held at the firehouse at 9:30AM July 20, 2002.
7. NEW BUSINESS
On a motion by Fruzza, seconded by Ingram, the waiving of the annual dues and assessment of the Virginia Range Wildlife Protection Association was unanimously approved.
On a motion by Ingram, seconded by Watson it was unanimously approved that a 4í by 8í bulletin board be placed between the mailboxes. Cost is to be borne by FireSafe Highlands subject to approval by the 10 acre association.
Judson presented the Associationís operating and reserve budgets. They were unanimously approved on a motion by Ingram, seconded by Watson.
Topics for the June newsletter were discussed and they include the park improvements, FireSafe Highlands, dues and assessment collections, Architectural Guideline changes, and County operated fire station.
The promptness of the Associationís attorney to respond to the Boardís requests was discussed. Morris is to contact him to communicate the Boardís desires.
On a motion by Ingram, seconded by Watson, and unanimously approved, the meeting was adjourned at 9:27PM.
Financial Statement dated 04-30-02
Copy of Bank Statement
Architectural Guidelines Restatement (First Draft)