Minutes of Board Meeting on November 12, 2002
VIRGINIA CITY HIGHLANDS PROPERTY OWNERS’ ASSOCIATION
Monthly Meeting Minutes
November 12, 2002
PRESENT: President, Keith Judson. Board Members: Don Ingram and Dennis Kennedy.
ABSENT: Jim Watson due to illness and Randy Fruzza on vacation.
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 7:10 PM, November 12, 2002 at the Virginia City Highlands Firehouse. On a motion by Ingram, seconded by Kennedy, the agenda was unanimously approved.
2. APPROVE MINUTES OF REGULAR BOARD MEETING OF OCTOBER 10, 2002
On a motion by Ingram, seconded by Kennedy, the minutes of the Regular Board Meeting of October 10, 2002 were unanimously approved.
3. COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS
4. FINANCIAL REPORT
Kathy McDowell, bookkeeper, read the Cash Report dated October 31, 2002 (copy attached). The transfer of $7,000 from the Reserve Fund to the Operating Fund needs to be reversed and $7,000 transferred from the Operating Fund to the Reserve Funds. This money was set aside for potential payments to the Ombudsman per the minutes of the 10/8/02 meeting.
Judson reviewed the state required operating and reserve financials and budget as well as the reconciliations of the Operating Account and Reserve Account. He mentioned that operating net income is approximately $3,900 better than budget due primarily to a larger than anticipated amount of transfer fees.
Dennis Kennedy updated the Board on the correspondence with the Ombudsman’s office. He stated that NRS116 was changed in 1999 to include all property association dues at $3.00 per unit. Dennis will investigate further as to whether empty lots are exempt from the $3.00 fee.
Collection of Dues – All unpaid dues will be transferred to the Association attorney for follow-up and collection. Don Ingram moved to write-off all accounts receivable of $3.00 (three dollars) or less (5 properties). Dennis seconded, motion passed unanimously.
On a motion by Ingram, seconded by Kennedy, the Financial Report was unanimously approved.
5. COMMITTEE REPORTS
a. Architectural Committee
Wally Corey, Chairman, presented the written report (copy attached). Wally Corey reported that a property owner had submitted plans for a dome house. Wally asked for a motion from the Board as to whether the dome house should be approved. On a motion by Ingram, seconded by Kennedy and passed unanimously, the Board rejected a dome structure. The basis for the rejection was that a dome structure is not in harmony with the natural surroundings per requirements of the Architectural Guidelines and the CC&R’s. Corey to advise property owner of the Board’s decision.
Upon motion by Ingram and seconded by Kennedy, acceptance of the report was unanimously approved.
b. Road Report
Ingram reported the Road Committee had taken no action on finding a permanent road manager.
Ingram read the Road Report. He reported the water truck was used while there was no road manager and water was left in the truck that froze and the battery ran down. There was no damage to the vehicle. Work has taken place on winterizing the vehicles and some road maintenance.
Ingram reported the salt/sand storage building is partially completed. Judson expressed concern over the cost of the project since the Board had only authorized $1,200 for materials and equipment. Ingram to investigate cost and budget and report to Board at next meeting.
The Board unanimously approved the expenditure of up to $3,000 for gravel for the roads (excluding cost of labor). Motion by Kennedy, 2nd by Ingram.
On a motion by Kennedy, seconded by Ingram, the Road report was unanimously accepted.
c. Park Report
Judson read an e-mail from Patti Poston (copy attached) regarding the painting of the gazebo by Phil McKenna, removal of the Porta-Potty and installation of the retaining wall. Judson to follow-up with Poston as to cost of pouring concrete retaining wall in cold weather.
6. OLD BUSINESS
Collection of Account Receivable from former tenant of rental house will be turned over to a collection agency or attorney on a contingency collection basis.
Judson stated that in the absence of Randy Fruzza there would be no report by the Architectural Ad Hoc committee.
Nancy Judson asked whether the Board was interested in proceeding with the planning to remove beetle-infested trees from the Highlands. This would be a joint project with Fire Safe Highlands and the Highland Ranches Property Owners’ Association. Tentatively the homeowners associations would contact property owners and request their voluntarily removing dying trees from their property. Property owners would be given a choice of:
Using a company from a list people who will cut down and remove the trees: or
Cut down and remove the trees themselves: or
Work with Fire Safe Highlands who would assist the property owner in the cost of removing the trees.
All of this is in the preliminary planning stage and it is anticipated a meeting will be held in February to give more information to property owners. Upon a motion by Ingram, 2nd by Kennedy, the Board voted unanimously to support the project.
Judson reported that the asphalt paving at the mailboxes had been completed.
The Highlands restrictive access day has been selected for Sunday, December 8. Both Cartwright Road and Calaveras Road will be closed to non-residents from 8:00 AM to 4:00 PM. The sheriff’s department will be advised of the road closings and the possibility of using a deputy will be explored. The project is being coordinated with the Highland Ranches Property Owners’ Association.
7. NEW BUSINESS
The December newsletter was discussed and various board members volunteered to write articles and contact potential advertisers. All articles to be completed and submitted to Judson by November 26.
On a motion by Judson, seconded by Kennedy, and unanimously approved, the meeting was adjourned at 9:12PM.
Keith Judson (in the absence of Randy Fruzza, Secretary)
Cash Report dated 10-31-02
Financial Statements dated 10-31-02
Copy of Bank Statements and Reconciliation
Park Report E-Mail
Thanks to Joel and Celia for taking notes during the meeting.