VIRGINIA CITY HIGHLANDS PROPERTY OWNERS’ ASSOCIATION
Monthly Meeting Minutes
August 12, 2003
PRESENT: Board of Directors: President, Keith Judson. Members: Dennis Kennedy, Randy Fruzza and Don Ingram. Absent: Jim Watson.
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, August 12, 2003 at the Virginia City Highlands Firehouse. On a motion by Ingram, seconded by Kennedy, the agenda was unanimously approved with the addition under New Business of CC& R Complaint and Saleof Association Asset.
2. APPROVE MINUTES OF REGULAR BOARD MEETING OF JULY 8, 2003 AND ANNUAL MEETING OF JULY 26, 2003
On a motion by Ingram, seconded by Kennedy, the minutes of the Regular Board Meeting of July 8, 2003 were approved 4-0 with Watson abstaining as he was not present.
On a motion by Ingram, seconded by Kennedy, the minutes of the Annual Meeting of July 26, 2003 were unanimously approved.
3. NEW DIRECTORS
Judson introduced and welcomed Colleen Brownwell, Dave Thomas and Donna Wasson as the newly elected board members. Keith explained the procedure for electing the Officers. President: Colleen nominated Keith, and Donna nominated herself. The election was held by a secret ballot with Keith being elected President 4-1. Secretary: Colleen was nominated by Dave and was approved 5-0. Treasurer: Dennis was nominated by Donna but declined. Dave was nominated by Colleen and was approved 5-0. 1st Vice President: Dennis was nominated by Keith and was approved 5-0. 2nd Vice President: Donna was nominated by Keith and was approved 5-0. The new officers are as follows:
President – Keith Judson
First Vice President – Dennis Kennedy
Second Vice President – Donna Wasson
Treasurer – Dave Thomas
Secretary – Colleen Brownwell
Judson gave the new directors their Directors Handbooks and a copy of NRS116, had them sign bank signature cards and advised them of the affidavit regarding knowledge of NRS 116
4. COMMENTS BY ASSOCIATION MEMBERS AND DISCUSSION OF COMMENTS
Donna Wasson expressed her opinion that the association does not fall under NRS 116. Considerable discussion was held in an attempt to clarify various issues. Wasson stated she is against the association holding insurance and also against paying dues to the Ombudsman’s Office.
Wasson wishes to pursue the NRS issue, but was told by the board to do it as an individual not as a board representative
Judson moved that there be a special resolution thanking Linda and Tom Peevers for the excellent work they did on the picnic following the annual meeting. Thomas seconded and the motion passed unanimously.
Dave Thomas presented the monthly cash report dated July 31 (copy attached).The reconciliation report and monthly financial statements were not available as they had not been completed by the bookkeeper.
There was no report on the collection of delinquent dues.
Kennedy recommended that the board make one more attempt to negotiate with the Ombudsman’s Office regarding the amount of dues owed. The board agreed to ask our lawyer what it would cost for him to contact the Ombudsman’s Office and present our case for paying dues per number of lot owners or number of homes instead of total number of lots. If the legal fees were reasonable the board agreed to have the lawyer pursue this. Dennis so moved, Colleen seconded and the motion passed by a vote of 4-0-1with Donna abstaining.
6. COMMITTEE REPORTS
a. Architectural Committee
Wally Corey, Chairman, presented the written report of the Committee’s meeting of August 5, 2003 (copy attached). He stated the committee liked all of the color samples they had been given. Judson gave the board copies of color samples to use in defining earth tones. They are to mark which colors they think are applicable and the results will be compared at the next meeting.
Don Ingram resigned from the Architectural Committee. Wasson volunteered to be the boards representative on the committee. Thomas moved Wasson be appointed to the committee. The motion passed unanimously.
Thomas moved and Kennedy seconded that the revised By-Laws and CC&Rs should be recorded. Motion passed by 4-1 with Wasson against as she maintains that the 2 amendments are illegal. Judson and Brownwell will file the revisions with the county.
Don Ingram presented the road report. Judson corrected the misinformation regarding the lack of a shelter for the sand/salt mix.
The road manager wants to move forward with the equipment shed. The road crew was reminded that before work can be done the board needs a special use permit from the county planning commission or a statement in writing that a special use permit is not required. In addition the county building department and architectural committee must approve the plans.
The road committee requested $1,200 for backhoe rental to repair ditches damaged in the last rainstorm. On a motion by Thomas and seconded by Donna, the board unanimously approved the rental..
c. Park Report
There was no park report
7. OLD BUSINESS
The brickwork repair at the entrance has been completed, within the amount of the insurance settlement.
The NRS 116 issue was covered earlier under Public Comment.
8. NEW BUSINESS
On a motion by Thomas, seconded by Brownwell, the board unanimously renewed for one year, the lease on the rental house at the same rate that is currently in place.
Kennedy moved that a committee be formed to study a revision of the CC&R’s, and that Dave Thomas be the Chairman. Motion seconded by Wasson and passed unanimously.
A special edition of the newsletter is to be sent out, which will include information on the election results, the austerity budget, the upcoming CC&R revision, and water conservation
A written complaint was received from a resident concerning numerous abandoned cars at another residence. Wasson volunteered to discuss the situation with the resident against whom the complaint was filed.
The board received an offer from an individual who wishes to buy the 55 gal. drum stand, currently by the equipment yard. They will also remove the cement slab it is on. Ingram will verify if it is for sale or needed by the road crew. Since others then expressed interest, Thomas moved, Colleen seconded and the board agreed unanimously that the stand would be sold to the highest bidder.
On a motion by Kennedy, seconded by Brownwell, and unanimously approved, the meeting was adjourned at 9:05
Monthly cash report dated 7-31-03