VIRGINIA CITY HIGHLANDS PROPERTY OWNERS’ ASSOCIATION
Monthly Meeting Minutes
January 13, 2004
PRESENT: Board of Directors: Jim Watson, Colleen Brownwell, Dave Thomas, Donna Wasson and Dennis Kennedy.
1. CALL TO ORDER AND APPROVE MEETING AGENDA
A quorum being present, President Watson called the regular meeting of the VCHPOA Board of Directors to order at 7:04PM, January 13, 2004 at the Virginia City Highlands Firehouse. Watson made a motion to add Joint Meeting between the Board and the Arch Committee under New Business and to add Cost of Ads to Association Web Site under Old Business on the agenda. Donna made a motion to add Arch Guidelines Proposal for Re-Vote under New Business. On a motion by Thomas, seconded by Wasson, the agenda was approved with the changes.
2. APPROVE MINUTES OF REGULAR BOARD MEETING OF DECEMBER 9, 2003.
Under Comments By Association Members a correction was made from Watson where the County Commissioner John Flanagan stated that we need to ensure that any business that wants to advertise has a valid Business License. On a motion by Thomas, seconded by Kennedy, the minutes were approved 5-0 with the correction.
3. COMMENTS BY ASSOCIATION MEMBERS AND DISCUSSION OF COMMENTS
A residence mentioned that a mattress has been lying next to the side of the road on Dortort for two months now and that it has not been picked up by the Sanitation Department. No action was taken.
A resident also expressed concern that Farrellgas and ProGas never had the opportunity to present their product to the Highland Residence. Watson stated that they had a presentation about 3 years ago for the residence.
A resident requested that stucco be added as a siding material to the annual ballot for approval. A discussion was held regarding how to handle this situation. It was recommended that this issue be brought up when the Guidelines and the CC&R’s are addressed.
Dave Thomas presented the monthly cash report for December (attached).
A discussion was held again in regards to how we handle the payment for the Ombudsman Fees. Thomas stated that he will prepare the paper work and forms and come up with the amount owed. He will prepare 3 years of paperwork. The Board agreed to pay both the outstanding dues from the previous 2 years and the dues for the current year based on property owners and not the number of lots.
5. COMMITTEE REPORTS
a. Architectural Committee
Donna Wasson presented the written report of the committee’s meeting of January 6, 2004 due to Wally Corey being absent. (Copy attached). With the Boards approval, Wasson requested that they data base all the architectural records instead of purchasing a file cabinet as requested at the Architectural Committee meeting. Wasson made a motion to data base the records, Watson seconded. Motion carried 5-0. Wasson volunteered to do the work necessary to get the records data based. Watson made a motion to nominated Wasson for the job, Thomas seconded, approved 5-0.
Watson stated that the joint meeting between the Architectural Committee and the Board of Directors had been cancelled last week and that he will be rescheduling.
Rick McDowell presented the road report. Watson recommended having Rick see if a resident has a backhoe available for loading sand. Watson suggested that Rick look into the cost. Watson made a motion for Rick to have the authority to rent a backhoe from a local resident when necessary. The motion died due to the lack of a second. A lengthy discussion was held regarding ice and snow on the roads and vehicles that are not properly equipped for winter driving conditions. Watson made a motion to contact the sheriff to see if they will monitor vehicles during snowstorms and stop drivers and site them if the tires are inappropriate. Kennedy Seconded. Motion carried 4-1 with Brownwell abstaining.
c. CC&R’s Revision Committee
No report at this time.
6. OLD BUSINESS
Wasson stated that fines are being imposed on the resident with the junk cars parked on Grizzley. Wasson stated that she will continue to follow the proper procedures until this matter is resolved.
Thomas stated that he will be following up with someone to serve notice of violation by the property owner of the large semi-truck type trailer that is parked on Sullivan.
Association Web Site - Watson requested that a banner be added to the main page of the
Web site to get the attention of visitors for advertisements. He also stated that he would like to have a statement that mentions “Paid Advertising”. Watson made a motion that the Board approve all advertising before it is added to the web site. Wasson seconded, motion carried 5-0.
7. NEW BUSINESS
Watson stated that Wally Corey needs help with the issues regarding the Architectural Guidelines. Watson said that he would work with Wally to coordinated the joint meeting between the Board and the Architectural Committee to resolve these issues. A lengthy discussion was held on all the color and style issues that will need to be resolved during the joint meeting. Wasson made a motion to add questions that are more specific in regards to style and colors to the ballot for the annual meeting. Brownwell seconded, motion carried 5-0.
On a motion by Thomas,seconded by Wasson and unanimously approved, the meeting was adjourned at 8:27.
Cash Summary Statement