Virginia City Highlands Property Owner’s Association

Monthly Meeting Minutes

August 9, 2005


 

PRESENT: Musser, Thomas, Bent and Beckerman

 

  1. CALL TO ORDER AND APPROVE MEETING AGENDA
    1. A quorum being present, Thomas called the regular meeting of the VCHPOA Board of Directors to order at 6:37 P.M., at the Virginia City Highlands Firehouse. With minor adjustments to the agenda, on a motion by Thomas, seconded by Bent, the agenda was unanimously approved.

 

  1. APPROVE MINUTES OF REGULAR BOARD MEETING OF JULY 12, ANNUAL MEETING OF JULY 23 AND SPECIAL MEETING OF AUGUST 5, 2005
    1. With minor clarifications, on a motion by Musser, seconded by Bent, the minutes of the three (3) Board Meetings were unanimously approved.

 

  1. FINANCIAL REPORT
    1. After going over the financial statements, it became apparent that the roadwork would need to cease until the financial situation changes.  With an insurance bill due in October ($10,000), the operating funds will be minimal.  Road Manager DuFresne was present and the statement was reiterated that work was to cease as of midnight 8/9/05.
    2. Thomas will continue to volunteer his time to work with Lydia Hammack and will produce the monthly financials and the Federal tax return.

 

  1. CHANGE OVER OF BOARD MEMBERS, PER ELECTION
    1. The newly elected nominee’s did not attend the meeting.  Thomas and Musser agreed to serve for a minimum of 2 weeks until this item can be straightened out.  There will be a special meeting to install directors after we hear from the nominee’s. A certified letter will be sent to Landabaru and Alt asking their intentions.

 

  1. COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS
    1. No comments.

 

  1. UPDATES FROM BOARD MEMBERS:
    1. Vice-President Bent: FireSafe Highlands has had to restart the process of sign bids because of changes in requirements from the grantor.
    2. Secretary Beckerman: Park situation- putting the word out for a contractor, thank you letters to go out to all the speakers at the Annual Meeting.

 

  1. COMMITTEE REPORTS
    1. Architectural Committee-If grading or other construction concerns arise for homeowners, please the SC Building department.  AC meeting minutes attached.
    2. Road Report-DuFresne spoke to the attending members on the need for funds to finish the road maintenance; the roads have only received a bare minimum of

attention for any type of sustainability.  DuFresne stated that if the funds were not going to be available the road crew would need to find other positions. He

 

requested that a phone line and equipment be placed in the “shed” so he has a place to work.  Musser offered a phone, fax, and copier combination machine.  Hammack has been given permission to have a phone line and voicemail installed in the “shed”.  Concerns have arisen with billing between the two (2) associations; the bookkeeper for VCHPOA and the treasurer for the HRPOA will work on a spreadsheet to track expenses and verify billings.

    1. Park Report: Putting the word out for a contractor to do the planned work in the fall, including a well for fire suppression, the roads and running water.

                                                              i.      Funds for the park fund are collected by SC when a building permit is pulled, approx. $250 per permit.

 

  1. OLD BUSINESS
    1. FireSafe Highlands has grant for a masticator and is having difficulties getting people to sign up to have it used on their property for fire suppression.  FSH has cut wood and has cords of wood and loads of chipped wood available at the burn pile by the fire hall.  After you load the wood or chips, please place your donation check in the envelope for FSH that is on the bulletin board in the fire hall.  FSH also has a shade/fuel break grant that needs to be used.  They are very concerned that if the homeowners do not use this money that funding will be cut for future years.
    2. There was an executive session held after the 8/5/05 concerning an architectural guideline violation, the “blue rood” issue was resolved to the satisfaction of both the Board and the property owners.

 

  1. NEW BUSINESS
    1. No new business

 

On a motion by Musser, seconded by Bent, and unanimously approved, the meeting was adjourned at 7: 30 P.M.

 

Sheri Beckerman

Board Secretary

 

Attachments:
Cash Flow Statement

Financial Statements

Architectural Report

Thank you letters

Nominee Letters