Virginia City Highlands Property Owners’ Association

Minutes - Monthly Meeting, Tuesday August 14, 2007

Virginia City Highlands Fire Station Training Room – 7:00 pm


Present: Rita Lumos, Bill Lewis, Mike Lupo, Debra Gravenstein

Absent:   Mary Tallent-Stewart

I.       Call To Order, Declaration of a Quorum and Approval of Meeting Agenda

President Lumos called the meeting to order at 7:00 pm and declared a quorum present.  There were no additions or corrections to the agenda.

II.     Appoint New Board Members and Election of Officers

President Lumos announced that three of the board members’ terms expired as of June 30.  Since no property owner offered their name in nomination for board office, those positions would be filled by appointment by the board members, in conformance with the By-Laws and long standing practice.

She introduced Stephen Morrow, PE, who had volunteered to serve on the board.

A motion by Lewis, seconded by Lupo to appoint Mr. Morrow to fill the position previously held by Debra Gravenstein was approved unanimously. 

Karlyn McPartlin objected to the replacement of Ms. Gravenstein and stated that in her opinion the president should be replaced. 

A motion by Lupo, seconded by Gravenstein to reappoint Bill Lewis for a two year term was approved unanimously.

A motion by Lewis, seconded by Lupo to reappoint Rita Lumos for a two year term was approved unanimously.

Mr. Morrow took his seat on the board and election of officers for the next year was held.

Upon motions of the board and unanimous votes for each position the following is the slate of officers for the 2007-2008 fiscal year:

President:        Rita Lumos

1st Vice President: Bill Lewis

2nd Vice President:     Steve Morrow

Secretary:        Mary Tallent-Stewart

Treasurer:       Mike Lupo

III.    Approve Minutes of the June 12, 2007 Regular Meeting and July 14 Annual Meeting

The minutes of the June 12, 2007 were presented for approval.  A motion by Lewis, seconded by Morrow to approve the minutes as presented was approved unanimously.

Ray McPartlin complained that the emails he had requested be attached to the minutes were not included.  Keith Judson pointed out that the attachments could be kept in the official minute book, but that it was not necessary to post them on the web site.

Since Ms. Tallent-Stewart was unable to attend the meeting due to an emergency the minutes of the July 12 annual meeting were not available.  They will be considered at the September meeting.

IV.   Financial Statements (Discussion/Action)

A.               Monthly Cash Report

B.               Monthly Financial Statements

Mike Lupo reviewed the financial statements.  The ending cash balance as of July 31 is $100,583.90.  As of the meeting date, the amount in the operating account is $48,990  and in reserve is $48630.

V.     Comments by Association Members (NRS 116.3108(3))

Cecilia Lak noted that she had witnessed a substitute UPS driver speeding up and down Sazarac and Conestoga and felt that this type activity by construction and delivery people contributed greatly to the road conditions.

Karlyn McPartlin complained about a number of signs that are not in conformance with the CC&R’s.  It was noted that these possible violations would be discussed in the executive session.

Harry Stanley, president of Fire Safe Highlands, and Eric Guevin, Fire Marshall, announced that there will be a meeting of FSH on September 10 at 6:30 pm at the fire station meeting room.  Regional experts will be in attendance.  Flyers will also be distributed at the annual spaghetti feed. 

Harry reported that participation by property owners in the construction of a fuel break on Sazarac had been poor, and that less than a third of the available money had been spent.  Since the Highlands has been designated as the highest possible fire danger area in the state the property owners need to be aware of and participate in the programs of FSH.

VI.   Committee Reports

A.               Architectural Committee

The minutes for the June and July architectural committee meetings were reviewed by Bill Lewis.  There were applications for three new residences approved along with applications for additions and repainting.

B.               Documents Committee

Keith Judson reported that to date 407 votes had been cast on the proposed changes to the CC&R’s.  Of those, 296 are yes votes and 111 are no votes.  He pointed out that 585 yes votes are necessary to approve the changes.  

He stated that originally there had been an approval for two mailings for the ballots and information, but these had not been necessary since the mailings were bundled with other required mailings.  He asked for authorization to mail a letter and new ballot to the property owners who had not yet responded.

A motion by Lewis, seconded by Morrow was approved by a vote of 4 to 1, with Lupo opposed.  He felt that those who had not yet voted were not likely to do so and that the money was not well spent.

C.              Road Report

Bob Moore reported that in July he and Doug Fontana had completed the work on the grader to repair oil leaks and replace worn parts.  Mr. Fontana, who is a resident, is also licensed and experienced to drive the water truck.  Bob thanked him for his efforts and those present did as well.

Bob reported that a test strip was done on Empire Road from the park to Morgan that day, working with property owner Kelly Rogers who has a great deal of experience in road construction.  He thought the outcome was good but is reserving judgment until he sees how it wears with the traffic.  Test areas will be done in various areas of the Highlands to see how conditions vary and what can be done to improve them.

D.              Park Report

Rita reported that she had been in contact with Public Works Director Mike Nevin about the park improvements.  He indicated that his schedule is very full and that the work might be put out to a licensed contractor to complete.

VII. Old Business

A.               Fire Station Lease

As directed by the board at the June meeting, the proposed lease renewal was reviewed by the association’s attorney and is currently under review by the Storey County District Attorney.  No action was taken at this time.

B.               Rental House

1.     Insurance Inspection

It was reported that the insurance company had inspected the rental house and demanded that the driveway that serves the house and the east side of the fire station by resurfaced by August 1.  Ms. Lumos has been working with Storey County officials to gain cooperation in this effort.  The cost for the materials only would be approximately $3120, with the County providing all labor and equipment.

2.     Repairs

It was reported that their had been a water leak in the upstairs bathroom which apparently had gone undetected for some time and had caused mold and sheetrock damage.  The cost of repairs is approximately $1000.

3.     Lease Renewal

The lease with the current tenant expires October 1, 2007.  Ms. Lumos reported that the Fire Department is interested in expanding the lease on the fire station to include the rental house.  Eric Guevin, Fire Marshall, was present to represent the department in this matter.  He stated that the current budget had not provided for this but that the department would be willing to pay an amount equal to the current lease on the station ($1200 per year) plus take over all maintenance and insurance for the entire property.   There would be a full rebate of property taxes on the property.  They would not be able to pay the current lease rate of $1000 per month. 

There was general concurrence among those attending the meeting as well as the board that it was a great benefit to have the Fire Department take over that property and have it’s full use.  There is also the prospect that the County might purchase the property in the future, after all the statutory requirements for appraisals, etc., were completed and with the concurrence of both the County Commissioners and the association.

A motion by Lupo, seconded by Lewis to notify the current tenant that the lease would not be renewed immediately was approved unanimously.

A motion by Lupo, seconded by Lewis to attach the house to the proposed fire station lease, which is for a period of ten years, and to include an option for purchase at fair market price in the future was approved unanimously.

A motion by Lewis, seconded by Lupo, to approve the paving of the driveway, with the proviso that if the Fire Dept. takes over the residence, they will pay that cost, was approved unanimously.

VIII.            New Business

A.               Sheriff’s Large Animal Evacuation Plan

Sharon Dixon reported that she had been appointed by Sheriff Miller as a special deputy for large animal evacuation in case of fire in the area.  She stated that there are plans to erect pens on the lot where the Highlands Ranches Assoc. has their equipment yard.  The pens will be available from May through October.  It will be the owners’ responsibility to get their animals to the pens in case of emergency.

Donations are needed to pay for the pens.  The cost for the pens will be $3007.  The HRPOA had donated $1000.  The Fire Safe Highlands grant money cannot be used for anything but human needs.  There is some money available from Homeland Security to provide information to the owners and to determine the number of animals that are in the Highlands.

A motion by Lewis, seconded by Morrow, to donate $1000 to the Storey County Sheriff’s Department Large Animal Evacuation project was approved unanimously. 

It was pointed out that owners will also be asked to donate to the project.  Many present stated that this is a community safety issue and were in favor of using association funds for this purpose.

B.               Reserve Study

Rita reported that state statute requires that a reserve study be done at least every five years, that this association must have one done this year, and that the state had finally registered reserve study specialists to perform the studies.

The HRPOA had done some research and found a qualified person to do their study at a reasonable price.  An application for a proposal has been sent to this person/firm, but no response has been received to date.

C.              Gravenstein Letters

Rita read into the record a letter that Debra Gravenstein had sent to each of the board members objecting to the July road meeting and demanding a written response.  Mike Lupo stated that he was not willing to respond to the letter.  Rita indicated that she would respond and presented proposed language for the response.

It was announced that a formal road committee would be appointed at the September meeting.

IX.   Any Other Matters which the Board Members Wish to Discuss

There were no items for discussion under this agenda item.

X.     Executive Session to discuss possible violations of CC&R’s

The regular meeting was recessed and the board met in executive session to discuss possible violations of the CC&R’s which had been reported.

It was decided that certified letters would be sent to a property owner whose construction trailer residence had been in place well past the one year allowed time limit, to an owner who had not cleared construction debris from the front of his property long after the completion of construction, to the builder of a white fence in violation of the architectural guidelines, and in the case of several signs not in conformance.  These owners will have the opportunity to correct the possible violations or appear before the board in executive session to state their case.

XI.   Adjourn

There being no further business, the meeting was adjourned at 9:45 pm.

Respectfully submitted,

Rita Lumos, President