Virginia City Highlands Property Owners Association
Minutes – Monthly Meeting, Tuesday November 13, 2007
Virginia City Highlands Fire Station Training Room – 7:00 p.m.
Present: Mary Tallent-Stewart, Bill Lewis, Rita Lumos, Steve Morrow
Absent: Mike Lupo
I. Call to order, declaration of a quorum and approval of meeting agenda
President Lumos called the meeting to order at 7:00 p.m. and declared that a quorum was present.
II. Approval of minutes of October 9, 2007 meeting
Minutes reviewed for the meeting and motion made by Bill Lewis to approve with second by Steve Morrow. Motion carries.
III. Financial Statements (Discussion/Action)
A. Monthly Cash Report
B. Monthly Financial Statements
Rita reviewed the financial statements with the attendees $109,045 in total expenditures to date which is about $24,000 over budget. Cash balance is $91,598.23 with approximately $47,000 in Reserve. Dues billings were mailed last month. A motion was made by Bill Lewis with a second by Mary Tallent-Stewart. Motion carries.
IV. Comments by Association Members (NRS 116.3108(3))
Karlyn McPartlin inquired if anything has been done by the Association regarding
the illegal size signage over various parts of the Highlands. Rita stated that she
has sent out certified letters to those that have had complaints previously. She
has yet to send a letter out on the large banner sign. It was noted also that the
minutes from September 2007 need to be submitted to the website for posting.
Mary Tallent-Stewart will send them to the webmaster asap. Karlyn also stated
that financials from various periods are missing from the website. Rita has
asked Dave Thomas to send the missing information. Karlyn had asked
the Association bookkeeper Lydia Hammack to review information regarding
bills/invoices and met with Lydia at 6:15 the night of the last 10-acre meeting.
Lydia had copies the information for her. Karlyn indicated that Lydia had
raised her voice to her about having to provide receipts to her. Rita stated
that she was copied on all e-mails and Karlyn told her she would pay Lydia’s
hourly rate for the service. Karlyn asked Lydia to provide the records and
also asked that she be reminded that she had a right to review them.
A. Architectural Committee
This month a fence, detached garage, permit for a retaining wall, garage
addition and cedar rail fence were all approved. There were no CC&R
Keith Judson had the results for the dues amendment vote. There were 590
Yes votes and 150 No votes were received so the vote was approved on
on a margin of 5 votes. 80% of the people voting voted yes. 60% of
possible voters participated which is the highest total of voters ever.
The actual cost was $1,034 and the Board had approved up to $1,500.
Keith mailed out the third follow-up himself for a total of $131.07 and
if the Board wants to reimburse him that would be great, if not, that’s ok
too. A motion to reimburse Keith was made by Bill Lewis with a second
by Steve Morrow. Motion carries. Keith asked approval from the Board
to post the results on the website and chat board. Approved
C. Road Report
Road Manager Bob Moore reported that road work in October was minimal.
Empire to Morgan was graded and a culvert on Sazarac and Hermit was
replaced. Bob met with Gary Hames and the fire marshall regarding the
front loader and their water truck. Their drivers are insured. If we need
equipment we can borrow it from the County and it would be reciprocal
with the Association. A traffic count was discussed. The County uses
them but will not rent or loan out the counters. Bob spoke with Al Drake
regarding the value of our water truck. Al spoke with some individuals
knowledgable in this area. Karlyn McPartlin said she had researched an
auction site and the same year truck was selling starting at $12,000. Jim
Poston distributed information regarding the traffic count. Jim said that
using them on our gravel roads would destroy them. There is an optional
heavy duty type for about $200. Discussion ensued regarding road tubes
properly placed for traffic, speed and classifications on cars vs trucks.
roads would be ranked for maintenance based on volumn. Different types
of counters and prices were explained by Jim. He may be able to get one
or more. Ray McPartlin stated that this type of count could be a waste of
time and funds, however, Steve Morrow believes that it does matter
because data is needed to see if more technology is required in some areas
to repair and maintain certain roads. Steve said the Road Plan needs a
maintenance component to it. Traffic counting is just one way to discern
problem areas. Rita indicated that the past maintenance records were
carried with each road manager so there are virtually none to be had. Jim
Poston would volunteer for the traffic count. Steve Morrow will get a
handle on the road material and have testing done. It was noted that the
material on Sazarac Road can be worked with and the Road Committee
will meet to formulate specifications for that. There will be no major
work done now until spring. More Road Committee meetings will take
place prior to the work commencing.
No Park Report this meeting
VI. Old Business
A. Water Truck Repair – Two bids were received from independent companies to rebuild the truck. Silver State International gave a quote of $33,839 in parts and $23,151 in labor. Truck Parts and Equipment came in at $24,134.64. $17,000 was received from the insurance company. An Association resident, Doug Fontana has thirty-five years experience in this industry and came up with a plan to repair the truck. He explained the repairs to be made and gave a quote of $12,000 with approximately 6 weeks to complete the job. Bill Lewis was concerned about a guarantee on the work and Rita Lumos suggested that a bond be posted by Doug. He doesn’t have a problem with that. The brakes are in good condition. The jake brake apparently wasn’t used prior to the accident when going down Sazarac. Even though the truck was acquired in the mid 1990’s, Doug says it is in excellent condition. Bill Lewis stated that it is not cost effective to rent a water truck for our road repairs and maintenance and is in favor of having Doug repair it. Steve Morrow agreed. It will have to pass inspection anyway prior to being registered roadworthy. A contract will be written for the repairs. A motion was made by Bill Lewis with a second by Steve Morrow. Motion carries.
B. Fire Station House Lease –
The furnace has been serviced, some rewiring has been done, baseboards installed and new wall board. The garbage has been taken away and a water purficiation installed, all at the County’s expense. The Lease Agreement is finalized and extends to 6/16/2015. The County will be reimbursing the Association for the property taxes and they will maintain the insurance on the property. The lease amount if $2,000 per year. This will help the community will around the clock personnel to assist in various ways. Bill Lewis made a motion to approve the Lease with a second by Mary Tallent-Stewart. Motion carries.
C. Reserve Study –
The individual hired by the 10-acre association to do their reserve study was supposed to be licensed and was not. There are no licensed people at this time in the State of Nevada and no regulations in place. Since we cannot comply with this requirement, Dave Thomas can do a 5-year financial plan for the interim as a stop-gap measure. Rita will speak with him regarding this. Steve Morrow suggested looking on the web for a canned version as a sample and Rita has contacted the Ombudsman’s office with no response so this will be tabled until December’s meeting.
D. Annual Road Closure –
Bill Lewis counted 600-700 cars on Cartwright that day. 98% of the people polled who lived here were happy this was being done.
VII. New Business
None to report
VIII. Any Other Matters which the Board Members Wish to Discuss
None to report – Adjourn to Executive Session on motion from VP Lewis
with a second from VP Morrow.
IX. Executive Session
A resident couple on Adobe Road who built a new home has put up a white
vinyl fence. Under the architectural guidelines vinyl is acceptable but the
color is not. The couple indicated that they would be willing to pay a fine
and that they did not realize that they needed to obtain prior approval before
erecting the fence. Bill Lewis explained that the homeowners had voted
several years prior against white fencing and that older residences that had
white fences were “grandfathered” in. If the Board approved the white
fence we would be going against what the property owners had previously
voted against and a precident would be set for others to do the same.
it was suggested that the fence be painted but the property owners were
concerned that no paint would stick to the vinyl. 11/13/07 – Situation
discussed with owners and Board regarding CC & R rules and grand-
fathering of old fences and issues etc. Homeowners will research
painting options and prepare to paint fence next year.
A certified letter was sent to a resident on Adobe regarding construction
debris. As there had been nothing done regarding the situation a $200 fine
was levied and paid by the owner. The debris has been cleaned out.
X. Adjourn 9:02 p.m.