Virginia City Highlands Property Owners’ Association
Minutes Monthly Meeting – Tuesday September 8, 2009
Virginia City Highlands Fire Station Training Room
Present: Morrow, Robbins, Biederman, Flanagan
I. Call To Order, Declaration of a Quorum and Approval of Meeting Agenda
Andy Biederman called the meeting to order at 7:17 pm and declared a quorum present.
II. Election of Officers
A nomination by Biederman, seconded by Robbins, to elect Tallent-Stewart as Treasurer for the 2009-2010 term was approved unanimously.
A nomination by Robbins, seconded by Morrow, to elect Biederman as President for the 2009-2010 term was approved unanimously.
A nomination by Biederman, to elect Flanagan as Secretary for the 2009-2010 term was declined by Flanagan.
A nomination by Biederman, seconded by Morrow, to elect Robbins as Secretary for the 2009-2010 term was approved unanimously.
A nomination by Biederman, seconded by Robbins, to elect Morrow as First Vice President for the 2009-2010 term was approved unanimously.
A nomination by Biederman, seconded by Morrow, to elect Flanagan as Second Vice President for the 2009-2010 term was approved unanimously.
III. Approve Minutes of the July 14, 2009 Regular Meeting
A motion by Morrow, seconded by Robbins to approve the minutes of the July 14, 2009 meeting was approved unanimously.
IV. Approve Minutes of the August, 2009 Regular Meeting
A motion by Morrow, seconded by Flanagan to approve the minutes of the August 14, 2009 annual meeting was approved unanimously.
V. Financial Statements
A. Monthly Cash Report
B. Monthly Financial Statements
Dave Thomas reviewed the financial statements.
Income for the month of July was $591 from dues, assessments, and transfer fees. Expenses for July were $4,452 including administrative expenses and road improvements. The ending cash balance as of July 31 was $115,435. Total assets including property, equipment, and cash are $323,965. Accounts receivable, due to unpaid dues and assessments, are $12,945.
Expected August expenses are $1,895.
Income for the month of August was $990 from dues, assessments, and transfer fees. Expenses for August were $1,937 including administrative expenses and road improvements. The ending cash balance as of August 31 was $114,488. Total assets including property, equipment, and cash are $322,873. Accounts receivable, due to unpaid dues and assessments, are $12,445.
Expected September expenses are $11,199
A motion by Robbins, seconded by Biederman, to accept the financial report as submitted was approved unanimously.
No additional comments were brought up for discussion by association members.
VII. Committee Reports
A. Architectural Committee
Rita Lumos reported no new fee required work submitted. No new building applications have been received.
B. Road Report
Bob Moore reported a cracked frame was discovered regarding the water truck. The frame has been repaired. The truck has been returned to service.
Bob also reported that the roads have been watered in July and August.
A small culvert was cleaned out and it was discovered that a drain also merges with the culvert. This may cause an abnormal amount of water to accumulate.
C. Park Committee
Pat Flanagan will contact Mike Nevin and Karlyn McPartlin to discuss improvement and financial status. Pat personally reported that a lot of vandalism has occurred and needs to be addressed.
VIII. Unfinished Business
A. Possible Sale of Fire Station
Benefit of this property to the community in terms of it being an asset. Pat Flanagan is to analyze the financial benefit of the sale of the fire station and possible sale pricing. Questions arose regarding the impact of selling the fire station to Storey County in terms of service. Andy stated that in a discussion with Gary Hanes of SCFD, there would be no changes in terms of fire protection or quality of service.
IX. New Business
State requirements are driving the compliance to have the financials audited annually. Both Dave Thomas and Pat Flanagan will search for CPA firms that will submit quotes for such annual audits. In particular CPA firms that specialize in POA’s. Steve Morrow recommended at least three quotes for a full audit.
All meetings, including this one are to be recorded. Steve Morrow and Jed Margolin will both record the October meeting and compare audio quality of various recording devices.
The board is to research compliance with meeting structure for the additional discussion period.
Pat Flanagan will contact the current liability insurance providers to see what the financial and policy impact would be, as well as policy coverage changes in regards to a potential Ombudsman program withdrawal.
X. Any Other Matters which the Board Members Wish to Discuss
Andy Biederman added that a discussion with Dean Heymore regarding water usage. State monitoring of wells will still allow a massive amount of water (2 acre feet per year).
XI. Executive Session to discuss possible violations of CC&R’s
An owner who had previously been found in violation of the governing documents, and who had agreed to remedy the problem has not complied in over a year. The board voted to notify the owner that they must remedy the problem within 30 days and provide proof to the board in person. Since the owner has not complied with the previous action of written notice and time has elapsed greater than the 30 days notice, the issue has been turned over to the association attorney’s office for enforcement.
There being no further business the meeting was adjourned at 9:44 pm.