Virginia City Highlands Property Owners’ Association

Minutes Monthly Meeting – Tuesday June 8, 2010

Virginia City Highlands Fire Station Training Room


Present: Tallent-Stewart, Robbins, Biederman, Flanagan, Morrow


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

Andy Biederman called the meeting to order at 7:18 pm and declared a quorum present.  A motion by Flanagan, seconded by Talent-Stewart to approve the agenda for tonight’s meeting was approved unanimously.

II.    Approve Minutes of the May 11, 2010 Regular Meeting  

A motion by Robbins, seconded by Flanagan to approve the minutes of the May 11, 2009 meeting was approved unanimously.

III.   Financial Statements  

A.    Monthly Cash Report

B.    Monthly Financial Statements

Mary Tallent-Stewart reviewed the financial statements.

Income for the month of May was $5,028 from dues, assessments, and transfer fees.  Expenses for May were $7,268 including administrative expenses and road improvements.  The ending cash balance of the operating account as of month end was $78,461 and $158,788.  Total assets including property, equipment, and cash are $454,990 Accounts receivable, due to unpaid dues and assessments, are $21,801.  43 lots are currently delinquent.


A motion by Talent-Stewart seconded by Robbins, to accept the letter of intent to be published in the newsletter regarding collection of delinquent dues as submitted was approved unanimously.


A motion by Flanagan seconded by Talent-Stewart, to accept the financial report as submitted was approved unanimously.


The budget for the Fiscal Year ending June 30, 2011 was presented to the board for approval by Dave Thomas.   He also reminded the board that the Level III (minor update) reserve study is required and has been budgeted for.  He presented a cash savings study regarding purchasing a roller vs. rental. 


A motion by Flanagan seconded by Morrow, to accept the proposed budget for the Fiscal Year ending June 30, 2011 as submitted was approved unanimously.



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

Dave Thomas has been working with the County and is looking into the amount of funding for the park.

Karlyn McPartlin stated that an accounting overlook.  Park funds are required to be in a separate interest bearing account which has not.  538 residences are in the Highlands.  Dave He stated that he has been in contact with all of the commissioners. 

Dave also commented that the Secretary of State, has the duty of re-apportioning the county commissioner divisions.  This opportunity only occurs once every decade. 

Pat Flanagan asked how much more money may be available.  Dave Thomas declined to answer at this point of his own personal investigation. 

Karlyn presented a “master folder” with a large amount of financial and project data.  Excessive comments between McPartlin and Flanagan can be found on the recorded meeting.

Deny Dotson commented that his department is responsible for the park and future projects with a high emphasis on community input.  He encouraged individuals to get involved and contact him directly with any comments, questions, or concerns.   



V.    Committee Reports

A.    Architectural Committee

One application for a perimeter fence at Enterprise and Adobe was submitted to the committee.   

B.    Road Report  

Jim Stewart reported on tune up and maintenance of the equipment. The roads look okay and are relatively in good shape.  Ruts and pot holes are repaired as discovered.  Timing is critical in terms of watering.  With a process that includes grading, rolling, and water works the best.  Saddleback is bad with pot holes and Sazarac with a minimum of two inches.  Grading will start up the following Tuesday.        

C.   Park Committee  

8:13 :9:00

Karlyn presented Deny Dotson.  One of his responsibilities is the parks.  Pinion Park is the responsibilities of Storey County.  Contractors were lined up and due to personal issues she was not available to liaison until this spring.

Deny Dotson presented that the county would like to move forward and solicit for contractor proposals.  The work to be done at this point is a retaining wall and potentially a fence. 

All further communication will be shared with the Board of Directors for reading at the meetings.  



VI.  Unfinished Business

A.    Ombudsman program

No update. 

B.    Annual Audit

Offsite secure backup will be investigated and subscribed to by the book keeper.

Dave Thomas needs to respond to the open items.     

C.   Audio Recording of Meeting

Availability of the material to be presented on the website is still an open item.  The recordings are recommended to be available to members of the association.  The recordings are the property of the association and it’s members.  Sign up once and if you would like access to the audio recordings.  All of the recordings are to be copyrighted once a year.   Jim Poston is to be requested to set up the website for limited access by homeowners.  Jed Margolin talked about the mechanisms available for storing the recording media. Steve Morrow will forward the request to Jim Poston. 

D.   Water Conservation Awareness

Nothing added.   

E.    Annual Meeting

July 24, 2010 10 am.

F.    Annual Newsletter

Complete submission to Jim Poston for organizing. 


VII. New Business

A.    Park Project

See above.

B.    Campaign Signs

Discussion of NRS campaign signs and the “over abundance.”  The Sherriff’s department is to be contacted to resolve any conflicts. 

C.   Other

Special events in general were discussed by Deny Dotson.  He is now the point man for special events.  He stated that it is the promoter’s responsibility to contact the proper boards to retain permission. The particular event in question is the ALS association and a recent request of a bike ride through Cartwright and Lousetown.  A group ride of 170+ members doesn’t make sense due to safety concerns of a two lane road.  Jed asked who is liable due to an accident.  There is potential for very dangerous conditions with speculation to liability.  The board will respectfully decline the request by letter from the President. . 


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

Road closure on June 19th.  Volunteers are requested to help out.

IX.          Adjourn

There being no further business the meeting was adjourned at 9:30 pm.


Respectfully Submitted,

Ray Robbins

VCHPOA Secretary