Virginia City Highlands Property Owners’ Association

Minutes Monthly Meeting – Tuesday November 9, 2010

Virginia City Highlands Fire Station Training Room


Present: Biederman, Morrow, Flanagan, Ferdock

Absent: Sparkes

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

Andy Biederman called the meeting to order at 7:15 pm, and declared a quorum present.

A motion was made by Flanagan, seconded by Morrow and unanimously approved.

II.    Approve Minutes of the September 14, 2010 Regular Meeting and October 12, 2010 Regular Meeting

September 14, 2010 Regular Meeting

A motion by Morrow, seconded by Ferdock to approve the minutes for the September 14 meeting and was approved unanimously.

October 12, 2010 Regular Meeting

The approval of the October 12 meeting minutes was deferred to next month’s meeting so that Ray McPartland’s and Dave Thomas’ financial analysis could be included in the meeting minutes.

III.   Financial Statements

Dave Thomas presented the financial reports.

Income for the month was $8,626.39 from dues, assessments, and transfer fees.  Expenses for October were $38,780.04 including administrative expenses and road maintenance.  The ending cash balance as of October 31 was $171,156.77.  Total assets including property, equipment, and cash are $513,837.  Accounts receivable, due to unpaid dues and assessments, are $117,437.

Expected November 2010 expenses are $3,762.57 which includes road work paid and other administrative costs.

Dave Thomas addressed questions from residents in attendance regarding the $100 special assessment.

Dave Thomas reminded the Board that an annual review of the Reserve Study should be performed.

A motion by Flanangan, seconded by Morrow to accept the financial report as submitted.



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

Karlyn McPartland addressed a comment made by a Board member to a resident in attendance regarding allowing people to speak.

Karlyn presented a new sign concept for the entrance of the highlands.  The Board will discuss the proposed sign with the 10 acre association as well.

V.    Committee Reports

A.    Architectural Committee

Rita Lumos reported that there were two separate preliminary sets of plans presented but not fees were collected and no new approvals were granted.

Pat Flanagan spoke about the alleged tree cutting complaint to be handled by the Architectural Committee.  Rita Lumos stated that if a complaint is filed, it should be handled by the Board.

B.    Road Report

Bob Moore reported that some re-grading and ditch work was performed as necessary.

Yard Maintenance: Serviced fuel pump for refueling equipment.

The Nevada Highway Patrol inspected the water truck.  No safety violations were issued and the vehicle was declared safe for highway travel.  A certificate was issued.

Bob requested that the Board approve the placement of road base in the cul-de-sac of Mustang.  Bob estimates that the work will require approximately four loads of rock.

A motion was made by Morrow and seconded by Flanagan to allow for the spending of up to $1,000 for the work to be performed on Mustang.  The motion was unanimously approved.

Sale of front end loader: The front end loader was sold to Doug Fontana for the cost of his repair services performed on the water truck.  The estimated cost of Fontana’s services was $1,850.

C.   Park Report

Karlyn presented a summary of the work performed for the Park and submitted a list of volunteers who have participated in the project.  Karlyn stated that the budget has been exhausted for 2010 but some volunteer work will still have to be performed before the winter sets in.

Karlyn discussed the port-a-potty ate the Park and requested that the Board reimburse the County for $360 in fees for the unit and that the association agree to cover the costs of the unit in the future.  It is estimated that the port-a-potty will cost approximately $360 per year.

A motion was made by Flanangan and seconded by Morrow for the association to pay for the port-a potty.  This was unanimously approved.



VI.  Unfinished Business

A.    Ombudsman

Flanagan discussed that the association is still waiting for a ruling from the Ombudsman whether we will be able to opt-out of the program.

B.   Annual Audit

It was discussed that the same firm that performed the Reserve Study would be contacted to perform the review.

C. Firehouse Sale

Flanagan proposed a motion for a Resolution Regarding the Use of Eminent Domain Procedures by Storey County in Acquiring the VCHPOA Firehouse and Associated Property.

Morrow suggested that the Motion be posted again on the community chat Board so that the residents have another chance to comment if necessary.  Therefore the vote on the motion was deferred to December’s meeting.

VII. New Business

A.    Purchase of Roller

It was discussed that Ray McPartland presented financials in October to refute the financial analysis of Dave Thomas.

Ray suggested that a more thorough analysis of the purchase including the financial and technical benefits be prepared.

Morrow also suggested that the availability of funds for the roller purchase should be confirmed with Dave Thomas.

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

Flanagan raised concerns about maintaining the mailboxes to confirm the sharing of the responsibilities between the one and ten acre associations.

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

No other comments by association members.



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

Executive session was held.

XI.  Adjourn

The meeting was adjourned at 9:15 pm.

Respectfully submitted,

Steve Morrow,
Vice President