Virginia City Highlands Property Owners’ Association

Minutes - Tuesday, September 11, 2012

V.C. Highlands Fire Station Training Room

Present:  Dave Thomas, Mary Tallent-Stewart; Pat Flanagan, Karlyn McPartlin, and Cecilia Lak

Absent:  None

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

The meeting was called to order at 7:07 and a quorum declared by President Dave Thomas.  A motion by Mary Tallent-Stewart, seconded by Cecilia Lak to approve the agenda was approved unanimously.

II.                  Appointment/Installation of Board Members

Two members of the board have completed one term and have agreed to serve a second.  Since no other nominations were received, no election was held.  A motion by Flanagan, seconded by Lak to accept the nomination and appointment of Dave Thomas and Mary Tallent-Stewart to a second term was approved unanimously. 

Cecilia Lak is resigning from the board.  There was a volunteer to serve the remainder of her term, but cannot take office at this time.  A motion by Tallent- Stewart, seconded by McPartlin, to table appointment of a new member until the November meeting was approved unanimously.  Ms. Lak was excused from duty and returned to the audience.

III.               Election of Officers for FY 2012-2013

A series of motions to re-elect the officers to their current positions were approved unanimously.  Officers for the next fiscal year will be:

President: Dave Thomas

First Vice President: Mary Tallent-Stewart

Secretary: Karlyn McPartlin

Treasurer: Pat Flanagan

IV.               Approve Minutes of Previous Meetings

A.                   July 10, 2012 Regular Meeting:  A motion by Flanagan, seconded by McPartlin to approve the minutes of the July 10, 2012 regular meeting was approved unanimously.

B.                  July 28, 2012 Annual Meeting:  A motion by Flanagan, seconded by McPartlin, to approve the minutes of the July 28, 2012 annual meeting was approved unanimously.


V.                  Review of Financial Statements

Dave Thomas reviewed the financial statements ending August 31, 2012.  The road expenditures were $45,731 for the month, which nearly completes the seasons’ expenditures for maintenance and improvement.  Total expenses for the month were $47,007, income was $822, and a cash balance of $184,714 was reported.

McPartlin stated that the trash at the park is not being emptied and asked if the amount paid to Waste Management included the park.   Dave stated that the county should be responsible for that collection since it is a county park.  The association pays for the trash dumpsters at the mailboxes.  He will contact Waste Management and verify what the account includes.

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

VI.               Comments by Association Members (NRS 116.31083.5)

A resident submitted a copy of a police report she had filed about a member of the road crew and asked what the association, as the employer of the person, was going to do about it.   Justice of the Peace Jack McGuffey stated that no charges have yet been filed.  The DA will only prosecute the case if they find there is enough evidence.  The association will continue to employ this person until due process has been completed in the case.

Road Manager Steve Morrow stated that he had met with the road crew foreman and the employees have been counseled about proper driving procedures and decorum.

VII.             Committee Reports

A.                  Architectural Committee:   Rita Lumos reported that plans for a residence on Palomino Road and the final plans for a communications tower on Saddleback Road were approved at the July meeting of the committee.  At the August meeting revised plans for a residence on Sazarac were reviewed and approved.  The owners on either side of the proposed residence on Palomino appeared to object to the construction on that property.  They were concerned about setbacks being observed and the construction and grading of a driveway through the road easement to reach the existing roadway.  They were informed that the approved plans indicated proper setbacks and that a variance would be required through both Storey County and the Association if they were not to be observed.  In both cases neighboring property owners would be given notice and a chance to object.  Grading is the purview of the building department and not the association.  Letters from the owners were forwarded to the board. 

A motion by Thomas, seconded by Tallent-Stewart to approve the Architectural Committee report was approved unanimously.

B.                  Road Report:   Steve Morrow reported that the majority of the road work for the year occurred about the time of the annual meeting, and was completed in the following month.  Just less than seven miles of gravel road were improved with rock and dust suppressant.  There were a number of unexpected repairs to equipment, including tires for the grader.  There may be some touch up grading done before the snow season if necessary.  Dale Morgan stated that the area of Panhandle is badly washboarded.  Steve stated that the areas with transitional grades are always a problem.  There were two areas that had to be repaired that had not been on the schedule due to severe mud problems and disrepair.  There has been a complaint about Flint Road where larger aggregate was used.  The road is usable and will be monitored over the winter.  This is in a very steep area. 

McPartlin asked if anyone had considered using the asphalt grindings from Geiger Grade on the association roads.  Steve stated that he would be willing to stock pile it for future use if it is available for free but cautioned that it must be incorporated in the proper construction of the roadway and not just laid on top.  It was reported that Storey County has used most of the grindings from that project already.

McPartlin has received calls from owners complaining that the crew was watering the road when the weather forecast was for rain.  There was watering before the rain, but not after.  In the heat of the summer watering is done two days per week.

A motion by Thomas, seconded by Tallent-Stewart to approve the road report was approved unanimously.

Pat Flanagan reported that he has obtained bids for workman’s compensation insurance and Pro Group Management submitted the lowest bid.  There is not a $1000 deductible on their proposed policy.  It is only paid for months in which work is done.  A motion by Thomas, seconded by McPartlin to obtain that insurance was approved unanimously.

C.                  Park Committee:  McPartlin asked that she be authorized to audit building records in November to determine the amount of park impact fees paid since its inception.  The board agreed that this be done.

VIII.          Unfinished Business

A.                  Update on Eminent Domain Purchase of Fire Station

No progress has been made on this issue.  Thomas has talked to County Auditor Hugh Gallagher.  He stated that the county is currently preparing its budget for the next biennium and the fire station purchase is included.  He informed the county that if they do not purchase it the rent will be increased to market value at the end of the current lease.

B.                  New Signage for Entrance-Legal Review

The matter has not been resolved at this time.  Sign companies have been contacted for prices, but the issue of proper wording regarding private roads is awaiting finalization.  Dale Morgan stated that he would donate one of the signs if they are ordered. 

Judge McGuffey stated that he has donated signs for Neighborhood Watch.   McPartlin complained that the signs will just be more congestion in the area. 


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

McPartlin stated that the county had asked for proposed zoning regulations to be posted by the association and asked if it had been done.  Thomas reported that it has been added to the web site by Jim Poston. 

She is again doing a Halloween party for the Highlands this year and asked for volunteers to help.

X.                  Comments by Association Members (NRS 116.3108.3(c))

Tallent-Stewart is on the VRWPA board and reported that there are sick horses among the feral herds.  Vets have been consulted.  She stated that the problem seems to be taking care of itself but cautioned that owners with horses should keep their water separate from any used by the wild horses.

VRWPA is working with the governor’s office and other advocacy groups in the case that there will have to be emergency feeding of the wild horses.

She also stated that she is aware of the complaint by the owner who spoke earlier in the meeting and that Jim Stewart has filled out a statement for the sheriff’s department.  She affirmed that it was an unfortunate incident, but that there was no antagonism intended.  She indicated that since Mr. Stewart was previously the range manager and that these residents had been warned about feeding the wild horses by the sheriff’s department that there may be animosity carried over to the road crew.

XI.                Executive Session to Discuss Possible Violations of the CC&R’s, if Necessary

 The regular meeting was recessed at 8:35 pm and the board went into executive session. 

Several complaints were addressed.  Some were new complaints and one was a long standing issue that had not yet been addressed.  In accordance with Nevada Revised Statutes, these matters are kept confidential.  Full minutes of the executive session are available upon request.

XII.             Adjourn

There being no further business the meeting was adjourned at 9:05 pm.


Respectfully submitted,

Rita Lumos, Recording Secretary