[VCHPOA Agenda] Minutes - June 8, 2004

[Agenda at vchpoa.org]

[Minutes as received from the VCHPOA Secretary, 7/14/04]

Virginia City Highlands Property Owner's Association
Monthly Meeting Minutes
June 8, 2004

PRESENT: Dennis Kennedy, Dave Thomas and Sheri Beckerman

1.	CALL TO ORDER AND APPROVE MEETING AGENDA
    a.	 Quorum being present, Vice-President Kennedy called the regular 
    meeting of the VCHPOA Board of Directors to order at 7:05 P.M., June 8, 
    2004 at the Virginia City Highlands Firehouse. With the following 
    additions to the Agenda:
    i.	9a- to change annual meeting date
    ii.	9d-Read and approve the draft annual newsletter
iii.10-A short executive meeting after adjournment to discuss personnel 
    matters.  
iv. On a motion by Thomas, seconded by Beckerman, the agenda was 
    unanimously approved.

2.	APPROVE MINUTES OF REGULAR BOARD MEETING OF May 11, 2004
a.  On a motion by Thomas, seconded by Kennedy, the minutes of the Regular 
    Board Meeting of May 11, 2004, were approved.

3.	APPOINT ADDITIONAL DIRECTOR TO FILL VACANT POSITION
a.  With the resignation of Jim Watson, a vacancy needs to be immediately 
    filled.  The Board commends Jim Watson for his past and present work for 
    the Association and wishes him the best with his health.
b.  With a motion by Kennedy, seconded by Thomas: Joel Smith is approved 
    to fill the temporary position.  Smith is a former Board member and is 
    familiar with the workings of the Board and the present need.  Smith 
    specifically requested not to be nominated for the upcoming Board 
    elections; he will fill this two-month temporary position only.

4.	COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS
    a.	Keith Judson read a letter to the Board, copy enclosed.
    b.	Discussion with Mr. Judson over his concerns voiced in his letter:
i.  Information on minutes, financial statements & agendas not readily 
    available.
1.  This issue is being addressed with the Webmaster, with the Secretary 
    accepting responsibility for the delay.
2.  Mr. Judson requested information from the Board (in writing) and to 
    date has only received a portion of the information.  The resolution:
a.  The financials were given to him (Mr. Judson) by Thomas, the agendas, 
    Architectural minutes and Board meeting minutes are now available on the 
    website.
ii. Agendas will now be posted on the website and on the bulletin board a 
    minimum of 10 days in advance of each meeting.  The Secretary will obtain 
    a working copy of the County's agenda format to see where improvements 
    can be made in the format.  Architectural and Board minutes will be 
    posted on the website and the bulletin board after approval.

iii.The notification to each member of VCHPOA of his or her eligibility 
    to be nominated to serve as a Board member will be addressed in the 
    Annual newsletter, which is going out in this weekends mail. Thomas has 
    spoken with the Ombudsman, the timing and the article in the Newsletter 
    is an acceptable notification.  
iv. Mr. Judson felt that the Board was not having a legal meeting and 
    requested that the Board adjourn.  The Board so noted his opinion.  The 
    Board thanks Mr. Judson for his time and feedback on areas he (Mr. 
    Judson) feels requires improvement or correction by the Board.  The Board 
    decided to continue the meeting since this was a regularly scheduled 
    meeting.
c.  Mr. Ernie Winters brought the condition of Sazarac Road to the Boards  
    attention.  It is a hazardous road in its current conduit.  This road was 
    recently graded, but because of the heavy traffic and steepness of grade, 
    maintenance does not last.  The Board is working on getting a formula for 
    a stable substrate that will be tried on a one-mile section of Sazarac.

5.	FINANCIAL REPORT
a.  The Board acknowledges the receipt of the letter of resignation of 
    Rick and Kathy McDowell.
b.  The operating budget was discussed and then with a motion by Beckerman 
    and seconded by Kennedy, it was approved.
c.  The reserve budget was discussed and then with a motion by Kennedy and 
    seconded by Smith, it was approved.
d.  A proposal from Aqua drilling was discussed, because of the time 
    constraints and emergency type of situation with the well at the 
    firehouse (for road maintenance) the bid was accepted.  Motion by 
    Kennedy, seconded by Smith, it was approved.  For future reference, Bob 
    Kershaw from the County commissioners noted that the County might have 
    access to a grant for upgrading the fire department water access and 
    storage capacity.
    e.	Collection status letter from Jay Hammond & Associates

6.	COMMITTEE REPORTS
    a.	Architectural Committee- presentation of minutes by Cindy Rogers
    i.	Fee's collected: $535.00
ii. Reiterated that the Architectural Committee has the ballot ready for 
    the newsletter.  Rogers will e-mil this to Thomas for inclusion.
    b.	Road Report
i.  No one available to speak.  Thomas stated that little roadwork was 
    completed because of the water shortage.
    c.	Park Report

7.	OLD BUSINESS

8.	NEW BUSINESS
a.  Annual meeting to be moved to July 31, 2004 to comply with voting 
    issues.  Motioned by Kennedy, seconded by Thomas, it was approved.
b.  A non-binding poll will be sent with the ballots (annual election and 
    Architectural ballots and other issue ballots).  The results will be 
    discussed at the annual meeting.  Beckerman was assigned to call the 
    Peevers to request they (once again) do the terrific job of organizing 
    the annual picnic.  Also to call the previous advertisers from the annual 
    newsletters.
c.  A newsletter working group will meet on Saturday, June 12,2004 at 2 pm 
    in the fire hall.
d.  Harold Swafford (Storey County AG) sent all Storey county Homeowners 
    Associations a letter requesting input on speed limits and traffic 
    control devices so that Storey County enforcement can set speed limits 
    and the Associations can post appropriate signage.  After a discussion 
    the wording to be used for the poll "25 mph on paved roads, 20 mph on 
    dirt roads, unless otherwise posted".
e.  Concerns over people using the Highlands for a shooting range.  The 
    Sheriff has been called in one specific case.

On a motion by Beckerman, seconded by Thomas, and unanimously approved, 
the meeting was adjourned at 9:10 P.M.

Sheri Beckerman
Board Secretary

Attachments:

[Mod. note: no attachments received with the minutes]

Cash Flow Statement
Financial Statements
Architectural Report
Mr. Keith Judson Letter
AG's Letter (Harold Swafford)
Jay Hampton & Associates letter concerning collections
Aqua proposal for firehouse well