[VCHPOA Agenda] Minutes - 14 Sep 2004

[Agenda at vchpoa.org]

[Minutes as received from VCH POA Secretary, 10/17/04]

Virginia City Highlands Property Owner's Association
Monthly Meeting Minutes
September 14, 2004

PRESENT: Wasson, Tomas, Armour, Bent and Beckerman

1.	CALL TO ORDER AND APPROVE MEETING AGENDA
    A quorum being present, President called the regular meeting of the 
    VCHPOA Board of Directors to order at 7:15 P.M., at the Virginia City 
    Highlands Firehouse.  On a motion by Wasson, seconded by Bent, the agenda 
    was unanimously approved.

2.	APPROVE MINUTES OF REGULAR BOARD MEETING 
a.  With some minor wording changes and addition of an attachment, on a 
    motion by Armour, seconded by Bent, the minutes of the Regular Board 
    Meeting of August 10, 2004, were approved. 
b.  With some minor wording changes, on a motion by Beckerman, seconded by 
    Thomas, the minutes of the Annual Board Meeting of July 31, 2004, were 
    approved.

3.	COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS
a.  Colleen Brownwell asked for guidelines on neighborhood complaints.  
    Guidelines were that the complaint is to be in writing, addressed to the 
    Storey Counter Commissioners.
b.  Cecilia Lak commented on the noise levels in the early morning and the 
    nice paving on Crestview.
c.  As a resident, Donna Wasson has requested safety signage from the 
    school board for the bus stops in the Highlands and the Board approved 
    the action.
d.  Tom Peevers came on the behest of a property owner on Sazarac, the 
    owner would like to have asphalt chip put on the road in front of his 
    house.  Wasson motioned for an approval, Bent seconded and the Board 
    approved the request.
e.  Commissioner Bob Kershaw informed the Board that the Commissioners 
    would be forming a Citizen Advisory Board (CAB) about the new road 
    request.  The request for accepting Cartwright Road as petition by Keith 
    B. Osgood (part of the Highland Ranches Property Owners Association) 
    through a formal deed of acceptance was voted down.  The speed limits 
    have been approved by the Commissioners and are quoted from Resolution 04-
    190 and are as follows:
i.  "25 mph on Cartwright Road, except hereafter
ii. 35 mph on Cartwright Road from Buckeye Road south to 100 yards north 
    of the mailbox area
    iii.	20 mph on all unpaved roads"
    The Sheriff's department and the Storey County District Attorney will 
    enforce these speed limits.

4.	FINANCIAL REPORT
a.  Taxes are completed and are attached
b.  A listing of recommendations from the bookkeeper is attached.
i.  Ms. Hammack will be compensated for the extra duties involved with 
    collections research and bringing the books up to date
ii. All collections will be now be pre-approved by the Board
iii.A homeowner that request billing or billing history will need to 	
    send a self-addressed envelope and $1.00 to cover the cost   
iv. The lot owners who have paid their dues, but the dues were not 
    recorded properly will get a letter of apology and the Board will deal 
    with Jay Hampton about the fines, etc.
    Nicole Frens has put together a HIT Squad to gather information for new 
    owner packets.

5.	COMMITTEE REPORTS
a.  Architectural Committee- 
i.  2 new members needed
ii. $200 in construction fees
    iii.	Meetings to be changed to 7:30 PM
iv. Ernie Winters asked about the "castle", the committee explained that 
    the previous AC approved the home (as is) and a signed copy is in the 
    file.
v.  Discussion of AC guideline changes and asked for approval to send them 
    out for a vote.
    b.	Road Report
i.  1-Acre Board to meet with 10-Acre Board on 9/28/04 at 5:30 pm to 
    discuss sharing of road costs.
ii. John DuFrayne presented a contract for a year of road maintenance for 
    $60,000.
1.  All repairs that are less than $500 will be handled by contractors
2.  Insurance, gravel and rock to be purchased by contractor
3.  Roads to be plowed by 7:00 AM and again by 3:00 PM as weather permits
a.  Changes to be made to contract and presented to the Board again.

    The discussion of offering John DuFrayne a temporary (32 day) Road 
    Manager position, including flat rate as paid to previous manager.  On a 
    motion by Beckerman, seconded by Wasson the Board agreed to the 
    proposition.
c.  Park Report
i.  Wasson reminded the County that this is a County park and requested 
    the County maintain the park, including the needed retaining wall.  
    Wasson will attend Commissioners meeting pertaining to several aspects, 
    one being having a well dug at the park.

6.	OLD BUSINESS
a.  Per Gary Hames the Fire House well is schedule to be repaired by Aqua 
    Drilling on Friday 9/17/04.  
b.  Rick Bent spoke with Fran of the FireSafe Highlands concerning 
    signage.  Because that Board is short handed signage can't be completed 
    until they have volunteers to complete the project.  Gary Hames offered a 
    catalog and Bent will gather information needed to complete the project.
c.  Metal shed ($1200)- the cost estimate for concrete piers ($1500), 
    miscellaneous, including paint ($1500). It would take 2 weekends with 10 
    people each time to set and raise the building.  It would be placed to 
    the side of the firehouse.  Concerns were raised on what the neighbors 
    will think of the building.  Will it better than scattered equipment and 
    piles of frozen (and unusable) sand?  Motion to go forward with the 
    request for a special use permit was brought by Bent, seconded by 
    Beckerman and approved by the Board. 
d.  CC & R Revisions (tentative schedule attached):  Thomas presented a 
    tentative schedule for CC & R Revision Committee.  Initial members of the 
    committee will be Linda Armour, Donna Wasson, Dave Thomas, Cindy Rodgers, 
    Steve Musser, Steve Samara and Kay Dean.  The first meeting will be held 
    on 9/18/04 at 10:00 am at the Highlands fire station.
e.  Lease on the house is due; current resident is purchasing a home and 
    would like a 6-month extension.  Extension to be given under existing 
    lease terms, with month-to-month extensions if needed.  Motion by Wasson, 
    seconded by Bent, approved by the Board.

7.	NEW BUSINESS
a.  Trail riders have presented their insurance for this weekends ride.  
    They will only be alongside VCH roads at Buckeye and Cartwright.  Motion 
    to approve by Wasson, seconded by Armour, approved by the Board. 
b.  Vandalism seems to be on the increase in VCH, Wasson requested a 
    report from the Sheriff's Department so the homeowners can be aware of 
    the problem.  Wasson to write a letter requesting a report.  Motion by 
    Wasson, seconded by Beckerman, approved by the Board.

On a motion by Thomas, seconded by Bent, and unanimously approved, the 
meeting was adjourned at 9:44 P.M.

Sheri Beckerman
Board Secretary

Attachments:
[Attachments not included]
Cash Flow Statement
Financial Statements
Architectural Report
Bookkeepers suggestions
Speed limit resolution from Storey County
Taxes for 2003