[VCHPOA Agenda] Minutes, 18 Jan 2005

[Agenda at vchpoa.org]

[As received from VCHPOA Secretary, 2/14/05]

Virginia City Highlands Property Owner's Association
Monthly Meeting Minutes
January 18, 2005

PRESENT: Present: Thomas, Armour, Bent & 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 6:30 P.M., at the Virginia City 
Highlands Firehouse.  Topics were added to the agenda:  

    a.	New: Nomination of Steve Musser 
    b.	Old: Clarification of advertising guidelines 

On a motion by Thomas, seconded by Armour, the agenda was unanimously 
approved.

2.	APPROVE MINUTES OF REGULAR BOARD MEETINGS OF NOVEMBER AND DECEMBER 
2004 AND OTHER OPENING BUSINESS
On a motion by Beckerman, seconded by Bent, the minutes of the Regular 
Board Meeting of November and December 2004 were approved.  

a.  The Board recognized the nomination and then approved the appointment 
    of Steven Musser to the Board of Directors.  Unanimous approval.  
b.  The 10-acre board had been invited to participate in this Board 
    meeting, no representative were able to be present.

3.	COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS

a.  Lolly Bent requested that a road maintenance plan be enacted.  The 
    Board reassured Mrs. Bent that there was a road committee and that work 
    was being done for the planning of road maintenance.  The road crew has 
    been very busy with the major storms that dumped up to 12 feet of snow in 
    the Highlands area and no other panning could be done until current 
    winter concerns were addressed.
b.  Cecilia Lay would like property owners to keep a eye out for the 
    snowmoblilers who are riding in the ditches along Cartwright.  The Board 
    requested that if the snowmoblilers were seen again, to please call the 
    Sheriff's office.  They are trespassing and causing damage to private 
    property
c.  Bill Redmond asked for clarification of the informal poll that was 
    sent out in July, he was referred to the website to review the final 
    draft of the revisions of the C.C.&R's and the Architectural guidelines.
d.  Nicole Frens spoke with compliments on the job done by the Road 
    Manager and his crew during the 2 past storms.
e.  Ernie Winters asked to speak to the Board on an easement problem.  The 
    matter was turned over to Commissioner Bob Kershaw, with Lydia Hammack's 
    assistance on finding out what the history is of this situation and what 
    help could be rendered.

4.	FINANCIAL REPORT
a.  The 1-acre has snow removal invoices totaling: $16, 546.92. This 
    amount was considerable less than it could have been (and what the 10-
    acres are paying) because of the pre-planning and the tremendous amount 
    of work done by volunteer workers.  Thomas spoke of the terrific 
    cooperation and effort by the road crew and what was accomplished during 
    the 2 storms.  Because of the cost and inconvenience to the Shane Dixon 
    (his home was used as a base of operations- food, heat, etc), the request 
    was made to grant a month of no rent.  Thomas made the motion to grant 
    Shane Dixon (tenant) to have use of the house for the month of January 
    2005 without rent, in compensation for the use as stated above.  Motion 
    seconded by Beckerman, unanimously approved.
b.  Thanks to go to Rick Baccus and his crew for sanding Cartwright during 
    and after the storm.
c.  Contract with the 10-acre association is included in the attachments, 
    they will reimburse the 1-acre association for the roads done for their 
    association and roads that are covered by the contract.
d.  Commissioner Bob Kershaw spoke of the cooperation and accomplishment 
    of the 1-acre road crew.  He also has the suggestion that the VCHPOA look 
    into a GID (NRS 316) for road construction and maintenance.  A HOA and a 
    GID can serve side by side as in Rainbow Bend. 

5.	UPDATES FROM BOARD MEMBERS:
a.  Armour: The latest draft of C.C. & R.'s and Architectural Guidelines 
    are to be submitted to Jay Hampton for approval.  When the By-Law's are 
    revised (expected in the next 2 weeks) they will be submitted and then 
    the package will be sent to property owners after the February 
    Newsletter.  After discussion, it was decided that a votable format would 
    also be on the web page.  Tracking of responses would be done by a 
    spreadsheet.  Cindy Rogers suggested that the vote response be on a 
    postcard that is labeled with property info, this would keep the cost 
    down.  A work party is to be scheduled for the newsletter and the voting 
    materials.  Armour was assigned the duty of a newsletter outline and 
    requesting articles from different sources.
b.  Thomas: Coordinated the road crew during these last major storms and 
    will work with the Road Manager to be prepared for the predicted storm 
    during the week of 1/25/05.  Thomas finished the draft of the above 
    changes.  He will send missing reports from 2004 to the Secretary for the 
    files.
c.  Bent: Nothing to report  
d.  Beckerman: Will call local business about advertising in the 
    newsletter, will also ask Jim Poston to set up a VCHPOA ad about the 
    newsletter.

6.	COMMITTEE REPORTS
a.  Architectural Committee- Cindy Rogers submitted the minutes for 
    12/7/04 & 1/4/05
b.  Road Report-John DuFresne spoke of maintenance issues and welcomed 
    Chad Acree to the road crew.  John will be setting up a Emergency 
    Response Road Pool, anyone with equipment or plowing skills will know in 
    advance what their route is and when they go on duty.  He will work in 
    close contact with the Storey County Disaster Planning committee.  John 
    was asked to work on the safety issues of the radios-procedure and 
    acquiring more radios.  A home for the repeater station or a procedure 
    for how it is to be effectively used. He was asked by the Board to put 
    together equipment "Wish List" with prices for the most efficient way to 
    clear and maintaining roads.
c.  Thomas made a motion that the request for the metal building from 
    Storey County permentantly be tabled.  The building does not fit the 
    architectural guidelines and would not have held up during this storm.  
    Motion seconded by Bent, unanimously approved.  Thomas to contact Rick 
    Baccus with our belated thanks but no thanks.
d.  Park Report-Patty Poston to come to March meeting

7.	OLD BUSINESS
a.  Jim Poston will be given the rates and guidelines for web advertising 
    for future requests.
i.  Truth in advertising
ii. Family content
    iii.	$25 set-up fee, $10 monthly donation or $100 for a pre-paid yearly 
    donation  
b.  Newsletter advertising
i.  ¼ page is $50, ½ page is $100, whole page is $200- submission is to be 
    by email for easy cut & paste into Publisher.  Same quidelines as above.

8.	NEW BUSINESS

On a motion by Thomas, seconded by Bent, and unanimously approved, the 
meeting was adjourned at 8:40 P.M.

Sheri Beckerman
Board Secretary

Attachments:
[Note: No attachments included with emailed minutes.]
Cash Flow Statement
Financial Statements
	Storm reports
Architectural Reports
10-acre Road Contract