[VCHPOA Agenda] May 10, 2005 Minutes

[Agenda at vchpoa.org]

Virginia City Highlands Property Owner’s Association
Monthly Meeting Minutes
May 10, 2005

PRESENT: Musser, Armour, Bent and Thomas. Beckerman was absent.

1.  CALL TO ORDER AND APPROVE MEETING AGENDA
    A quorum being present, President Musser called the regular meeting of 
    the VCHPOA Board of Directors to order at 6:34 P.M., at the Virginia City 
    Highlands Firehouse. A motion by Musser, seconded by Armour, the agenda 
    was unanimously approved.

2.  APPROVE MINUTES OF REGULAR BOARD MEETING OF APRIL 12, 2005
    On a motion by Armour, seconded by Musser, the minutes of the Regular 
    Board Meeting of April 12, 2005, were unanimously approved.

3.  COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION
    Several members in attendance questioned the methods used in deciding the 
    items changed in the new governing documents. There were concerns voiced 
    about the difference in voting powers to change any future Bylaws.

4.  UPDATES FROM BOARD MEMBERS:
a.  President Musser reminded everyone about the survey that was sent out 
    last year and that the responses received were compiled into the new 
    Bylaws and CC n R’s. He said both documents were reviewed by Association 
    attorney Jay Hampton and the changes recommended by the attorney were 
    incorporated.
b.  Vice-President Armour: The road closure will be May 28, 2005 starting 
    at 7 AM. A training session will be held at the fire station on Wednesday 
    May 18th at 6:30 pm. She explained about the necessity to maintain our 
    private road status by closing the road annually.
c.  Treasurer Thomas: Recommends that the annual meeting be held either 
    July 23rd or July 30th. He handed out a packet with key dates and items 
    that needed to be completed before the meeting date.
d.  Member-at-large Bent: An extension for grant money was obtained by 
    Fire Safe Highlands and the money for the new road signs is ready.
 
5.  FINANCIAL REPORT
a.  Thomas went through the financial reports. Noted we have $63,000 in 
    the Operating Account. YTD $20,600 was collected in Transfer fees. 
    $54,000 was spent on roads this year verses $29,000 last year and the 
    Insurance is also higher at $19,600 per year.
b.  It was noted another lot was foreclosed on and we are ahead on 
    collecting delinquent dues this year. Question was asked about where the 
    money went from these foreclosure sales. Thomas explained that any money 
    collected beyond what is owed to the association and attorney plus filing 
    fees is turned over to the former owner of the foreclosed property.

6.  COMMITTEE REPORTS
a.  Architectural Committee- meeting of May 3, 2005 was quite busy with 
    one re-roof; one garage; one addition and six new residences (with & 
    without decks) were approved. Committee member Cindy Rogers asked for new 
    folks to join and help share the increased work load. Report attached
b.  Road Report- Road Manager John DuFresne said he has 38 hours to date 
    on the 10’s roads. He turned in the crew hours for this months road work 
    on one acre roads.10 acre board member Sharon Dixon thanked the 1’s for 
    the assistance with road grading.

7.  OLD BUSINESS
a.  New Architectural Guidelines: A lengthy and heated discussion ensued 
    about several proposed changes in the new guidelines. Musser explained 
    about what can and cannot be limited as home materials and stated the 
    association attorney recommended that the guidelines be voted on by the 
    board and should be separate from the C.C. n R.’s or Bylaws. Concerns 
    were voiced about existing colors and the need to match when adding on. 
    It was stated that on additions any colors that were previously approved 
    by the committee would be grand-fathered in. Motion to pass as submitted 
    made by Thomas and seconded by Armour and unanimously approved. The new 
    guidelines will need to be recorded after a copy is properly notarized.
b.  Vote on proposal for noxious weed eradication by “The Weed Lady”. 
    Musser asked what the HRPOA board decided and was informed they voted it 
    down. The proposal was discussed; property owners need to take 
    responsibility for their own land and the money required would be better 
    spent on road maintenance. A motion to deny was made by Thomas and 
    seconded by Bent and the vote to turn down the proposal was unanimous.
c.  Update on 10 acre request for road maintenance assistance. No action 
    taken. See road report.

8.  NEW BUSINESS
    A motion by Thomas to have the annual meeting on July 30th at the fire 
    station with the picnic immediately after was seconded by Bent and 
    unanimously approved. A ballot, budgets and newsletter will be mailed to 
    all members of record by June 30, 2005. More board nominations need to be 
    submitted as there are 3 positions open. Thomas noted he will not be 
    running for re-election but will continue to help the board, as a 
    volunteer, with financial statements, budgets and the annual tax filing. 
    The bookkeeper was instructed to order the necessary envelopes to mail 
    out the meeting materials and ballots for election of officers. 

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

 

Respectfully submitted by:
Lydia Hammack, VCHPOA Bookkeeper
Attachments: Cash Flow Statement, Financial Statements, Architectural 
Report