[VCHPOA Agenda] Minutes July 23, 2005 Annual Meeting

[Agenda at vchpoa.org]

[As received from VCHPOA Secretary, 8/10/05]

Virginia City Highlands Property Owner's Association
Annual Meeting Minutes
July 23, 2005

1)	ALL PRESENT: Musser, Thomas, Bent and Beckerman

2)	CALL TO ORDER AND APPROVE MEETING AGENDA 
a.  A quorum being present, President Musser called the Annual meeting of 
    the VCHPOA Board of Directors to order at 10:08 A.M., at the Virginia 
    City Highlands Firehouse.  On a motion by Musser, seconded by Bent, the 
    agenda was unanimously approved. VCHPOA is mandated by law to follow 
    Nevada State Regulations or as commonly called, NRS 116(see 6.,v.), the 
    associations also use Robert's Rules of Order as the guidelines for 
    meeting etiquette.  Speakers were requested to address issues as per the 
    agenda or wait until the open comment section.  The association sign-up 
    sheet shows approximately 125 lot owners are present at the beginning of 
    the meeting.  All audience members were asked to identify themselves and 
    to mention the street they live on when they stand to speak.

3)	INTRODUCTIONS OF VOLUNTEERS 
a.  Musser introduced the Board and read the names of the Architectural 
    committee.
b.  With thanks and a round of applause given to all who have served the 
    VCHPOA, past and present.

4)	VERIFICATION FOR ELECTION OF DIRECTORS, GUIDED BY NRS 116 
a.  Discussion of rulings concerning ballots, which included write-in 
    ballots and or nomination from the floor, as has been acceptable in past 
    meetings. Per the Nevada ruling NRS 116.31034 (5) only specified secret 
    balloting is allowed.  These are the mandated guidelines the Board has to 
    follow.
1.  Introduction of ballot counters: Lydia Hammack, Maggie Hohn, Sharon 
    Dixon and Shelly Hanson. None of these volunteers are members of the 
    VCHPOA.  Ballots were counted in the fire hall's living quarters.
2.  Stephen Musser reiterated that he was no longer eligible to serve on 
    the 2005/2006 Board of Directors

5)	GUEST SPEAKERS
a.  Storey County Fire Chief Gary Hames 847-0954
i.  Property preparation, including driveways
ii. Always looking for volunteers
    iii.	Ambulance service subscription ($25 per household, over 55 is $10)
iv. Importance of property address on green reflective signs (form 
    available at fire hall)
b.  Storey County Sheriff Jim Miller 847-0959
i.  Please communicate with his department
ii. Questions, concerns, complaints and compliments
c.  Storey County Assessor Kathy Weeks 847-0961 
i.  The Legislature passed a late bill that created changes in the tax 
    bills, which delayed the processing, printing and mailing of tax bills 
ii. Please call her office for clarifications and changes.
    iii.	You can request all taxable lots on one billing and not consolidate 
    the lots.  
d.  Storey County Director of Admin & Budgets, Pat Whitten
i.  Washoe County will be doing mosquito trapping in Storey County to test 
    for West Nile Virus
ii. Would like to extend his thanks to Jim Poston for the excellent 
    website that he runs for VCHPOA, it helps officials keep up with locals 
    concerns.
e.  Storey County Commissioner Bob Kershaw 847-0968 
i.  County collection of sales and use tax from contractors working in 
    McCarran portion of Storey County.
f.  Storey County District Attorney Harold Swafford 847-0964
i.  Addressed the drug problem and law enforcement
ii. Speed limits in the Highlands
1.  Unpaved roads are 20 mph or less
2.  Lousetown from 341 to Barrel Springs is 35 mph
3.  Cartwright from mailboxes to Buckeye is 35 mph
    iii.	Signs are to be posted by HOA's

6)	FINANCIAL REPORT  
a.  Thomas presented Financials and explained various aspects of expenses 
    and income for VCHPOA, including the collections done by Jay Hampton & 
    Associates.  Jay Hampton is a POA specialist who currently has his main 
    office in Las Vegas.  Hampton & Associates are the legal representation 
    for VCHPOA.
i.  Operating Budget for 2005/2006-presented and ratified with a 
    unanimous vote  
ii. Reserve Budget presented and was ratified with a unanimous vote.
b.  Special assessment is a necessity and a lengthy discussion was held. 
c.  Keith Judson proposed the following motion:
i.  Previous vote on special assessment (July 2004) to be rescinded
ii. Modify the 2005 special assessment to $87, 000 (a combination of the 
    2-years).
    iii.	Amend the budget to reflect the modification of two (2) plow trucks 
    being purchased in 2005.
iv. The 2005/2006 special assessments would be $75 per originally platted 
    lot as stated in C.C. & R.'s.
d.  The above motioned was made by Thomas and seconded by Bent
i.  This motion was voted on and passed unanimously by the attending 
    VCHPOA members. 
ii. Thomas read the court summary ruling verifying that the VCHPOA is 
    under NRS 116 and that the association is mandated to follow (including 
    paying the ombudsman fee's) NRS 116 guidelines, in response to comments 
    made by Pat Flanagan.

7)	 COMMITTEE REPORTS 
a.  Road Report-DuFresne reported on the work being completed on the 
    roads.  Almost every road (approximately 90%) in the VCHPOA has received 
    attention. The responsibility for Cartwright Road is split between the 
    VCHPOA and HRPOA the split being defined as 60% cost to VCHPOA and 40% 
    cost to HRPOA.  DuFresne reiterated that the roads are many years behind 
    in maintenance and major work needs to be done for viability. The Road 
    Manager did not turn in expected paperwork. 
i.  Thomas distributed a worksheet on a cost breakdown for road 
    maintenance and a NDOT Annual Traffic report.  In 2005, Cartwright Rd. 
    had 1400 vehicles using the road daily or 62 seconds between vehicles on 
    the road from Buckeye to Geiger Grade.   
b.  A G.I.D. was mentioned as an option for the long-term good of the 
    roads.  Thomas presented the pros and cons of this G.I.D.'s.
c.  Park Report- the problem of finding a contractor who is willing to 
    take on the projects at the park still exists in this frenzied building 
    year.

8)	COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS
a.  Association members expressed their opinions that they have concerns 
    that are not being addressed, such as: 
i.  Architectural Changes were delayed in being posted because of a lack 
    of a quorum in the June meeting.  The guideline changes were filed and 
    recorded at Storey County after the May meeting and a special meeting was 
    held in July so the meeting minutes could be posted.  The Architectural 
    Guidelines were changed and recorded so that all future building would 
    meet the guidelines created by the VCHPOA members.  All planning meetings 
    for the guideline changes were posted and open to the public.  A current 
    situation was repeatedly brought up, but because the property owner's 
    attorney requested that all discussion and correspondence be addressed to 
    his office, the Board members tried not to respond to this specific 
    violation.
ii. The Board of Directors have needed to appointed people to fill vacant 
    slots- Beckerman (Secretary) and Musser (President).  There was concerned 
    that this is not a proper procedure.  NRS 116.3103 addresses the 
    appointment procedure in question.

9)	THE VOTING WAS COUNTED AND REPORTED TO THE BOARD AND THEN ANNOUNCED TO 
THE ATTENDEE'S.
The vote is as follows:
Jeni Temen -114		Martin Landabaru -245
Ken Sasso -152 		Joseph Alt -276
Stephen Musser -169 		Robert Fielding -93

On a motion by Thomas, seconded by Musser, and unanimously approved, the 
meeting was adjourned at 2: 20 P.M.
Sheri Beckerman,  Board Secretary
Attachments: 
Cash Flow Statement	
 	Architectural forms / Guidelines		Estimated cost to improve unpaved 
roads (Thomas)
Financial Statements	*Violation notification	NDOT Traffic Report
Annual Budgets		Voting tally