[VCHPOA Agenda] Minutes 8/9/05

[Agenda at vchpoa.org]

[As received by VCHPOA Secretary, 8/24/05]

Virginia City Highlands Property Owner's Association
Monthly Meeting Minutes
August 9, 2005

PRESENT: Musser, Thomas, Bent and Beckerman

1. CALL TO ORDER AND APPROVE MEETING AGENDA
a.  A quorum being present, Thomas called the regular meeting of the 
    VCHPOA Board of Directors to order at 6:37 P.M., at the Virginia City 
    Highlands Firehouse. With minor adjustments to the agenda, on a motion by 
    Thomas, seconded by Bent, the agenda was unanimously approved.

2. APPROVE MINUTES OF REGULAR BOARD MEETING OF JULY 12, ANNUAL MEETING OF 
JULY 23 AND SPECIAL MEETING OF AUGUST 5, 2005 
a.  With minor clarifications, on a motion by Musser, seconded by Bent, 
    the minutes of the three (3) Board Meetings were unanimously approved. 

3. FINANCIAL REPORT
a.  After going over the financial statements, it became apparent that the 
    roadwork would need to cease until the financial situation changes.  With 
    an insurance bill due in October ($10,000), the operating funds will be 
    minimal.  Road Manager DuFresne was present and the statement was 
    reiterated that work was to cease as of midnight 8/9/05.
b.  Thomas will continue to volunteer his time to work with Lydia Hammack 
    and will produce the monthly financials and the Federal tax return.

4. CHANGE OVER OF BOARD MEMBERS, PER ELECTION
a.  The newly elected nominee’s did not attend the meeting.  Thomas and 
    Musser agreed to serve for a minimum of 2 weeks until this item can be 
    straightened out.  There will be a special meeting to install directors 
    after we hear from the nominee’s. A certified letter will be sent to 
    Landabaru and Alt asking their intentions.

5. COMMENTS BY ASSOCIATION MEMBERS & DISCUSSION OF COMMENTS
a.  No comments.

6. UPDATES FROM BOARD MEMBERS: 
a.  Vice-President Bent: FireSafe Highlands has had to restart the process 
    of sign bids because of changes in requirements from the grantor.
b.  Secretary Beckerman: Park situation- putting the word out for a 
    contractor, thank you letters to go out to all the speakers at the Annual 
    Meeting.

7. COMMITTEE REPORTS
a.  Architectural Committee-If grading or other construction concerns 
    arise for homeowners, please the SC Building department.  AC meeting 
    minutes attached.
b.  Road Report-DuFresne spoke to the attending members on the need for 
    funds to finish the road maintenance; the roads have only received a bare 
    minimum of attention for any type of sustainability.  DuFresne stated 
    that if the funds were not going to be available the road crew would need 
    to find other positions. He requested that a phone line and equipment be 
    placed in the “shed” so he has a place to work.  Musser offered a phone, 
    fax, and copier combination machine.  Hammack has been given permission 
    to have a phone line and voicemail installed in the “shed”.  Concerns 
    have arisen with billing between the two (2) associations; the bookkeeper 
    for VCHPOA and the treasurer for the HRPOA will work on a spreadsheet to 
    track expenses and verify billings.
c.  Park Report: Putting the word out for a contractor to do the planned 
    work in the fall, including a well for fire suppression, the roads and 
    running water.
i.  Funds for the park fund are collected by SC when a building permit is 
    pulled, approx. $250 per permit.

8. OLD BUSINESS
a.  FireSafe Highlands has grant for a masticator and is having 
    difficulties getting people to sign up to have it used on their property 
    for fire suppression.  FSH has cut wood and has cords of wood and loads 
    of chipped wood available at the burn pile by the fire hall.  After you 
    load the wood or chips, please place your donation check in the envelope 
    for FSH that is on the bulletin board in the fire hall.  FSH also has a 
    shade/fuel break grant that needs to be used.  They are very concerned 
    that if the homeowners do not use this money that funding will be cut for 
    future years.
b.  There was an executive session held after the 8/5/05 concerning an 
    architectural guideline violation, the “blue roof” issue was resolved to 
    the satisfaction of both the Board and the property owners.

9. NEW BUSINESS
a.  No new business

On a motion by Musser, seconded by Bent, and unanimously approved, the 
meeting was adjourned at 7: 30 P.M.

Sheri Beckerman
Board Secretary

Attachments:
Cash Flow Statement
Financial Statements
Architectural Report
Thank you letters
Nominee Letters