[VCHPOA Agenda] Minutes July 11, 2006

[Agenda distribution list]

[ As received from VCHPOA Secretary,  8/9/06 ]

Virginia City Highlands Property Owners´ Association
Minutes - Monthly Meeting, Tuesday July 11, 2006
Virginia City Highlands Fire Station Training Room 

Present:  Woolley, Gravenstein, Lumos
Absent:  Bent, Landaburu


I.	Call To Order, Declaration Of A Quorum And Approval Of Meeting Agenda
(Discussion/Action) 

President Woolley called the meeting to order at 7:05 pm and declared a
quorum present.


II.	Approve Minutes Of June 13, 2006 Meeting (Discussion/Action)

*   A motion by Gravenstein, seconded by Woolley, to approve the minutes
as 
    submitted was approved unanimously.


III.	Financial Statements (Discussion/Action)

A.	Monthly Cash Report

B.	Monthly Financial Statements

Lydia Hammack reviewed the financial reports.  An amount equal to the 
cost
of the repairs due to January flooding and the remainder of the funds 
used
for the new equipment was transferred from the reserve account to the
operating account prior to the end of the fiscal year.  This transaction
should be shown in the June report, rather than July, since that was when
the transfer occurred.  The financial report will be amended to reflect
this change.  

The funds in the operating account are sufficient to meet normal expenses
until the end of the year, barring any unforeseen emergencies.  The 
amount
due the HRPOA for road work jointly done last year is $6,260.78 and is
being paid in full this month.

Cash on hand as of July11, 2006 in the operating account is $37,267.04 
and
in the reserve account is $15,968.89.

There was no road work done this month.

*   A motion by Lumos, seconded by Gravenstein to accept the financial 
    statement as amended was approved unanimously.

IV.	Comments by Association Members (NRS 116.3108(3)) (Discussion Only)

President Woolley reported that over 330,000 acres have burned in Nevada
so far this fire season.  This is approximately half the total amount
burned last year.

Karlyn McPartlin, Park Committee chair, reported that she has tried 
numerous times to contact Commissioner Bum Hess about the park 
construction with no success.  She was able to talk to Commissioner 
Flanagan.  She reported that there is approximately $43,000 in the park
impact fund after construction of the well.  Commissioner Flanagan talked
to Pat Whitten and determined that $40,000 could be available this year. 
Ms. McPartlin and the County are in the process of deciding whether the
association or the county will do the contracting for the work.  Gary
Hames has volunteered to help with procuring contractors.  She feels that
the priority list should be changed somewhat.  The retaining wall is the
most immediate need, followed by fencing.  She feels that restrooms and
sand box should not be on the list.  Progress is being made.  She is
hopeful that the retaining wall and some concrete work can be completed
before this winter.

Ray McPartlin suggested we look for volunteers to drive the snow plows
since we have budget concerns.  President Woolley noted that any drivers
would have to be added to the insurance policy.  As long as the person 
has
a clean driving record there would not be significant additional cost. 
This should be discussed at the annual meeting.


V.	 Committee Reports 

A.	Architectural Committee (Discussion/Action)

Bill Lewis reported on the Architectural Committee meeting.  Only two 
sets
of plans were submitted.  One was not acceptable, and one was approved. 
There is one violation being forwarded to the board for review and 
action.
 Two other complaints were investigated and it was determined that no
violations of the governing documents occurred.

B.	Road Report (Discussion/Action)

President Woolley reported that no work was planned or done on the roads
this month.  Work is expected to resume in the fall.  

Woolley noted that he has been refining the road plan and will present 
the
plan and expected costs at the annual meeting July 22.  Costs may not be
as high as previously projected to install the stabilized base.  A test
section is expected to be done in the fall if the plan is approved.  

C.	Documents Committee (Discussion/Action)

Keith Judson reported that the committee is in the information gathering
stage.  He and Bob Moore met with Kay Dean of the HRPOA who worked on the
committee that prepared revisions of that association´s documents.  They
discussed the procedure used by the HRPOA, which was helpful.  He
requested a bit of time on the annual meeting agenda.


VI.	Old Business

A.	Annual Meeting Preparation  (Discussion/Action)

The advisory ballots will be counted at the meeting.  They can be opened
prior to the meeting so counting can be done more quickly.  

There are four property owners who have indicated interest in serving in
the two open positions on the board.  Typically, the appointments are 
done
at the August meeting.

Since the Peevers are unavailable to coordinate the picnic this year the
menu will be hamburgers and hot dogs.  Keith Judson suggested that folks
be asked to bring salads and deserts.  This request will be posted on the
web site.  Debbie Gravenstein has priced the cost of food and thinks it
will be less than $500.  Finding folks to cook has been a problem.  Jack
McGuffey, Harry Stanley, and Lenny Wenrick volunteered to do the cooking. 

 Karlyn McPartlin volunteered to help with the shopping and organizing at
the park. 

VII.	  New Business 

A.	Rental House Vacancy and Condition (Discussion/Action)

The house was vacated on June 15.  Woolley inspected the property.  The
structure is generally sound but the flooring all needs to be replaced 
and
some of the plumbing fixtures may also need to be replaced.  There is no
handrail on the stairway.  Tom Peevers has cleaned out the refuse that 
was
left behind by the tenant.  

Marie Antoinette Ives-Wilson and Greg Wilson are interested in leasing 
the
house for more than a year and have proposed a list of improvements
necessary.  They propose to do some of the repairs in lieu of rent. 
Richard stated that the association might be willing to credit up to 
$4000
toward repairs.  No real cost estimate has been done to date to determine
the extent of work to be done.  The proposed rental rate is $1000 per
month.  

Another possibility is to lease the house to the Fire Deptartment.  They
have done a lot of improvements to the fire station and do not have 
budget
to repair the house as well.  He has not been able to contact Gary Hames
to discuss the proposal.  

Keith Judson stated that his understanding was that the original purpose
for the house was to have a fireman on site.  It has not worked well in
the past in terms of maintenance.  Debra Gravenstein expressed concern
about the association being in the business of renting property.  Rita
Lumos stated that she would prefer the Fire Department to be in the house
if they are interested.

*   A motion by Lumos, seconded by Woolley, that the Fire Department be
given 
    the opportunity to lease the house for $1000 per month if repairs are
    made prior to the rental or to do the repairs in lieu of rental
    payments, to be determined by August 31, 2006; if the Fire Dept. is
    not interested an agreement be pursued with Greg and Marie Wilson to
    lease the property as described above was approved with Gravenstein
    opposed.

Woolley will contact Gary Hames to present the proposal.

B.	Possibility of Ball Fields on School District Property 
(Discussion/Action)

Rita Lumos explained that the School District was invited to attend the
meeting to explain the possibility of building ball fields on their
property which adjoins the east side of the fire station lot.  The school
board has not yet taken any official action on the proposal.  They are
currently thinking of an unlighted field with artificial turf for the 
high
school baseball team.  Owners present pointed out that in the past ball
fields were proposed for that location and the residents were opposed.  
At
that time the plan included natural turf and lights.  Owners also were
concerned about the possibility of increased traffic and more public 
entry
into the Highlands.  The slash pile location will be an issue to deal
with.  

No action was taken on this issue.

C.	Any Other Matters Which The Board Members Wish To Discuss (discussion)

President Woolley stated that he would like to appoint someone to 
investigate a less expensive insurance policy for the association.  Jack
McGuffy stated that his wife is an account manager with Lucini/Parrish,
our carrier, and that she could be of help.  Lydia was directed to 
contact
the Mrs. McGuffy.

VIII.	Executive Session to discuss possible violations of CC&R´s

*   A motion by Gravenstein, seconded by Woolley, to recess the open
meeting 
    and go into executive session was approved unanimously.

The issue of a concrete block wall being constructed without review or
approval of the architectural control committee was discussed.  It was
determined that the property owner would be notified of the violation and
given the opportunity to seek approval from the architectural committee. 
In any case the owner will have to appear before the board for a hearing
on the case.


IX.	Adjourn

There being no further business the meeting was adjourned at 9:30 pm.

Respectfully submitted,

Rita Lumos, Secretary