[VCHPOA Agenda] Minutes July 22, 2006 Annual Meeting

[Agenda distribution list]

[ As received from VCHPOA Secretary,  8/9/2006 ]

Virginia City Highlands Property Owners´ Association
Minutes - Annual Meeting 
 Saturday, July 22, 2006
Virginia City Highlands Fire Station Training Room - 10:00 am

Present:  Woolley, Gravenstein, Lumos
Absent:


I.	Call To Order and Approval Of Meeting Agenda (Discussion/Action)

President Woolley called the meeting to order at 10:08 am.  He declared a 
quorum present.  He announced that the agenda may be taken out of order, 
but all items will be addressed.


II.	Introduction of Board and Architectural Committee Members

President Woolley introduced the board members present.  


III.	Appoint Teller Committee to Count Ballots (Discussion/Action)

Maggie Hohn, Gail Drake, and Lydia Hammack volunteered and were appointed 
to count the advisory ballots.


IV.	Presentation of Invited Guests and Reports (Discussion)

A.	Storey County Commissioners

Commissioners Kershaw and Flanagan gave a brief report on Storey County 
issues affecting the Highlands.  Commissioner Flanagan stated that about 
$40,000 is available for work on the park at this time.  He stated that 
Dean Haymore has talked to some contractors about doing the work.  He 
asked that both associations notify the County of their priorities for 
construction.  Lumos pointed out that VCHPOA had sent a letter to the 
commissioners outlining the priorities in the park plan and that she 
believed the HRPOA had also done so.  Since priorities might change 
slightly, the associations should make their wishes known.

Commissioner Kershaw stated that there is a lot going on in the County.  
The real estate market softening will allow the County plan the future in 
a more orderly manner.  He emphasized that anything that affects the 
Highlands will come to the Highlands for comments.  They rely on the two 
association boards for input and advice.  

He commended the board for the work they are doing.  He related that the 
state laws for common interest ownership communities such are ours are 
getting tougher to administer all the time.  

B.	Sheriff & Fire Departments

Fire Chief Gary Hames and Sheriff James Miller gave a brief presentation 
about emergency services in the Highlands.  Due to the length of the 
meeting they did not give their full presentation but did outline 
important issues and answer questions.

The Reverse 911 system was described, whereby owners will be called by a 
computer system in the case of emergencies.  There will be a campaign in 
the fall to gather cell phone and work phone numbers for those who are 
not at home during working hours.

Sheriff Miller asked that owners be proactive with their neighbors and 
friends to formulate plans for the care of children and animals in the 
case of an emergency.  He urged all to be prepared to move animals and 
gather valuables in case of a necessary evacuation.

Chief Hames pointed out that there had been six lightening fires in the 
Virginia Range on the day previous to the meeting.

He recognized Dave Curtis on his work coordinating the construction of 
the training center which is available to the community for meetings and 
events.  The building was funded by plan review fees paid by the Walmart 
distribution center.

A pilot program has been instituted utilizing auxiliary fire fighters 
have been hired at minimum wage to assist the professional staff at all 
the fire stations.  He projected that ambulance response within the 
Highlands will now be within six to eight minutes.  He will be hiring 
more paramedics and a new ambulance should be delivered in August.

Sheriff Miller added that there are two reserve deputy sheriffs living in 
the Highlands.  There are also some new patrol cars funded by revenue 
generated by the Reno-Tahoe Industrial Park.

They have been issuing citations for traffic violations on Geiger Grade 
and in the Highlands and are being more visible, particularly during peak 
traffic periods.  He urged people to call his office if there are issues 
of concern.

Chief Hames informed the owners that a subscription service for Care 
Flight is available through Regional Emergency Medical Services Authority 
(REMSA) for $75 per year.  Information can be found on their website at 
http://www.remsa-cf.com.

He also asked that people call him if they have concerns.  He recognized 
Dean Haymore of the Building Department and recommended folks call him 
with building or grading concerns.

Evacuation procedures were briefly described.  Sheriff Miller stated that 
the emergency siren will be tested on Sundays.

Al Drake, chief of the Volunteer Fire Fighters gave a presentation on the 
work of the volunteer fire fighters and the need for more volunteers.  
Training and equipment for volunteers is provided by the fire department.

Chief Drake announced that the Annual Spaghetti Dinner will be held 
August 19 at the Training Room and will celebrate the 25th anniversary of 
the volunteer fire department.

C.	Fire Safe Highlands

Beverly Crow of Fire Safe Highlands gave a brief presentation on the work 
of their organization and had materials available for all to take home.  
She introduced the other board members Phyllis Blake, Cecilia Lak, and 
Harry Stanley.

She urged everyone to join at a rate of $10 per biennium.  The 
organization is funded by grant money.  She asked that everyone document 
the hours spent pulling weeds, doing tree removal, and clearing of 
defensible space.  The hours convert to $16.97 per hour in "in-kind" 
services of grant money.  Forms are available at the slash pile and at 
the mail boxes.

The brochures delineate evacuation procedures and contain check lists for 
such an event.  There will be an preparedness meeting on Wednesday, July 
26, at 6:30 at the Fire Station Training Center.


V.	Financial Report (Discussion/Action)

A.	Review of Financial Statements

Richard Woolley reviewed the financial statement for the past fiscal year 
(copy attached).  

B.	Review of Reserve Account

President Woolley reviewed the expenditures made from the reserve account 
for new equipment which was funded by a special assessment approved by 
the property owners last year.

C.	Ratification of Draft Operating Budget

President Woolley reviewed the proposed budget (copy attached).  He noted 
that the cash on hand in the operating account at the beginning of the 
fiscal year is approximately $6000 higher than shown due to the transfer 
of funds from the reserve account at the end of June.

*   A motion by Lumos, seconded by Gravenstein, to ratify the 2006-2007 
    budget proposal was approved by a unanimous vote of the members present.


VI.	Committee Reports (Discussion/Action)

A.	Architectural Committee 

Bill Lewis presented a report (attached) on the activities of the 
Architectural Committee.  He noted that the number of applications being 
process has diminished considerably.

B.	Road Report 

President Woolley did a presentation on the proposed road plan.  The full 
text of the plan, called the List of Annual Road Repair and Improvements 
(LARRI) is available on the association website at www.vchpoa.org.  

The current condition of all roads maintained by the VCHPOA was assessed 
and a long term plan for rebuilding and maintenance of the roads 
formulated.    This plan projects road work for the next ten years.  
Woolley stressed that the association would be asked to approve the work 
plan for the following year at each annual meeting.

There are approximately 13.9 miles of gravel road and 2.5 miles of paved 
road to be maintained by the association.  The plan calls for significant 
improvement on the major collector roads (about five miles) and grading 
on the feeder roads in the coming year.  Regrading, addition of base 
material, six culverts, and repair of roadside ditches in included in the 
plan.  The cost for this work in the 2006-2007 fiscal year is 
approximately $107,000, which equates to a special assessment of $100 per 
lot.

Woolley acknowledged the help of Gabriel Venegas, Apex Paving, Sierra 
Nevada Construction, and Larry Johnson of Black Eagle Consulting in 
determining viable methods of improving the roads and formulating the 
plan.

C.	Documents Committee 

Keith Judson reported on the Documents Committee.  He stated that the 
purpose is to incorporate changes in all the governing documents to 
ensure that they are in compliance with Nevada Law.  The committee will 
also work to clarify and remove inconsistencies among the documents and 
look at the dues structure.  

The committee is working to find a more realistic method for changing the 
CC&R´s.  Public comment will be solicited from the owners.  He estimates 
that the process will take about one year, including attorney review.  He 
stated that the voters will be given choices as to which changes they 
wish to approve.

Contact information is in the newsletter.  He emphasized that input from 
the owners is desired.

President Woolley noted that Karlyn McPartlin is chairing the park 
committee and is making progress toward construction.


VII.	  Teller Committee/Election Report (Discussion/Action)

The results of the advisory ballots as counted by the teller committee 
were reported.  The votes were as follows:

Road Option 1 - 208
Road Option 2 -   94

Would you be in favor of selling the Fire Station and property to Storey 
County?
		 Yes - 291
             No -    51

A.	Special assessment for road improvements 

President Woolley proposed a motion, seconded by Keith Judson, to assess 
each lot owner $100 to be billed in August, 2006, payable by October 31, 
to do the road construction discussed for this fiscal year, not including 
a test section of stabilized base.

An amendment to the motion by Chris Mason, seconded by Loren Pursel, to 
assess consolidated lots as a single lot failed by an overwhelming 
majority.  

It was pointed out the most significant cost in the plan is for material 
and the owners of multiple lots are responsible for the road frontage 
across all their lots, whether consolidated or not.

The original motion was approved with seven (7) owners opposed.


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

Keith Judson asked for a round of applause for board members for the work 
they have done and for Debra Gravenstein for her work on the picnic.


IX.	Adjourn

There being no further business the meeting was adjourned at 12:45 pm.  
The annual picnic followed at the park.

Respectfully submitted,



Rita Lumos, Secretary
 

 
 
 
 
ARCHITECTURAL ANNUAL MEETING



The Architectural committee has under gone several changes of personnel 
over the last year. Rita Lumos, Robert Moore and Wallace Fox have all 
joined the committee within the last few months and I thank them for 
their service to the community.

The committee goals for the upcoming year is to be consistent with the 
CC&R´S and Architectural guidelines and with the elected board member´s 
to solve any problems which may occur. The Architectural committee is 
only an advisor to the board member´s and any disagreements will be  
solved by them. The document committee is currently looking at areas 
between the Architectural guidelines and CC&R´S which are in conflict and 
fixing these inconsistencies.

The guidelines and CC&R´S are posted on the website for anyone who has 
questions. We hope that all residents which plan on doing any external 
improvements of: fencing, roofing, exterior colors, outbuildings, 
additions, retaining walls, new construction, etc. please look over the 
requirements for the area and come to the monthly meeting on the 1st 
Tuesday of each month at 7:30pm. It is much easier to solve issues and 
disagreements if you follow the procedures for the Highlands. The 
Architectural Committee´s only goal is to follow the guidelines and 
CC&R´S which is voted on by the property owners of the community.

The Architectural committee is always looking for individuals willing to 
help and looks forward to the new year. We would also like to thank the 
board members for their support and input to help provide consistent 
support for our community.

Thank You

William Lewis
Rita Lumos
Robert Moore
Wallace Fox