[VCHPOA Agenda] Minutes, August 8, 2006

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Virginia City Highlands Property Owners´ Association
Minutes - Monthly Meeting, Tuesday August 8, 2006
Virginia City Highlands Fire Station Training Room - 7:00 pm

Present:  Richard Woolley, Bill Lewis, Mike Lupo, Debra Gravenstein, Rita 
Lumos, Mary Tallent-Stewart


I.	Call To Order, Declaration Of A Quorum And Approval Of Meeting Agenda 

President Woolley called the meeting to order at 7:15 pm and declared a 
quorum present.


II.	Appoint New Board Members; Election of Officers 

C. Mike Lupo and Bill Lewis were appointed to the vacant positions of the 
board.  Appointment of the third new board member was held until the end 
of the meeting.  Under agenda item VIII. A.  President Woolley tendered 
his resignation and Vice President Gravenstein assumed leadership of the 
meeting.  Mary Tallent-Stewart was appointed to the board to fulfill the 
term of Mr. Woolley.  Election of officers for the new board was held 
with the following results:

President:  Rita Lumos 
First Vice President:  Debra Gravenstein
Second Vice President:  Bill Lewis
Secretary:  Mary Tallent-Stewart
Treasurer:  Mike Lupo  


III.	Approve Minutes Of July 11 , 2006 Meeting Regular Meeting and July 
22, 2006 Annual Meeting

*   A motion by Lewis, seconded by Woolley, to approve the minutes of the 
    July 11, 2006 meeting was approved unanimously.

In review of the minutes for the July 22 Annual Meeting, President 
Woolley pointed out that the total cost for road improvements for the 
coming year should be reduced by $5000 since the test strip of stabilized 
base had been removed from the schedule.

*   A motion by Lupo, seconded by Lewis, to approve the minutes as amended 
    was approved unanimously.


IV.	Financial Statements (Discussion/Action)

A.	Monthly Cash Report

B.	Monthly Financial Statements
Lydia Hammack reviewed the financial reports.  The interest for July is 
not included in the printed report since the bank statements did not 
arrive prior to printing.  The balance as of August 8, 2006 in the 
operating account is $35,541.30 and in the reserve account is $15,988.42. 
 
*   A motion by Lumos, seconded by Woolley, to accept the financial reports 
    as submitted was approved unanimously.


V.	Comments by Association Members (NRS 116.3108(3)) 

President Woolley announced that he has accepted a new position in 
Pennsylvania and would resign from the board at the end of the meeting.  

Karlyn McPartlin asked President Woolley to assure the owners that the 
road plan is in proper shape to be carried forward without his 
supervision.  He has prepared a written plan which is in the possession 
of the board.  He feels that the plan can be carried forward; and that a 
vote should be taken at each annual meeting on the portion of the plan to 
be completed in the following year.

Cecilia Lak announced that Fire Safe Highlands has applied for a grant 
for $125K to improve Sazarak Road as an evacuation route.  Rita Lumos 
asked that the board be kept apprised of the progress so that all work 
could be coordinated between the two boards.


VI.	 Committee Reports 

A.	Architectural Committee 
Bill Lewis reported that the committee saw no sets of plans for new 
construction; but had two requests for changes in exterior finish and one 
for a new fence.
Fees for architectural review were discussed.  The fee had been held in 
abeyance pending calculation of impact fees on the roads and adoption of 
the road plan.  Woolley stated that he calculated an impact fee of $500 
for new construction.  He suggested that there be a $100 application fee 
in addition to the impact fee.  The impact fee will go into the reserve 
account, not the operating account.  Lumos suggested that the fees be 
$500 total; a $450 impact fee and a $50 application fee.  The issue of 
the fee for additions, barns, detached garages, and/or outbuildings was 
discussed.  Most present felt that between $75 and $100 is sufficient.  
The remainder of the fee schedule would remain unchanged.  

*   A motion by Lupo, seconded by Lewis, to charge a total fee of $500 for 
    new residences, with $450 being the impact fee and $50 being the 
    application fee, and a fee of $75 for additions, barns, detached garages, 
    and outbuildings, was approved unanimously.

Those applicants who paid the $100 fee for new residences since the 
abeyance of the per square foot fee will be billed for the additional 
$400.  All those applicants were informed that there would be an 
additional fee and signed an acknowledgement of the same.

B.	Road Report
1.	Continuation of Road Plan
The road plan is posted on the internet, but minor changes were made 
after suggestions at the annual meeting.  President Woolley stressed that 
the work must be done when the roads are wet in the spring.  The schedule 
with this year´s planned improvements will be included in the invoice for 
the special assessment which was approved at the annual meeting.  

Woolley pointed out that Gabriel Venegas, a VCHPOA resident, had helped 
with the writing of the road plan and will help direct future 
improvements.  The board is committed to carrying out the plan with the 
approval of the owners.

Cecelia Lak stated that she has an 18´X10´ culvert in her back yard that 
she will donate to the association.

C.	Documents Committee 
Keith Judson gave a brief report on the document committee´s work to 
date.  Documents from other associations are being gathered for 
informational purposes, priorities are being set, and the committee is 
reviewed the changes proposed in 2005 but not passed.  The committee 
feels that the architectural guidelines should only be changed by a vote 
at the annual meeting rather than by the board of directors.  The next 
meeting of the committee will be held the second Tuesday in September.

D.	Park Report 
Karlyn McPartlin reported that progress is being made on the park.  She 
has been working with Storey County on the selection of contractors.  The 
Commissioners have approved approximately $40,000 to be spent on 
improvements.  Lydia Hammack is the representative from HRPOA and is in 
agreement with the work that Ms. McPartlin is doing.

McPartlin pointed out that Commissioner John Flanagan has been very 
helpful on this project.  


VII.	Old Business
A.	Rental House Vacancy and Condition
The condition of the rental house has deteriorated over time.  After the 
last tenant vacated the house Tom Peevers cleared it out.  He will be 
refunded his cleaning deposit, since the house is in as good a shape as 
when he made the deposit for family members.

All of the flooring needs to be replaced, the two toilets replaced, and 
the house cleaned.  A few other miscellaneous repairs may be needed.  
President Woolley reported that Fire Chief Gary Hames had told him that 
the water is routed through the treatment system at the fire station and 
should be good to use.

The county is not interested in leasing the house.  Lupo asked if there 
is any other use for the house rather than as a rental property.  No one 
knew of any.

Rita Lumos reported that she had received an estimate of $3,765 from 
Gabriel Rosas of Ultimate Housekeeping for replacing the flooring, the 
two toilets, and giving the house a thorough cleaning.  His is a company 
that specializes in rehabbing rental properties and houses for sale.  
Lumos felt it was important to have a professional estimate for the 
repair work, no matter which avenue the board chose to refurbish the 
house.

*   A motion by Lewis, seconded by Lumos, to hire Ultimate Housekeeping to do 
    the repairs, possibly including painting, and investigate leasing to a 
    qualified lessee was approved with Gravenstein opposed.

The lease should be a one year lease, with first and last month in 
advance and cleaning deposit, with no subleasing allowed.

B.	Insurance Policies 
Lydia Hammack has met with the insurance agent who handles our vehicle, 
property, and liability insurance.  The agent has not yet provided final 
figures for revisions to the policies but approximate amounts were 
reported.

The collision and loss for the water truck is $2500 and could be dropped. 
 There may be refunds coming for the surplus vehicles which were sold.  

The projected savings would be about $4000 per year.  Equipment cannot be 
removed from the policy during periods of non-use as long as it´s in the 
yard.  All deductibles could be raised to $1000 to affect further 
savings.  The mail sheds are insured for $10,000.    It is not known 
whether the HRPOA also carries insurance on the mail sheds.  This will be 
verified.

*   A motion by Lumos, seconded by Gravenstein, to drop the collision 
    coverage on the water truck and raise the deductible for all vehicle 
    insurance to $1000, was approved unanimously.


VIII.	New Business 

A.	Any Other Matters Which The Board Members Wish To Discuss 
President Woolley tendered his resignation from the board due to his 
relocation.  Ray and Karlyn McPartlin presented him a sculptured wall 
hanging as a token of appreciation for all he has done for the 
association.


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

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

The property owner who had been notified of a possible violation was not 
able to appear at the meeting.  He had appeared prior to the meeting and 
was advised to make application to the architectural committee for his 
project.

The status of the road manager was discussed.  Further action on this 
subject will be addressed at the September meeting.


X.	Adjourn

There being no further business the meeting was adjourned at 9:15 pm.

Respectfully submitted,



Rita Lumos, 
Secretary