[VCHPOA Agenda] Minutes, September 12, 2006

[Agenda distribution list]

[ As received from VCHPOA Secretary,  10/10/06 ]

Virginia City Highlands Property Owners Association
Minutes - Monthly Meeting, Tuesday September 12, 2006
Virginia City Highlands Fire Station Training Room - 7:00 p.m.

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

I.    Call to order, declaration of a quorum and approval of meeting 
agenda President Lumos called the meeting to order at 7:10 and declared a 
quorum present.  


II.   Approve minutes of August 8, 2006 regular meeting

*   A motion was made by Lewis with a second by Tallent-Stewart to approve 
    the minutes of the August 8, 2006 meeting, unanimously approved.  


III.  Financial Statements (Discussion/Action)

A.	Monthly Cash Report

B.	Monthly Financial Statements

Lydia Hammack reviewed the financial reports, statements and special 
assessment figures.  There were $2,657.56 in disbursements and $20,625.16 
in receipts.  Estimated expenditures for September were $4,717.11 which 
will include payment for the repair/update to the rental house at the 
fire station.  There were no road expenses this past month.  Balance as 
of September 12, 2006 in the operating account of $33,074.35 and in the 
reserve account is $52,396.75.  

*   A motion was made by Lewis, with a second by Tallent-Stewart to the 
    financial reports as submitted, unanimously approved.  


IV.  Public Comments

Deputy Mendoza from the Storey County Sheriff´s Department was guest 
speaker at this meeting and invited all attendees to participate in the 
Citizens Academy, a program put on by volunteers and the Sheriff´s 
Department with the objective of familiarizing local citizens with the 
duties of the Department.  Topics include patrol procedures, emergency 
communications, how 911 call system functions, domestic violence, DUI and 
report writing.  There will be classes held on these and other topics.  
In order to attend the classes you must be a U.S. Citizen, have a 
background check performed, fill out the application (handed out at this 
meeting) and there is no age limit.  Target start date is September 20th 
and at least eleven volunteers are needed and they will take up to fifty. 
 Classes will be held at the firehouse.  The program was very successful 
in Lockwood and Deputy Mendoza stated that Storey County has the best 
police and fire protection per capata in the state.  Applications can be 
faxed or mailed.  For more information call 847-0950 and ask for Ken.  
Rita Lumos suggested that Deputy Mendoza contact the webmaster and post 
on the website.   


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

A representative from the Nevada Rock Art Foundation stated that they 
would be conducting an archeological project form 9/18/06-10/15/06 at the 
petroglyphs site in Lagomarsino canyon.  They will be photographing and 
mapping the site, placing more signs and a visitor register.  The County 
Commissioners approved the special use permit.  This special site has 
been subject to prior vandalism and she requested that if anyone sees 
such activity to call the Sheriff´s office and report it.  

VI.   Committee Reports

A.	Architectural Committee

Bill Lewis reported that the Committee reviewed one set of house plans, 
one set of plans for an addition and one carport.  Everything is running 
smoothly and not as hectic due to the housing market downturn.  

B.	Road Report

There will be personnel changes in this department.  Robert Moore has 
agreed to take on the responsibility as Road Manager and will follow 
Richard Wooley´s road plan.  A motion was made by Bill Lewis to appoint 
Mr. Moore as Road Manager.  Second by Mary Tallent-Stewart, all in favor. 
It was recommended that Workers Compensation insurance be carried for any 
employees working for the association due to the liability involved.  
There will be a meeting at Rita Lumos´ house September 19th to discuss 
and review the work that needs to be done this coming year in the road 
plan and get estimates for the work.  The road materials for suggested 
use have been used in mines and also used to stabilize base around Washoe 
County.  Rita suggested that Bob take a class coming up given by the 
Highway Department on October 9th regarding roadway drainage.  The cost 
is $50.  

*   Motion by Mike Lupo with a second by Bill Lewis, all in favor.   

Three people have volunteered for road snow removal.  Bob Moore will need 
to meet with these individuals to get prepared for the coming winter and 
because the equipment also needs to be checked and maintenance done.  
Mike Lupo inquired at what depth does the snow need to be removed.  3-4 
inches is the starting point for plowing.  The NOAA website is a valuable 
resource for specific location weather conditions.  Two-way radios have 
been installed in the plow trucks.  It was suggested that more signage 
could possibly be needed regarding road conditions in the Highlands.

C.	Insurance

Lydia Hammack is working with the insurance agent for the Association to 
consolidate coverage.  Insurance for the four vehicles totals 
approximately $8,185.  Raising the deductable to $1000 would save about 
$2,500.  She will have firm figures at the next HOA meeting.  Budgeted 
amount for package insurance is $20,000, actual expense is aroung 
$16,000.  It was discussed that the Association may be able to 
consolidate building coverage on the mail box structures with the 10-acre 
association.  Mike Lupo suggested that the cost of insuring them versus 
replacement cost be reviewed.  Bill Lewis suggested that the replacement 
cost on the rental house at the fire station be reviewed and increased 
from $100,000 currently on the policy.  

D.	Rental House

The rental house flooring, carpets and toilets have been replace and the 
place has been cleaned.  The new tenants will do the painting.  The 
chimney cap needs to be put on.  Walk through is completed and the 
background check and references check has been done on the new tenants 
and all with good review.  Phyllis Blake suggested using the professional 
5-page lease agreement this time.  Rent has been set at $1,000 per month 
plus a security deposit.  


VII.	New Business

A.	Any other matters which the Board members wish to discuss

The MYOB accounting software currently being used is cumbersome.  A 
transition to QuickBooks accounting software is planned by Lydia Hammack. 
 A motion to approve this transition was made by Bill Lewis with a second 
by Mike Lupo, all in favor.  Completion of the transition is targeted by 
the first of the new year.  

B.	There will be ombudsman seminars on coming Saturdays from 9-12 called 
"Organizing and Planning in Your Community".  Rita has more information.  


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

*   Motion by Mary Tallent-Stewart with second by Bill Lewis to adjourn the 
    regular meeting and go into executive session, approved unanimously.

There is a possible violation regarding a cinder block retaining wall, 
not approved by the Architectural Committee.  The owner has been notified 
and has not responded or shown at that meeting.  Rita Lumos will send a 
certified letter indicating a fine is in order if there is no response to 
the letter.

A car is partially in the roadway on Grizzly and has not been moved since 
January.  Mike Lupo suggested that we contact the Sheriff and see if he 
will contact or try to find out who the owner might be and have the car 
moved.


IX.	Adjourn

There being no further business, the meeting was adjourned at 8:50 p.m..

Respectfully submitted


Mary Tallent-Stewart
Secretary