[VCHPOA Agenda] Minutes, 10-Oct-2006

[Agenda distribution list]

[ As received from VCHPOA Secretary,  11/18/06 ]

Virginia City Highlands Property Owners Association
Minutes - Monthly Meeting, Tuesday October 10, 2006
Virginia City Highlands Fire Station Training Room - 7:00 p.m.

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

I.    Call to order, declaration of a quorum and approval of meeting 
agenda
President Lumos called the meeting to order at 7:02 and declared a quorum 
present.  

II.   Approve minutes of September 12, 2006 regular meeting
-	A motion was made by Lewis with a second by Tallent-Stewart to approve 
the minutes of the September 12, 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.  Lydia revised the September reports and October 
estimated figures are $35, 828.29 in checking and $71,029.03 in reserve.  
Copies of the reports are on file.  Lydia compiled a chart of accounts 
for transaction to QuickBooks and will have the CPA review them.  She 
found a shortcut spreadsheet on Excel from the Storey County Assessor tax 
role and is revising it to update current owners.  It should be set up 
for 12/1 dues billing cycle.  Special assessment funds are almost all 
collected.  
-	A motion was made by Lewis, with a second by Tallent-Stewart to the 
financial reports as submitted, unanimously approved.  

IV.  Public Comments
        None to report

V.    Comments by Association Members (NRS 116.3108(3))
         None to report

VI.   Committee Reports
A.	Architectural Committee
No new plans were submitted.  A sample of rock was submitted for the 
cinder block wall that has been a violation.  The owner came to this last 
meeting.

B.	Road Report
Bob Moore has inventoried the existing equipment, shed, yard and cleaned 
up the place.  There are vehicles that shouldn´t be there, used oil in 
drums that needs disposal but he may have found a place in Virginia City 
to take it.  The grader is in good shape but has two small leaks.  The 
water truck needs batteries and a clutch, a quote for $1800 was received 
but he may be able to split some of the expense with the fire department 
because they also use the vehicle.  Water has to come from Virginia City 
for the truck and  so a permit has to be obtained for the travel to VC 
and back.  A permit is good for 5 years.  Bob will check with the DMV.  
Rita will have Bob check with Lydia because she was going to get it 
registered soon.  The 10-acre association rents a water truck at $900 per 
day.  The Dodge plow truck #2 has a leaky gas tank and needs to be 
replaced.  #1 truck is in good shape although the batteries were in need 
of replacement but were under warranty and should have the alternator 
checked.  He is also working on the sander operation.  Bob did a personal 
drive of all roads in the 1-acre parcels and all need improvements.  
$90,000 is budgeted for spring maintenance/improvements.  Grading can be 
done now but some roads have no material to work with.  Culverts are 
needed.  White stakes mark where culverts are located and Rita will 
schedule a backhoe for ditches and the culvert work.  It was determined 
that the front loader is not efficient and too large to load the road 
sander.  All vehicles need service.

A letter was received on the road impact fee.  The assessment was voted 
on by the Board and invoiced.  No materials have been applied to the road 
where the writer of this letter lives.  210 feet of road in the Bonanza 
and Calaveras area needs material badly.  Bob Moore will address the 
issue immediately.

A letter was received from Debra Gravenstein regarding the road plan and 
how it benefits people that are not in phase one of the plan.  She lives 
in a remote area and says she has seen the grader maybe three times.  It 
was discussed that the road plan called for extensive reconstruction on 
the most traveled roads first and then the less traveled but all will be 
addressed to some extent immediately.  She explained that there are folks 
who are tired of paying special assessments and getting nothing for it.  
Discussion ensued regarding the road plan and how all roads should be 
taken care of.  Phase 1 of the plan was adopted at the annual meeting in 
2006 and Phases 2 and 3 were not.  There is major concern that those 
phases will not be finished.  It was suggested that the Board levy 
special assessments for the next two years to fund Phases 2 and 3.  
Further discussion will take place at the next meeting.

C.	Insurance
Everything that can be consolidated in the policies has been and the 
association should receive a refund for approximately $1,478 but it is 
being held pending a quote for worker´s compensation insurance for 
employees.  Cost for the insurance at this time is $7,048 for the 
buildings, $163.53 for the loader, $8,227 for the vehicles.  The rental 
house is underinsured and Bill Lewis suggested that the value be 
increased.  Minimum replacement cost should be between $150k and $200k.  
A motion to increase the insurance to the minimum limites was made by 
Debra Gravenstein with a second from Bill Lewis.  All in favor


D.  Documents 
Keith tried to contact Ombudsman with no luck.  He has gathered documents 
from HOA´s in the state and drafted a questionnaire and there will be a 
mailing of dues in November with the questionnaire asking for feedback. 
Notices will be at the mailboxes soliciting comments.  We need 50% of the 
homeowners in the Highlands voting in favor of any changes to the CCR´s. 
There may be a legal way out to lower the criteria.  A future public 
meeting will be set.  


VII.	New Business

A.	Ray Robbins and volunteers want to paint the mailboxes or stain them.  
He has provided a written plan and it will cost $595.29.  There is an 
electrical problem with a bad circuit and lights being out in the south 
building.  Keith suggested that the 10-acre association pay for 40% of 
the stain.  A motion was made by Bill Lewis for approval of the cost of 
the project.  A second was made by Mary Tallent-Stewart.  All in favor.

B.	Mary Tallent-Stewart suggested that a Highlands cleanup day be 
scheduled due to all the trash built up in ditches.  Rita suggested 
November 4th from 10-2.  We will post signs at the mailboxes and on the 
website.

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.
The owner of the house with the cinder block retaining wall that was not 
approved by the architectural committee came to this meeting.  He had 
complaints regarding clogged culverts at his house and other issued with 
the association.  He read the CCR´s and realizes the errors in not going 
to the Board for prior approval.  His yard washes away when it rains and 
he feels the wall is necessary.  Rita explained the CCR´s and the 
necessity for following the rules as it benefits everyone.  After much 
discussion the owner and the Board came to a satisfactory conclusion.  
Rock will be placed over the wall exterior to conform with requirements.

IX.	Adjourn
There being no further business, the meeting was adjourned at 9:00 p.m..

Respectfully submitted


Mary Tallent-Stewart
Secretary