[VCHPOA Agenda] Minutes, Nov. 13, 2007

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Virginia City Highlands Property Owners Association
Minutes - Monthly Meeting, Tuesday November 13, 2007
Virginia City Highlands Fire Station Training Room - 7:00 p.m.

Present:	Mary Tallent-Stewart, Bill Lewis, Rita Lumos, Steve Morrow
Absent:		Mike Lupo

I. 	Call to order, declaration of a quorum and approval of meeting agenda
President Lumos called the meeting to order at 7:00 p.m. and declared 
that a quorum was present.

II.       Approval of minutes of October 9, 2007 meeting
Minutes reviewed for the meeting and motion made by Bill Lewis to approve 
with second by Steve Morrow.  Motion carries.

III.	Financial Statements (Discussion/Action)
A.	Monthly Cash Report

B.	Monthly Financial Statements
Rita reviewed the financial statements with the attendees  $109,045  in 
total expenditures to date which is about $24,000 over budget.  Cash 
balance is $91,598.23 with approximately $47,000 in Reserve.  Dues 
billings were mailed last month.  A motion was made by Bill Lewis with a 
second by Mary Tallent-Stewart.   Motion carries.  

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

Karlyn McPartlin inquired if anything has been done by the Association 
regarding the illegal size signage over various parts of the Highlands.  
Rita stated that she has sent out certified letters to those that have 
had complaints previously.  She has yet to send a letter out on the large 
banner sign.  It was noted also that the minutes from September 2007 need 
to be submitted to the website for posting. 	Mary Tallent-Stewart will 
send them to the webmaster asap.  Karlyn also stated that financials from 
various periods are missing from the website.  Rita has asked Dave Thomas 
to send the missing information.  Karlyn had asked the Association 
bookkeeper Lydia Hammack to review information regarding bills/invoices 
and met with Lydia at 6:15 the night of the last 10-acre meeting.  Lydia 
had copies the information for her.  Karlyn indicated that Lydia had 	
raised her voice to her about having to provide receipts to her.  Rita 
stated that she was copied on all e-mails and Karlyn told her she would 
pay Lydia´s 	hourly rate for the service.  Karlyn asked Lydia to provide 
the records and also asked that she be reminded that she had a right to 
review them.  

V.	Reports
            A.  Architectural Committee
This month a fence, detached garage, permit for a retaining wall, garage 
addition and cedar rail fence were all approved.  There were no CC&R
violations.

	B.  Documents

Keith Judson had the results for the dues amendment vote.  There were 590 
Yes votes and 150 No votes were received so the vote was approved on on a 
margin of 5 votes.  80% of the people voting voted yes.  60% of possible 
voters participated which is the highest total of voters ever. The actual 
cost was $1,034 and the Board had approved up to $1,500. Keith mailed out 
the third follow-up himself for a total of $131.07 and if the Board wants 
to reimburse him that would be great, if not, that´s ok too.  A motion to 
reimburse Keith was made by Bill Lewis with a second by Steve Morrow.  
Motion carries.  Keith asked approval from the Board to post the results 
on the website and chat board.  Approved 	 

    C.  Road Report 
Road Manager Bob Moore reported that road work in October was minimal.  
Empire to Morgan was graded and a culvert on Sazarac and Hermit was 
replaced.  Bob met with Gary Hames and the fire marshall regarding the 
front loader and their water truck.  Their drivers are insured.  If we 
need equipment we can borrow it from the County and it would be 
reciprocal with the Association.  A traffic count was discussed.  The 
County uses them but will not rent or loan out the counters.  Bob spoke 
with Al Drake regarding the value of our water truck.  Al spoke with some 
individuals knowledgable in this area.  Karlyn McPartlin said she had 
researched an auction site and the same year truck was selling starting 
at $12,000.  Jim Poston distributed information regarding the traffic 
count.  Jim said that using them on our gravel roads would destroy them.  
There is an optional heavy duty type for about $200.  Discussion ensued 
regarding road tubes properly placed for traffic, speed and 
classifications on cars vs trucks. 	roads would be ranked for maintenance 
based on volumn.  Different types of counters and prices were explained 
by Jim.  He may be able to get one or more.  Ray McPartlin stated that 
this type of count could be a waste of time and funds, however, Steve 
Morrow believes that it does matter because data is needed to see if more 
technology is required in some areas to repair and maintain certain 
roads.  Steve said the Road Plan needs a maintenance component to it.  
Traffic counting is just one way to discern problem areas.  Rita 
indicated that the past maintenance records were carried with each road 
manager so there are virtually none to be had.  Jim Poston would 
volunteer for the traffic count.  Steve Morrow will get a handle on the 
road material and have testing done.  It was noted that the material on 
Sazarac Road can be worked with and the Road Committee will meet to 
formulate specifications for that.  There will be no major work done now 
until spring.  More Road Committee meetings will take place prior to the 
work commencing. 	 	 

No Park Report this meeting  

	
VI.	Old Business
A.	Water Truck Repair - Two bids were received from independent companies 
to rebuild the truck.  Silver State International gave a quote of $33,839 
in parts and $23,151 in labor.  Truck Parts and Equipment came in at 
$24,134.64.  $17,000 was received from the insurance company.  An 
Association resident, Doug Fontana has thirty-five years experience in 
this industry and came up with a plan to repair the truck.  He explained 
the repairs to be made and gave a quote of $12,000 with approximately 6 
weeks to complete the job.  Bill Lewis was concerned about a guarantee on 
the work and Rita Lumos suggested that a bond be posted by Doug.  He 
doesn´t have a problem with that.  The brakes are in good condition.  The 
jake brake apparently wasn´t used prior to the accident when going down 
Sazarac.  Even though the truck was acquired in the mid 1990´s, Doug says 
it is in excellent condition.  Bill Lewis stated that it is not cost 
effective to rent a water truck for our road repairs and maintenance and 
is in favor of having Doug repair it.  Steve Morrow agreed.  It will have 
to pass inspection anyway prior to being registered roadworthy.  A 
contract will be written for the repairs.  A motion was made by Bill 
Lewis with a second by Steve Morrow.  Motion carries.

B.	Fire Station House Lease - 
The furnace has been serviced, some rewiring has been done, baseboards 
installed and new wall board.  The garbage has been taken away and a 
water purficiation installed, all at the County´s expense.  The Lease 
Agreement is finalized and extends to 6/16/2015.  The County will be 
reimbursing the Association for the property taxes and they will maintain 
the insurance on the property.  The lease amount if $2,000 per year.  
This will help the community will around the clock personnel to assist in 
various ways.  Bill Lewis made a motion to approve the Lease with a 
second by Mary Tallent-Stewart.  Motion carries.

C.	Reserve Study - 
The individual hired by the 10-acre association to do their reserve study 
was supposed to be licensed and was not.  There are no licensed people at 
this time in the State of Nevada and no regulations in place.  Since we 
cannot comply with this requirement, Dave Thomas can do a 5-year 
financial plan for the interim as a stop-gap measure.  Rita will speak 
with him regarding this.  Steve Morrow suggested looking on the web for a 
canned version as a sample and Rita has contacted the Ombudsman´s office 
with no response so this will be tabled until December´s meeting.

D.	Annual Road Closure - 
Bill Lewis counted 600-700 cars on Cartwright that day.  98% of the 
people polled who lived here were happy this was being done.

VII.       New Business
None to report
	
VIII.	Any Other Matters which the Board Members Wish to Discuss
None to report - Adjourn to Executive Session on motion from VP Lewis
with a second from VP Morrow.

IX.	      Executive Session

A resident couple on Adobe Road who built a new home has put up a white 
vinyl fence.  Under the architectural guidelines vinyl is acceptable but 
the color is not.  The couple indicated that they would be willing to pay 
a fine  and that they did not realize that they needed to obtain prior 
approval before erecting the fence.  Bill Lewis explained that the 
homeowners had voted several years prior against white fencing and that 
older residences that had white fences were "grandfathered" in.  If the 
Board approved the white fence we would be going against what the 
property owners had previously voted against and a precident would be set 
for others to do the same.  it was suggested that the fence be painted 
but the property owners were concerned that no paint would stick to the 
vinyl. 11/13/07 - Situation discussed with owners and Board regarding CC 
& R rules and grand- fathering of old fences and issues etc.  Homeowners 
will research painting options and prepare to paint fence next year.  

A certified letter was sent to a resident on Adobe regarding construction
debris.  As there had been nothing done regarding the situation a $200 
fine
was levied and paid by the owner.  The debris has been cleaned out. 


X.   Adjourn 9:02 p.m.

       Respectfully submitted




      Mary Tallent-Stewart
      Secretary