[VCHPOA Agenda] Minutes - December 11, 2007

[Agenda distribution list]

[ As received from VCHPOA Secretary,  1/15/08 ]

Virginia City Highlands Property Owners Association
Minutes - Monthly Meeting, Tuesday December 11, 2007
Virginia City Highlands Fire Station Training Room - 7:00 p.m.

Present: Mary Tallent-Stewart, Bill Lewis, Rita Lumos, Steve Morrow, 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.

A.	Association Telephone (moved to beginning of the meeting) -
Bookkeeper Lydia Hammack currently has the line in her home and has 
received many calls from people regarding road issues.  She has been 
returning the calls and directing them to the proper places.  Lydia is 
recommending that the phone number in the equipment yard be moved to one 
line and a voicemail box put on the 800-847-7000 number directing callers 
to the website for more info.  She will work on the message content for 
the voicemail.  The cost will be $19.95.

II.       Approval of minutes of November 13 2007 regular 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.  Balance in 
checking is $32,975, $82,490 in savings with accounts receivable of 
$148,000 in dues and special assessments.  Steve Morrow noted that the 
capital improvements line is missing in the financials.  Rita will have 
added.  A motion was made by Bill Lewis to accept the financials with a 
second by Mike Lupo.   Motion carries.

IV.	Comments by Association Members (NRS 116.3108(3))
The question was raised, did Storey County plow Cartwright during the 
last snow fall?  It was noted that one of their plows got stuck on 
Cartwright.  Bob Moore stated that he plowed at 2:30 p.m. for an hour and 
a half and made two passes.  

V.	Reports
A.  Architectural Committee
This month two sets of house plans were submitted and approved.  No 
violations were reported.  The next meeting is January 3, 2008.

B.  Documents
Keith Judson was not at this meeting, however it was reported that the 
work has been completed on the CC & R dues issue although there will 
likely be a legal review and the association attorney will need to record 
the revised document.  A resident voiced concern regarding how the 
ballots were counted because phone contact was used to record votes by 
board members and volunteers and she feels that this was not legal.  
Keith spoke to the association attorney who did not have a problem with 
it.  She is concerned that it could not be proven who voted although each 
phone volunteer had a sheet to work from to tally votes.  Vice President 
Lewis argued then that mailed ballots could technically also be contested 
in that regard.  Rita will get a cost estimate upfront from the 
association attorney on his fee for the recording of the CC& R revision 
for next month´s meeting. 	                  

C.  Road Report 

Road manager Bob Moore reported that not much work was done in in 
November on Empire, Agate and Clemons.  The water truck has had cab 
repairs, body work and has been painted except for the mirrors.  The 	    
  plumbing remains to be done as well as the side frames on the 
radiators.  The cost is $1,300 each.  They will be fabricated and bolted 
on by a mechanic in Carson City.  The truck will then be moved to Bob´s 
to repair/paint and put them back on.  Time frame depends on the weather. 
 $150 was spent on parts for the sander and Bob is pleased with the 
result.  He used it on several streets as a test.  The Board needs to set 
a policy on sanding the roads as several residents have stated that they 
cannot navigate the extremely steep roads in the area to get to their 
homes.  Silverado is one.  Several residents park at the bottom on 
Sazarac and walk home because it is so icy.  It was discussed that 
perhaps these extremely steep areas would be sanded on a case by case 
basis.  The Road Committee will meet to establish criteria for this issue 
in order to be consistent.   

Street signage has been a problem due to the weather.  The Fire 
Department noted that approximately fifteen signed have been damaged or 
missing and Bob has the ones they picked up in order to remount them.  
The Division of Forestry will pay for upgraded signs.  It was also 
mentioned that perhaps more caution or speed signed are needed along with 
a large private property sign at the entrance to Cartwright. 

No Park Report this meeting  

	
VI.	Old Business
A.	Reserve Study - Nothing to report

VII.       New Business
None to report
	

VIII.	      Any Other Matters which the Board Members Wish to Discuss

A.	Resident Tom Buck introduced himself to the group as a new volunteer 
for the Fire Department as Secretary Treasurer.  

B.	Several notes came in with homeowners dues complaining about  various 
road conditions on Sazarac, no culvert across a driveway and the cutting 
of trees on property on Sazarac from the owner who wanted to know if the 
association has insurance for this or if anyone received permission to 
cut the trees.  There is no record of this issue but Rita will check with 
Harry Stanley of the Firesafe Highlands as it may have part of the work 
done earlier in the year.  

Adjourn to Executive Session - motion by Bill Lewis, second by Steve 
Morrow

IX.	      Executive Session

There is a house in foreclosure on Adobe that is in deplorable condition 
with a wrecked truck in the driveway, gutters falling and a truck cab 
under a tree in front.  The address is 21910 Adobe.  A prior certified 
letter from the association was not picked up and the sheriff was 
unsuccessful at serving the missive as well.  Rita will send a registered 
letter issuing a 30-day notice to clean up the property and also research 
to see if their dues have been paid.  A motion was made by Bill Lewis 
with a second by Mike Lupo for sending the letter.  Motion carries.  The 
issue will be re-evaluated at the next meeting.  

X.   Adjourn 8:10 p.m.

Respectfully submitted

Mary Tallent-Stewart
Secretary