[VCHPOA Agenda] Minutes, January 8, 2008

[Agenda distribution list]

[ As received from VCHPOA Secretary,  2/18/2008 ]

Virginia City Highlands Property Owners Association
Minutes - Monthly Meeting, Tuesday January 8, 2008
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.

II.       Approval of minutes of December 11, 2007 regular meeting
Minutes reviewed for the meeting and motion made by Bill Lewis to approve 
with second by Mike Lupo.  Motion carries.

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

B.	Monthly Financial Statements
Mike reviewed the financial statements with the attendees.  Balance in 
checking is $57,620, $82,594 in savings with accounts receivable of 
$117,002.  Road expense was $6,625 of which half is SIIS insurance and 
water truck repair.  There were also $566 in administrative expense.  
Rita spoke with Dave Thomas about establishing a separate reserve account 
on QuickBooks but it cannot be done.  Manual calculations will have to be 
done.  The actual reserve account is set at a mandated amount.  It was 
suggested that we leave enough money in the operating account for several 
month's expenses and open another account so there would be one reserve, 
one operating and one regular checking.  Lydia will find out if we need 
new signature cards.  A motion was made by Bill Lewis with a second by 
Steve Morrow to allow Lydia to open the new account.  A motion was made 
by Mary Tallent-Stewart to accept the financials with a second by Bill 
Lewis.   Motion carries.

IV.	Comments by Association Members (NRS 116.3108(3))
	 None to Report

V.	Reports
A.  Architectural Committee
One applicant would like to move a house from Reno to the Highlands and 
place it on a piece of property on Cartwright Road.  The roof pitch is in 
question.  She will need to apply for a variance from Storey County 
first.  

B.  Documents 
    l.  Keith Judson stated that the price from the attorney for a 
    restatement of the CC & R´s would run $700 which is a simple amendment of 
    one page that repeats verbatim the language that was in the ballots for 
    the change.  The attorney, Jay Hampton said it would take about a half 
    hour to review and there are funds left over in the budget from the 
    project.  Keith presented a draft.  Steve Morrow stated that he is 
    concerned if its done this way that someone will miss it and it is a very 
    important part of the CC & R´s.  Lydia Hammack also said that the website 
    would need to be updated.  There was also discussion of putting it on the 
    demand document when property transfers occur.  Keith is concerned about 
    confusing people.  It was decided that a draft would be reviewed by the 
    Board first.  The attorney felt that the restatement would be the most 
    effective and proper method but would record an amendment and that would 
    work as well.  The original document was recorded in 1972.  A motion was 
    made by Bill Lewis to have a complete restatement of the CC & R revision 
    by the attorney with a second by Steve Morrow.  Motion carries.  


    2.	Mr. Patrick Flanagan submitted a letter to the Board and is concerned 
    about Voting irregularities regarding the CC & R dues issue.  He is also 
    concerned About the vote being extended as the original ballot gave a 
    deadline of 11/10/07.  Keith pointed out that 80% of the voters voted in 
    favor of the Dues being based on the annual budget.  People who didn´t 
    vote were considered as voting No.  Mr. Flanagan was also concerned that 
    telephone voting was used and people were solicited for yes votes.  Keith 
    explained that he had prepared a script for the volunteers that 
    participated in the telephone calling and those that called had a listing 
    of property owners to contact and logged the calls and the yes or no 
    votes and then relayed that to Keith who then tallied the votes.  No 
    undue pressure was put on property owners to vote either way.  If it was 
    asked, people were told that the Board was in favor of the proposed 
    amendment.  It is being alleged that the Board acting improperly by 
    conducting the telephone voting.  Both the Board and Keith disagree.  The 
    attorney was asked if voting on this issue needed to be done by secret 
    ballot and the answer was no.  Mr. Flanagan disagrees and said he had 
    spoken with an attorney regarding the matter.  Karlyn McPartlin is 
    concerned that using phone voting and internet voting are not legal.   It 
    was discussed that a recount of the ballots be considered by members of 
    the "Oversight Committee" established by Mr. Flanagan.  Lydia explained 
    that the ballots sent in late with checks for dues two or three weeks 
    after the final deadline were not counted.  Mike Lupo requested the names 
    of members of the "Oversight Committee" and was told by Mr. Flanagan that 
    he would not divulge the names.  It was duly noted that the 10-acre 
    Association were able to file a similar amendment to their CC & R´s by 
    using the telephone voting method and their attorney did say the process 
    was legal.  Keith also noted that he had sent out two reminders regarding 
    the ballots and the deadline.  Rita will have our attorney review the 
    matter prior to getting a legal opinion in writing. 	                  

C.  Road Report Bob Moore gave the report for December.  One of the plow 
trucks had a fuel gauge that was not functioning normally and there was a 
leak found and fixed.  Cartwright Road was a challenge with the last 
snowfall and Bob is noticing lots of vehicles that are not set up to 
handle the weather hazards in our community such as bald or no snow tires 
and no 4-WD.  The batteries were replaced in the GMC truck at no charge 
and the sander has new batteries.  A test was done sanding on Silverado 
with the new double sanding vibrators and Bob said it worked very well.  
The County doesn´t want to plow Cartwright when there are abandoned cars 
on the side of the road.  Sometimes folks get stuck and don´t have a 
choice but to go for help to get pulled out.  Bob sanded Grizzley, 
Sazarac and Saddleback and hasn´t yet had any feedback on how it worked.  
Regular maintenance was performed on the roads.  Workers comp insurance 
has been established for all association employees and all the vehicles 
are insured and upgraded for snow removal.  

D.   The water truck repairs are almost finished.  Weather is a factor.

E.   The reserve study will have to wait.  Rita checked with the 
ombudsman and there are still no licensed specialists to perform the 
task.
	 

No Park Report this meeting 


VI.	New Business
Lydia says that the new phone system is working very well and Margot 
Moore has been checking messages regarding the roads.  

It was noted that the lights at the mailboxes are not working inside 
again.  The person that fixed the issue before will be contacted for 
maintenance.

VII.       Any Other Matters Which The Board Members Wish to Discuss
      None to report

Motion to adjourn to Executive Session by Bill Lewis, second by Mary      
  Tallent-Stewart.

   VIII.      Executive Session
The house on the Adobe Road that is in foreclosure with Deutch Bank was 
discussed and Rita will follow protocol and send a letter for 30-day 
removal of the trash.  


IX.      Adjourn 8:55 p.m.

   Respectfully submitted



   Mary Tallent-Stewart
   Secretary