Minutes of the Regular Monthly DVLA Board Meeting January 29, 2008
Board Members attending: Cyndy Johnson, Jerry Yurek, Mike Barker, Crystal Phillips, Alan Strebeck
Eleven landowners and Boy Scouts were in attendance.
President Cyndy Johnson called the meeting to order at 7:00pm.
1. Approval of Agenda
Guest speaker Shawn Jaca, Washington County Fire Warden, was added to the agenda following the financial reports. Under new business item b was added: setting the date of the Annual Meeting.
MOTION was made by Jerry Yurek to accept the amended agenda, Crystal Phillips seconded the motion. The motion was passed.
2. Review & approve minutes of the November 27th meeting and the January 15th special budget meeting.
MOTION was made by Jerry Yurek to approve the minutes. Mike Barker seconded the motion. The motion was passed
3. Review & approve financial reports - Stella Callagee
MOTION was made by Jerry Yurek to accept the financial reports, Crystal Phillips seconded the motion. The motion was passed.
4. Guest speaker, Shawn Jaca
Shawn Jaca told the group that there was a presentation planned in the Valley for March 14th - 15th (tentative dates). Ten fire departments would be involved and there would be demonstrations of wild land fire training. Landowners could learn "tricks of the trade". The purpose was to help landowners learn how to protect their homes on the wild land/urban interface. There would be brochures and other information provided in an open house format. Shawn was looking for homeowners in Pinion Hills to sign up for protection simulations around their homes. A sheet was passed around for Pinion Hills homeowners to sign up but others can call Shawn at: office: 435-658-5893 or cell: 435-590-4715. Information about the event will also be placed in the upcoming water bills. Shawn said that he hoped the program would serve as a pilot to be used throughout the state. He said it would be publicized with local media.
Chief Talbot said he appreciated Shawn's work as fire warden. The leadership of the Dammeron Valley Fire Department supported Shawn's efforts.
5. Reports
a. Fire Department
Chief Talbot gave the report for the fire department. There had been no fires over the past month. There had been a number of medical calls - two vehicle accidents, one involving a death; a diabetic shock patient; several stroke calls.
The department vehicles are all operational. At winter fire school some work was done on the big engine.
Captain Bud Balagna has resigned. Due to personal reasons he has been unable to fulfill the time obligation required by his position. Chief Talbot said that the department has appreciated Captain Balagna's work over the past three years. Bud will stay on as a volunteer fire fighter. There are several volunteers eligible to move up to the position of Captain and a decision will be made by the end of February.
The Chief passed on a concern about the cleaning required after this year's DVLA Christmas Party. Fire department volunteers ended up having to do quite a bit of cleaning - mopping floors and cleaning carpets. The Board expressed concern and said they had not been aware of the problem. Next year a clean-up crew would be added to the party assignment list.
In response to a question from the Board the Chief said that the burn pile process has been going very well. The Department appreciated the volunteers and their diligence at the gate.
Crystal Phillips asked about the repeater problem. The Chief said that six difference agencies are involved in trying to come up with a solution. The repeater which sends out the emergency pages is barely working. But he does not have anything further to report concerning a solution.
b. ARC
There was no report for the month.
c. Trustee Reports
Jerry Yurek turned over to the floor to Mac Thomson for a report on the firewise committee. Mac said that they have five videos left which were made by Ned Cordery. He encouraged landowners to continue to fill our firewise forms documenting work done or items purchased to help protect lots. These forms can be placed in the DVLA box or given to Wayne Staab, Mac Thomson, Karen Sharkey or any Board member. Mac will be sending in to the state a report which will help determine the amount of in-kind services the Valley will receive.
Crystal Phillips reported that work is continuing on the Community Center. It is not ready yet for use as it needs to be painted on the inside.
Cyndy Johnson reported that she had been successful in getting the dead tree near the first entrance cut down.
Cyndy Johnson had also looked into the loan for the firehouse which is held with US Bank. The loan was set-up to be paid over 10 years but the documentation states that it will be called at the 5 year point in 12/09. The bank officer told Cyndy that the excellent payment record of the DVLA will most likely ensure a continuation of the 7.01% current percentage for the following five year period of the loan. Also, the DVLA has established excellent credit with the bank and can even apply for an additional loan, if needed.
Alan Strebeck reported that the request for feasibility study is available for signatures. Approximately 60 signatures are needed to get the study requested.
A landowner suggested getting a dialogue going to discuss incorporation. What is the vision for a municipality, what would be the type of government? Cyndy Johnson said that these were good questions but they would be appropriate after the study was done and given to the community. Then there would be meetings and extensive discussion about the study results.
Mike Barker reported that the flooding documentation went out to the County and State entities about two and a half weeks ago. He had told the agencies that the report was coming. He was working on setting up face to face meetings with those who received the report.
6. New Business
a. The local Boy Scout troop (Varsity Team 1799) presented information about a flag project they are sponsoring. Inquiries can be emailed to Craig Bennett at: cbennett@infowest.com
b. The Annual Meeting was set for Saturday, May 17, 2008.
The Board discussed the need to set up a special meeting 60 days before the date of the Annual Meeting for receiving and preparing by-law changes. The Board would like to put forward a by-law change that will establish a system of fines. Cyndy Johnson had attended a meeting some time ago about this subject and said that if this were to go forward a fee scale would have to be suggested. It was also discussed that assessments such as late fees on the dues should be documented in the governing documents. Landowner Rick Smith said that he agreed with the need to define late fees and fines for noncompliance issues. He was willing to help with the definition effort.
Cyndy Johnson asked the Board members for their thoughts on the issue of putting a fining system on the Annual Meeting ballot. All the board members felt they should pursue this issue.
MOTION was made by Jerry Yurek to look at the wording of a governing document that would define a late dues fining process and add that to a fining mechanism. Crystal Phillips seconded the motion. It was passed.
MOTION was made by Alan Strebeck to set up a meeting 60 days prior to the Annual Meeting to establish ballot issues.
The Board decided to set up an agenda at the next meeting.
7. MOTION was made to adjourn the meeting by Jerry Yurek. It was seconded by Mike Barker.
Stella Callagee
Recording Secretary
Tuesday, January 29, 2008
Tuesday, January 15, 2008
Minutes - DVLA Board Meeting 01/15/08
Minutes of the Special DVLA Board Meeting January 15, 2008
Board Members attending: Cyndy Johnson, Mike Barker, Crystal Phillips, Alan Strebeck
Twenty six landowners were in attendance.
President Cyndy Johnson called the meeting to order at 6:30pm. Cyndy explained that the first part of the meeting would be a report from the Incorporation Feasibility Study Committee. The second half of the meeting would start the 2008-2009 budget discussion.
Sally Musemeche, Chair, introduced the Committee members: Alan Strebeck, Cyndy Johnson, Robert Mitchell, Richard Downer and Brooks Pace, who was away on travel.
Sally explained that the charge of the committee had been to 1) determine boundaries for a proposed incorporation plan and 2) prepare wording for an incorporation feasibility study petition. This effort had been started because Diamond Valley has started a feasibility petition and placed its proposed boundaries right up to Dammeron Valley. Though representatives from Diamond had said they would push the boundaries back and this has not been done yet - possibly because it cannot be done since their study has started. The impact of a bordering city would mean that Diamond Valley City would have an impact on the future development of Dammeron Valley.
Richard Downer reviewed the boundaries that are being proposed for Dammeron Valley incorporation. The boundaries included all of the DVLA properties and moved out to include adjacent BLM land, Rocky Mountain power land and land owned by developer Brooks Pace. The determination of the boundaries determines the number of landowners who need to sign a petition in order to start the feasibility study. Sally explained that signatures must represent 10% of the property owners who own 7% of the property within the boundaries.
Following is a summary of landowner questions and responses:
1. Does the developer, Brooks Pace, stand to make out with incorporation? Answer: Richard Downer said no, the developer's property was included within the boundaries as it made sense to include them due to the configuration.
2. Can forest service lands be included? Answer: Yes, as well as BLM and State Trust Lands. This allows the incorporated entity to have some say over the use of the lands, such as establishing trail systems through State and federal lands.
3. What will be the monetary impacts of police, sewer and other costs of a municipality? Answer: That is what the feasibility study will determine - the costs of incorporation.
4. Will the County requirements for curb & gutter in new developments stay in effect? Answer: No, the municipal entity would determine the zoning rules. This would help to preserve the rural nature of Dammeron Valley.
5. What will be the process once the feasibility study is done? Answer: Once the study is done there will be public meetings. Within 18 months, if a decision is made to move forward, there needs to be another petition requesting a vote on the issue. There are additional public meetings and then a general vote is held.
6. If Dammeron were to incorporate would the Valley residents need to pay for the feasibility study? Answer: The Valley entity would only be responsible for a small portion of the cost - such as filing fees.
7. Can an individual opt out of the incorporation? Answer: Yes, if that individual owns 1% of the property within the boundaries. Groups of landowners are not able to band together to represent the 1%. It has to be a single landowner.
Richard Downer said that the County and St. George is expanding its infrastructure in order to gain additional tax paying areas. That is why Diamond Valley has requested a feasibility study. They feel threatened by possible St. George expansion.
Sally requested that the current committee be dissolved by a vote of the Board as the committee had met its charge. The next step would be to put together a committee to determine the properties within the boundaries in order to determine signature requirements. She said that the County would provide this information in data downloads.
MOTION was made by Alan Strebeck to dissolve the incorporation feasibility study committee. The motion was seconded by Crystal Phillips. The motion was passed.
Cyndy Johnson expressed appreciation for Sally's efforts and hoped that she might consider helping with the next phase.
MOTION was made by Crystal Phillips to adjourn this part of the special meeting. Mike Barker seconded the motion. The motion was passed.
President Cyndy Johnson called the special budget discussion meeting to order shortly after 7:00pm.
Stella Callagee outlined a number of factors that need to be taken into account as the Board considers establishing a 2008-2009 budget:
1. The fire truck will be paid off in 9/2009 - that is a $2400/mo payment
2. The firehouse will be paid off in 12/2014 - that is a $2100/mo payment
3. Pessimistic economic forecasts may mean that it is more difficult to collect dues - there needs to be planning for uncollected money
4. An unknown is always the fire season. The past year was not as active as prior years. In prior years reserves were used between fiscal years to cover costs until dues collection had been completed. The DVLA fiscal year is 7/1- 6/30.
Stella reviewed estimated costs and a projected budget keeping the dues at $270. This would mean the use of almost all of a projected $25,000 unencumbered reserve to help offset costs.
Chief Talbot reported he was preparing a budget estimate. At this point in time there are new issues that will impact the fire department budget. One of the items will be a $10,000 contribution requested from each fire department to help fix the repeater repair problem that he has discussed in prior meetings. The repeater at the top of Utah hill sends out the pages to emergency personnel and the cost of maintaining the system is $150K per year. Though the County Commissioners recognize the problem the County does not have funds to fix the repeater, at least for now. The fire chiefs are being asked to come up with the required repair funds.
Chief Talbot also has some communication needs and talked about a sandbagging machine that might be purchased and shared between departments.
Chief Talbot also cautioned the Board that officers might not be willing to remain unpaid over the long term. The Board needs to be planning now for possible reimbursement to those who run the department. The officers lose salary when they attend meetings and trainings which are all important to running the department.
The Board discussed the need to start establishing a reserve. When the pumper truck engine blew the DVLA was able to pay for the repairs with $20,000 of reserves, but this money has not been replaced.
Additional issues need to be discussed and needs determined. The Chief said he would have his budget ready within the next few weeks.
Alan Strebeck brought up looking into renegotiation of the firehouse loan. The loan matures and becomes due and payable on 12/4/09. Ken Mandell, who had been on the Board when the loan was obtained, explained that US Bank had been the only local lender who was willing to give the DVLA a loan. The loan was written this way so that the rate will be reviewed in 2009 and continued at the same or adjusted rate. It is a 10 year loan. Alan pointed out that this is not spelled out in the language of the loan document. Ken explained that the DVLA had to accept the loan as it is currently written. He agreed that it would be prudent of the Board to be proactive and look at possible refinancing now.
The Board decided to continue the budget discussions at a special meeting on February 19th, at 7:00pm in the firehouse. This meeting will be open to all landowners.
MOTION was made by Crystal Phillips to adjourn the meeting. Jerry Yurek seconded the motion. The motion was passed.
Stella Callagee
Recording Secretary
Board Members attending: Cyndy Johnson, Mike Barker, Crystal Phillips, Alan Strebeck
Twenty six landowners were in attendance.
President Cyndy Johnson called the meeting to order at 6:30pm. Cyndy explained that the first part of the meeting would be a report from the Incorporation Feasibility Study Committee. The second half of the meeting would start the 2008-2009 budget discussion.
Sally Musemeche, Chair, introduced the Committee members: Alan Strebeck, Cyndy Johnson, Robert Mitchell, Richard Downer and Brooks Pace, who was away on travel.
Sally explained that the charge of the committee had been to 1) determine boundaries for a proposed incorporation plan and 2) prepare wording for an incorporation feasibility study petition. This effort had been started because Diamond Valley has started a feasibility petition and placed its proposed boundaries right up to Dammeron Valley. Though representatives from Diamond had said they would push the boundaries back and this has not been done yet - possibly because it cannot be done since their study has started. The impact of a bordering city would mean that Diamond Valley City would have an impact on the future development of Dammeron Valley.
Richard Downer reviewed the boundaries that are being proposed for Dammeron Valley incorporation. The boundaries included all of the DVLA properties and moved out to include adjacent BLM land, Rocky Mountain power land and land owned by developer Brooks Pace. The determination of the boundaries determines the number of landowners who need to sign a petition in order to start the feasibility study. Sally explained that signatures must represent 10% of the property owners who own 7% of the property within the boundaries.
Following is a summary of landowner questions and responses:
1. Does the developer, Brooks Pace, stand to make out with incorporation? Answer: Richard Downer said no, the developer's property was included within the boundaries as it made sense to include them due to the configuration.
2. Can forest service lands be included? Answer: Yes, as well as BLM and State Trust Lands. This allows the incorporated entity to have some say over the use of the lands, such as establishing trail systems through State and federal lands.
3. What will be the monetary impacts of police, sewer and other costs of a municipality? Answer: That is what the feasibility study will determine - the costs of incorporation.
4. Will the County requirements for curb & gutter in new developments stay in effect? Answer: No, the municipal entity would determine the zoning rules. This would help to preserve the rural nature of Dammeron Valley.
5. What will be the process once the feasibility study is done? Answer: Once the study is done there will be public meetings. Within 18 months, if a decision is made to move forward, there needs to be another petition requesting a vote on the issue. There are additional public meetings and then a general vote is held.
6. If Dammeron were to incorporate would the Valley residents need to pay for the feasibility study? Answer: The Valley entity would only be responsible for a small portion of the cost - such as filing fees.
7. Can an individual opt out of the incorporation? Answer: Yes, if that individual owns 1% of the property within the boundaries. Groups of landowners are not able to band together to represent the 1%. It has to be a single landowner.
Richard Downer said that the County and St. George is expanding its infrastructure in order to gain additional tax paying areas. That is why Diamond Valley has requested a feasibility study. They feel threatened by possible St. George expansion.
Sally requested that the current committee be dissolved by a vote of the Board as the committee had met its charge. The next step would be to put together a committee to determine the properties within the boundaries in order to determine signature requirements. She said that the County would provide this information in data downloads.
MOTION was made by Alan Strebeck to dissolve the incorporation feasibility study committee. The motion was seconded by Crystal Phillips. The motion was passed.
Cyndy Johnson expressed appreciation for Sally's efforts and hoped that she might consider helping with the next phase.
MOTION was made by Crystal Phillips to adjourn this part of the special meeting. Mike Barker seconded the motion. The motion was passed.
President Cyndy Johnson called the special budget discussion meeting to order shortly after 7:00pm.
Stella Callagee outlined a number of factors that need to be taken into account as the Board considers establishing a 2008-2009 budget:
1. The fire truck will be paid off in 9/2009 - that is a $2400/mo payment
2. The firehouse will be paid off in 12/2014 - that is a $2100/mo payment
3. Pessimistic economic forecasts may mean that it is more difficult to collect dues - there needs to be planning for uncollected money
4. An unknown is always the fire season. The past year was not as active as prior years. In prior years reserves were used between fiscal years to cover costs until dues collection had been completed. The DVLA fiscal year is 7/1- 6/30.
Stella reviewed estimated costs and a projected budget keeping the dues at $270. This would mean the use of almost all of a projected $25,000 unencumbered reserve to help offset costs.
Chief Talbot reported he was preparing a budget estimate. At this point in time there are new issues that will impact the fire department budget. One of the items will be a $10,000 contribution requested from each fire department to help fix the repeater repair problem that he has discussed in prior meetings. The repeater at the top of Utah hill sends out the pages to emergency personnel and the cost of maintaining the system is $150K per year. Though the County Commissioners recognize the problem the County does not have funds to fix the repeater, at least for now. The fire chiefs are being asked to come up with the required repair funds.
Chief Talbot also has some communication needs and talked about a sandbagging machine that might be purchased and shared between departments.
Chief Talbot also cautioned the Board that officers might not be willing to remain unpaid over the long term. The Board needs to be planning now for possible reimbursement to those who run the department. The officers lose salary when they attend meetings and trainings which are all important to running the department.
The Board discussed the need to start establishing a reserve. When the pumper truck engine blew the DVLA was able to pay for the repairs with $20,000 of reserves, but this money has not been replaced.
Additional issues need to be discussed and needs determined. The Chief said he would have his budget ready within the next few weeks.
Alan Strebeck brought up looking into renegotiation of the firehouse loan. The loan matures and becomes due and payable on 12/4/09. Ken Mandell, who had been on the Board when the loan was obtained, explained that US Bank had been the only local lender who was willing to give the DVLA a loan. The loan was written this way so that the rate will be reviewed in 2009 and continued at the same or adjusted rate. It is a 10 year loan. Alan pointed out that this is not spelled out in the language of the loan document. Ken explained that the DVLA had to accept the loan as it is currently written. He agreed that it would be prudent of the Board to be proactive and look at possible refinancing now.
The Board decided to continue the budget discussions at a special meeting on February 19th, at 7:00pm in the firehouse. This meeting will be open to all landowners.
MOTION was made by Crystal Phillips to adjourn the meeting. Jerry Yurek seconded the motion. The motion was passed.
Stella Callagee
Recording Secretary
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