Minutes of the Special DVLA Board Meeting of May 27, 2008
Board Members attending: Cyndy Johnson, Mike Barker, Alan Strebeck, Barbara Hjelle, Sally Musemeche
Sixteen landowners were in attendance.
President Cyndy Johnson called the meeting to order at 7:00pm.
1. Approval of Agenda
Items added to the agenda:
a. Discussion of the Community Center - added at the request of Crystal Phillips.
b. Discussion of the new website by Johnna Evans
c. Discussion of fire safe forms by Mac Thomson
d. Brief discussion of policies and procedures - requested by Barbara Hjelle
MOTION was made by Barbara Hjelle to approve the agenda as amended. Mike Barker seconded the motion. It was passed.
2. Election of Officers
MOTION was made by Barbara Hjelle to nominate Cyndy Johnson as president, Sally Musemeche as Vice President and Stella Callagee as Recording Secretary/Treasurer.
Stella questioned the reason the Board, after she has served since 2004 as the Secretary/Treasurer of the corporation, is now nominating her for approval. Stella explained that it was her understanding that she served as an "employee" of the Board of Trustees, not as an elected position. Alan Strebeck cited the need of approving the Secretary/Treasurer as written in By-law five - "Officers". "Section 2 states: Qualifications and Method of Election - The officers shall be members of the Corporation, shall be elected by the Board of Trustees, and serve for a term of one year." Stella said that making the position one that requires yearly application and approval by the Board would a) make it hard to recruit someone to take the job and b)if the position is not an employee of the corporation then how does the Board of Trustees replace someone for a performance issue?
Johnna Evans added to the discussion saying she had been the Secretary/Treasurer for nine years. When she wanted to be relieved of her duties it took two years for her to find someone who was willing to take on the job. Stella added that currently there is a$300/month allocation for the Secretary/Treasurer position (split between Stella $200 and Karen Sharkey$100). Due to the time and extent of the duties handled by this position - as the Valley has grown to almost 400 dues paying lots and the Valley carries loans and has a sizable fire department with attendant recording requirements and bill paying - this is in truth a "paid volunteer" position. To make the incumbent think that they only hold the position for a year at a time will make it highly unattractive. Stella noted that it takes at least a year for someone to understand the financial and reporting cycles of the DVLA which includes the fire department.
The Board discussed the ambiguity of the By-law references. On one hand the position was in the by-law as "elected" yet it later said that the position was "selected" by the Board of Trustees.
AMENDED MOTION by Barbara Hjelle to nominate Cyndy Johnson as President and Sally Musemeche as Vice President.
MOTION made by Alan Strebeck to nominate Sally Musemeche as President.
Alan said that all Trustees are in a training position. He perceives the duty of the President as seeing that the business of the corporation is transacted under direction of the governing documents.
Barbara said that she felt the most prominent role of the President was the running of the meetings. She felt Cyndy had the capacity to "smooth the waters."
Barbara's AMENDED MOTION was seconded by Mike Barker. Motion was approved by a unanimous vote. Cyndy Johnson approved as President and Sally Musemeche as Vice President.
MOTION by Sally Musemeche to select the Secretary/Treasurer and continue as is currently set-up. Motion was seconded by Cyndy Johnson.
Barbara Hjelle said this should not be an annual motion. She raised the question of the interpretation of the by-law. The Board's action should not start an annual appointment.
The Board discussed with Karen Sharkey her role as Secretary. Sheri Mandell added that when Stella was first asked to step in as Secretary/Treasurer because there were no applicants, Sheri took over those duties which would assist Stella - especially taking calls and handling daytime contacts - as Stella works full time. Ken Mandell added that when trying to fill the position his Board had to advertise the position as a partially compensated volunteer. Stella explained that after Sheri's tenure, Karen Sharkey had offered to help her. The $300/month allocation for the Secretary Treasurer position has been split with $200/month going to Stella and $100 to Sheri then Karen. Johnna Evans added that it is important for the DVLA to have a "staff".
Barbara Hjelle said the motion should identify with the current arrangement. She also talked about the management mechanics of the DVLA “staff†and the need to foster communication. The Board should include the secretary/treasury in communications.
AMENDED MOTION: Pending modification of the by-law wording - to approve Karen and Stella in their current positions. This motion noted and approved the set-up of the positions as described in the preceding discussion. The motion was seconded by Alan Strebeck. The motion was passed.
3. Trustee Assignments:
a. Trustees to maintain prior process that the Trustee who is ARC member for the month will respond to landowner questions which come in to Karen Sharkey via phone or email. The Trustees discussed the process. It was noted that is important to make sure the replies are as timely as possible and that all correspondence is noted as coming from the DVLA Board.
1. Sally Musemeche said she would like the Board to try to stop conducting board business by email. She asked that this be part of the procedures discussion at the next meeting. She is concerned that issues be discussed in the open forum of the Board meetings.
2. Barbara Hjelle said that Karen Sharkey has to judge if an inquiry is something addressed to her personally or if it is DVLA business that needs to go out to the Board. If a Board member is responding they should make Karen and the other Board members aware of their response. The board member should also bring their questions and responses to the next meeting just so everyone is aware of issues addressed and responses. Stan Evans suggested that if a Board member gets a telephone call they should keep notes and then share that inquiry and their response with the other Board members. Sally said the "staff" should be made aware of questions/responses too. Alan added that a response which is forwarded from a Trustee should be sent "as is" with no additional commenting. Notices/responses should also be on DVLA letterhead.
b. ARC Assignments:
June - Mike Barker; July - Cyndy Johnson; August - Barbara Hjelle; September - Sally Musemeche; October - Alan Strebeck
The Board discussed the need for a more detailed report of what is being approved by the ARC or more Board involvement. Alan Strebeck said the Board needs to ensure consistency. Barbara Hjelle said she views the ARC as a recommending body to the Board. A certain amount of legwork goes into reviewing the plans. How much scrutiny does the Board need to give to the decisions?
c. Committee Assignments:
Flooding issues - Mike Barker
Burn Pile - Alan Strebeck
Dead Trees/highway clean-up/signage - Cyndy Johnson
Website update - Cyndy Johnson
By-law changes/additions - Alan Strebeck with Barbara Hjelle
Recycling - Barbara Hjelle
Community Center - Sally Musemeche
Adopt an entrance - Alan Strebeck
Insurances review - Mike Barker
Fire safe liaison - Alan Strebeck
Weed committee - Barbara Hjelle
The Board discussed the need to form a committee to handle landowner complaints. Sally Musemeche said she would take on that assignment. Alan Strebeck said that there needed to be protocol established. The Board should be able to point at a document and tell a landowner why they were getting a letter about an infraction. The Board needed to establish how infractions would be handled. Barbara Hjelle said that this process would take more than one discussion. She said landowners should be invited to join this committee.
Alan said that State law allows HOAs to fine members as long as their governing documents allow this. There needs to be an economic consequence for lack of compliance with CC&Rs. Sally said the County will come out if a property is a bad problem. She was volunteering to work with landowners in the Valley and the County. She wanted to keep the process issue oriented.
3. Community Center:
Crystal Philips reported that she and Robyn Jensen have developed rules and regulations for use of the Community Center. They wanted to bring to the Board's attention the need for some additional remodeling and finalization of their use policy. Sally Musemeche said she would meet with the Community Center committee.
4. Website Update:
Johnna Evans said that the website needed to be updated. If someone would work on revisions and send them to her, she and Stan would get the site updated. There needs to be new pictures of the firehouse and a description of the Community Center.
5. Fire Safe Committee:
Mac Thomson reported that the Valley had reported 3,165 ½ clean-up hours and expenditures of $55,375. These figures would translate into in-kind services from the State. A chipper and crew was one of the services that could be requested by homeowners.
6. Adjournment
MOTION was made by Barbara Hjelle to adjourn the meeting. Alan Strebeck seconded the motion. The meeting was adjourned at 9:30pm.
Stella Callagee
Recording Secretary
