Minutes of the DVLA Board Meeting of August 26, 2008
Board Members attending: Cyndy Johnson, Mike Barker, Alan Strebeck, Barbara Hjelle, Sally Musemeche
President Cyndy Johnson called the meeting to order at 7:00pm.
1. Approval of Agenda
MOTION was made by Alan Strebeck to approve the agenda. Mike Barker seconded the motion. The motion was passed.
2. Review and approve minutes of the July meeting
MOTION was made by Sally Musemeche to approve the July minutes. Mike Barker seconded the motion. The motion was passed.
3. President's Message - Cyndy Johnson
Cyndy Johnson invited everyone to come to the September 13th Family Fall Festival party and give their support to this event.
4. Review financial reports and dues collection update - Stella Callagee
Stella Callagee reported that unpaid dues total $8,080 which represents 6.7% of the total amount billed. There are 27 lots with full or partial unpaid yearly dues. Of the 27 lots there are already three with liens filed against the properties. There are also six lots which have paid their dues but have outstanding late fees.
The Board discussed the need to file liens against those properties that appear to be abandoned or there is information that they are going into foreclosure. Cyndy Johnson said that she will call as many of the landowners for whom the DVLA has a telephone number. Alan Strebeck indicated that the current by-law wording allows the placement of the liens now that the lots are past due. The Board also discussed publishing lot numbers of those lots which remain unpaid and the landowners do not contact the Board about payment.
MOTION was made by Barbara Hjelle to accept the financial report for filing. Alan Strebeck seconded the motion. It was passed.
5. Reports:
a. Fire Department - Chief Kyle Talbot
Chief Talbot reported that it had been a busy month. There had been a lighting strike fire. One of the firefighters had suffered hypothermia while fighting that fire. He thanked all of the volunteers who helped to fill sandbags when the recent flooding occurred. Barbara Hjelle noted that it is important for landowners to know that volunteers are needed for this type of help. Chief Talbot said that there are 15 volunteers in the department now. Help from landowners in situations like this is critical when the fire fighters are out helping landowners. The Chief said the medical team had responded to a number of calls - two strokes, several falls, a suicide attempt, and a horse fall injury.
In response to a question from a landowner Chief Talbot said the repeater is working well at this point.
The Chief reported the vehicles are in good shape. They survived the flood. There are also three new cadets who have joined the department. Cadets are 16-18 years old. Bud Balagna will be leaving the team in January.
The burn pile will operate from October to May on the first and third Saturdays from 8:00AM - Noon. The past schedule with volunteers manning the gate has worked well.
b. ARC - Trustee Assignments: August - Barbara Hjelle; September - Sally Musemeche; October - Alan Strebeck
Lance Cornwall, ARC Chair, reported that lots CT-4 and PHIV-85 were inspected and are due refunds. The ARC gave approval for a new house on ME-20. The current housing unit on the lot will be removed once the new house is built.
c. Trustee Reports
Cyndy Johnson reported that planning for the Fall Festival party was moving ahead. The committee had ordered two porta potties due to the limitations with the Community Center system. A landowner asked the Chief about the use of the firehouse for the Fall Festival. He explained that the National Fire Council has a rule that firehouse space cannot be used for community events. This is for the safety of the vehicles and the public. In the event of an emergency the vehicles need to get out quickly and safely. Craig Bennett added that the guidelines came from the Homeland Security Department and the firehouse is an "emergency building."
In response to a question from the Board about use of the firehouse for the Annual Meeting - the Chief explained that this is defined as a public meeting and approved per the national guidelines.
Barbara Hjelle reported on the weeds committee. She had picked up some brochures on noxious weeds. (Note: a copy of the brochure has been posted to the DVLA electronic bulletin board) Barbara discussed the need to have a weeds policy established and implemented. The Weeds Committee will be meeting and coming up with an aggressive plan for the spring.
Cyndy Johnson reported that the next Highway Clean-up will be held on 10/18 or 10/25 after the marathon. Rick Smith is in charge of this effort.
Mike Barker reported on his review of the DVLA insurance policies. He has found the liability and building insurance to be good. He is going to contact the Chief about building contents to ensure that the coverage for that aspect is adequate.
Cyndy Johnson has set up a meeting with Ron Whitehead, representatives of the State Trust lands, UDOT, and the County concerning flooding issues. The representatives will tour the Valley with Board and community members. Barbara Hjelle said that it was important when new plats were proposed for development that the DVLA Board ask about the issue of water drainage. The County's new regulations concerning "curb and gutter" are meant to make developer's address the issue of water runoff.
6. Unfinished Business:
a. Recycling - Barbara Hjelle talked about recycling. The "binnies" need to be placed. Each one is four feet wide by 70" long. The Board did a walk outside to review the recommended space behind the Community Center. Placement was decided - which will allow landowners dropping off materials as well as the pick up truck easy access.
A landowner asked what would happen if the "binnies" became an unsightly dumping area. Barbara said that the county is willing to work with Dammeron Valley to help address any problems that come up. The Valley would be able to have the "binnies" removed if they ever became a problem. Also, she pointed out that the Valley will receive money from the County for the materials which will be sold by the County.
b. Board policies - Barbara Hjelle discussed the revisions to Board policies as presented by Alan Strebeck. She said that Alan had made excellent suggestions. These would be emailed out to the Board members for discussion at the next meeting.
As an additional Board project, Barbara Hjelle said that she would take the minutes from as far back as she could get and go through them to identify issues and resolutions. Mike Barker said this project would help future Boards with continuity. She asked the recording secretary for a flash drive with the minutes for as far back as Stella could find in an electronic format. She asked these be brought for her to the September meeting.
b. Fall Festival - Karen Sharkey discussed with the Board the Fall Festival which will be held September 13th. She talked about the efforts of the Committee which has been working on the project.
7. New Business:
a. SSD - The Board discussed what would happen to the Dammeron Valley SSD when the county-wide sewer SSD was put into place. In January 2006 the DVLA Board had recorded a vote that the DVLA does not wish to belong to any SSD that encompasses fire, water, parks or recreation. This vote had been communicated to the Washington County Commissioners in a letter dated February 4, 2006.
Barbara Hjelle said the Valley should ask itself if all but the fire SSD should be dissolved. The DVLA Board could volunteer to be the five member fire SSD board. The advantage would be that the county would do the assessments for fire protection via the tax bills which would include all area users of the department services, not just the DVLA landowners. Barbara has talked with the County attorney, Dave Patterson, and he told her that this would be possible. The County Commissioners though would have discretion on the composition of the SSD Board but would probably defer to the recommendation of the DVLA Board.
Chief Talbot asked the Board if there was a problem with the current management of the fire department? He was concerned about turning over to the County the equipment, vehicles and firehouse. His understanding from prior meetings was that if a fire SSD was activated the Dammeron Valley fire department could be combined with other districts. Was this possible? Craig Bennett discussed the example of the Northwestern Fire District. When this became an SSD there was not one person put in charge. This has caused confusion for state personnel.
Another question was what would happen to the property on which the firehouse sits if the current SSD structure is totally dissolved. Brooks Pace had deeded the land to the SSD and the DVLA has a 99 year lease for use of the land. What will happen to the deed? Was there a clause that reverts the land back to Brooks Pace? If yes, would he then be willing to give that land to the DVLA? Barbara will do research with the County about the deed and its current wording.
8. Adjournment
MOTION was made by Barbara Hjelle to adjourn the meeting. The motion was seconded. The meeting was adjourned at 9:00pm.
Stella Callagee
Recording Secretary
