Minutes of the DVLA Board Meeting of November 18, 2008
Board Members attending: Cyndy Johnson, Sally Musemeche, Mike Barker, Alan Strebeck Absent: Barbara Hjelle
Meeting held at Fire House.
Three landowners were in attendance.
President Cyndy Johnson called the meeting to order at 7:00pm.
1. Approval of Agenda
Because of Barbara Hjelle's absence the Board tabled the discussion of board policies. Cyndy Johnson said that eagle scout Greg Hall had requested to be on the agenda in order to talk with the Board about funding for a project he is proposing. The Board discussed the fact that they do not have a line item in the budget which would allow such a request. They decided to have Greg make his presentation and then consider this as an agenda item later when a budget could be determined. The "awards presentation" was tabled. Attorney Robert Mitchell could not make this meeting so the item concerning the procedure for withdrawing from the Washington County Water Conservancy District was tabled.
MOTION was made by Alan Strebeck to accept the agenda as amended. Mike Barker seconded the motion. The motion was passed.
2. Presentation by Eagle Scout Greg Hall
Greg explained that as an Eagle Scout project he would like to take out the old fencing around the mailboxes and replace it with new fencing. This would be a project with about 15 people helping him over a 5-6 hour period. The posts would be cemented in. The materials would be DVLA approved fencing. The amount he was seeking from the DVLA to complete the project was approximately $3,800. When asked by the Board, Greg explained that to fulfill the Eagle Scout requirement the project would have to be completed by April which was when Greg would turn 18.
The Board discussed the possibility of using money from the recycle "binnies" to help fund a project like this. It is unclear though when that money will be coming back to Dammeron Valley.
Greg was asked to give the Board a copy of his plan detail and budget. The Board thanked him for his willingness to propose such a project to improve the community.
3. Review and approve minutes of the September meeting
MOTION was made by Mike Barker to approve the October minutes. Alan Strebeck seconded the motion. The motion was passed.
4. Review financial reports - Stella Callagee
The Board acknowledged the receipt of a $400 gift from Pride Homes, Jay Bradley, for the fire department. It is much appreciated.
MOTION was made by Alan Strebeck to accept the financial report for filing. Sally Musemeche seconded the motion. It was passed.
5. President's Message
Cyndy Johnson said she appreciated the efforts of everyone in the community who helped with the injured fire fighter fundraiser. Both those who ran the event and those who contributed gave generously of their time and money.
4. Reports:
a. Fire Department
A representative was unavailable so there was no report for the fire department.
b. ARC - Trustee Assignments: November - Mike Barker, December - Cyndy Johnson
Lance Cornwall, Chair of the ARC, gave the report.
Lance reported that inspections and refunds were made for projects on the following lots: ME-23, PHV-95 and PHIII-65. The ARC has a set of plans for PHV-90 that is waiting for Dammeron Corp. approval. Projects in Pinion Hills go to Dammeron Corp. for approval before final ARC review and approval. The landowner on lot ME-20 is no longer going to build.
The Johnsons on PHV-105 have also decided not to build at this time. They talked with Lance about having their deposit returned but they would also like to keep a set of the approved plans so they can move quickly when they decide to build in the future. As a compromise the Board and Lance decided that the approved plans would be held by the ARC Chair and would be given to the landowners when they were ready to build.
MOTION was made by Sally Musemeche to retain all three copies of the approved plans and when the ARC was advised they were planning to build and received the deposit money, the landowners would be given their plans so they could proceed quickly. Alan Strebeck seconded the motion. The motion was passed
c. Trustee Reports
1. Sally Musemeche reported on her committee looking into the handling of neighborhood complaints. She has been handling issues as received, giving landowners CCR information as well as referrals to the County when applicable. She would like to recommend at the Annual Meeting that landowners establish a legal fee fund. Sally said that the DVLA cannot be selective about enforcing the CCRs. Alan Strebeck discussed the need to have the landowners amend the by-laws to allow fines. Current state law does not allow the assessing of a fine unless it is within the guidelines of the HOA.
2. Cyndy Johnson said that she is working on the website with Johnna Evans. They are correcting out of date information.
3. Alan Strebeck said that with the help of the volunteers, he hopes to see the burn pile opened every other weekend. Signs will be posted at the entrances as to when the burn pile is open. Those landowners willing to help volunteer at the gate should call Alan.
4. Mike Barker reported he will be meeting with the Chief about contents in the fire house for insurance purposes.
In respect to flooding issues Mike said that there are no long term solutions on the horizon. Cyndy Johnson said that the Board needed to check with Ron Whitehead as he was going to give them an estimate of the engineering study costs if the DVLA wished to pursue that process.
The Board concluded the Trustee report section by discussing what types of issues the Board should take on. There had been several in the past year that were considered controversial. Mike Barker said that if the Board is being asked to take action they should have the opportunity to look at both sides of the issue. Alan Strebeck added that with some issues the Board is gathering information and making it available to landowners but it is not an issue that the Board will decide on - like the incorporation feasibility study. Sally Musemeche said the Board should look at the budget and decide if money could be used to provide informational meetings for landowners when these types of issues come up. Alan Strebeck felt it was important that the Board keep landowners informed.
5. Unfinished Business:
a. Phone procedures
Sally explained that the DVLA phone line has been set-up to receive calls. There is a recording explaining that someone will get back to the caller in a timely manner. There is also the capability for the caller to send a fax. So far it seems to be working well. The volume of calls has been very light.
6. New Business:
a. Budget Discussions - the Board will hold a special meeting at the beginning of January to discuss the 2009-2010 budget.
7. Adjournment
MOTION was made by Sally Musemeche to adjourn the meeting. Mike Barker seconded the motion. The meeting was adjourned at 8:15pm.
Stella Callagee
Recording Secretary
