Minutes of the DVLA Board Meeting of January 27, 2009
Board Members attending: Cyndy Johnson, Sally Musemeche, Mike Barker, Alan Strebeck; Barbara Hjelle
Meeting held at Fire House.
Six landowners were in attendance.
President Cyndy Johnson called the meeting to order at 7:00pm.
1. Approval of Agenda
MOTION was made by Mike Barker to accept the agenda. Barbara Hjelle seconded the motion. The motion was passed.
2. Review and approve minutes of the November regular board meeting and the special meeting of January 20, 2009 concerning the budget
MOTION was made by Sally Musemeche to approve the November meeting minutes. Mike Barker seconded the motion. The motion was passed.
MOTION was made by Barbara Hjelle to approve the special meeting minutes of Jan. 20, 2009. Mike Barker seconded the motion. The motion was passed.
3. President's Message
The Board is looking for applicants for the Secretary/Treasurer job.
4. Review financial reports - Stella Callagee
MOTION was made by Barbara Hjelle to accept the financial report for filing. Sally Musemeche seconded the motion. It was passed.
5. Reports:
a. Fire Department
A representative was unavailable so there was no report for the fire department.
b. ARC - Trustee Assignments: February - Sally Musemeche; March - Alan Strebeck; April - Mike Barker; May - Barbara Hjelle
Lance Cornwall, Chair of the ARC, gave the report. Two plans were approved - for PHI-06 and PHV105.
c. Trustee Reports
1. Alan Strebeck reported that the burn pile is working well. He has had no problem finding volunteers to man the gate. The Chief did a burn about eight weeks ago.
Alan is working on the by-law revisions. A document will be ready for the annual meeting mail out. Alan explained that the purpose of this effort will be to get wording back to the original intent of the by-laws. The proposed revisions will also clear up ambiguities.
2. Mike Barker said that he still needs to get a hold of Chief Talbot to do an estimate of the contents of the fire house. His review of the DVLA insurance policies has indicated the building contents coverage skewed between the community center and the fire house.
Concerning flooding, money is an issue for the state and county entities. Mike does not expect anything to get done in the immediate future. Brooks Pace would like the DVLA to look into funding an engineering study.
3. Cyndy Johnson reported that she continues to work on the website with Johnna Evans. Sally Musemeche suggested a topic on the bulletin board which would allow landowners to post available resources in the Valley. Johnna Evans said she would look into setting something up. Technically there is no problem setting up another forum.
4. Sally Musemeche said that she received a fax from a title company looking to settle a lien placed on a property back in 2002. The current owners purchased the property without the lien being cleared. Now they are refinancing and the old lien needs to be cleared. The Board decided to accept a payment of $808 to clear the lien. Sally will send a letter from the Board indicating this to the title company.
5. Barbara Hjelle said that the weeds committee will be meeting soon. She also will be checking with the County recycling effort to see when the Valley might expect a check.
5. Unfinished Business:
a. Board policies
The Board decided to have a special meeting next week to go over the draft that Barbara has prepared.
6. Comment and Discussion by landowners
a. Frank Shearer talked with the Board concerning the transportation SSD. He described his efforts to get information out to the landowners. The Board discussed the need to educate and inform the landowners even when something is a political issue that the Board will not be involved in.
7. Adjournment
MOTION was made by Alan Strebeck to adjourn the meeting. Barbara Hjelle seconded the motion. The meeting was adjourned at 8:05pm.
Stella Callagee
Recording Secretary
Tuesday, January 27, 2009
Tuesday, January 20, 2009
Minutes - DVLA Board Meeting 01/20/09
Minutes of the Special DVLA Board Meeting of January 20, 2009
Board Members attending: Cyndy Johnson, Sally Musemeche, Barbara Hjelle, Mike Barker, Alan Strebeck
Meeting held at Fire House
President Cyndy Johnson called the meeting to order at 7:00pm
Two landowners were in attendance.
Stella Callagee presented the Board with documentation of year to date expenses for the past five years with a conservative estimate for the present fiscal year. She pointed out that with a 6/30 fiscal year end date the DVLA is only half way through yearly spending. The biggest factor in this as in any year is the fire season activity. Though spending is currently on track a heavy fire season could cause the DVLA to temporarily dip into reserves to meet immediate fire fighting needs.
Stella said that there is approximately $40K in reserves which represents year end unused funds carried over from the past several years. The goal previously set by the Board is to get the DVLA reserve to $50K. This is an amount that has been recommended to HOAs of the DVLA's size.
Specific budget items discussed:
1. Sally Musemeche pointed out that the Community Center bathroom needs to be made ADA compliant. She is going to obtain bids for that work.
2. Sally advised that the new DVLA telephone set-up is now costing $25.00/month. Stella pointed out that when the line was originally in her house it was approximately $41/month. When Karen Sharkey served as secretary she was able to add a line on to her current home set-up and the cost to the DVLA was around $15/month. The new set-up has required Sally to put a separate line in to her home in order to preserve the DVLA telephone number. That is why the new cost is slightly higher.
3. The DVLA currently carries two loans - one for the Beck (large) fire engine and the other for the fire house. Both are in good standing. The fire engine loan will be paid up in August 2009. The Board discussed incorporating that monthly payment back into the dues amount in order to build the reserve, save for upcoming fire house loan closing costs as the fire house loan is renegotiated, and replacement fire department equipment. The fire house loan with US Bank comes up for renewal at the end of 2009 but the Board thought it would be beneficial to start negotiations now.
4. The Board designated $950 for social events - $550 total for the Annual Meeting and $400 for the fall festival or other designated Valley event.
Stella will incorporate the Board recommendations and bring the revised budget draft to the 1/27/09 regular board meeting for continued discussion.
5. Adjournment
MOTION was made by Sally Musemeche to adjourn the meeting. Mike Barker seconded the motion. The meeting was adjourned at 8:20pm.
Stella Callagee
Recording Secretary
Board Members attending: Cyndy Johnson, Sally Musemeche, Barbara Hjelle, Mike Barker, Alan Strebeck
Meeting held at Fire House
President Cyndy Johnson called the meeting to order at 7:00pm
Two landowners were in attendance.
Stella Callagee presented the Board with documentation of year to date expenses for the past five years with a conservative estimate for the present fiscal year. She pointed out that with a 6/30 fiscal year end date the DVLA is only half way through yearly spending. The biggest factor in this as in any year is the fire season activity. Though spending is currently on track a heavy fire season could cause the DVLA to temporarily dip into reserves to meet immediate fire fighting needs.
Stella said that there is approximately $40K in reserves which represents year end unused funds carried over from the past several years. The goal previously set by the Board is to get the DVLA reserve to $50K. This is an amount that has been recommended to HOAs of the DVLA's size.
Specific budget items discussed:
1. Sally Musemeche pointed out that the Community Center bathroom needs to be made ADA compliant. She is going to obtain bids for that work.
2. Sally advised that the new DVLA telephone set-up is now costing $25.00/month. Stella pointed out that when the line was originally in her house it was approximately $41/month. When Karen Sharkey served as secretary she was able to add a line on to her current home set-up and the cost to the DVLA was around $15/month. The new set-up has required Sally to put a separate line in to her home in order to preserve the DVLA telephone number. That is why the new cost is slightly higher.
3. The DVLA currently carries two loans - one for the Beck (large) fire engine and the other for the fire house. Both are in good standing. The fire engine loan will be paid up in August 2009. The Board discussed incorporating that monthly payment back into the dues amount in order to build the reserve, save for upcoming fire house loan closing costs as the fire house loan is renegotiated, and replacement fire department equipment. The fire house loan with US Bank comes up for renewal at the end of 2009 but the Board thought it would be beneficial to start negotiations now.
4. The Board designated $950 for social events - $550 total for the Annual Meeting and $400 for the fall festival or other designated Valley event.
Stella will incorporate the Board recommendations and bring the revised budget draft to the 1/27/09 regular board meeting for continued discussion.
5. Adjournment
MOTION was made by Sally Musemeche to adjourn the meeting. Mike Barker seconded the motion. The meeting was adjourned at 8:20pm.
Stella Callagee
Recording Secretary
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