Draft Minutes of the DVLA Board Meeting of May 25, 2010
Board Members attending: Bill King, Jim Johnson, Lance Cornwall, Von Mason, and Mark Ahrenholtz
Monthly DVLA Board Meeting was held at the Fire House. Seven landowners were in attendance.
Vice President Bill King called the meeting to order at 7:05 p.m.
1. Approval of agenda
MOTION made by Jim Johnson and SECONDED by Lance Cornwall that the agenda be approved. Motion carried.
2. Election of officers
MOTION made by Mark Ahrenholtz to elect Lance Cornwall as President for the coming year. SECONDED by Bill King, and the motion carried.
MOTION made by Bill King to elect Mark Ahrenholtz as Vice President. SECONDED by Jim Johnson, and the motion carried.
3. Review and approval of the minutes of the April 27, 2010, DVLA Board meeting and the May 14, 2010, special DVLA Board meeting
MOTION made by Mark Ahrenholtz and SECONDED by Von Mason to approve the minutes for the April 27, 2010, DVLA Board meeting as submitted. The motion carried. Mark Ahrenholtz made a MOTION that the minutes of the May 14, 2010, special DVLA Board meeting be approved. SECONDED by Jim Johnson, and the motion carried.
4. Reports
4a. President's message - Lance Cornwall
As newly elected President, Lance Cornwall indicated that he would like to see the Board promote peace among neighbors, helping each other, and being neighborly. Mark Ahrenholtz added that focusing on activities that bring neighbors together can be a goal of the DVLA Board for the coming year, i.e., the community garden, Christmas party, horse riding, ATV riding, etc. Bill King suggested activities were needed that would keep the young people of the valley busy. A landowner suggested that lowering the
quorum requirement would be something the Board should address.
Barbara Hjelle brought up the following as suggested Board items for the coming year: 1) e-mail management, 2) promoting conducting business at the Board meetings, rather than at the annual meeting,
3) signs posted announcing the DVLA Board meetings, 4) streamlining of community concerns process, (copies of the concerns' form can be available at DVLA Board meetings), 5) listing of prior Board decisions so that the same issues are not revisited over and over, 6) Possibility of publishing a newsletter, (Amanda Ballif was suggested for this.) 7) person appointed to check the county planning commission meeting agendas monthly, (Lance Cornwall volunteered to do this.)
A new bulletin board and box is needed at the mailbox location. Also, plastic signs are needed to announce monthly DVLA Board meetings. Mark Ahrenholtz volunteered to purchase four signs with the suggested wording "Monthly DVLA Meeting, Tuesday, 7:00 p.m." Mark Ahrenholtz also suggested that one side of the kiosk could be used by the DVLA, when needed.
One landowner would like to see delinquent dues collected. Barbara Hjelle suggested that the Board consider filing lien notices as soon as the second invoice has been sent and remains unpaid.
MOTION was made by Mark Ahrenholtz that the name of landowners delinquent in their dues will not be listed in the minutes of the Board meetings. If requested by a landowner at the meetings, the list can be read, but will not be published. Jim Johnson SECONDED the motion, and the motion carried.
4b. Financial Report - Carol Clason
Carol Clason indicated that the minutes have been transcribed for the May 15, 2010, annual meeting. Those minutes will not be approved until the 2011 annual meeting, according to the by-laws. MOTION was made by Bill King and SECONDED by Mark Ahrenholtz that the draft minutes of the annual meeting can be circulated to the landowners for their information.
One of the landowners suggested that a member of the Board might be interested in attending the AOPC meetings. These meetings deal with home owner associations for Washington County. Mark Ahrenholtz volunteered to look into attending these or similar meetings which offer aid to those responsible for overseeing landowners associations.
The invoices for the 2010-2011 budget year have been mailed. Approximately 25 landowners have already paid their dues for the coming year. This past month one landowner paid their dues, late fees, and lien fees; another landowner paid ½ the dues owing with arrangements to continue payments; another lot is selling that will bring in $800 in dues, late fees, and lien fees; and another landowner is owed monies from the DVLA that can be applied to his delinquent dues upon his approval.
Babara Hjelle, Bill King, Mark Ahrenholtz, Lance Cornwall, and Carol Clason are to meet at 11:30 a.m. on Wednesday, June 2, 2010, at the Wells Fargo Bank on Main Street to sign new bank signature cards.
In response to an issue raised by a landowner, the secretary indicated that she was available to answer such questions as real estate agent inquiries regarding monies owed to the DVLA, new landowners' questions concerning the community, etc. Any questions concerning policies, decisions, concerns, past practices by the DVLA Board are to be directed to a Board member. The secretary/treasurer has no involvement with these issues and will not respond to such questions.
A thank-you was given to the past Board members and the landowners themselves for the support that has been given to the secretary/treasurer in her position during the previous year, and the recognition shown to her by the increase in compensation for the coming year.
MOTION made by Mark Ahrenholtz and SECONDED by Von Mason that the financial report be approved. The motion carried.
4c. Fire Department Report - Maciej Szczerbiak
The fire report was presented by Maciej Szczerbiak. There were no fires the past month, and four medical emergencies. Several firefighters attended the South West Institute training in Cedar City the previous week where they were given the opportunity to work with other fire departments in the area.
Regarding expenditures, consumables used by the DVLA fire department on State and Federal fires will now be reimbursed by those agencies, instead of coming out of the DVLA budget.
An update was requested on 825 Homestead Drive West which has some issues concerning possible fire hazards. Information has been given to the Board that the landowner is coming to the valley this coming weekend to clear the property of all trash and rubbish.
4d. ARC Report - Lance Cornwall
One refund approval has been granted for Lot 37, Dammeron Valley Heights subdivision.
5. Old Business
5a. Update on enforcement issues
The property on Old Farms Road with the accumulated construction equipment and rocks has been cleared mostly of the construction equipment, but the rocks remain. Russell Feller of Feller Stone is to be approached to determine if he might be able to sell some of the rocks for the landowner.
6. New Business
6a. Assignment of trustee projects
i. Weeds - Von Mason who would like to see a landscaper that would be willing to "hit every yard".
ii. Burn Pile - Mark Ahrenholtz
iii. Flooding - Removed from list
iv. Dead Trees - Mark Ahrenholtz
v. Highway Cleanup - Jim Johnson
vi. Recycling - Removed from list
vii. Park/Entrance Maintenance - Lance Cornwall
viii. Web Site - Bill King
ix. Community Center - Jim Johnson (to ask Robyn Jensen to attend the next DVLA Board meeting and present a report on how the Community Center is managed)
x. Governing Documents - Lance Cornwall
xi. Insurance Review - Lance Cornwall
xii. Mailbox Property Maintenance - Bill King
xiii. County Planning Commission Agenda - Lance Cornwall
xiv. Community Activities - Mark Ahrenholtz
Lance Cornwall is to remain head of the Architectural Guidelines committee with Von Mason as ARC trustee. Other Board members will rotate into the ARC trustee position when Von Mason is out of town.
6b. Overview of Bylaws and Architectural Guidelines status
Barbara Hjelle suggested two options available concerning the legal status of the by-laws and architectural guidelines 1) continue on as the Board has done in the past or 2) ratify the 1982 by-laws when amended by fifty-one percent of the landowners. Bill King is to discuss the situation with an attorney and discuss it further at the next Board meeting.
7. Comment and discussion by landowners
None presented.
8 Adjournment
MOTION made by Mark Ahrenholtz to adjourn the meeting at 9:10 p.m. SECONDED by Jim Johnson, and the motion carried.
Carol Clason
Recording Secretary
