Incorporation Feasibility Study

As you may or may not know, at the last Board Meeting we were asked to contact the County Commissioners and request a Feasibility Study be approved for our community.  We had some lively conversation pro and con at the meeting, ending with the Board voting 4-1 to send the letter requesting the study be approved.  Incorporation has been a point of contention for some time, and my reasoning when I voted was to find out what the FACTS were in regard to our community deciding whether to incorporate or not.  I don't believe it is feasible at this time, especially with the economy in the tank, but I don't know for sure.  I feel the Board has a responsibility to bring accurate, factual information to the community, and then the community can make an informed choice as to whether incorporation is what we do/do not want.  So the Board fulfilled its duty to start the process to bring information to the community.

 

This morning I went to the Commission Office to find out the status of the request and was advised to leave my phone number and someone would get back to me shortly.  I received a call from the County Attorney who informed me what was needed to get a Feasibility Study for our area approved.  Since our community is over 1000 residents (1049), the DVLA Board is not part of the process, but a petition process needs to be initiated from the community.  The petition has to be signed by at least 10% of the residents, and the signers must represent 7% of the valuation of all property in the community.  Once this is turned in and verified, the Feasibility Study will be done.

 

I am going to put this on the January Meeting Agenda, and the County Attorney and an associate will come and explain the process and answer questions from the community about the incorporation procedure.  I would encourage anyone who has questions, pro or con, to attend and get the facts straight from our County Counsel.  I would hope this will help clarify this subject and bring an understanding of what it would really mean to incorporate or not to do so. 

 

I would anticipate a large group from the community to attend, so the meeting will begin at 6PM instead of our normal 7PM starting time.

 

Bill King, President

DVLA

Minutes - DVLA Board Meeting 10/25/11

Draft Minutes of the DVLA Board Meeting of October 25, 2011

The monthly DVLA Board Meeting was held at the Fire House.  Nine landowners were in attendance. 
Board Members attending:  Bill King, Mac Thomson, Terry Taylor, Jim Johnson
                              Absent:  Julie Cropper
                
President Bill King called the meeting to order at 7:00 p.m.
1.  Approval of the agenda:
     MOTION made by Jim Johnson and SECONDED by Terry Taylor that the agenda be approved.  Motion carried.  
2.  Review and approval of the minutes of the September 27, 2011, monthly DVLA Board meeting:
     MOTION was made by Jim Johnson to approve the September 27, 2011, monthly DVLA Board meeting minutes.  SECONDED by Terry Taylor, and the motion carried. 
3.  Old Business:
     a.  Update on attorney consultation - Bill King
            A report regarding the rehabilitation center and the bylaws and architectural guidelines has been received from the attorney indicating what action can be legally taken by the Dammeron Valley Landowners' Association, and what cannot be done.  The Board is in the process of examining the report and will comment on the results in the next monthly board meeting.  An agreement was made with the attorney that the association's legal issues be researched up to a cost of $3,500.  The association was billed $1,400 (which was paid) and has also been billed $5,309.  Upon contact, the attorney indicated that it was his oversight, and he would not hold the association liable for monies in excess to the agreed amount.  After reviewing the attorney's report, the association board members will determine what is to be paid and negotiate with the attorney. 
     b. Update on locked bulletin board at the mailboxes for posting association notices - Bill King
          A locking aluminum box, 18 inches wide by 24 inches high, with a safety glass front, to be used to post announcements has been placed at mail boxes.  The box will keep the announcements from being ruined by the weather or destroyed by others.      
     c.  Update on the process of preserving the historical records of the association - Bill King
          Work is currently being done on cleaning out the records stored in the community center; no one was present to give a report on the progress.
     d.  Update on the test solar light to illuminate the Dammeron rock on Highway 18) - Terry Taylor
           Small solar lights were tested during the month, but did not light the Dammeron rock.  It was suggested that larger solar lights be purchased for testing to determine if they would give enough illumination to see the lettering on the rock.  Several landowners are not sure if they want the lights, so the illumination is a test only to find out if it would be useful for drivers, without disturbing the neighborhood.  
         
4.  New Business: (None Proposed)
5.  Reports:
      a.  President's Message -  Bill King
          Whenever landowners are building on their property and that building comes under the regulations of the Architectural Guidelines, they must submit a form to the Architectural Guidelines committee for review.  There will be no exceptions, because if one landowner is given an exception, others will want exceptions in the future.  The CC  R's will be enforced.  The process is not difficult and often does not cost any monies.
      b.  Fire Department Report:  Kyle Talbot
          Clarification was given on a question that was previously raised regarding address numbering that can be seen by the fire department personnel in case of emergency.  It is much appreciated and extremely helpful whenever any landowner posts his/her address numbers where they can be easily seen by emergency responders.
          Regarding emergency calls during the previous month, there was a call to the lightning strike at the Red Mountain trail area.  Several medical calls included a prescription overdose, a bike accident, one domestic situation, and an insect bite in Diamond Valley. 
          There presently are seventeen members of the Fire Department.  Three persons have requested to join, but are being held until January because there are only three training classes scheduled for November and none in December.
          There has been construction fire training, and six members went to St. George for extraction equipment training put on by several insurance companies and auto dealers.  The fire house has been receiving some maintenance, and is in good shape at present.  The wood trim has been restained and the inside of the building was repainted.
          The burn pile was recently burned.  A builder working in the valley agreed to haul away a load of debris from the burn pile area in exchange for allowing him to dump some tree stumps and branches on the pile.  Additional loads need to be removed from the burn pile area, and the builder will have to be paid for that work - possibly from what was leftover of the State
monies paid for  recent fires.
          The fire department vehicles are in great shape, and a lot of attention is paid to little things that continually need maintaining.  Brush II, who just had a new engine installed, has been on two fires and is working well.  An agreement has been reached with Diamond Valley to house Brush II in their empty bay over the winter for $200.  The command truck, which has been at Chief Talbot's home, needs to be placed in a bay before winter, and this arrangement will provide space for the vehicle. The rescue truck, which is a 1989 Chevrolet (owned by the State), needs upgrading.  The budget needs to be reviewed to determine when would be a good time to upgrade this vehicle. 
          The lighting that illuminates the flags has been repaired and is now working correctly.  Much fun and learning occurred at Cub Scout pack fire safety meeting that was held at the Fire House during the past month.                 
      c.  Committee Updates:
           i.  Finance - Terry Taylor
                Bill King indicated that Terry Taylor has agreed to act as Treasurer. He will pull up the bank accounts on line monthly and reconcile them with the financial statements that are prepared for each monthly meeting.  We now have a Board member who has access to the accounts.  He cannot write checks or change the accounts, but serves as a check and balance to the financial inputs to the records.  In this manner, it is hoped that the Association can prevent having to spend $5-10,000 on an audit which would have to be performed regularly.

           ii.  Public Safety - Mac Thomson:
                The burn pile update was discussed during the fire report.  The existing stumps from the trees recently removed in the burn pile area will be covered with new brush and burned down at intervals. 
               The approved revised Community Fire Plan has been taken to the printers on a flash drive.  However, there are several photographs in the plan that could not be pulled up on the computer by the printer.  Presently Dr. Wayne Staab is being contacted to furnish original photographs to be used in the printing.                         
           iii.Social - Jim Johnson
               Jim Johnson asked for volunteers, one to chair the organization of a Christmas party and others to work on the committee.  Karen Sharkey was named as a person who has helped with the Christmas parties for years, and she will be contacted for help.  Depending upon the interest of the landowners, it will be decided if the Christmas party will be held and if an additional children's party will be held at which Santa Claus will be present.          
           iv. Architectural Review - Bill King:
                There was one shed approved on Canyon Trails during the month.
           v.  Public Properties - Julie Cropper:
                Update not available
     d.  Financial/Secretarial Report - Carol Clason
    On line 11.0 of the Budget v YTD sheet, it shows that 34 landowners still owe all their dues for the 2011-12 fiscal year plus two landowners who are almost paid.  Total still owed is $10,450.  $2,179.14 in late fees have been collected this fiscal year.  3 lien releases and eleven liens were filed with the county during the past month.  All persons still owing dues now have liens filed against them, and the Board has been given the list for the 2011-12 fiscal year to add to the lists from 2008-2011.  I have received some information from the attorneys who put on the HOA seminar last month, and I am researching what action to take against landowners when the liens are not instrumental in collecting the past dues.
     Regarding the internal audit status, Terry Taylor is to check the financials with the bank statements each month, and his name has been set up with the banks so that he can access the bank accounts in order to carry out this duty.  The Community Fire Plan has been taken to the printers for printing, but they are unable to pull up the pages with maps and pictures.  At this point I need to take down a flash drive with those images viewable, which I need to get from Dr. Staab.
     One landowner asked if the lien fee reimbursements by the landowners could be reported in the financial statements, and it was agreed that this could be done. 
      
6.  Comment and Discussion by Landowners:
     The question was asked if the e-mail list was going to be maintained with the minutes and agendas being e-mailed to the landowners on the list.  (Mark Ahrenholtz has the list and had been performing this duty prior to his leaving the valley.)  Bill King indicated he would look into the availability of the list.
     
7.  Adjournment:      
      Jim Johnson MADE A MOTION to adjourn the meeting which was SECONDED by Terry Taylor.  The meeting was adjourned at 7:40 p.m.
   
Carol Clason, Recording Secretary

Agenda - Board Meeting 10/25/11

DRAFT AGENDA: DVLA BOARD MEETING OF OCTOBER 25, 2011


Tuesday: October 25, 2011
Time: 7:00 p.m. DVLA Board Meeting
Location: Firehouse
Roll Call: Bill King, Julie Cropper, Jim Johnson, Mac Thomson, Terry Taylor



1. Approval of agenda

2. Review & approval of the minutes of the September 27, 2011, monthly DVLA Board meeting

3. Old Business:
a. Update on attorney consultation – Bill King
b. Update on locked bulletin board at the mailboxes for posting Association notices – Bill King
c. Update on the process of preserving the historical records of the Association - Julie Cropper
d. Update on the test solar light to illuminate the Dammeron rock on Highway 18
4. New Business: (None Proposed)
5. Reports:
a. President’s message – Bill King
b. Fire Department Report – Chief Kyle Talbot
c. Committee Updates:
i) Public Safety – Mac Thomson
ii) Social – Jim Johnson/Terry Taylor
iii) Architectural Review – Bill King
iv) Public Properties – Julie Cropper
d. Financial/Secretarial Report – Carol Clason

6. Comment and discussion by landowners

7. Adjournment

Minutes - DVLA Board Meeting 09/27/11

Draft Minutes of the DVLA Board Meeting of September 27, 2011

The monthly DVLA Board Meeting was held at the Fire House.  Ten landowners were in attendance. 
Board Members attending:  Bill King, Julie Cropper, Mac Thomson, Terry Taylor
                              Absent:  Jim Johnson
                
President Bill King called the meeting to order at 7:00 p.m.
1.  Approval of the agenda:
     MOTION made by Mac Thomson and SECONDED by Terry Taylor that the agenda be approved.  Motion carried.  
2.  Review and approval of the minutes of the August 30, 2011, monthly DVLA Board meeting
     Clarification was given by Bill King that Terry Taylor was appointed to help Jim Johnson on the social committee, and there will be discussion with Terry regarding work on the financial committee.  MOTION was made by Mac Thomson to approve the August 30, 2011, monthly DVLA Board meeting minutes.  SECONDED by Terry Taylor, and the motion carried. 
3.  Old Business:
     a.  Update on attorney consultation - Bill King
            An agreement was made with the attorney that the association's legal issues with the rehabilitation center and the by-laws and architectural guidelines be researched up to a cost of $3,500.  The association was billed $1,400 (which was paid) and has now been billed $5,309.  Upon contact, the attorney indicated that it was his oversight and he would not hold the association liable for monies in excess to the agreed amount.  Upon receipt of the attorney's report, the association board members will discuss at next month's meeting what is to be paid and negotiated with the attorney.  The attorney is waiting on the outcome of a Utah case which has application to our association's situation and will then submit his report.
     b.  Safety hand rails to line the step entrance up to the DV Fire Station training room - Bill King
          McArthur Welding completed the hand rails - they are in place and painted to match the fire house.
     c.  Financial review - Bill King/Carol Clason
          Two accountants were asked if they would consider reviewing the association's books for accuracy and completeness.  They were hesitant to sign any statement which would indicate that they had reviewed the books.  When our own CPA, Steve Radmall of Savage, Esplin,  Radmall, PC, was approached regarding the issue, he indicated that a review would start at a cost of $300 and would not include an examination of the books. It would consist of a look at the trends of deposits and expenses; a full audit would cost $2,000 and up.  He suggested that an internal review performed by a board member or members would be the best way to review the books.  Actual deposits and expenses could be examined, and questions resolved.  Bill King suggested that a Treasurer be appointed from the Board to review and approve the entries to the books monthly.  The issue of spending monies for a full audit could be addressed in the budget at the annual meeting with policy and procedures in place for the various participants.           
     d.  Locked bulletin board at the mailboxes for posting association notices - Bill King
          A locking aluminum box, 18 inches wide by 24 inches high, with a safety glass front, to be used to post announcements at the post office boxes, can be purchased for $155.  Julie Cropper MADE A MOTION that the box be purchased, not to exceed $155.  Terry Taylor SECONDED the motion, and the motion carried.  
     e.  Update on the process of preserving the historical records of the association - Julie Cropper
          Julie Cropper is to meet with Jan Yergensen to organize the scanning and preserving of the records which are currently stored in the Community Center.   
4.  New Business: 
     a.  Solar light on Dammeron rock (Highway 18)
          Jan Yergensen is to loan a solar light to the Board to use to illuminate the Dammeron rock on Highway 18.  This light will be used as a test to determine if the landowners wish to have it in place to mark the entrance to the valley.  If approved, a light will be ordered by the Board members for approximately $12. 
5.  Reports:
      a.  President's Message -  Bill King
          The last few monthly meetings have been enjoyable - business has been taken care of, and the meetings have lasted only an hour or so.  Appreciation was expressed for all those who have been in attendance and for the input of everyone present.                   
      b.  Fire Department Report:  Kyle Talbot
          No one present to give a report. 
      c.  Committee Updates:
           i.  Public Safety - Mac Thomson:
                Mac Thomson reminded landowners of the fire safe program in which landowners' hours spent cleaning debris from around their homes and lots are paid back by work completed by the state or by use of state equipment.  The sheets which list hours of work performed by the landowners are located above the DVLA drop box at the mail boxes. 
               A revised Community Fire Plan was submitted to the state in May, and notification was received from the county in September, 2011, that the plan was acceptable.
A copy of the finished plan is to be furnished by Mac Thomson for scanning so that it can be posted on the association's web site. This will make it available for all landowners and also other communities with which we have reciprocal agreements.                       
           ii. Social:  Nothing reported               
           iii. Architectural Review - Gary Jensen:
               Two garages (one in the Ranches and one in Canyon Trails), and one addition in the Meadows were approved during the month of September by the Architectural Committee. 
           iv. Public Properties - Julie Cropper:
               Julie Cropper met with Robyn Jensen within the past month and reviewed the policies and procedures Robyn has in place for the operation of the community center.  The information regarding reservations is posted in the windows of the center. 
               Julie suggested that a contest be held to name the park.
               Construction on the cell tower being built on the southwest side of the valley was held up due to the owner of the tower not securing a conditional use permit.  He has now secured the permit and can continue with the construction.                                 
     d.  Financial/Secretarial Report - Carol Clason
          The only item of major interest on the financial status this month is the fact that the State of Utah has now reimbursed us for several major fires in which our fire fighters aided.  The check for the first fire was for $4,566; and the second check covering the Diamond Valley and the Volcano fires was for $10,492.50.  Reimbursements checks have been given to those fire fighters who helped on these fires, and the remaining monies are for reimbursement of the use and maintenance of the supplies, equipment, and vehicles. 
          This past month, nine more landowners full paid their dues; one landowner full paid from 2009 through 2012 dues; and 3 landowners who owed only part of their dues have full paid.  Please notice the $1,874.14 late fees that have been collected since July 1, 2011.  (Line 11.0 under New monies)  These late fees include those paid for years other than 2011-12 (as they are listed when paid), but definitely offset the influence of the past due monies on the budget, i.e. $11,700 are owed this year in past dues, but only $9,825.86 takes away from monies available in the budget.
     MOTION WAS MADE to approve the financial report.  The motion was SECONDED, and the  motion carried.          
6.  Comment and Discussion by Landowners
      Elizabeth Whitlock indicated that she and her husband were attempting to organize a preparedness committee for the valley and were soliciting volunteers for the following areas:  medical emergencies; communications; security/police; food storage and preparation; animal growth and harvesting; vegetable gardening; water, and energy.  Their next meeting will be held at 7:00 p.m. on October 7, 2011, Friday evening, at their home at 1450 West Sand Cove Trail in Pinion Hills.
     One landowner announced that CERT (Citizens' Emergency Response Training) is available to the Valley if enough people are interested.                
7.  Adjournment:      
      Mac Thomson MADE A MOTION to adjourn the meeting which was SECONDED by Terry Taylor.  The meeting was adjourned at 8:20 p.m.
   
Carol Clason, Recording Secretary

Minutes - DVLA Board Meeting 08/30/11

Draft Minutes of the DVLA Board Meeting of August 30, 2011
The monthly DVLA Board Meeting was held at the Fire House. Eleven landowners were in attendance.
Board Members attending: Bill King, Julie Cropper, Jim Johnson, Mac Thomson,
President Bill King called the meeting to order at 7:00 p.m.
1. Approval of the agenda:
MOTION made by Julie Cropper and SECONDED by Jim Johnson that the agenda be approved. Motion carried.
2. Review and approval of the minutes of the July 26, 2011, monthly DVLA Board meeting
MOTION was made by Julie Cropper to approve the July 26, 2011, monthly DVLA Board meeting minutes.
SECONDED by Jim Johnson, and the motion carried.
3. Old Business:
a. Nomination considerations for the open board member position
MOTION was made by Jim Johnson and SECONDED by Julie Cropper to nominate Terry Taylor to fill the vacant board member position. The motion carried.
b. Update on attorney consultation
The attorney has a few more issues to research with the Fair Housing Administration and will then submit a written report than can be disseminated to the landowners regarding legal issues surrounding the rehabilitation center in the valley and the by-law legalities.
c. Safety guard rails to line the step entrance up to the DV Fire Station training room
McArthur's has given the Association a bid to build, powder coat, and install railings for only $100 more than the original company contacted, who was not going to do the powder coating. McArthur's bid has been accepted, and
the railings are to be in place before the next monthly meeting is held.
4. New Business:
a. Request for setback variance from landowner
The setback requirement for Lot 25, Homesteads Subdivision, is 30 feet on each side, as opposed to the 10 feet for other lots. The landowner is requesting a variance for a carport 20 feet by 36 feet which would come no closer than 10 feet
to the property line. Jim Johnson MADE A MOTION that the variance be granted by the Board with the stipulation that there is no violation of Architectural Guidelines and that a member of the Architectural Committee follow-up with the
closest neighbors to verify that they have no issue with the proposed structure. Julie Cropper SECONDED the motion, and the motion carried.
5. Reports:
a. President's Report - Bill King
During the past several years, sometimes people come to the meetings with chip on their shoulder and take up everyone's time with fantasies about how great everything was in the past, and how some people did such a fantastic job before. Instead of taking up time at the board meetings, I would appreciate if members could contact me beforehand to attempt to resolve these issues. If it is a problem that needs to be discussed at the meetings, it can be added as an agenda item for discussion. We are here in the present day, not the past, and need to work together as a group instead of this group following their agenda and that group over there following another. We are going to get the legal issues addressed by the attorney straightened out; we are going to straighten out the by-law issues; and we are going to straighten out any legality issues with the Association itself.
b. Fire Department Report: Kyle Talbot
During the past month, there have been two Federal fires, 3 days spent at the Diamond Valley fire, and 1 day at the Volcano fire. Medical calls have been many. A fender was torn off Brush I at the Diamond Valley fire. We are attempting
to sell Brush II before the year is out. Two members of the Fire Department were lost due to family commitments, and Alan Strebeck has recently joined the Department. The landowners association is reimbursed for some of the fires fought by our firefighters. Firefighters are reimbursed by the hour; the cheapest brush truck is reimbursed at $104 per hour, and the engine truck at $400 per hour. Those monies are deposited into the fire department operating account for reimbursement of the fire fighters and maintenance on the equipment. Whenever fire trucks are sent out of the area, one-half of the equipment is held in Dammeron Valley to cover any needs of this community.
c. Committee Updates:
i. Public Safety - Mac Thomson:
There were no close fires to the Valley within the previous month.
ii. Social - Jim Johnson:
It was suggested that Terry Taylor could help on this committee as it could develop into a large project
iii. Architectural Review - Gary Jensen:
One new home in Pinion Hills III, an addition in Pinion Hills III, a hay barn in the Meadows, a fence in the Homesteads, and a structure color change were approved during the previous month. One landowner asked about the metal storage containers that are present on several homeowner lots. These storage containers are temporary only, are present only to help a neighbor who had to leave the area, and will be gone as quickly as possible.
iv. Public Properties - Julie Cropper:
Julie Cropper compiled a book of photographs of the areas maintained by the Association. This book is to serve as evidence of any changes and maintenance needed.
A checklist was given to Robyn Jensen to provide information to Julie on how the community center is operated and the rules under which it functions.
The community center acts as a storage unit and all the historical records of the Dammeron Valley Landowners Association are located there. Preservation of these records is needed. Some records will need professional scanning and
preservation. Jan Yergensen volunteered to help with this project as she has scanning equipment, printers, and business machines that can be used. Bill King asked that the community be informed when this work is scheduled so that others can help. Also, if monies are needed for supplies or professional work, the Board needs to be informed of what it will cost.
An enclosed board that can be locked needs to replace the cork board at the mail boxes. Dimensions are to be furnished to Bill King so that this board can be ordered.
One landowner asked that the Board look into ordering new flags as the ones currently used at the Fire House often appear tattered and torn.
Karen Sharkey is to send an e-mail asking that those landowners who post notices on the large boards, to date those notices, and remove them within thirty days. The purpose is to keep the boards updated and oganized.
f. Financial/Secretarial Report - Carol Clason
Regarding welcome packets, Bill King has asked that I post on the Bulletin Board any new landowners to the Valley of which I have knowledge and am sending welcome packets. I will post that monthly about the middle of the month so that it
does not interfere with the busy time around the end of the month when the monthly DVLA meetings are scheduled. It will be posted under the DVLA Board section.
An audit of the books is scheduled for the beginning of November, with the intention of a completed report for the November monthly meeting. An accountant has been asked if they are interested in completing the audit and are to get back to us regarding what they would charge for the service.
Our Federal and State Tax Returns were completed and filed during the month of August. The accountant completed the return two different ways - as a 1120 Corporation Return and also as a 1120 Homowners Return. The DVLA is able to file whichever return is most advantageous for the association and can switch the filing at will. This year a 1120 Corporation return was filed because this return resulted in no tax due on either the State or Federal return. However, $100 had to be paid for the State as this is their minimal fee charged for filing a state corporation return (even though no tax was owed).
Regarding the financial statements, if you look at the balance sheet for August 30, 2011, you will see that the first item listed is a CD for $50,000.00. That CD was bought because the interest paid under the savings account resulted in about
$13 per month paid to the association. The CD will pay approximately $85 per month. This money is liquid and can be withdrawn at any time and for any amount needed, with the only penalty being a loss of interest on the money taken.
Page 2 of budget versus year-to-date sheet, line 11.0 includes the additional information requested last month (how many landowners billed, current dues paid to date, landowners owing all dues or partial dues on their lot). I looked back three
years and no previous budget sheet had this information listed. I think last year we had a temporary report listing this information. In order to maintain the same format of the budget sheet, but furnish the information needed, I have included
all the additional information under line 11.0.
A MOTION WAS MADE by Jim Johnson to accept the financial report. It was SECONDED by Terry Taylor, and the motion carried.
6. Comment and discussion by landowners:
Julie Cropper announced the HOA Law Forum that is being held Saturday, September 24, 2011, 9:00 a.m. at 1:00 p.m.
at the Hilton Garden Inn in St. George for anyone interested. The Board members and secretary/treasurer will be reimbursed if any of them attend.
7. Adjournment:
Jim Johnson MADE A MOTION to adjourn the meeting which was SECONDED by Terry Taylor. The meeting was adjourned at 8:05 p.m.
Carol Clason
Recording Secretary

Minutes - DVLA Board Meeting 07/26/11

Draft Minutes of the DVLA Board Meeting of July 26, 2011

The monthly DVLA Board Meeting was held at the Fire House.   Ten landowners were in attendance. 
Board Members attending:  Bill King, Julie Cropper, Jim Johnson, Mac Thomson,
                
Vice President Julie Cropper called the meeting to order at 7:00 p.m.
1.  Approval of the agenda:
     MOTION made by Bill King and SECONDED by Mac Thomson that the agenda be approved.  Motion carried.  

2.  Review and approval of the minutes of the June 28, 2011, monthly DVLA Board meeting
     MOTION was made by Bill King to approve the June 28, 2011, monthly DVLA Board meeting minutes.  SECONDED by Mac Thomson, and the motion carried. 

3.  Election of President to fill vacancy
     Bill Feeney respectfully declined to accept an appointment as Board member to the Dammeron Valley Landowners Association.  Jim Johnson MADE A MOTION that Bill King be appointed President to fill the vacancy left by Mark Ahrenholtz.  The motion was SECONDED by Mac Thomson, and the motion carried.  As President, Bill King took charge of the meeting at this time.  Consideration will be given to nomination of an additional board member and will be addressed at next month's meeting. 

4.  Review of Section 7 of the Bylaws
     There were no questions regarding the review of Section 7 of the Bylaws.

5.  Old Business: 
      a.  Update on Committee Formations
           i.  Public Safety - Mac Thomson:  It appears the weed control work by the County did not take place as scheduled.  Since Mac Thomson just returned from a 3-week absence, no contact has taken place as yet with the county to follow up on this project.
           ii. Social - Jim Johnson:  No update reported
           iii.Architectural Review - Bill King:  Gary Jensen is acting as head of the architectural review, with landowners communicating with him directly.  There were two houses in Pinion Hills approved during last month, and plans were submitted for a third in Pinion Hills.  Presently five houses are under construction in the Valley.
          iv. Public Properties - Julie Cropper:  Julie Cropper asked for further clarification on the responsibilities of the public properties committee.  That committee will oversee the upkeep and maintenance of the community center, the fire station, the park, and the entrances, working with those already in place, i.e. Chief Talbot.  Mac Thomson reported that the outside of the community center had been stained at the end of  last month, and that the monies came from last year's overflow under the community center budget.  Bill King asked that the heads of committees be encouraged to attend monthly DVLA meetings to personally report on their progress. 
         v.  Finance - No one in place as head of this committee due to one vacancy on the Board
         vi.  Dammeron Valley Welcome Packets -  Kim Ahrenholtz had headed the committee to deliver welcome packets to newly-arrived landowners that were living in the Valley.  Copies of the CCR's from the applicable sub-division, the by-laws, the architectural guidelines, the landowner list, and a covering letter from the DVLA were furnished to the committee by the Secretary.  Maps and additional area information were added by the committee to form the welcome packet.  Board members are to consider what they would like included in the packets, and Kim Ahrenholtz will be contacted regarding the format of the present packets being distributed.        
         
6.  New Business: 
     a.  Safety guard rails to line the step entrances to the Dammeron Valley Fire Station training room
          i.  Bill King volunteered to oversee the project of the safety guard rails  
            
7.  Reports:
      a.  President's Report - None presented
      b.  Fire Department Report:  Chief Talbot had called indicating that fire department personnel were scattered in several different areas, and there was no one available to be present at the meeting to report on last month's activities.
       c.  ARC Report - Bill King
          Information was presented during the Architectural Guidelines committee report in 7,a,iii.
      d.  Web site - Julie Cropper
          Johnna Evans is the person who oversees the function of the Dammeron Valley web site.  While she and her husband are unpaid volunteers, there is the yearly service provider fee to maintain the site.
     e.  Financial/Secretarial Report - Carol Clason
          The order to purchase the Utah HOA handbooks and 2009 HOA Utah Statute books for each of the Board members has been submitted, and the books should arrive within the next few weeks.  These handbooks are to be passed on to new board members by those vacating the position involved. 
          Regarding the financial statements, this is the first month of the fiscal year, so the expense column figures are pretty low to date.  We again had good collections in the past month for very old accounts.  During July almost $3000 was collected in dues that were owed for 2009 and 2010 from sale of properties, and from two other landowners who paid up 2009 and 2010 on their own.
          Page 2, Line item 11.0 show $22,510.00 unpaid dues for the 2011-12 fiscal year.  This is made up of 73 landowners who have paid nothing on their dues for this year and four landowners who have paid part of their dues.  I am now in the process of sending the second and final invoice indicating that if the dues are not paid by the end of August, liens will be filed.
          Regarding past due monies, there are four major problem landowners who owe for four years, and six more that owe for three years.  I would look at these ten owners as persons who will probably continue in this mode.  The next step would be to search county records to determine if there are any mortgages against the lots to determine if further collection against the property would be feasible.
          The information to complete the 2010 fiscal year tax returns for the Association has been finalized and submitted to the accountants for preparation of the state and federal returns.
          If any landowner needs additional copies of the current landowners list, please let me know as there are a number of copies available.     
         MOTION WAS MADE by Julie Cropper to approve the financial report as submitted.  The motion was SECONDED by Jim Johnson, and the motion carried.  
        
8.  Comment and discussion by landowners:  
       One landowner questioned when an audit would be performed on the accounting books.  Monies have been set aside in this year's budget for an audit, and the budget will be performed after the busy season of invoicing and dues payments is finished.           
   
9.  Adjournment:      
      Julie Cropper MADE A MOTION to adjourn the meeting which was seconded by Mac Thomson.  The meeting was adjourned at 8:00 p.m.
   
Carol Clason, Recording Secretary

Minutes - DVLA Board Meeting 06/28/11

Final Minutes of the DVLA Board Meeting of June 28, 2011

Monthly DVLA Board Meeting was held at the Fire House.   Nine landowners were in attendance. 

Board Members attending:  Mark Ahrenholtz, Bill King, Jim Johnson, Mac Thomson
                 Absent:  Julie Cropper
Mark Ahrenholtz called the meeting to order at 7:00 p.m. 

1.  Approval of the agenda:
     MOTION made by Mac Thomson and SECONDED by Jim Johnson that the agenda be approved.  Motion carried.  

2.  Review and approval of the minutes of the May 31, 2011, monthly DVLA Board meeting   -   MOTION was made by Mac Thomson to approve the May 31, 2011, monthly DVLA Board meeting minutes.  SECONDED by Jim Johnson, and the motion carried. 

3.  Review of Section 7 of the Bylaws
     Copies of Section 7 of the Bylaws were distributed to be read prior to next month.  This section will be reviewed during next month's DVLA monthly board meeting.  

4.  Old Business: 
     a.  Update on Committee Formations
          During the work meeting of June 14, 2011, the following committees and their heads were formed:
FINANCE - Mark Ahrenholtz (covers budget, audit, secretarial, records, insurance policies);  PROPERTIES - Julie Cropper (covers fire station, community center, park, entrances);  PUBLIC SAFETY - Mac Thomson (covers county liaison, fire  EMT, burn pile, roads and easement maintenance, code enforcement, weed abatement);  SOCIAL - Jim Johnson (covers social activities, annual meeting, road cleanup, community cleanup);  ARCHITECTURAL REVIEW - Bill King (covers plan review and approval, non-compliance to review process).

Mac Thomson reported that work has been done recently by the County on the road potholes, and that the county weed abatement personnel are to come to Dammeron Valley within the next few days to work on the weeds in the lower valley.  One landowner in Pinion Hills V and VI has been asked to stop any type of excavation work until he has submitted plans to the corporation and the landowners' association for approval.

One of the landowners brought up the fact that there is a large crack down the center of Old Farms Road on the west side of the valley.  This issue will fall under the Public Safety committee who will be the liaison with the county to forward such concerns.   

5.  New Business:
     a.  Flooding
          There have been flooding problems in the valley that have affected landowners in the past.  Information has been submitted to the County by several association committees, but little attention has been given this problem.  No government entity has stepped up to claim responsibility for addressing the flooding in the valley.  Last year Pete Kuhlmann, the county emergency services director, was given a complete set of information, but the valley has had much less damage reported to the county than other areas that are being addressed in a recent plan to provide flood management.  Mark Ahrenholtz asked that this be an area of concern that is actively pursued with the county and "not be dropped in the future".  Pete Kuhlmann has assured Mac Thomson that Dammeron Valley has been put on the "radar", and he will try to get a UDOT engineer  Washington County Roads engineer together to review our previously provided information, assessment, and recommended solution, whether or not a grant is available to do the work.
            
6.  Reports:
                        
      a.  Fire Department Report:  Chief Craig Bennett
          The Dammeron Valley Fire Department personnel responded to five medical calls in the past month - 3 were at the Gunlock overflow from which two people jumped and one person fell in separate incidents.  An arson fire in Veyo and several large fires out of the area were responded to by the Department.  Monies will be received by the association for the use of our vehicles at the locations, and the personnel who participated will receive some payment.
          Recent repairs needed after the installation of a new engine in Brush II are completed, and the vehicle is operating well.  Since this is one of the older vehicles in the Fire Department and parts are difficult to secure, it is probable that Brush II will be sold in the near future.
          The valley is in desperate need of fire fighters as three more members are moving out of the valley within the next month.

      b.  President's Report - Mark Ahrenholtz
          The President, Mark Ahrenholtz, is moving to Denver within the next two weeks.  The Board needs to appoint a new board member to serve out the term ending June 30, 2012.  Mark made a recommendation that Bill Feeney be asked if he is interested since he had volunteered to be a candidate during last month's annual meeting.  Jim Johnson MADE A MOTION that Bill Feeney be asked if he is interested in filling the vacant board seat to the end of June of 2012.  Bill King SECONDED the motion, and the motion carried.  Mac Thomson is to contact Bill Feeney. 
         
      c.  ARC Report - Bill King
          Upon the recommendation of Bill King, Jim Johnson MADE A MOTION that Gary Jensen be appointed the head of the Architectural Review (with Bill King as Board member representative).
The motion was SECONDED by Mac Thomson, and the motion carried. 
          The following plans were approved during the previous month:  a house on Canyon Trails, two homes in Pinion Hills, a remodel, and a shop on Juniper.  Gary Jensen indicated he would like to post the architectural review activities on the Bulletin Board so that landowners will have a list of current approved construction in the valley.  
                                      
      d.  Reports from Trustees on their areas of responsibility
           Mark Ahrenholtz - A letter was read from Attorney John Morris of McKay, Burton, and Thurman which gave an estimate of $2,500 to $6,000 for a consultation regarding the existence of a rehabilitation residence in the valley. Several of the board members indicated they felt the landowners deserved some action on this issue and that they would like a document in place upon which they could base their decision.   Attorney Robert Mitchell, who resides in the Valley, stated that $3,000 to $3,500 would be an appropriate estimate for the consultation.  Bill King MADE A MOTION that $3,500 be available for this purpose.  Jim Johnson SECONDED the motion, and the motion carried. 
          Mark suggested that we approach Chief Talbot about using one-half of the cabinet in the training room for literature storage for the landowners.
          Mac Thomson - Volunteers are needed to man the burn pile this Saturday, July 2, 2011.   No fireworks or open burning are allowed in the valley at this time, and the burn pile will be getting bigger.
The Central facility is always an alternative to the burn pile, with a chipper there to grind up branches.  Per Mark Ahrenholtz, a good project would be to haul some of the mulch from Central to Dammeron to spread on the paths for the ATV's to prevent dust.  Per Mac, a section within the burn pile area could be set aside for materials to be used in chipping. The chipping could be done here in Dammeron, and the mulch would only need to be transported a short distance.                                                   
          The community center will be painted within the next few days.      

     e.  Financial/Secretarial Report - Carol Clason
          The 6/28/2011 budget versus year-to-date expenses shows that we spent $20,393 under budget this year.  We did spend $150,887 (versus $121,701 budgeted), but this included use of the donated monies, the 20,000 state grant, and the $24,169 carry-over from last year for use in purchase of the fire trucks.   Presently, there is $198,000 cash on hand ($121,000 which is budgeted for the 2011-2012 fiscal year).  Next month the Board will make a determination regarding delinquent dues, so figures will be provided as to dues still owing for the current year.
          MOTION WAS MADE by Mac Thomson to approve the financial report as submitted.  The motion was SECONDED by Bill King, and the motion carried.  
        
7.  Comment and discussion by landowners:   None given.      
   
8.  Adjournment:      
      President Mark Ahrenholtz adjourned the meeting at 8:10 p.m.
   
Carol Clason, Recording Secretary

Minutes - DVLA Board Meeting 05/31/11

Final Minutes of the DVLA Board Meeting of May 31, 2011

Monthly DVLA Board Meeting was held at the Fire House.   Ten landowners were in attendance. 

Board Members attending:  Mark Ahrenholtz, Bill King, Julie Cropper
                 Absent:  Jim Johnson, Mac Thomson
Mark Ahrenholtz called the meeting to order at 7:00 p.m. 

1.  Approval of the agenda:
     MOTION made by Bill King and SECONDED by Julie Cropper that the agenda be approved.  Motion carried.  

2.  Review and approval of the minutes of the April 26, 2011, monthly DVLA Board meeting and the May 14, 2011, annual meeting minutes.
     MOTION was made by Mark Ahrenholtz to approve the April 26, 2011, monthly DVLA Board meeting minutes.  SECONDED by Bill King, and the motion carried.  MOTION was made by Mark Ahrenholtz that the draft minutes of the May 14, 2011, annual meeting minutes be approved as complete.  SECONDED by Bill King, and the motion carried.  (The annual meeting minutes will be approved by the association membership in final at the 2012 annual meeting in May, 2012.)

3.  Presentation of the Dammeron Valley Community General Plan Review by the Washington County Department of Planning and Zoning

John Willie from the Washington County Department of Planning and Zoning indicated that the Dammeron Valley Community General Plan has been completed, with input from the survey that was  circulated during his visit last summer.  This portion of the Washington County General Plan is to be reviewed by the County Commission within the next few months for inclusion into the General Plan.  The General Plan is not approved as an ordinance , but is merely a guide for what is going on in the area and what may happen in the future.  He reviewed several county maps that showed lots, state, utility, and federal lands.  In addition to the copies of the Dammeron Valley plan  that was passed out,  he indicated that the plan could be reviewed @ www.washco.utah.gov.  Click on "Department", drop down to "Planning" and go to "community plans".  Upon review of the Dammeron Valley section, if any landowner disagrees with what is stated, please contact the personnel at the planning and zoning department and indicate what they feel should be changed.  There are still several months during which additional input may be added. 

4.  Old Business:  
     a.  Update of Wild Herb commercial enterprise status
Copies of the CCR's, By-law, and Architectural Guidelines are to be delivered by Jan Yergensen to the director of the property who had indicated she has never received them.  No attorney has been consulted by the Board, as yet, due to the changing of Board members during the past month.  The first plan of action is to secure legal consultation before any other action is considered.   

5.  New Business: 

     a.  Presentation of appreciation certificates to Lance Cornwall, Von Mason, and Bill King
           Restaurant gift certificates have been given to Lance Cornwall, Von Mason, and Bill King for their past two years' service on the Board. 

     b.  Election of Officers 
          Bill King MADE A MOTION that Mark Ahrenholtz serve as President for the new term.  Julie Cropper SECONDED  the motion, and the motion carried.  
          Mark Ahrenholtz MADE A MOTION that Julie Cropper serve as Vice President during the next term.  Bill King SECONDED the motion, and the motion carried.

     c.  Formation of Committees
          Mark Ahrenholtz suggested that five committees be formed, each committee to be headed by one of the Board members.  The committees named were 1) Finance -  to help formulate the budget, to be in charge of an annual audit;  2) Properties - to oversee the fire station, park, community center, and the entrances;  3) Public Safety - to liaison with the Fire Department, working with the fire department budget, to take care of the burn pile, to address road and easement maintenance  and drainage problems;   4) Social Committee - event planners and coordinators of the annual meeting; and  5)Architectural Committee -  review and enforcement in the proper way to get properties back into compliance.
          A suggestion was made from the floor that the processes and forms created by the previous "concerns committee" headed by Sally Musemeche be examined for possible continued use by this committee.
          Mark Ahrenholtz MADE A MOTION that committees be developed and that a work meeting be held prior to next month's monthly DVLA meeting (upon the suggestion of Bill King) to address the issue.  SECONDED by Julie Cropper, and the motion carried.        

     d.  Review of Articles of Incorporation and By-Laws
          A suggestion was made by Mark Ahrenholtz that at each monthly DVLA Board meeting, a few minutes be used to read and discuss a section of the by-laws.        
             
6.  Reports:
      a.  President's Message: 
          President Mark Ahrenholtz indicated  he would like to see more involvement as the committees are developed. We all need to work together to solve some of the problems with which landowners have been concerned.          
                    
      b.  Fire Department Report:  Mark Ahrenholtz
          Since the annual meeting, the department has responded to three medical calls.  Brush Truck II is having its water pump modified presently.           
              
      c.  ARC Report - None given
                                      
      d.  Reports from Trustees on their areas of responsibility
Per Bill King, the water company has continued to improve and add to the capabilities of water delivery to the Valley.            
                                                  
      e.  Financial/Secretarial Report - Carol Clason
          The bottom-line figures on the Budget v YTD expense sheet indicate that the Association has approximately $13,000 per month in expenses during the present fiscal year.  We have $26,600 left in the budget for the remaining month, so we should end up overall in very good shape at the end of this fiscal year.  (In response to a question raised after the meeting, monies have not been taken from the reserve because the $144,500 in expenses that are listed include $25,050 plus $24,169 monies that did not come from budgeted monies, but from the previous year's carry-over for purchase of the fire trucks ($24,169) and the $20,050 grant and donations to the fire department.)
          The balance sheet shows that $30,000 was moved into the Fire House bank account to pay the next six months' mortgage payments.  Also, the operating account of $33,400 already includes approximately $13,000 in dues payments for the next fiscal year that were not even due until June.  Many thanks to the landowners who are so prompt on their payments.
          Left over from the annual meeting are the pamphlets from the water company on maintaining quality water, which include comments on back -flow requirements for our properties.  They are here to take and can be secured from the water company by any landowner.

          Mark Ahrenholtz gave an update on the plans to stop the erosion on the east side of the fire station where the ground slopes down to the park grass.  The dirt is eroding and is drawing the side walk away and is chipping the asphalt.  Permanent concrete curb barriers will be placed between the park grass and the sidewalk along the east side.  We are in the process of securing a revised bid for the work., and will begin to install the concrete curbing, restore the dirt, and cover the dirt with fabric and rocks to stop the erosion.  
         
7.  Comment and discussion by landowners:
          One landowner suggested that the Board members look at placing the reworked asphalt that Mack Sorensen has been supplying at the mail boxes since the road base has not provided a solid foundation.  A question was raised as what could be done with vacant properties that have extensive weed problems.  It is felt that the County could be contacted about these properties.  A request was made that the Board consider installing hand rails on the stairs of the fire station to aid those using the facility.  Also, a suggestion was made that the landowners work hard at clearing their weeds as there is a possibility of a bad fire season this summer.      
   
8.  Adjournment:      
      MOTION made by Julie Cropper at 8:30 p.m. to adjourn the meeting.  SECONDED by Bill King, and the motion carried.  

   
Carol Clason, Recording Secretary

Minutes - DVLA Annual Meeting 05/14/11

PLEASE NOTE:  THESE DRAFT MINUTES ARE NOT DUE FOR APPROVAL BY THE MEMBERSHIP UNTIL THE 2012 ANNUAL MEETING TO BE HELD IN MAY, 2012.

Draft: Annual Meeting Minutes - May 14, 2011

NOTE: Votes of Annual Meeting
1.    New Board members elected: Julie Cropper, Mac Thomson
2.    Dues amount approved for upcoming year - $300 (with $15.00 per month late fee on delinquent dues) 

Board Members Attending: Lance Cornwall, Mark Ahrenholtz, Bill King, Jim Johnson, Von Mason,

Landowners: A quorum of 204 was required to conduct the meeting.

WELCOME,  PRAYER,  FLAG CEREMONY:

The meeting was called to order by President Lance Cornwall at 8:00am.  The pledge of allegiance was led by Troop 1799, and the prayer was offered by Ryan Anderson.

APPROVE AGENDA/2010 ANNUAL MEETING MINUTES:

Mark Ahrenholtz MADE A MOTION that the agenda be approved; SECONDED by Jim Johnson, and the motion carried.

The minutes of  last year's annual meeting of May 15, 2010, stated that the amended by-laws and architectural guidelines did not pass because they were not approved by a quorum.  For clarification, Lance Cornwall stated that at a monthly DVLA meeting shortly after the annual meeting, the architectural guidelines were approved, as amended, since they had been approved by a majority of the landowners at the annual meeting.  As a matter of past precedence, the guidelines had always been approved by the majority of the landowners, and not a quorum.  The by-laws were approved by seventy percent of the voters at the annual meeting.  All prior by-laws had been approved by a majority of a quorum.  At last year's annual meeting, the by-laws were approved by over seventy percent of a quorum, so those by-laws are on the same status as all previous by-laws.  Bill King MADE A MOTION that the minutes from the previous annual meeting be approved.  Jim Johnson SECONDED the motion, and the motion carried.

PRESIDENT'S MESSAGE, Lance Cornwall:

President Lance Cornwall thanked everyone present for coming to the meeting.  He expressed his appreciation for the work completed by the Board members, Chief Talbot, and his crew for the previous year.  The improved ISO rating given the Valley during the past year was an indication of all the efforts of many people in the community.  Mac Thomson was thanked for overseeing the burn pile for the entire past year.  The entranceways were cleaned up due to the efforts of Mark Ahrenholtz and a crew he assembled to do the work.  The recycling program is starting to pay off - approximately $2,000 was received from the County which was used for spreading road base at the mail boxes.  204 approval votes were needed to pass the amended by-laws as presented in the recent mail-out to the landowners.  185 votes were submitted and 161of the votes approved the by-laws, with 24 against. 

SECRETARY/TREASURERS REPORT, Carol Clason:

Last year the big money issue was the refinancing of the Fire House, which resulted very favorably for the Association.  This year the largest purchases had to do with the buying of the Ford F450 command truck ($12,000), and the International Navistar brush truck ($20,000).      New these trucks would have cost approximately $70,000 for the smaller truck and $$190,000 for the International truck.  They were paid for by the $24,160 set aside in previous years, plus $5,840 set aside this last fiscal year in the budget specifically for the purchase of trucks.  The additional $2,000 needed came from the contingency reserve fund to make up the total purchase prices of $32,000.  Two weeks after the purchase of the trucks, the State gave the Valley a $20,000 grant to help with the cost.  This money was used to paint and perform any maintenance needed on the vehicles - and to thoroughly equip them.  It appears that the Bureau of Land Management and the State of Utah very much helped the Valley landowners financially - the Bureau of Land Management in giving us a rock-bottom price on the trucks, and the State for supplying grant monies toward the purchases.  So we, as landowners, need to know we are getting help from other sources in the funding of the Fire Department expenses.

     This spring the County presented the Dammeron Valley Landowners' Association with a check for $1,981.06 - $174.55 for the year 2009 plus $1,806.51 for 2010.  This money was earned from the recycling program we entered into with Washington County.  The Board approached landowners regarding how they wished the money to be spent, and the majority of those responding wanted improved surfacing of the area around the mailboxes.  2 1/2 dump truck loads of road base were spread on this area plus a load of purple jasper, trying to improve the surface.

     Regarding delinquent dues, 31 lots have partial or full dues unpaid - 4 landowners have dues owing for three years' past.  Liens are filed on all these properties and have been useful in collecting dues that are owed.  Recently, a landowner sold his lot that had three years' owing and paid approximately $1300 in delinquent dues and fees.

     Regarding the secretarial part of the report, I wanted to emphasize that when voting by mail, please follow the instructions that are given in submitting your ballot.  We have had to exempt several ballots from the final count because we were unable to identify from the outside envelop who had submitted the ballot.  We need to mark off who has voted so that more than one ballot is not counted per dues-paying lot.  That information is not matched with how the landowner votes as the ballot should be inside a second blank envelop. 

     We are trying to keep an updated listing of all mailing addresses for landowners.  For the annual meeting mail-out, we start with the county's property list of landowners' mailing addresses.  If you submitted a change of address previously, and it has been changed afterwards, it is not because we are ignoring your requests.  The County insists they have the most up-to-date listing which comes from the property tax mailings.  We do have to honor your request on what to use for your mailing address, and the best time to submit that would be in March so that it would override any address the county may have.

     The landowners were asked, if they hear negative comments or muttering about the operation of the Landowners Association, to speak up and remind people of all the positive things that are happening due to the hard work of many in the Valley and give a thanks to all of those landowners and board members who are helping.

Lance Cornwall also thanked Carol Clason for all her help, Jan Yergensen and her crew for taking care of the refreshments for the meeting, and all the people helping at the registration tables.    

FIRE CHIEF'S REPORT, Kyle Talbot:

Chief Talbot began by thanking the landowners for all they provide to the Fire Department, Carol Clason for her help, the Board for all the time they expend in carrying out their duties, and the fire fighters and medical personnel for all they provide.  This past year, the fire department personnel responded to 59 medical calls.  In addition, the medical personnel does provide transportation to and from medical facilities for patients and/or their families.  There were two fire calls during the year, and no personnel injuries to the fire department volunteers.  Chief Bennett introduced  the fire department personnel and their certifications:  Chief Talbot, chief fire fighter and EMT; Maciej Szczerbiak, fire fighter and EMT; Jim Petersen, fire fighter and engineer; Jay Workman, fire fighter, engineer, and EMT; Chris Volksen, fire fighter and brush engineer; Mark Ahrenholtz, fire fighter; Scott Ballif, fire fighter; J. R. Baird, firefighter; Kevin Dye, firefighter and engineer; Lance Cornwall, fire fighter and brush engineer; Kathy Szczerbiak, EMT; Kathy Mason, fire fighter and EMT; Don Collier, fire fighter; Clint Talbot, fire fighter; and Russ Eardley, fire fighter. 

The Fire Department is in desperate need of volunteers for all types of jobs such as traffic controllers, flood control, etc., not just fire fighters.  If interested, please come to a meeting the first Thursday of the month at 6:30 p.m. or the fourth Saturday morning of the month to become familiar with the program.  Captain Szczerbiak gave an overview of the Department's past and future training programs.  Chief Talbot expressed appreciation for the compressor supplied by the County for use by Dammeron Valley so that all tanks do not have to be carried to St. George to be refilled. Six of the Dammeron Valley Fire Department trucks - the engine, the rescue, the command, and the brush 1, 2, and 3, were displayed to the landowners.

Regarding the fire house, it is starting to show its age and is presently too small to house the number of vehicles used by the Fire Department.  Some electrical work has been done on the fire house, and the asphalt is deteriorating rapidly.  This coming year's budget allows monies to have the asphalt resurfaced.  Some equipment purchased during the past year includes the extrication equipment and hand-held radios.

The burn pile will continue throughout the coming year, being organized by Mac Thomson.  The ISO rating for Dammeron Valley improved from a "5" rating to a "4", and documentation is available to present to your insurance company to reduce your homeowner's insurance cost.  This paperwork can be secured from Mark Ahrenholtz and can be e-mailed to those interested.  The water company's rating makes up about forty percent of this overall rating, and their personnel are doing a great job of  providing service to the Valley.

Washington County applied for a grant to improve the communications system through which the fire department personnel receive their calls.  $900,000 was secured for this system and will greatly improve the communication from the message center to the Fire Department.  Our share of this grant money is $3,000.  This will help with the system, but one hand-held radio or one truck radio costs $2,600 each.  Our Department needs 18 hand-held radios and 7 truck radios. 

The wildland fire season is predicted by the experts to be comparable to that of 2005and 2006, which is the worst we have seen.  The certifications of personnel and the trucks are complete and in place to meet the fire season.  Craig Bennett can be contacted by any landowner interested in obtaining a fire inspection on their property.   No fire works are allowed in unincorporated areas of Washington County, which includes Dammeron Valley.  The Fire Department will continue to help surrounding areas just as those departments cooperate with Dammeron Valley. 

Status of quorum at this point: 191 votes counted out of the 204 needed.

PROPOSED 2011/2012 BUDGET:

In response to questions by one landowner, the $2,000 set aside for fire hydrant repair was not included in the 2011-12 budget as the money had not been used in the past several years, and those monies have carried forward during that time.  The cost of a treasurer's bond covering enough liability was exorbitant. When the premium cost reached $1,000 annually, money was set aside instead for an outside audit in an attempt to accomplish the same purpose of tracking the association's monies.  There were no further comments or questions regarding the proposed 2011-2012 budget.

TRUSTEE NOMINATIONS  CANDIDATE STATEMENTS:

The candidates for Board Member - Julie Cropper, Mac Thomson, Bill King, and William Feeney - were given several minutes to provide a short biography to the landowners listing their reasons for running as a candidate for the Board.  (Since William Feeney was absent, Mac Thomson provided information on him.)

REPORTS:

WATER COMPANY/DEVELOPER, Nikki Richards:

Nikki Richards thanked the Fire Department personnel and Karen Sharkey for all they do in the community.  As far as development in the Valley, very little is happening.  It is expected that it will be approximately five more years before any further development will occur.  Lisa was introduced as the newest member of the Water Department office personnel who will be dealing with landowner contacts.  Bill King has been instrumental in installing a SCADA system for the Valley that allows control of the water tanks from any location.  There is a million gallons of water storage in the Valley, which is double what is required.  250,000 gallons is reserved, and never touched, just for fire.  A water transmission line was completed this week to provide additional water from the east side of the Valley to the west, where there was less storage available.  The developer is attempting to keep water rates at their current level, and a recent survey indicated that the rates charged in Dammeron Valley are in the medium range.  Every home in the Valley is required by the Health Department to have back flows on their faucets.  A pamphlet addressing this issue is being provided during the meeting for the landowners. 

ARCHITECTURAL REVIEW,  Lance Cornwall:

Lance Cornwall indicated that the Architectural Committee had reviewed and approved 2 new homes, 1 garage, 4 horse shelters, 3 fences, 1 addition, 1 re-roof, and a pergola during the 2010-2011 year. 


FIRE  SAFETY  COMMITTEE/DAMMERON VALLEY RISK PLAN, Dr. Wayne Staab  Mac Thomson:
Per Mac Thomson, the burn pile has received 106 loads so far this year.  It was to be open next weekend, but due to the scheduled fire department training that day, it will be closed.  Each person driving into the burn pile signs a sheet listing their property information and testifying that they are aware of what is allowed on the pile.  If you, as a landowner, have not received a copy of the Dammeron Valley video on fire safety, there are several available from Mac Thomson.  The State does have funding to aid landowners in clearing their properties if they are unable to do it or have it done.  Contact Ned Cordery of the Valley if you are interested in using a wood chipper at your property.

In 2004 Dammeron Valley volunteers put together the Community Fire Planning Program which is used by the State for fire management in our area.  Per Dr. Wayne Staab, Dammeron Valley landowners were asked to review and upgrade the plan late in 2010.  A council of fifteen individuals, all of whom had expressed an interest in participating, was organized.  A concern was expressed by the Council  that while fire was the greatest risk event in Dammeron Valley,  the program should be expanded to cover all kinds of potential disasters: fire, flooding, other catastrophes, and an evacuation/traffic control plan.  Collectively, the plan was called the Dammeron Valley Citizen Wildland-Urban Interface Plan.  The goal of this plan was to provide a Wildland-Urban Risk Assessment and Implementation Plan for Dammeron Valley.  Because fire danger is the greatest risk, managing fire constitutes the greatest portion of the plan.  However, a complete plan must include, by necessity, other potential risk management, and this was covered as well.  A complete plan was provided to the State, including a number of appendixes relating to the risks.  The State was interested only in the fire portion and eliminated everything else in the plan, including the evacuation procedure.  Additionally, they modified the report by adding and subtracting actions specifically related to fire that the Council had not discussed and with which they would not agree.  A revised copy, with recommended changes will be resubmitted to the State.

DISCUSSION  COMMENTS FROM THE FLOOR:

Regarding speeding in the Valley, installing speed bumps might not be feasible due to difficulties in snow removal and trailer hauling.  Regarding the property with the rehabilitation center, money has been set aside for an initial consultation with an attorney to determine if it is feasible to pursue any action against the property. 

BALLOT RESULTS
Mark Ahrenholtz announced the ballot results.  The number of dues-paying lots is 406, making the quorum 204.  205 votes were cast which passed the budget with 181 votes in favor and 18 against.  The new board members are Mac Thomson with 171 votes, Julie Cropper with 157 votes, and Bill King with 123 votes.  William Feeney received 98 votes. The dues amount was approved for $300.00 with a $15.00 per month late fee on delinquent dues.  (A second count after the ballot results were announced resulted in 211 ballots submitted.)

A MOTION was made by Mark Ahrenholtz to adjourn the meeting.  It was SECONDED by Jim Johnson, and the motion carried.  The meeting was adjourned at 10:30 a.m.

Carol Clason, Recording Secretary

Minutes - DVLA Board Meeting 04/26/11

Final Minutes of the DVLA Board Meeting of April 26, 2011

Monthly DVLA Board Meeting was held at the Fire House.   Six landowners were in attendance. 

Board Members attending:  Lance Cornwall, Mark Ahrenholtz, Bill King, Von Mason
                 Absent:  Jim Johnson
President Lance Cornwall called the meeting to order at 7:00 p.m. 

1.  Approval of the agenda:
     MOTION made by Mark Ahrenholz and SECONDED by Bill King that the agenda be approved.  Motion carried.  

2.  Review and approval of the minutes of the March 29, 2011, monthly DVLA Board meeting
     MOTION was made by Mark Ahrenholtz to approve the March 29, 2011, monthly DVLA Board meeting minutes.  SECONDED by Bill King, and the motion carried.

3.  Old Business:  
     a.  Update of Wild Herb commercial enterprise status
     There has been no response from the owner of this property to the formal request for information.  Bill King MADE A MOTION that the Board contact the three attorneys (on the list of attorneys submitted by Attorney Mitchell) who have experience in home owner association laws.   $500 will be allotted for an initial consultation to determine what action, if any, should be taken in the future so that this information would be available for the annual meeting.  Mark Ahrenholtz SECONDED the motion, and the motion carried.  Lance Cornwall volunteered to contact those attorneys.
  
     b.  Use of monies from the Washington County recycling program
     One and one/half dump truck loads of road base were spread at the mail box site.  Per Mac Thomson, one more truckload of road base spread on the east side of the boxes would do a better job of surfacing.  The south side is now very good, and the north and west are thick. One more truck load will be ordered to finish the area.  Lance Cornwall is to research what it would cost to asphalt the area in the future.
     Per Bill King, a suggestion has been proposed that the mail boxes be formatted in a straight line so that a smaller cover over the boxes can be constructed to allow drainage off the back side.  Also, the recycling bins could be placed on the existing concrete, and the mail boxes could be located where the bins are now.  Any other ideas or suggestions from the landowners would be appreciated.   

4.  New Business:  None Proposed       
             
5.  Reports:
      a.  President's Message:  Please attend the annual meeting next month.          
                    
      b.  Fire Department Report:  
     Per Lance Cornwall, there were no fires this past month, but there were several medical calls.  Some fire department personnel have fire training this coming weekend.
         
      c.  ARC Report - Lance Cornwall:
     Plans for construction of a residence was approved for Lot 7, High Grounds.
                                 
      d.  Reports from Trustees on their areas of responsibility          
          i.  Mark Ahrenholtz:   Mac Thomson, Robert Mitchell, Don Quayle, Tim Eicher, Jay Workman, Frank Callagee, Lance Cornwall, Nick Ballif, Cody Lofthouse, Brenna Lofthouse,  Tony Morentin, Wayne Staab, Mark and Kim Ahrenholtz did a tremendous job in cleaning the entranceways.  Several persons have volunteered to keep the weeds down by spraying, and the person doing the lawn maintenance is to be contacted about maintaining  the entrance areas. 
                                        
      e.  Financial/Secretarial Report
     The budget versus year-to-date sheet looks a little different than those of the past several months.  The grant monies and monies spent by the DVLA itself on the two used vehicles that were recently purchased have been listed differently to more accurately display the figures.  The previous year's monies carried over, the state grant monies received, and the current year's budget amounts for the trucks had to be listed without upsetting this year's bottom-line budgeted figures.  The DVLA actually paid out $32,000 when the vehicles were purchased.  On line 8, the $24,169 budgeted from the previous year is listed as "carry over".  For the year 2010-11, we allowed $5,834 more to provide $30,000 for the trucks.  When purchased, $2,000 was taken from the contingency fund to provide the total cost of $32,000.  When the grant money of $20,000 was received from the State, that money was needed to outfit and paint the trucks.  Since Chief Talbot still had $23,500 in his account (because the $20,000 grant money was deposited there), but the budget sheet was only showing $3,500, I have now listed that $20,000 as a grant on line 3 to more accurately list the monies.

     Mark Ahrenholtz MADE A MOTION that the financial reports be approved.  Bill King SECONDED the motion, and the motion carried.               
         
6.  Comment and discussion by landowners:
     In response to a question from the floor, Lance Cornwall indicated that four or five months ago Brooks Pace approached the Board about a new pipeline being constructed that will bring water from the springs to the west side of the valley.  Per Bill King, one of the purposes of this pipeline is to get better water flow so that the Pinion Hills tank will fill faster.  It will also provide water for future development in the area.
     An open meeting was set for Tuesday, May 3, 2011, at 8:00 p.m. to count the ballots for the proposed by-law amendments.  The quorum number will be determined at that meeting as well.  Those in attendance will review the By-Laws and Articles of Incorporation to ensure the correct number is defined.
     The list of duties for the participants at the annual meeting was reviewed to assure that everyone was prepared and all assignments were made.
     A question was raised as to the status of the scout projects for the park - the cooking grills and the water fountain.  The scouts need to raise the monies for their projects and will need to solicit donations from the landowners at this time.
     Per complaints by numerous landowners, the construction materials and trailer at the west and north of the mail boxes are an eyesore at their present location.  They are being used for the construction of the new pipelines.  Although there are other properties in the valley that have similar equipment stored on the lots, none are as visible to the public as those by the mail boxes.  Lance Cornwall indicated he would approach Brooks Pace to see if the trailer and materials could be moved to a more appropriate location.     
          
7.  Adjournment:      
      MOTION made by Mark Ahrenholtz at 7:45 p.m. to adjourn the meeting.  SECONDED by Bill King,  and the motion carried.  

   
Carol Clason, Recording Secretary

Minutes - DVLA Board Meeting 03/29/11

Final Minutes of the DVLA Board Meeting of March 29, 2011

Monthly DVLA Board Meeting was held at the Fire House.   Twenty-three landowners were in attendance. 

Board Members attending:  Lance Cornwall, Mark Ahrenholtz, Bill King, Jim Johnson                 Absent:  Von Mason
President Lance Cornwall called the meeting to order at 7:00 p.m. 

1.  Approval of the agenda:
     MOTION made and SECONDED  that the agenda be approved after an item was added by Mark Ahrenholtz  under 3c - Update on proposed cell tower in Dammeron Valley.  Motion carried.  Mark Ahrenholtz also announced that a meeting which will address  how  to best use a first aid kit is being held tomorrow evening in Veyo.

2.  Review and approval of the minutes of the February 22, 2011, monthly DVLA Board meeting
     MOTION was made by Mark Ahrenholtz to approve the February 22, 2011, monthly DVLA Board meeting minutes.  SECONDED, and the motion carried.

3.  Old Business:                  
a.  Finalization of proposed budget
     The proposed 2011-12 budget was approved by the Board at the February, 2011, meeting, and the finalized copy to be distributed in the annual meeting packet was accepted as prepared.

b.  Update of Wild Herb commercial enterprise status
     Attorney Robert Mitchell sent a letter to the owner of the property indicating that they need to apply to the Dammeron Valley Landowners' Association for permission to operate a business in the valley.  Also 15 to 16 items were identified that needed to be addressed, and a request was made that they respond within ten days.  To date there has been no response to this letter.  The owner contacted some landowners in the valley asking to meet which resulted in a meeting among Mark Ahrenholtz, Brooks Pace, a landowner from the Homesteads, and the owner.  Since some of the information she presented in the meeting did not seem to agree with information available from other sources, the owner was asked  if she would meet with the Board, Attorney Mitchell, and her attorney (but only after the Board received a response to the original letter that was sent to her).  She indicated that the property in question was going to be her second home, but in the meantime she was planning on housing veterans returning from the war.  When asked the ages of these veterans, she indicated anywhere from 20 to 60 years.  There has been no other response from her.
     In response to a question from the floor as to whether such a meeting with the Board, the attorneys, and the owner would violate the open meeting laws of the CCRs, Mark Ahrenholtz responded that the hope would be that following the meeting that the landowner would attend a Board meeting to present her position to the landowners.  Another landowner indicated that the website for this facility is advertising that they are presently treating patients, and this seems to conflict with what the owner is telling the Board.  A third landowner addressed the amount of increase in traffic to the property, and an additional comment was made concerning the number of beds moved into the home a week ago.
     Mark Ahrenholtz indicated that if someone had the available time, it would help to know how many other properties are owned by this entity or the owners,  how they are titled, what type of relationship they have had in other communities.  This is a commercial entity in a residential area that has not gained permission to operate from the Dammeron Valley Landowners Association.  As such, until that happens, it is possible she is not allowed to operate here.  Another landowner indicated he had met with someone from the County Commissioners office who indicated that it is not necessary for the owners of the property to secure a business license since the ADA does not consider the situation a business, but a residence.  The County attorneys will not oppose the proposed use of this property since the ADA stands legally above everyone else.  The County does not inspect these properties, and if state licensed, the state takes over all action.  A request was made that some of the landowners in the immediate vicinity of the property be included in any meetings set up with the owner.  Another suggestion was that a neighborhood block watch would be a good idea in the Valley.  

c.  Update on proposed cell tower in Dammeron Valley
     An agreement has been reached that the cell tower will be lower, consist of a single brown pole, and be moved 800 to 1,000 feet to the West to blend in to the existing power line.       

4.  New Business
     a.  Designation of monies from the Washington County recycling program
          Suggestion offered from the floor for use of the recycling monies were 1) paving mail box area, 2)      spreading 20 yards of road base at the mail boxes, 3) legal fund, 4) baseball back stop, 5) sign frame for posting notices.  Mark Ahrenholtz volunteered to secure pricing on the road base.  Mac Thomson offered to smooth the area and spread the road base.  Mark Ahrenholtz MADE A MOTION that if the pricing falls within the monies available, that the road base and rock be purchased .  Also, if any monies are left, a new sign frame should be installed for the posting of the Board's notices.  The motion was SECONDED by Jim Johnson, and the motion carried. 
          A question was raised about the dumpster that has been set at Rte. 18 and Homestead Drive for a number of months.  Mark Ahrenholtz indicated he would call Dixie Waste to remove it.  

     b.  Annual meeting list and selection of participants
          Julie M. Cropper volunteered to run for board trustee at the annual meeting.  The annual meeting checklist will be addressed at a special meeting on Tuesday evening, April 5, 2011, at 8:00 p.m.

     c.  Preparation of mail-out for the May 14, 2011, annual meeting
          Preparation of the mail-out of the annual meeting packet will also be discussed next Tuesday evening.
    
5.  Reports:
      a.  President's Message:            
           Please be as neighborly as possible when dealing with issues in the Valley, and do not get into a problem with comments that are unacceptable.
         
      b.  Fire Department Report given by Lance Cornwall:
           During the past month, there were five EMT calls, one fatality, and no fires.  The F450 command truck is ready to go, and the brush truck is getting its final painting, stickers, radios, etc. and should be ready in about two weeks. 
           The County has received a grant of $800,000. ($2,000,000 total county-wide) to get our repeater fixed and an upgrade of all pagers, radios, and relay systems.
            There were three bids received for the painting of the truck, and the final decision was made by Chief Talbot since he had been given a specific dollar amount under which to work.
         
      c.  ARC Report - Lance Cornwall:
           Two fences were approved during the month, one on Lot 14, Old Farms Road, and the other on Lot 39 in the Meadows.
                      
      d.  Reports from Trustees on their areas of responsibility          
           i.  Lance Cornwall:  None reported
          ii.  Mark Ahrenholtz:   Regarding entrance cleanup, it appears the Water Department has completed its work on one entrance.  An e-mail will be sent out encouraging as many people as possible to come on a Saturday (two to three weeks from now) to pull weeds, spread rocks, and smooth out the areas around the entrances. 
                                        
      e.  Financial/Secretarial Report given by Lance Cornwall: 
          The only transaction out of the ordinary for the past month was the mail-out to the landowners costing $1,107 (stamps $480; printing $450; and label/envelops $115).  The printing is not yet showing on the financials as it will be paid to Staples during the next month after the expense is incurred (when it is billed).
           In response to a landowner's question, Lance Cornwall indicated that it was not possible to
e-mail any of these packets to save money because there was a voting ballot involved.  The ballots had to be tracked physically, and this could not be done via e-mail.  Also, by voting on this issue early before the annual meeting we would have a better chance to achieve a majority vote and not have to attempt to secure a majority in the future.
         
6.  Comment and discussion by landowners:
           Bill King indicated that the back-up generator for our water system will run for 24 hours on its back-up fuel.  This would allow plenty of time to get additional fuel, if necessary, to run the generator. 
           Mac Thomson indicated the burn pile was to open Saturday, and volunteers are always needed 8:00 a.m. to 10:00 a.m., 10:00 a.m. to noon. 
         
7.  Adjournment:    
    
      MOTION made by Mark Ahrenholtz at 8:30 p.m. to adjourn the meeting.  SECONDED,  and the motion carried.  

   
Carol Clason, Recording Secretary