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
