Dammeron Valley Landowners Assoc.: October 2011

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

Dammeron Valley Landowners Assoc.

Tuesday, October 25, 2011

Minutes - DVLA Board Meeting 10/25/11

Friday, October 21, 2011

Agenda - Board Meeting 10/25/11

Tuesday, October 25, 2011

Minutes - DVLA Board Meeting 10/25/11

Friday, October 21, 2011

Agenda - Board Meeting 10/25/11

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