Final Minutes of the DVLA Board Meeting of November 29,
2011
The monthly DVLA Board Meeting was held at the Fire
House. Fourteen landowners were in
attendance.
Board Members attending: Bill King, Mac Thomson, Terry Taylor, Jim
Johnson, Julie Cropper
President Bill King called the meeting to order at 7:00
p.m.
1. Approval of the
agenda:
Under Old Business, Item a, a proposed
feasibility study covering possible future demographics for Dammeron Valley
will be discussed. MOTION made by Jim
Johnson and SECONDED by Julie Cropper that the agenda be approved, as amended. Motion carried.
2. Review and
approval of the minutes of the October 25, 2011, monthly DVLA Board meeting:
MOTION was
made by Jim Johnson to approve the October 25, 2011, monthly DVLA Board meeting
minutes. SECONDED by Terry Taylor, and
the motion carried.
3. Old Business:
a.
Discussion on feasibility study for Dammeron Valley
A short history of the consideration
of a feasibility study for Dammeron Valley was presented by Brooks Pace. The topic was first considered when Diamond
Valley was investigating the possibility of incorporating and was setting their
northern boundaries near the southern boundaries of Dammeron Valley. A feasibility study regarding community costs
is completed by the county and must be approved by the county
commissioners. It costs the Valley
inhabitants nothing, is not a step towards incorporation, and simply
attempts to determine future possibilities for growth in the Valley and costs
of “as is” vs incorporation. Mac Thomson
MADE A MOTION that a feasibility study be requested by the Board from the
county. Jim Johnson SECONDED the motion,
and a polling of the Board’s vote was recorded as follows: Jim Johnson – Nay; Julie Cropper – Aye; Bill
King – Aye; Terry Taylor – Aye; Mac Thomson – Aye. The motion carried.
b.
Update on attorney consultation – Bill King
A working meeting was held by the
Board members to discuss the report by the attorney regarding the concerns by
the valley landowners of the operation of a commercial business in the valley
and what, if anything, can be done about the situation. A final opinion letter is being sent by the
attorney outlining the many legal issues the Association could face if any
action is taken. The opinion letter will
not be posted in order to preserve client/attorney confidentiality, and the minutes
of the working meeting, which were recorded, will not be posted (upon the
advice of the attorney) since the meeting was an emergency executive meeting
that deals with a potential law suit solution.
This action is taken to avoid any missteps over legal boundaries. Any legal action with the business in
question would cost them nothing as they are represented by our tax dollars,
but could cost the Dammeron Valley Landowners Association thousands of dollars.
c.
Update on the process of preserving the historical records of the
association – Jan Yergensen
The annual minutes, association
documentation, and all receipts, including those for the park and fire house
back to 1977, have been scanned onto CDs that fit into one small CD
packet.
A box of ballots needing to
be saved and documentation that can be destroyed were turned over to the Board
for disposition. Copies of the CDs will
be made for the Board and any of the members who desire copies.
Many thanks to Jan Yergensen for
completing this time-consuming job to preserve the records for the valley.
Bill King recommended that the disc
packet be kept in a small safe to be purchased by the association.
d. Update
on the test solar light to illuminate the Dammeron rock on Highway 18 – Terry
Taylor
New lights furnished by Bill King have
been illuminating the Dammeron rock for approximately the past four weeks. There is no illumination on the back of the
rock or into the sky, and they are only on for four hours a night. No negative responses have been received from
landowners regarding the lights.
However, one landowner present does not want lights on the rock as she
can see them from her windows. Bill King
asked if the test of the new lights could be continued until the next meeting
in January to allow any additional feedback from landowners. At that time, the lights will either be
removed or the Association will purchase their own set of lights.
4. New Business: (None Proposed)
5. Reports:
a.
President’s Message – Bill King
The open discussions in this year’s
monthly board meetings have brought out a number of issues I had not thought
about. Hopefully, the questions raised
and factual discussions surrounding concerns voiced by different landowners
have helped to clear the air and dispel some of the rumors that seem to have
been around for years.
b. Fire
Department Report:
Due to a prior commitment, Chief
Talbot was absent but submitted the following information: During the previous month, there were no
fires and two medical calls. One medical
call resulted from the vehicle fatality of a Veyo man at the entrance to
Dammeron Valley.
c.
Financial/Secretarial Report – Carol Clason
The web service provider for the Dammeron Valley Landowners’
Association deactivated our site indicating our legitimate activity had
increased and was using far too many system resources than is allowed on shared
hosting. Our legitimate activity has not
increased to any extent, according to Johnna Evans who oversees the web site,
and she is recommending that the mydvla.org domain be moved to another service
provider. The service provider has
reactivated the web site and bulletin board at this time. The bulletin board will only be up long
enough to extract the past minutes data and perform a clean uninstall of the
software. The web site will stay up for
the time being as it does not seem to be causing a problem with the
provider.
Regarding the Dammeron Valley Community Risk Plan,
twenty copies were made into booklets and are being distributed to those who
will use them. The plan is also ready to
be published on the Dammeron Valley bulletin board, but when I went to do so,
the web site was down. The plan will be
on the site within a few days.
I need to report that the printer I
purchased when I first started to work for the association had a problem with a
dark line printing down the middle of the every page. After attempting to repair it with a new drum
and cartridge, Bill King approved the purchase of a Cannon printer with which
he was familiar. It ended up costing us
only $100 (which was less than it would be to repair the old one) as Staples
had a $50 off sale plus they gave us $40 for turning in an old printer. The new printer has the ability to scan
documents into PDFs, and that is how we are able to submit an e-file copy to
Johnna for the web site.
There is nothing new or unusual on the
financials. One landowner last month
wanted to know the payments of the lien costs which were collected from
landowners delinquent on their dues.
During this fiscal year $210 have been paid for filing liens against
delinquent landowners, and $160 have been collected from those landowners when
they have brought their dues current. I
am requesting that this information not be listed on the budget sheet. The landowner had thought that we listed the
lien costs, so we needed to list the reimbursements. We do not list the lien costs when the
association pays the County to file a lien.
Line 6.7 entitled "Legal Fees" includes monies paid to attorneys
only. Line 6.8 was entitled "Title
Service/Lien Fees", but was meant only to include those legal costs owed
by the association. The $37.00 listed on
this line was monies paid to list the association on the new Homeowners'
Association Registration List required by the State, and we have listed no lien
filing costs against the landowners here.
I have retitled that line Title Service/Registration Fees to better
identify the items.
Jim Johnson MADE A MOTION that the
additional monies owed to the attorney to cover the $3500 approved payment be
paid to the firm, with the discussion on the remaining amount billed to be held
at the January, 2012 meeting. Terry
Taylor SECONDED the motion, and the motion carried.
d. Committee Updates:
i.
Finance – Terry Taylor
Comparison between the on-line
bank statements and the financial statements submitted in tonight’s financial
report indicate that all bank account balances match. The only discrepancy is in the Dammeron
Valley operating bank account where there were several written checks that had
not been cashed by the bank. When
totaling these checks and adding them to the DVLA operating account, the
account balance matched the bank statement.
ii.
Public Safety – Mac Thomson:
In exchange for burning tree
stumps in the burn pile recently, a contractor hauled away all the debris from
the pile. This leaves the burn pile in
good shape ending this year’s season. It
is possible the fatality occurred at the entrance of Dammeron Valley due to the
driver attempting to avoid hitting a deer.
Now is the time to be watchful for deer, particularly from Winchester
Hills all the way up to Dammeron Valley.
iii.Social – Jim Johnson
There were three volunteers who
responded to a request to help with an association Christmas party this
year. Information was given to them
regarding monies available, past year’s volunteers, etc. but nothing further has
been heard about the party.
iv. Architectural
Review – Bill King:
There was a pre-built shed, a
fence and a barn approved in the Meadows during the previous month.
v. Public Properties – Julie Cropper:
Nothing to report.
Jim Johnson MADE A MOTION that the
financial reports be accepted, and Terry Taylor SECONDED the motion. The motion carried.
6. Comment and Discussion by Landowners:
None given.
7. Adjournment:
Jim
Johnson MADE A MOTION to adjourn the meeting which was SECONDED by Julie Cropper. The meeting was adjourned at 8:55 p.m.
Carol Clason
Recording Secretary
