Draft Minutes of the DVLA Board Meeting of March 27, 2012
The monthly DVLA Board Meeting was held at the Fire House. Ten landowners were in attendance.
Board Members attending: Bill King, Mac Thomson, Julie Cropper, Jim Johnson
Absent: Terry Taylor
President Bill King called the monthly DVLA meeting to order at 7:00 p.m.
1. Approval of the agenda:
MOTION made by Jim Johnson and SECONDED by Mac Thomson that the agenda be approved. Motion carried.
2. Review and approval of the minutes of the February 28, 2012, monthly DVLA Board meeting and the March 13, 2012, special DVLA Board meeting:
MOTION was made by Julie Cropper to approve the minutes of the February 28, 2012, monthly DVLA Board meeting and the March 13, 2012, special DVLA Board meeting. SECONDED by Jim Johnson, and the motion carried.
3. Old Business:
a. Update of the licensing of the 1992 Beck truck
Bill King went to the Department of Motor Vehicles to discuss the licensing of the truck. The Dammeron Valley Landowners’ Association does not qualify for exempt license plates nor is it sales tax exempt. We will have to pay some sales tax on the truck, but the personnel at the Department indicated they would do what they could to charge the lowest amount possible.
b. Finalization of the 2012-13 Proposed Budget
After the working budget meetings and Chief Talbot’s final review of the fire department proposed budget, the final proposed budget resulted in a recommended annual dues of $300 per landowner (remaining the same as last years dues).
c. Continuing Preparation for the May 19, 2012, Annual Meeting
A sign-up sheet listing all volunteers needed for different duties during the upcoming annual meeting was passed among those in attendance. Everyone was urged to volunteer and find others to help. Jim Johnson, (435)-574-6476, can be contacted regarding organization of the annual meeting. Volunteers usually arrive at approximately 6:30-7:00 a.m.; registration starts at 7:30 a.m.; and the annual meeting begins at 8:00 a.m.
Per Bill King, a working meeting will be held at 6:00 p.m. at the Community Center on Tuesday evening, April 10, 2012, to stuff envelops for the annual meeting mailing packet and finalize preparations for the annual meeting.
4. New Business: (None Proposed)
5. Reports:
a. President’s Message – Bill King
Since January, the Board has held two meetings a month - the regular monthly meeting, plus one working meeting working on the proposed budget for the coming year and preparing for the upcoming annual meeting. We had quite a bit of work to do on the budget this year, and thanks to Chief Talbot, we put together a proposed budget that will keep the annual dues the same as last year’s. We still have some volunteer spots for the annual meeting, and if those present would like to look over that list and sign up before they leave this evening, that would be of great help.
b. Fire Department Report – Carol Clason
Fire personnel were absent due to other commitments, and the report by Chief Talbot was given to Carol Clason to present. There were four medical calls during the previous month, and no fire calls. During the next two weekends personnel will complete the 3 mile, under 45 minutes, pack test for wild land firefighting. There are five firefighters attending the state-certified ropes class (40 hours). The vehicle extrication training went very well, and some donated extrication equipment is going into service by the department.
c. Financial/Secretarial Report – Carol Clason
After several meetings on the proposed budget for 2012-13, the Fire Chief lowered his budget request, and the Board trimmed $2,100 from the social events and the table/chair purchase. This brings the proposed dues back down to $300 for the next fiscal year.
On the 3/26/2012 budget versus year-to-date expenses, the following accounts needed more monies to cover their balances: the community center maintenance (new roof); the community center utilities; the fire department training; and the fire department vehicle repairs. $1,000 was moved from safety equipment (line item 3.7) to vehicle repairs (line item 3.11); $400 was moved from safety equipment (line item 3.7) to training (line item 3.8); $1,000 was moved from table and chair purchase (line item 1.2) to community center maintenance (roof) (line item 1.1); $2,000 was moved from Contingency Funds No. 12.3 to community center maintenance (roof) (line item 1.1); and $425 was moved from Contingency Funds No. 12.3 to community center utilities (line item 1.3)
The annual meeting mailing packet will be printed Thursday, and volunteers will be needed on Tuesday evening, April 10, 2012, to stuff envelops. Jim Johnson is running for the board member position he now holds (which is currently expiring) and his name will be included on the ballot.
The Board asked me to determine the number of empty lots in Dammeron Valley. As of the last reconciling of members, there were 27 lots held by developers that had not been sold. As far as lots sold that do not have construction on them, I have no records or information on that. Bill King indicated that someone interested in compiling that information could physically view the lots in the valley and indicate on a map which lots are empty. That map would need to be updated periodically to be of any value.
I was also asked to research what the life of a lien filed against property by an HOA would be. Pages 25-29 in the Utah HOA Statutes handbook (each Board member has a copy) deals with Utah Code, Title 57, Chapter 8 “Lien in favor of association of unit owners for assessments and costs of collection.” It does not indicate any lien expiration, and even has a section 57-8-50 which indicates that “an association of unit owners need not pursue a judicial foreclosure or nonjudicial foreclosure to collect an unpaid assessment, but may file an action to recover a money judgment for the unpaid assessment without waiving the lien under section 57-8-44.” There are several landowners against which the Board might proceed, and possibly a good place to start would be for the Board to read that section in the handbook to determine what further action they wish to take at this time. Will we use the expertise of an attorney here or the help of a landowner who is familiar with filing a judgment or enforcing a lien?
Per Bill King, the enforcement issue will be added as an agenda item on the April 10, 2012, meeting and discussed at that time.
d. Committee Updates:
i. Finance – Terry Taylor
Terry Taylor was absent; no financial review given
ii. Public Safety – Mac Thomson:
The Sheriff’s Department has been responding to landowner complaints of speeders within Dammeron Valley, so please watch the speed limits in your neighborhood.
iii. Social – Jim Johnson
All monies for social events, except the annual meeting, were eliminated from the proposed 2012-13 budget so little will be reported under this category.
iv. Architectural Review – Gary Jensen
The following construction was reviewed during the previous month: horse barn, fence, and garage in the Homesteads; a privacy wall in Canyon Trails; and a pool fence in Old Farms subdivision. There are three other items to be reviewed in the upcoming month.
v. Public Properties – Julie Cropper:
There is a broken water line in an area in the park, plus the weeds are growing too large at the entrances. Rick Profitt of Envirocare, our landscaper, will repair the break, when notified, and he sprays the weeds at the entrances when his contract goes into effect in April.
6. Comment and Discussion by Landowners:
Per a question from one of the landowners, the quorum figure is reached by taking fifty percent of the number of eligible landowners (those who are up-to-date on their dues), plus one.
The amended by-laws and architectural guidelines that were voted upon at the last annual meeting passed at that time. The attorney hired by the Association indicated that the majority of the quorum attending the meeting was the number needed to pass the amendments. Under these criteria, the amended by-laws and architectural guidelines of 2010 easily passed and will be used as our current documentation.
The petition for a feasibility study investigating the costs of incorporating Dammeron Valley cannot be handled by the Association, since the Board represents all landowners (those who are in favor of incorporation and those opposed). Brooks Pace had indicated he would mail out the petition information in the current water bill, but has not done so as yet.
7. Adjournment:
A MOTION was made by Jim Johnson to adjourn the meeting. It was SECONDED by Julie Cropper, and the meeting adjourned at 7:40 p.m.
Carol Clason
Recording Secretary
