Draft Minutes of the DVLA Board Meeting of May 29, 2012
The monthly DVLA Board Meeting was held at the Fire House. Five landowners were in attendance.
Board Members attending: Bill King, Mac Thomson, Jim Johnson, Terry Taylor
Absent: Julie Cropper
President Bill King called the monthly DVLA meeting to order at 7:08 p.m.
Bill King called for the election of officers as the first item of business. Jim Johnson nominated Bill King as President, and Mac Thomson seconded the nomination. The ayes carried the nomination. Mac Thomson was nominated by Jim Johnson as Vice President; seconded by Terry Taylor, and the nomination was approved. Bill King nominated Terry Taylor as Treasurer; seconded by Mac Thomson, and the ayes carried the nomination.
1. Approval of the agenda:
The election of officers was changed to the first item of business for the evening. After this change was noted, a MOTION WAS 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 April 24, 2012, monthly DVLA Board meeting and approval to publish the draft May 19, 2012, annual meeting minutes:
MOTION WAS MADE by Mac Thomson to approve the minutes of the April 24, 2012, monthly DVLA Board meeting and to approve the publishing of the draft May 19, 2012, annual meeting minutes SECONDED by Terry Taylor, and the motion carried.
3. Old Business:
a. Update of the licensing of the 1992 Beck truck
Additional paperwork is needed from the previous owner of the truck before the Association can proceed with the licensing. Bill King intends to have this documentation prior to the next monthly board meeting.
b. Legal enforcement against landowners who have delinquent dues
Documentation from the files of the landowners who owe dues for more than two years is being forwarded to the HOA attorney for consultation and an estimate of collection costs. If further legal action needs to be taken against those landowners, they will pay court costs, attorney’s fees, and any other legal expenses that arise during that process. No suits will be brought against those properties in foreclosure.
Another issue being forwarded to the attorney has to do with CC&R violations by one landowner regarding the condition of his back lot. Bill King and Gary Jensen have attempted four or five times to contact this landowner without success. Jim Johnson volunteered to attempt to talk with him about the violations.
4. New Business:
a. Community Directory
Carol Clason made a few comments about the landowners' list so that members would know why some of the list had changed this year. Much of the information on the previous list being used was very outdated. The Association was sending invoices, notices, and packets to people who had passed away; others that had become divorced and spouses who had moved from the area and were no longer owners. The landowners’ list was complied using the information supplied by the County this spring that gave all the legal names of the landowners in the Valley. Each listing contains the legal information on file. The "Trs." listed after some of the names simply means "Trustees".
One lady indicated that her name was spelled wrong, there was no telephone number, and her address was incorrect. She wanted to call the County and find out why they were so mixed up. After researching the county records, it was discovered that the information, as provided by the County, was totally correct. Since all her documentation was in her first husband's name, she continued to use that name on the filed documents on the property. The County shows the Dammeron Valley lot as being in the name she had prior to her present marriage. There was no telephone number because she had never given one to the Association. There is a misinterpretation that most of the landowners do not want their telephone numbers included on the list. This may not be the case since the landowners’ association has no telephone numbers unless it is furnished by the members themselves. There is no other record that will supply that information.
Regarding the current list, the database from which the information is pulled should keep the legal documentation, and the list badly needed correction. However, in the future, when printing the list for the annual meeting, a PDF file can be made and the listings changed for anyone who would like to have it read differently. For instance, several properties listed only one spouse’s name on the records. When the properties were researched, there was only one spouse on the records, but the couples may want both names on the telephone list. A separate listing of those changes can be compiled and incorporated into the list each year.
Also, there was some concern over what the "Trs." meant after some of the names. An explanation of that listing can be included on the pages of the list and it can be removed from any landowner listing, if desired.
There was one error that was made when preparing the list. The original printed list needed fine-tuning and when it was redone, the database listing the mailing addresses was used, instead of the lot addresses. It would seem that the landowners would want the local lot address listed and not their out-of-state addresses, but whatever the members want in the listing can be used.
Another question that needs to be addressed is "Do the landowners want published telephone numbers from the telephone directory included in the list?" The numbers are public knowledge and would render the list more useable, but would landowners who did not submit that information to the Association have a problem with it being included?
Several of the women present volunteered to take several pages of the landowners’ list for next year and update it from information received from those members who want their listing changed or want to add additional personal telephone numbers. It was suggested that an e-mail be sent out by Karen Sharkey asking landowners to update their information. Terry Taylor is to work with Carol Clason in providing information to Karen Sharkey needed for the e-mails. Persons not having a phone number listed will not be capable of receiving a reverse 911 call in an emergency from the Washington County Sheriff’s dispatch, nor any alert from community members. Please list a contact number.
b. Discussion on Changing the Association’s Quorum Requirements to Conduct Business
Bill indicated that the ballot regarding the quorum requirement changes could be incorporated with the mailing questionnaire on the Community Directory. Fifty-one percent of the landowners would constitute a voting quorum. Out of the fifty-one percent responding, the majority vote would determine the outcome. The ballot would concern only a change in the quorum number needed to conduct business such approval of the budgets, voting for board members, and other business that is conducted at the annual meeting. The quorum numbers needed to change the by-laws or architectural guidelines would remain at the present fifty-one percent of the members.
Mac Thomson MADE A MOTION that a ballot be mailed out requesting that the quorum needed to conduct business be reduced from fifty-one percent to twenty-five percent. The quorum of fifty-one percent of landowners needed to change the by-laws and architectural guidelines will not be affected. Anyone submitting a ballot will automatically be entered into a raffle whose winner will have their next year’s dues waived. Jim Johnson SECONDED the motion, and the motion carried.
A meeting will be held on the June 12, 2012, at the Fire House to mail out the ballots and directory questionnaire.
5. Reports:
a. President’s Message – Bill King
A lot of little issues were handled last year and hopefully this year more focus can be put on major areas such as landowners who are in arrears with their dues. It would be nice to see some social activities in the community such as a potluck, etc.
b. Fire Department Report –
No one was present from the Fire Department to present a report. Mac Thomson reported on the fire that occurred this afternoon to the west overlooking the Sand Cove reservoir.
c. Financial/Secretarial Report – Carol Clason
There is nothing new to report regarding the financial statements. We have one month left in this fiscal year and $19,443 remaining in the budget. In the Fire Department section, $2,000 was taken from the Gasoline Account (3.3) - $1800 was placed in Uniforms (3.2) and $200 was placed in (3.3), Repairs and Maintenance section to cover shortfalls in those area. Under General DVLA expenses, $250 was taken from (6.3), Postage and Handling, to cover the bottom line for (6.9), Printing and Reproduction.
Letters are being sent to landowners in the valley who do not belong to the Association asking if they would be willing to donate to the DVLA for the services that are available to them. Mac Thomson is helping compile a list of those landowners for the mailing.
The minutes for the annual meeting held on May 19, 2012, have been completed and will be posted since the board members have approved their publication in a vote this evening. Those minutes will not be officially approved until the next annual meeting in May, 2013. All invoices for the 2012-13 dues were mailed on Tuesday, May 22, 2012, and the final day for on-time payment of those dues is June 30, 2012.
Copies of all correspondence in the files of the 16 landowners who owe dues for two years or more are being compiled and e-mailed to the attorney for review in determining how best to collect the delinquent dues.
d. Committee Updates:
i. Finance – Terry Taylor
Comparison between the on-line bank statements and the financial statements submitted in tonight’s financial report indicates that all bank account balances match. The only discrepancies are in the Wells Fargo operating bank account where two outstanding checks, one for $401.36 to the Workers Compensation Fund and one for $114.64 to Jan Yergensen for refreshment reimbursement for the annual meeting have not yet cleared the bank. When totaling these checks and adding them to the appropriate account, the Association account balances match the bank statement balances.
ii. Public Safety – Mac Thomson:
The roadways were sprayed by the County Weed Department several days before the annual meeting. Landowners were cautioned that noxious weeks such as the tall thistles with the beautiful white blossoms need to be cut down since county personnel can issues citations if the weeds are not removed.
iii. Social – Jim Johnson
No report given
iv. Architectural Review
Bill King reported that the only activity by the Architectural Review during the previous month was the return of three performance deposits to landowners who had completed construction.
v. Public Properties – None Given.
6. Comment and Discussion by Landowners:
In response to a landowner inquiry, Mac Thomson will call the County regarding some intersection pavement repair and repair of the large cracks in the road on Canyon Trails, Old Farms Road, and Carter’s Pond Road.
7. Adjournment:
A MOTION WAS MADE by Jim Johnson to adjourn the meeting. It was SECONDED by Terry Taylor, and the meeting adjourned at 8:00 p.m.
Carol Clason
Recording Secretary
