Draft Minutes of the DVLA Board Meeting of July 31, 2012

Draft Minutes of the DVLA Board Meeting of July 31, 2012

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, Julie Cropper

                              Absent:  Jim Johnson

                                        

President Bill King called the monthly DVLA meeting to order at 7:00 p.m.

1.  Approval of the agenda:

     A MOTION WAS MADE by Julie Cropper and SECONDED by Mac Thomson that the agenda be approved.  Motion carried.

2.  Review & approval of the minutes of the May 29, 2012, and the June 26, 2012, monthly DVLA Board meetings:

     Julie Cropper MADE A MOTION that the minutes for the May 29, 2012, and June 26, 2012, monthly DVLA Board meetings be approved.  SECONDED by Mac Thomson, and the motion carried.

3.  Old Business:

     a.  Update on the licensing of the fire trucks.  (See the Fire Department Report by Chief Talbot).

     b.  Legal enforcement against landowners who have delinquent dues.

          The attorney has sent out letters and lien notices to the landowners who owe dues prior to the last two fiscal years (2011-2013). ( See the Financial Report by Carol Clason).

4.  New Business:  None submitted

5.  Reports: 

     a.  Fire Department Report –  Chief Kyle Talbot

          There were no fire calls and two homes with minor flooding during the previous month.  Medical calls included one vehicle roll-over with no injuries and a fall in the shower. 

          All Dammeron Valley fire trucks are currently licensed.  State personnel were contacted regarding licensing of the state-owned truck that is presently loaned to the Dammeron Valley Fire Department.  Chief Talbot was informed that information regarding the state vehicle needed to be furnished to the Board members; a follow-up is needed on this licensing.  There are currently nineteen firefighters with the Dammeron Valley Fire Department, and training is ongoing and up to date.  Copies of the listing of Fire Department personnel and the 2012 training schedule are available in the drop boxes in the training room.  The Board President had asked if there was a way the newer fire fighters could be acknowledged for their time and effort since they are not given sufficient monies for appreciation for the first few years.  

          The only expected purchase over $500 during the next six months is possibly cement for the Eagle Scout project that is being completed on the fire house grounds.  

      b.  Financial Report – Carol Clason 

     There are two sets of financial statements this evening – the end-of year financials dated June 30, 3012, and the current statements for the end of July.  You can see by the end-of-year Budget vs YTD Expenses that there was a $10,000 reserve left at the end of our fiscal year.  For the 2011-2012 year, the budget had set aside $8,625 for contingency funds to be carried over into the next year’s retained earnings.  For an overall budget of $120,000 with an $8,625 contingency fund reserve, this was a very tight budget - to end up with $10,000 from which to cover the reserve.  That reserve is important since there are supposed to be reserves set aside each year for depreciation issues, maintenance on assets, unforeseen catastrophes.  The left over monies each year are what make up the retained earnings figure on the balance sheet, which is $86,376.17 plus the $27,204.46 listed for June 30, 2012.

     Someone had asked that this end-of-year statement be available tonight.  If they were interested to find out if any monies were left over for a consideration towards reducing the dues, there were no left-over monies.

     The July budget vs YTD Expenses sheet lists the budget from 2011-2012 since there was not enough members to make up a quorum at the annual meeting to vote on the proposed budget for 2012-2013.  Since this is the first month of the fiscal year, there are not many expenses showing as yet.

     Since June was the end of our fiscal year, our information has been given to the accountant to prepare our last year’s tax returns.  These will be mailed within the next several weeks.  We usually owe no tax, but have to pay the $100 fee to the state for filing the corporate income tax return.

     Regarding the collection of past due accounts, the Board members are using the attorney to contact those landowners who were delinquent in paying dues for more than two years.  I have received telephone calls from several of those in arrears wanting to pay now, when the dues have been ignored for over three years.  I am unable to take their payment as they must settle with the attorney at this point.  If the two that contacted me full pay their accounts, they would probably pay enough to cover the attorney’s fees for everyone, so it would be money well spent.  Once we determine the outcome of these collections, the Board could consider putting the additional 7 or 8 on collection that owe dues for the past two years.

     Terry Taylor MADE A MOTION that the financial report be accepted.  Seconded by Mac Thomson, and the motion carried.    

     c.  President’s message – Bill King 

          No additional comments given here.

          

      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 discrepancy was in the U.S. Bank fire department operating bank account where one outstanding check for $80 to pay the county fire chief association annual dues had not yet cleared the bank.   When totaling this check and adding it to the appropriate account, the Association account balances match the bank statement balances.

                           

           ii. Public Safety – Mac Thomson:

               Last week county weed control personnel sprayed the east side of the valley and attempted to spray the west side, which they intend to complete within the next week.  They also agreed that they would be able to spray around the burn pile since it is public property for use by the community.  The County is in the process of completing a surface water flow assessment with a view towards minimizing and reducing the damage to homes and properties due to lack of drainage and burrow work in the area.

           iii. Architectural Review  - Gary Jensen

                Plans were reviewed for a patio during the previous month.

                           

           iv. Public Properties – Julie Cropper

                Quotes and information on equipment for the park are being compiled for presentation of  suggested additions.  The booklet secured from Chief Talbot, “Dammeron Valley Fire Department Standard Operating Procedures” is being reviewed by the Board members to bring it up to date.  Also standard policies and procedures for the board are being compiled so that they will be in writing and available for referral and consistent treatment of specific situations over the years.

               

6.  Comment and Discussion by Landowners:

     A letter has been compiled for mailing (along with the ballot requesting a change in the by-laws and articles of incorporation concerning the quorum requirements to conduct business), requesting emergency information from the landowners, i.e., telephone numbers, e-mail addresses, cell phone numbers, etc.  Once a response has been received from the attorney regarding how to proceed with the changes to the articles of incorporation, that paperwork will be mailed to the landowners.

     If  landowners are interested in seeing the nearby cell tower operational, they can contact the local managers of the Verizon stores with legitimate complaints regarding their phone service in the Valley.  (A comment had been made that Verizon has no intention to sign up for tower service until sometime during the end of 2014.)                    

           

7.  Adjournment:       

     A MOTION WAS MADE by Terry Taylor to adjourn the meeting.  It was SECONDED by Julie Cropper, and the meeting adjourned at 8:05 p.m.

    

Carol Clason

Recording Secretary

Final Minutes of the DVLA Board Meeting of June 26, 2012

Final Minutes of the DVLA Board Meeting of June 26, 2012

The monthly DVLA Board Meeting was held at the Fire House.    

Board Members attending:  Bill King, Mac Thomson, Terry Taylor, Julie Cropper

                              Absent:  Jim Johnson

                                        

President Bill King called the monthly DVLA meeting to order at 6:59 p.m.

1.  Approval of the agenda:

     No official agenda was presented, so the fire department report and committee reports will be given, and comments will be heard from landowners who wish to speak.

                

2.  Reports: 

     a.  Fire Department Report –  Chief Kyle Talbot

          The team has helped out on several fires the past month – at Sand Cove, Winchester Hills, and Leeds.  These fires were are in mutual aid areas and are not reimbursable.  Medical calls included calls to two persons having seizures, one with breathing difficulties, one chest pains, and one attempted suicide.  State certification was given which allows the department personnel to provide emergency medical services, and two vehicles have been certified for medical response. 

          Assistant Chief Craig Bennett, due to personal issues, has been absent from duty for some time and was sent a notification of termination after a lack of communication on his part.  His many years of service and expertise were much appreciated and of much value to the department.  It was requested that now first contact with the fire department personnel be made through Chief Talbot and then through his captain, Maciej Szczerbiak.  Doug Hall has left the team after serving for three years, and Jay Workman is on disability leave due to illness.  Lance Cornwall is presently being trained as a full-time engineer and will fill in one of the positions being vacated.  A number of members of the fire department have volunteered to teach classes – firefighting, wildlife fires, structural fires and will provide training to other fire departments. 

          Regarding the fire trucks, the F450 has a slight transmission problem with reverse and will be repaired.  The large brush truck’s brakes froze up while personnel were responding to a fire in Leeds and have been repaired. 

          The new radio system is working well and gets great coverage.  This past month three checks were received from valley residents donating monies to the fire department. 

          In response to questions from landowners, the Chief indicated there has not yet been a ban placed on target practice in the area, and that the County would not respond to any complaint on this issue.  Regarding the mutual aid areas, they are set by the County, and every five years the County Attorney reviews the agreement.           

      b.  Committee Updates:

           i. Architectural Review  - Gary Jensen

                No activity during the past month.

          ii.  President’s Message:  Bill King 

                Regarding the complaints on CC&R violations on Homestead Drive East, a response has been received from the attorney who indicated the Board needs to either enforce the particular CC&R’s involved or remove them from the CC&R’s.  It is not the duty of the Board members to look for violations in the neighborhood, but if a complaint is brought to their attention, it is their responsibility to follow up on the complaint. The Board members are taking the advice of the attorney on CC&R issues so that they may remain enforceable.  Regarding arrearages in dues, all accounts having more than two years’ delinquent dues have been turned over to the attorney for collection.

          The issue involving a vote on changing the quorum needed to conduct business affects both the Articles of Incorporation and the By-Laws.  Since there is no indication how to amend the Articles of Incorporation, the attorney has been asked for a recommendation on how to proceed in this process.  The ballot mailing will also include a request for emergency contact information, including the landowners’ e-mail addresses and telephone numbers. 

           iii. Public Safety – Mac Thomson:

                Samples of covers for the new directory were passed around and persons in attendance were asked to vote on which one should be used.  All the road shoulders have been sprayed by the County this summer.  The linear cracks on Canyon Trails Road and Old Farms Road and the cross-wise crack on Carter’s Pond Road have been reported to the County Road Department.  The raised sewer manhole collars were also mentioned to the County.  The tar repairs needed around the sewer heads cannot be completed until the fall when it will be cool enough for the repairs to set before being damaged by traffic.

           iv. Finance – Terry Taylor

                No update available.

            v.  Public Properties – Julie Cropper

                Julie will contact the landscaper regarding disposal of the two piles of grasses that have been left at the park.  The question was raised if it would be useful to have additional tables in the park since there are only two tables presently.  Bill King asked Julie to look into the particulars.  Julie asked if it would be possible to give a name to the park.  Those present suggested that several options for names be listed on the ballot mailing from which the members could choose.

3.  Comment and Discussion by Landowners:

     Per Bill King, the cell tower is inoperable due to the fact that it was erected without a County permit, and Rocky Mountain Power will not provide service to the tower without a permit.               

           

4.  Adjournment:       

     A MOTION WAS MADE by Julie Cropper to adjourn the meeting.  It was SECONDED by Terry Taylor, and the meeting adjourned.

    

Carol Clason

Recording Secretary

Final Minutes of the DVLA Board Meeting of May 29, 2012

Final 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