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
