Final Minutes of the February 12, 2013, Special DVLA Board Meeting

Final Minutes of the Special DVLA Board Meeting of February 12, 2013

The special DVLA Board meeting was held at the Fire House.  No landowners were in attendance.  

Board Members attending:  Bill King, Terry Taylor, and Mac Thomson

Absent:  Julie Cropper, Jim Johnson

             

     President Bill King called the special board meeting of the Dammeron Valley Landowners’ Association to order at 6:00 p.m.  

1.  Approval of the agenda:

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

     In response to issues brought up by one landowner, Bill King wanted to address the following prior to continuing with the agenda items:

      The dues are set by the budget - the Board does not set the dues.  Whatever is approved  by the membership for the budget, the dues are set by that.  Right now the budget that is in use is two years old and amounts to $300 per landowner.  There is nothing we can do about that until the SSD is formed, and is in effect, and is funded unless the membership decides to do something different in the interim.  If there are enough people at the annual meeting and a different budget is approved, then the membership can approve a different dues amount.  Again the dues are not set by the Board; they are set by the membership.

     As far as paying off the fire station, it has been agreed that should happen, but only after the SSD has been voted on, that it is in effect, and it is known that the SSD is going to be a true event.  Right now, we don’t know that, and we are exposed to liabilities as a private fire and rescue organization.  It would not be in our best interests to deplete our cash reserve and then later have to come up with monies for attorneys’ fees, etc.  The fire station should  be paid off when the board members determine that the SSD is in full effect and there is a date at which the SSD will take over the operations.  The fire station does not have to be paid off until it is transferred into the SSD.

     The board members wanted everyone to know that they

have considered these issues and are addressing them as they arise.   

2.  Old Business:

             a.  Solicitation of ideas for use of this year’s recycling monies of $1,111.82

                   Mac Thomson MADE A MOTION that the recycling monies be placed in a contingency account and that it be used, as necessary, to cover such upcoming expenses as painting the community center, spreading additional road base at the mail box area, and locating the community center septic tank.  The motion was SECONDED by Terry Taylor, and the motion carried.

             b.  Architectural review of plans for a proposed privacy fence for Ken and Sheri Mandell

                  Terry Taylor MADE A MOTION that permission be granted for a variance to allow the erection of a privacy fence on Ken and Sheri Mandell’s property; that the fence be no higher than the existing split-rail fence; that plants be planted at the same time the fence is erected; that the fence be erected as shown in the drawing submitted (approximately sixty feet in width) from the northeast corner of  the Mandell’s RV barn to the property line of the neighbor; that the fence be in position for a maximum of three years (while the plants are growing), and that this variance be renewed each February until the fence is removed.  The motion was SECONDED by Mac Thomson, and the motion carried.

             c.  Recommendations for the 2013-14 proposed budget

                   Chief Szczerbiak requested that $2,000 be moved from Item 3.6, Miscellaneous Equipment to Item 3.5, Medical Equipment and Supplies.  Due to increased use of the fire house resulting in an increase in utility expenses, Item 2.1 Electricity was increased from $1,000.00 to $2,500.00, and Item 2.1 Gas was increased from $300.00 to $750.00. 

                   Although no landowners, other than the board members, secretary, and fire chief are present, one landowner submitted a list of concerns to be considered during the budget discussions.  These concerns were addressed in order, as listed, and are itemized as follows:

                   i)  Why is there no line item 4 on the proposed 2013-14 budget sheet? 

                           Line item 4 was previously used for the Fire Safety Council budget.  Since we no longer have the Fire Council, line item 4 is not being used.  The numbering of all the other line items did not been change due to the use of the current numbering system in coordinating the numerous financial records with other volunteers.  If, or when, a new category arises, line item 4 can be used again.

                   ii)  Why are landowners still paying $300 a year?

                           This issue was addressed by the president in his opening remarks.

                   iii)  Would it be in the best interest of the association to pay off the firehouse in full now?

                           This issue was addressed by the president in his opening remarks.

                   iv)  Be prepared to pay a higher insurance for “liability” alone for the community center, the park, play toys, tables, and barbeques.

                           The association will always have to pay for liability insurance on the above-listed areas as long as they are maintained by the landowners.

                   v)  The budget should not reflect additional funding under Line Item 7, Social Events, other than the required annual meeting.

                           This issue was addressed by the president in his opening remarks.

                   vi)  Why do we have a Line Item 6.10 for taxes?

                           Line Item 6.10 for taxes has to be there every year.  The accountant does not know if we will have a liability or not until he works the tax return, both as a corporation or a home owners’ association return.  If the return needs to be filed as a corporation, the $100.00 is what Utah state charges just to file the corporate state tax return, even if no tax is due.  This has been explained numerous times during monthly board meetings.

                   vii)  Why is there no charge for unpaid dues?

                           There is a charge for unpaid dues - $15.00 per month late fee.  All unpaid dues are listed on Line Item 11, and all late fees paid during the year are also listed there (presently $6,310.00 collected this year alone), which has almost totally offset the dues not collected.  Late fees collected are rolled over yearly into retained earnings and make up some of the excess monies that are available in the CD’s and savings accounts.

                   viii)  Why was $117.00 in glass recycling deducted from the total recycling monies presented to the association this year?

                           The county auditor indicated that because it costs more to recycle glass than what is earned from the process, there will be a negative impact on the total monies returned to the communities.  This year the monies were prorated to each community according to their actual tonnage per type of recycling, thus making the payments more accurate and resulting in the negative number under glass recycling.  County personnel talked about the possibility of not recycling glass, but decided that would be entirely against the philosophy behind recycling in the first place.  Dammeron Valley is recycling their share of glass, but any such recycling will result in a cost overall in that category.  The auditor’s comment was “not to question free money” (jokingly) when we were discussing the reason for our call.

                   ix)  Why is the association paying a “huge” internet fee of $825.00 per year?

                           THE YEARLY INTERNET FEE ($825.00) IS NOT “HUGE”, especially when approximately $250.00 in free long-distance calls can be deducted for the association because of the secretary’s free long-distance telephone program that makes use of the high speed.  No long distance call has ever been charged to the association, even though personnel from title companies in Salt Lake City and out-of-town landowners and prospective buyers are called regularly.  When the secretary was hired, she had only one request of the board members.  She did not have high-speed internet because she did not use it enough to warrant the cost, but felt she would need it to do the job for the association.  As a condition of employment, the board members approved the high-speed internet connection, and it has been in place since that time.  (The secretary has addressed this issue before and would appreciate not being asked about it again since it was a condition of employment.)

                   x)  Why do we have a Line Item 1.2 for the purchase of tables and chairs for the community center each year?

                           The 2012-13 proposed budget was not passed due to lack of a voting quorum.  Therefore, the association is still using the 2011-12 budget which included that line item amount for $1,000.00.  The president addressed this in his opening remarks.

                   xi)  410 landowners seemed to be a questionable number since is has not changed on the budget for several years.

                           Presently there are 414 dues paying landowners in Dammeron Valley.  The number 410 was used as a rounded figure in determining a proposed budget, but the board members have requested that the actual number of 414 be listed on this year’s proposed budget figures.  The number of landowners is verified with the county each year, and the volunteers at the voting tables are given a list of all landowners who are in good standing and those who are not.

            

                          

       3.  New Business

             a.  Beginning preparations for this year’s annual meeting in May

                   Bill King requested that the board members look over the annual meeting checklist that was included in this evening’s packet before the next monthly meeting. 

                   He also announced that he would be resigning his position as president if a voting quorum was not reached at this year’s annual meeting.  In this event, the remaining board members would have the choice of continuing with four members or appointing a new member.                                

(As a side note, Mac Thomson and Julie Cropper’s terms as board members are also expiring in June, 2013.)

4.  Comment and discussion by landowners: None given.

                  

5.  Adjournment:       

     A MOTION WAS MADE by Terry Taylor and SECONDED by Mac Thomson to adjourn the meeting.  The meeting adjourned at 7:11 p.m.

Carol Clason, Recording Secretary

Draft Minutes of the January 29, 2013, Monthly DVLA Board Meeting

DAMMERON  VALLEY  LANDOWNERS  ASSOCIATION,  INC.

   1137 Dammeron Valley Drive East                                          Telephone/Fax 435)574-6397          

   Dammeron Valley, Utah  84783                                                        Web site:  http://dvla.org

Draft Minutes of the Monthly DVLA Board Meeting of January 29, 2013

The monthly DVLA Board Meeting was held at the Fire House.  Fifteen landowners were in attendance.  

Board Members attending:  Bill King, Terry Taylor, Jim Johnson, and Mac Thomson

Absent:  Julie Cropper

             

     President Bill King called the monthly board meeting of the Dammeron Valley Landowners’ Association to order at 7:00 p.m.  

1.  Approval of the agenda:

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

2.  Review & approval of the minutes of the November 27, 2012, monthly DVLA Board meeting:

      The contact e-mail address for information about the proposed Special Service District Dammeron Valley Fire Department and Rescue needed to be changed to ssddvla@gmail.com.    

      Mac Thomson MADE A MOTION that the minutes for the November 27, 2012, monthly DVLA Board meeting be approved, as amended; the motion was SECONDED by Terry Taylor, and the motion carried.

         

3.  New Business:

             a.  First review of 2013-14 Proposed Budget

                  A special meeting of the Dammeron Valley Landowners Association was announced for 6:00 p.m. on Tuesday evening, February 12, 2013, to make recommendations for the proposed 2013-14 budget and begin preparations for the upcoming annual meeting in May. 

             b.  Architectural review of plans – Ken Mandell

                 Ken Mandell is requesting a six or eight-foot privacy cedar fence on his property line that will not be seen from any road.  The purpose for the fence would be to temporarily block the view of the next door neighbors’ animals, (four dogs, 2 llamas, and five goats) until the bushes that have been planted grow large enough to block the view.  One landowner expressed concern that many landowners have issues and eye sores with their neighbors, but felt that a stop has to be made somewhere in approving privacy fences.  Another landowner indicated that the variance given in November had to do with danger to the children and the dogs involved, and was an entirely different issue.  The members of the Board and Gary Jensen, who is the head of the architectural committee, will meet Saturday, 12 noon, to view the property for the purpose of making a decision on the request.

       4.  Old Business:     

             a.  Development of a policy for handling landowners’ complaints

                  Jim Johnson presented a modified form of a previous sheet to be considered for use by landowners in submitting concerns to the Board members.  This sheet was passed around for viewing by those present so that any suggestions or additions could be made concerning the form.                      

             b.  Update on complaint by Jill Petersen regarding flooding problem

                  Kurt Gardner, the building inspector from Washington County, is going to view the properties and determine any further action.  When an update is received from him, it will be reported in an upcoming board meeting.         

             c.  Development of current collection processes to be incorporated into association policies

                  The Utah HOA guidelines for homeowners’ association collections have been adopted by the Dammeron Valley Landowners’ Association board.  Once a landowner is delinquent beyond one year, the file is turned over to an attorney for action. 

             d.  Ongoing discussion of a Special Service District Dammeron Valley Fire Department and Rescue – Sheri Mandell

              Any protest letters against the formation of the Special Service District Dammeron Valley Fire Department and Rescue were to be submitted to the County Commissioner by January 23, 2013.  Sheri was aware of only one protest letter, which was rescinded by January 23. The next commissioner’s meeting is to be held on Tuesday, February 5, 2013, at 4:00 p.m. at the chambers located at 197 East Tabernacle in St. George.  If the SSD is approved at this meeting, the paperwork will then be submitted to the Lieutenant Governor for consideration. 

                Please solicit neighbors to run or consider running for a place on the board, if the SSD is approved.  There is an application process for the positions, but you can now submit a statement of interest to the commissioner. 

               On April 16, 1913, the training, that would be attended by those members from Dammeron Valley, is being held on budget and finances from 9 a.m. to 1 p.m. and training for the board of directors from 6 p.m. to 9 p.m.

               The legality of a flat fee on properties within the SSD has not yet been determined.  Landowners should know this determination by the end of February - if Dammeron Valley Fire Department and Rescue becomes an SSD before then.

               There was some discussion on the feasibility of paying off the fire house loan, but the President indicated that was an issue to be decided upon if the Special Service District is approved.                         

                              

5.  Reports:

     a.  President’s message – Bill King

          McArthur Welding is in the process of manufacturing a railing for the back of the firehouse which will match the hand rails already in place.  This railing is being installed as a safety precaution to prevent accidents on the back walk.

           We are beginning preparations for the upcoming annual meeting.  We want to make sure

that if anyone is interested in one of the three board vacancies that are coming up, that he/she get their application submitted to the board. Please be aware that the next board will probably be making many decisions concerning the SSD, and the community needs to make sure that it has people who are committed to doing a good job and being available.  The more people we get involved, the better off we are as a community.                                     

          

     b.  Fire Department Report –  Chief Maciej Szczerbiak

          New EMS protocols are to be proposed on February 14, 2013.  Currently not all emergency medical crews are using the same protocols.  That is to be corrected so that all procedures will be the same.  The cooperative rate agreement and any memoranda of understanding will be considered with other agencies once, or if, the Special Service District is passed.  

     Winter fire school was just completed on January 11 and 12, 2013.  Part of the Dammeron Valley crew was trained in large animal extrication.  The EMT B course at Dixie Ambulance is currently in progress, and the state test will be given in Salt Lake City on February 9.  Originally Dammeron Valley Fire Department was invoiced $900 per person (5 persons attending) for a total of $4,500.  This amount was negotiated down to $750 per person, resulting in a total billing of $3,750 of which the state will pay $3,400.  To emphasize the amount of training the crew has been receiving recently - during the month of December, 2012, the number of training hours totaled 460 hours; last year in December, 2011, there were zero hours of training received.  Overall, fire department training in the month of October, November, December, and January increased over three hundred percent compared to those same months in 2011.  The 2013 training schedule for the Dammeron Valley Fire Department includes cooperation with the SR18 fire departments of Central, Diamond Valley, and Brookside.  Medical training will be combined with DAS and Life Flight.

     Since November, 2012, the fire department personnel have responded to 23 emergency medical calls, one motor vehicle accident on SR18, and one structure fire.

     During January the front door lock completely broke; the bay garage door opener broke; and a key got stuck in the dead bolt of another door.  All have been repaired.

     The offer of $6,500 for the purchase of the Brush 13-2 truck did not go through due to the vehicle not meeting the grant specifications of the purchaser.  Currently the vehicle is being kept as a backup vehicle and is being stored at the Diamond Valley fire station.  There is an option to advertise it for sale during the 2013 fire season for more money - approximately $8-$9,000 at that time.  Brush 13-1 is exceeding its payload capacity by almost 4,000 pounds.  Department personnel are taking steps to reduce the vehicle weight by thinning it out and removing the previously-installed roof rack and equipment.  To date, no FEMA federal or state grants have been found that would help pay for the search and rescue vehicle that is needed by the department. Grants that are currently being offered cover transport-type big box rescue vehicles. A search is continuing for available grant monies for this purchase.

     The department was awarded the License Plate grant in the amount of $4,355.  The equipment will be delivered on January 31, and the request for reimbursement will be submitted after that.  

     An EMS equipment grant has been applied for and has been approved by the state.  This grant will cover the purchase of a new vital signs/defibrillator at the cost of $6,995.

     The inventory of the fire department equipment and assets has been completed, with a number of areas needing work.  Sixty-five percent of the structure PPE is expired.  This expired equipment, which is over ten years old, is used for training purposes only.  The current PPE were not properly washed and recertified, as required by law.  L.N. Curtis is going to wash, repair, and recertify structure PPE for an estimated $37 per set of PPE.  The cost of one structure PPE replacement is $2,400.  The Chief will apply for any PPE grant available in order to implement the plan to have all structure PPE certified for use.

     Grants are being researched to update our SCBA equipment that is expired.  A single unit replacement cost of this equipment is $6,500.

     The bay radiant heating system in the fire house needs to be replaced with a forced air unit.  The current system is inefficient and a potential fire hazard. 

     There are currently 21 volunteers in the department.  Travis Slater has just joined, and a new member from Diamond Valley is to come on board next month.       

    

     c.  Financial Report – Carol Clason

           Since November, 2012, several landowners have paid off their delinquent dues, and the total still owing for the fiscal year 2012-13 went down from $9,429.00 to $7,987.50.  From the county we received the annual recycling check for $1,111.82.  They separated that amount into recycling for paper as $644.44; for plastic as $115.95; for metal as $469.36, and for glass as a minus $117.93.  It appears we are not meeting expenses incurred by Washington County for the glass recycling due to a low volume of glass being collected.            

    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 financial statements once an outstanding check for $435.40 to State Farm for vehicle insurance was deducted from the Wells Fargo DVLA operating account, and $80.52 credit card payment for vehicle parts was deducted from the U.S. Bank operating fire department account. 

           ii. Public Safety – Mac Thomson

                A public recognition award is being considered for outstanding service on the part of several members of the community.  A committee of landowners is collaborating on what would be an acceptable expression of the community’s appreciation. 

               The state fuels crew has agreed to put in a fuel break to better armor the Sand Cove subdivision from fire to the west.  The fuel break would be on the east side of the Little Knob, between Dammeron Valley and the reservoir.  It is possible that they will also be helping a landowner in Pinion Hills remove two large trees when they are able. 

                 There is a road that runs from Sand Cove Circle to Pacific Corp land, north parallel to the fence line and ends up at Sand Cove Road.  A walking trail goes on further west to the Sand Cove reservoir.  A fence is going to be installed parallel to the road on the west side until it intersects with Sand Cove Road.  Their permission is for ATV’s to use that route of access to Sand Cove, rather than go by the trail across their (Pacific Corp) property.  The trail will be open to hikers and horseback riders.

                 There was a lot of activity at the burn pile last weekend with about twenty loads brought to the area.  It is the intention to keep it open about every other weekend, but it will not be open when the ground is too wet for vehicle travel. 

                 It was suggested that while the weather is still less than highly flammable, a member of the community might like to set up a neighborhood weekend cleanup where some of the weeds and tumbleweeds can be taken off fences and out of the community.  If this occurs, the burn pile would be available for dumping, and the community would receive credit for expenses and hours worked under the state land/fire agreement. 

          iii. Social/Insurance – Jim Johnson

                 No report submitted.         

          iv. Architectural Review  - Gary Jensen

                 Two homes have been reviewed; one was approved, and the second will be approved upon submission of the performance bond deposit.  A fairly large remodel was approved, and the privacy fence request was denied by the committee. 

                 Gary Jensen announced that his last month as head of the architectural committee would be in June of this year.  The committee has also lost a member who had participated for many years, so there are openings available for anyone who is interested in those positions.  

           v.  Public Properties – Julie Cropper

                 No report submitted.              

6.  Comment and discussion by landowners:

      After the newly-revised complaint form had been circulated, there were no further suggestions for revision.  Jim Johnson MADE A MOTION that the form be put into service; SECONDED by Terry Taylor, and the motion carried.

            

7.  Adjournment:       

     A MOTION WAS MADE by Jim Johnson and SECONDED by Terry Taylor to adjourn the meeting.  The meeting adjourned at 8:25 p.m.

 Carol Clason, Recording Secretary

Carol Clason, Recording Secretary