Resignation Letter, Carol Clason

1031 Homestead Drive East

Dammeron Valley, Utah, 84783

May 27, 2014

 

 

Current and Future Board Members

Dammeron Valley Landowners Association

1137 Dammeron Valley Drive East

Dammeron Valley, Utah, 84783

 

Dear Current and Future Board Members:

     Please accept my resignation as secretary of the Dammeron Valley Landowners Association.  This position has enabled me to meet many of my neighbors over the past five years that I may never have gotten to know otherwise.  I sincerely appreciate the support, friendships and thanks I have received from many of you over these past few years. 

     If it meets with board member approval, I would like my last day on the job to be July 31.  This would allow me to complete all the tax and filing documents to close out the fiscal year ending June 30, 2014.  The majority of the current-year dues will be paid and accounted for which will enable a list of current delinquent landowners to be compiled. 

     Presently my main goal is to leave the secretarial and financial records in the same excellent condition as Stella Callagee left them for me.  I will be happy to offer any assistance to the new secretary to aid in his/her becoming acquainted with the duties required of the position. 

Sincerely

 

Carol Clason

 

 

DAMMERON  VALLEY  LANDOWNERS  ASSOCIATION,  INC.

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

     Dammeron Valley, UT  84783                                                                           Web site:  http://mydvla.org 

 

DUTIES OF SECRETARY/TREASURER

 

I.     Process dues payments

A)  Prepare, mail and file approximately 550 invoices annually

B)  Process payments (approximately 16 per day in June)

     1)  Enter data into DVLA database (to generate dues payment report)

     2)  Enter into Quick Books

     3)  List on deposit slip

     4)  Deposit at bank

C)  Mail delinquent notices indicating lien filings

D)  Compose and file liens (includes trips to County Recorder, bank, notary, and

      post office to mail lien notices certified)

E)  Release liens, if dues paid (includes trip to County Recorder, bank, and notary) 

      II.  Pay bills for the Association and the community center. 

    III.  Prepare agenda for the DVLA meetings and post on bulletin board 

    IV.  Keep minutes for DVLA meetings and post on website after board approval 

     V.  Update Quick Books for tax preparation

            A)  Make sure tax return is prepared, signed, and timely filed (includes trip to the

                  accountant)

            B)  Process tax return payment electronically

            C)  Respond to the Internal Revenue Service when they can’t find the payment 

    VI.  Update mailing list for 425 lots

            A)  Secure printout from the County Recorder (includes trip to the county)

            B)  Physically update mailing database 

   VII.  Man the DVLA telephone number

            A)  Goal to answer all inquiries within 24 hours

            B)  Zero to six calls per day

            C)  Respond to all inquiries from real estate agents (includes payoff invoices – many, 

                  many calls on this)

            D)  Numerous calls from prospective buyers requesting information on the services

                  available in the surrounding communities (everything from gas company

                  information to high-speed internet).

            E)  Forward relevant calls to the board member assigned to that subject area 

  VIII.  Financial report preparation

            A)  Prepare monthly financial reports for monthly DVLA board meetings

            B)  Monthly reconciliation of five bank accounts

            C)  Database report showing dues paid and dues owing at any point in time 

    IX.  Maintain current files on all lots, accounts payable, minutes (posting and tracking

            payments on all landowner accounts) 

      X.  Liaison with HOA attorney
            A)  Provide updated landowner invoices to attorney’s office

            B)  Proof and sign attorney-prepared court documents

            C)  Answer attorney questions regarding landowner files 

    XI.  Annual meeting preparation

            A)  Compose and print all mailing documents for the annual meeting packet

            B)  Secure aid in stamping, stuffing, and mailing all envelops

            C)  Have copies of all CC&R’s, by-laws, and architectural guidelines available at the

                  meeting

            D)  Have three different landowner lists available for the sign-in table

            E)  Assemble board member notebooks for new trustees

            F)  Present financial and secretarial report/answer financial questions

            G)  Keep minutes  

  XII.   Government reports

            A)  Renew licenses

            B)  Update Utah corporate commission records 

 XIII.  Posting of notices

            A)  Posting of notices at the mail boxes

            B)  Information postings on the bulletin board 

 XIV.  Mail – retrieve mail daily from the mail box and the DVLA drop 

  XV.  Purchase supplies and office equipment 

XVI.  Review and answer bulletin board e-mails several times a week 

XVII. Other duties as they arrive 

SKILLS/KNOWLEDGE  REQUIRED

A.  Accounting

B.  Office-Professional database programming

C.  Quick Books – Professional setup and input

D.  Accurate minute preparation

E.  Word processing and spreadsheet computer program knowledge

F.  Composition ability of correspondence and legal documents, i.e. liens and lien releases.

 

 

Draft Agenda for the May 17, 2014, Annual Meeting

DAMMERON VALLEY LANDOWNERS ASSOCIATION, INC.

 1137 Dammeron Valley Drive East                                                      Phone/Fax:  (435) 574-6397                                                                                  

 Dammeron Valley, Utah   84783                                                Web Site:  http://www.mydvla.org

 

 

DVLA 2014 ANNUAL MEETING  DRAFT AGENDA

 

Date:	Saturday   May 17, 2014
Location:	Dammeron Valley Fire Station -- Bay Area

 

 

 

7:30   AM   REGISTRATION  –  REFRESHMENTS

 

8:00   AM   WELCOME,  PRAYER,  FLAG  CEREMONY

 

8:10   AM   APPROVE  AGENDA / 2013 MINUTES

 

8:20   AM   PRESIDENT / SECRETARY - TREASURER REPORTS

 

8:30   AM     FIRE  CHIEF’S  REPORT

                    

8:45   AM   PROPOSED 2014/2015  DVLA  BUDGET / SSD  BUDGET  &  DETAILS

 

9:00   AM   TRUSTEE  NOMINATIONS &  CANDIDATE  STATEMENTS

 

9:20   AM   COMPLETE  &  COLLECT  BALLOTS

 

9:30   AM   REPORTS:

§  WATER  COMPANY / DEVELOPER

§  ARCHITECTURAL  REVIEW

§  PUBLIC SAFETY

 

10:00 AM   DISCUSSION  &  COMMENTS  FROM  THE  FLOOR

 

10:15 AM   BALLOT  RESULTS

 

10:30 AM   ADJOURNMENT

Draft Minutes of the April 29, 2014, DVLA Monthly Meeting

DAMMERON  VALLEY  LANDOWNERS  ASSOCIATION,  INC.

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

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

 

Draft Minutes of the Monthly DVLA Board Meeting of April 29, 2014

 

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

Board Members attending:  Jim Johnson, Ken Mandell and Terry Taylor

Absent:  Craig Meyocks

             

     President Jim Johnson called the monthly board meeting of the Dammeron Valley Landowners’ Association to order at 7:00 p.m. on Tuesday evening, April 29, 2014. 

1.  Approval of the agenda:

     A MOTION was made by Terry Taylor that the agenda be approved.  SECONDED by Ken Mandell, and the motion carried.       

2.  Review & approval of the minutes of the March 25, 2014, monthly DVLA Board meeting:

      A MOTION was made by Terry Taylor that the minutes for the March 25, 2014, monthly DVLA Board meeting be approved.  The motion was SECONDED by Jim Johnson, approved by Craig Meyocks in writing, not approved by Ken Mandell (who requested that a comment regarding the budget be included regarding the intention by Board Members to review the budget next year for reduction from the $60.00 present annual dues). The motion carried.         

3.  Reports:

     A.  President’s message – Jim Johnson

        None presented. 

     B.  Fire Department Report – Chief Maciej Szczerbiak

        Beginning this evening, Chief Szczerbiak indicated that he would be holding a public discussion at the monthly DVLA meetings to informally keep the landowners appraised of what the fire department personnel are doing.  His formal report will be given monthly at the Dammeron Valley Fire Special Service District meeting held on the first Tuesday evening every month.

         It was announced that the Fire Department building will be open every Thursday evening starting at 6:30pm  There will be officers present to discuss any issue a landowner may have  regarding fire service, fire protection, EMS, responses, vehicles or anything else that concerns the department.  Fire Department schedules have been changed and training has been set for every Thursday evening at 6:30pm which will allow personnel to be available to the community at that time.

         Presently there are twenty-two volunteers in the department.  The main goal of the department is protection of the valley, not covering areas that are distant from Dammeron Valley.

In response to a landowner’s question, Chief Szczerbiak indicated that Sand Cove Reservoir is private land and that all of Sand Cove is legally covered by the Northwest Fire District that includes Veyo, Central and Brookside fire stations.  In case of fire in this area, call 911, and these stations will respond. In the future, Diamond Valley and Dammeron Valley are also to be contacted by the sheriff‘s department in case of fire in Sand Cove.

          The more volunteers that sign up for the fire department, the more talents and resources are available for such duties as grant writing, mechanical help, etc.

          To date, the digital pagers are not yet available for use or in working condition.  The private contractor hired by Washington County to implement these pagers has not completed the work so that the pagers are operational. 

     C.  Financial/Secretarial Report – Carol Clason

        Many thanks to those who helped put together the annual meeting packets for mailing.  Those present were Mac Sorensen, Hallie Meyer, Donna Geer, Jim Johnson, Terry Taylor, and myself.  It took from 6:00pm to approximately 9:30pm, and everyone who came to help was very much needed.

     The signup sheet for volunteers to help at the annual meeting on May 17 is again being circulated this evening.  Donna Geer has volunteered to help with ballot counting, and we would like to ask her if she would be responsible to put together volunteers to help with that job for the meeting.  There are three other areas where volunteers are needed – table/chair setup, greeter and sign-in table, and refreshment head.  A copy of the sign-up sheet has been given to each board member this evening for aid in securing persons for such areas as the invocation and flag display, and as a checklist to ensure preparations have been completed.

     There is nothing to report on the monthly financial statements except that the cost of the annual packet mailing did add to the office supplies, printing, and postage categories for the month of April.

      D.  Committee updates:

            i.  Finance – Terry Taylor

                All bank balances shown in the bank statements equal the bank balances listed on the current balance sheet of the Dammeron Valley Landowners’ Association except for the Wells Fargo operating account that is showing approximately $50 less in the bank than in the DVLA records.  (Upon further verification, it was determined that a $59.44 invoice from Baja Broadband was in the process of clearing the bank, but was not yet reported to DVLA.)

ii. Architectural Review  - Ken Mandell

     In late March one house on Old Farms Road was approved.  There has been no activity since that time. 

iv. Social/Insurance – Craig Meyocks

                 No activity reported under social or insurance items due to absence of committee head.

            v.  Public Properties/SSD Liaison – Craig Meyocks

                 No activity reported under social or insurance items due to absence of committee head.        

4.  New Business: None reported.

     Ken Mandell asked the board to consider a change of date for the Dammeron Valley monthly board meeting to another evening as several persons had indicated their inability to attend on Tuesday.  After discussion among those present, it was determined that conflicts with other schedules by the fire department and users of the community center made such a change unworkable at this time.     

5.  Old Business: 

     A.  Finalization of Annual Meeting Preparations

           A number of members present signed up to help during the annual meeting.  The board members will be e-mailed the list of volunteers and a notation of the duties still needing persons to assist.

     B.  Update on Arena Lights in the Meadows – Craig Meyocks and Ken Mandell

           Scheduling difficulties have prevented a meeting with the landowner.

     C.  Update on Website Items – Ken Mandell

           Scheduling difficulties have prevented a meeting with Johnna Evans          

6.  Comment and discussion by landowners:

          In response to a landowner’s questions, there will be a current balance sheet available on the morning of the annual meeting.  There is approximately $100,000 cash in CD’s that is not earmarked for specific use, plus $25,000 in the savings account that is totally liquid and can easily be used in an emergency.

          One landowner asked what could be done with a property owner who has approximately 40 steers, horses and bulls and is accumulating large amounts of manure that is not being removed promptly and is drawing numerous flies and smells to the area.  Since this is a health issue, she was referred to the Washington County Health Department.

          Mac Thomson reported that County personnel has removed the large cottonwood that was located at the entrance on Dammeron Valley Drive East.  Also road base was spread to cover the pot holes around the mail boxes that appeared after the last storm, and the burn pile will be burned within the next few days.  He also indicated that the downed fence posts at the entrance to the mail boxes need to be replaced.                  

7.  Adjournment: 

      A MOTION WAS MADE by Ken Mandell to adjourn the meeting at 8:00 p.m.  It was SECONDED by Terry Taylor, and the meeting adjourned.   

Carol Clason,

Recording Secretary