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
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
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.
