Draft Minutes of the 6/25/2013 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 June 25, 2013

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

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

Absent: Craig Meyocks

             

     Previous Vice President Jim Johnson 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 Terry Taylor and SECONDED by Ryan Andersen that the agenda be approved.  Motion carried.

2.  Election of officers

     Terry Taylor MADE A MOTION nominating Jim Johnson as President.  Ryan Andersen SECONDED the motion; the motion carried.  A MOTION WAS MADE by Ryan Andersen to nominate Terry Taylor as Treasurer; Ken Mandell SECONDED the motion, and the motion carried.  Jim Johnson MADE A MOTION nominating Ryan Andersen as Vice President; SECONDED by Ken Mandell, and that motion carried. 

3.  Committee assignments

     As treasurer, Terry Taylor volunteered to continue as board representative on the Financial Committee; Ken Mandell volunteered to be the board representative for the Architectural Committee, which was seconded by Terry Taylor.  Mac Thomson volunteered to continue handling the burn pile and the community center and to remain the liaison with the County on weed control and road work.  His approval to the committee was seconded by Terry Taylor.  Terry Taylor’s nomination of Craig Meyocks to serve as head of the Social Committee was seconded by Ryan Andersen.  Ken Mandel nominated Craig Meyocks to serve as the liaison to the Special Service District, and this nomination was seconded by Terry Taylor.

4.  Review & approval of the minutes of the May 28, 2013, monthly DVLA Board meeting:

      Ken Mandell MADE A MOTION that the minutes for the May 28, 2013, monthly DVLA Board meeting be approved.  The motion was SECONDED by Terry Taylor, and the motion carried.      

         

5.  New Business:  None proposed.

            

       6.  Old Business:  None proposed                             

7.  Reports:

     a.  President’s message – None presented

          

     b.  Fire Department Report –  Chief Maciej Szczerbiak

     Since April of last year, except for emergency medical services, the fire department had no longer participated in any county or state fire operations and was strictly limited to Dammeron Valley property, legally excluding all properties within Dammeron Valley not participating in the association. We now have a new memorandum of understanding and a cooperative agreement with Washington County Fire which removes those restrictions.  There are new fire restrictions in place currently – no open burning – which are posted at the fire department bulletin board.

     Currently all certified Wild Land Firefighters I & II have been recertified, and the department personnel are waiting for the UFRA to test the rest of Dammeron Valley’s firefighters.

     Since March 26, 2013, there have been 9 EMS emergencies and no fires.

     Brush 13-1 and 13-2 were recently serviced by St. George Ford, which included new front shocks, transmission and radiator/coolant service, front-end alignment and oil changes.  The new Rescue 13-1 has been painted and striped with the DVFD insignia, and fully serviced by St. George Ford. 

     The fire station has been completely rekeyed.

     Firefighter Doug Restaino has been designated the grant writer for the fire department, and with the new Special Service District in place, personnel are planning on taking full advantage of any available federal, county, or state grant resources.      

         

     c.  Financial Report – Carol Clason

     The fiscal year for the association ends June 30, 2013.  The fire house loan is being paid off on June 28, 2013.  Part of the payment will be applied to the 2012-13 budget using whatever monies are left which as of June 24, was approximately $19,000.  $24,500 was set aside in the 2013-14 budget for monthly payments against the fire house loan.  Since there is $35,277.53 left owing as of June 28 (per US Bank payoff figures), the fire house can be paid off without disrupting the budgets as they were voted upon.

     Monies will be furnished this week to the SSD to open a bank account, and vendors are presently being furnished the new name and address for forwarding statements.  Vehicle insurances and all commercial insurance on the fire house and all properties but the community center have been canceled by the association and picked up by the special service district.  The association’s members on the board of directors are still covered under a D&O liability policy, and the community center is continuing to be covered for the $1,000.000 single occurrence/$2,000,000 yearly aggregate liabilities.

     A  budget versus year-to-date expense sheet for the end of the year, June 30, 2013, will be completed showing the entire year's figures, and the accounting information will be taken to the accountants within the next several weeks so that they can prepare this year's corporation tax return.

     Ryan Andersen MADE A MOTION that all real estate and personal properties belonging to the association, except the community center building and its contents, be transferred to the Dammeron Valley Fire Special Service District; SECONDED by Terry Taylor, and the motion carried.

    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 the outstanding amount pending for credit card purchases is subtracted from the available balance showing for the U.S. Bank Fire Department operating account.

ii. Architectural Review  - Gary Jensen

     Gary Jensen thanked everyone on the committee for the last several years for all their work – Donna Geer, Brett Garn, Ken Mandell, Mary Cordery, Carol Strobel, and Crystal Phillips (no longer living in the valley).  During the previous month, plans for a room addition, a new home, and replacement of a solid wall with iron wrought fencing were approved.   

iii. Public Safety – Mac Thomson

     Wendell Gubler, the person from the county who was contacted regarding the roads in the valley has had two road signs replaced plus the state replaced their missing sign at the Red Dog/Highway 18 corner.  Dale Gubler from the county has sprayed and/or removed many of the weeds  in the valley, including those on the county right of ways, and at the burn pile and the recycling bins. 

     The community center septic tank was located, is in excellent condition and, will not need repair for years.                 

            iv. Social/Insurance

                No report submitted.                           

            v.  Public Properties

                No report submitted.              

8.  Comment and discussion by landowners:  

     A prospective buyer of property within the Dammeron Valley Landowners’ Association boundaries requested that the board members consider eliminating a debt of approximately $3,000 owed to association on the property he is attempting to buy.  He indicated that the total monies owing, including lien fees, attorney collection fees, dues, and late fees are equivalent to ten years’ dues amount.  The board members indicated they would secure an opinion from the HOA attorney and contact him within the next few days.

     A landowner living next to the property on Canyon Trails that is being considered for sale as a rehabilitative residence for teen-age girls, requested that the community members be proactive in opposing such action and do all that can be done to stop approval of any commercial use of that property.                   

                  

9.  Adjournment:       

      A MOTION WAS MADE by Ken Mandell and SECONDED by Terry Taylor to adjourn the meeting.  The meeting adjourned at 8:06 p.m.

Carol Clason,

Recording Secretary   

Draft Agenda of the Monthly DVLA Board Meeting of June 25, 2013

DAMMERON VALLEY LANDOWNERS ASSOCIATION, INC.

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

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

                     

DRAFT AGENDA:  DVLA BOARD MEETING OF JUNE 25, 2013

Tuesday:   June 25, 2013

Time:         7:00 p.m., DVLA Board Meeting  

Location:   Firehouse

Roll Call:   Bill King, Julie Cropper, Jim Johnson, Mac Thomson, Terry Taylor, Ryan Andersen

Craig Meyocks, Ken Mandell,

1.  Approval                  1.  Approval of agenda

       2.  Election of officers

       3.  Committee assignments

       4.  Review & approval of the minutes of the May 28, 2013, monthly DVLA Board meeting.  

       3.  New Business:  None Proposed

       4.  Old Business:  None Proposed                             

  

       5.  Reports:

             a.  President’s message

      b.  Fire Department Report – Chief Maciej Szczerbiak

      c.  Financial/Secretarial Report – Carol Clason

      d.  Committee Updates:

            i)    Financial

                   ii)   Architectural Review

                   iii)  Public Safety

                   iv)  Social/Insurance

                   v)   Public Properties     

6.  Comment and discussion by landowners

    

7.  Adjournment

Draft Minutes of the Monthly DVLA Board Meeting of May 28, 2013

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 May 28, 2013

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

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

Absent:  Julie Cropper and Jim Johnson

             

     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:

       The President, Bill King, requested that continuing old business from the annual meeting be added to the agenda under “Old Business”.  A MOTION WAS MADE by Terry Taylor and SECONDED by Mac Thomson that the agenda be approved, after this addition was included.  Motion carried.

2.  Review & approval of the minutes of the April 30, 2013, monthly DVLA Board meeting:

      Terry Taylor MADE A MOTION that the minutes for the April 30, 2013, monthly DVLA Board meeting be approved.  The motion was SECONDED by Jim Johnson, and the motion carried.      

         

3.  New Business:  None proposed.

            

       4.  Old Business:     

             a.  Continuing business from the annual meeting – Bill King

            At the annual meeting there were some questions as to why the dues remained at $300 this year for the Dammeron Valley Landowners’ Association.  The reason is that the Dammeron Valley Fire Department and Rescue Special Service District is not yet in place, and the DVLA has the responsibility of  keeping the fire department operating.  After the SSD board meets and becomes an actual entity with a mailing address, bank account, etc., a portion of the fire protection monies from the DVLA will go to fund the SSD.  Rather than make a second collection effort through the SSD, either through a flat fee or a valuation fee which would show up on the tax bill in November, portions of the budget monies from the DVLA could be transferred to fund the responsibilities that will fall under the SSD. 

          The membership present at the annual meeting voted that all properties and equipment, minus the community center structure, is to be placed under the control of the SSD.  In order for the fire house to be transferred, it will be necessary to pay off the $38,884 mortgage still owing on the building.  The budget for 2013-14 allows $28,700 payment on the fire house; this along with the $2,037 June, 2013, payment allowed in the 2012-13 budget, provides $30,737 to be applied against the mortgage.  The remaining monies will come out of the additional monies available from both budgets, possibly from additional income generated, such as late fees on delinquent dues, or more from the contingency funds.  The fire department will be paid off during June and will be available to be transferred into the SSD.

5.  Reports:

     a.  President’s message – Bill King

           A number of issues were taken care of in the past two years, with a lot of work involved.  Everyone who called and had a problem, I personally went out and tried to resolve the issue.  A lot of times it appeared that communications between neighbors would have worked, rather than getting the board involved.                      

     b.  Fire Department Report –  Chief Maciej Szczerbiak

          The new memorandum of understanding to be signed with the state of Utah needs to be signed by the President of the SSD as soon as its members are in place. 

          The fire burning season ends on June 2^nd, and no additional burn permits can be issued until October 22. 

          The Red Card Certification for the remaining fire fighters needing training has been scheduled for June. 

          Since April 26, the fire department personnel have had a total of ten EMS emergencies, including one cardiac arrest in Diamond Valley involving a life-flight.  There were no fire emergencies.  Access by the Sheriff’s personnel to the fire station bathroom facilities has been granted by President Bill King and Chief Szczerbiak.

          The celebration of life for Jay Workman, the previous assistant fire chief who recently passed away, will be held on June 22 at 2:00 p.m. at the fire house.

          The new rescue vehicle has been purchased and has been fully serviced by St. George Ford; it is now ready for paint and emergency light installation.  Modifications will take place after the new budget is in place.  This vehicle will be licensed as an exempt vehicle as soon as the SSD is in place so that the sales tax and licensing will not need to be paid as it would if it were licensed under the DVLA.  Brush 13-2 has been sold to the North West Fire District for $5,000, and payment has been received.  Brush 13-1 is going to be modified with a new roof rack, paint, and weight reduction, as soon as the new rescue truck is operational.  Brush 13-4 is being renamed Squad 13-2 and will have new lights installed next week. 

     c.  Financial Report – Carol Clason

      The annual meeting is over for the year, and everyone did a good job - as if they had been doing it for years.  All invoices went out on Monday following the meeting, and many payments have already come in.  Regarding delinquent dues, names for the year 2012-13 are rolling over to those landowners owing two years or more, and only three more landowners will be added to those already on the list.  This means that almost all of those on the list who have owed for a number of years are already being addressed as to payment.

    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 three outstanding amounts from the Wells Fargo Operating account –

two checks, one for $100 and one for $50 for the annual meeting raffle, plus a $51.67 pending Qwest payment are deducted. 

ii. Architectural Review  - Gary Jensen

     Bill King indicated he would furnish a complaint form to one landowner who needs intervention by the new board with an ongoing problem of CC&R violations by his neighbor.

     Last month a barn/garage/utility building, an out building, and a patio cover were reviewed and approved.  A structure was reviewed that needed a variance on a lot back easement; the architectural review committee approved the structure, but did not have the authority to grant the variance and directed the landowner to appear before the Board to request that variance.

        

     a) Variance request for back fence – John Wallace

            Request is for a variance of six feet on the back easement of the property to allow the construction of brown cinderblock wall with rail stall inserts.  The purpose of this structure is to keep the north wind from reaching the horses.  Mr. Wallace also has a sewer easement that runs through his property which necessitated placing the building structure back on his property to prevent interfering with this sewer easement.  Due to the easement on the sides, the easement in the middle, the setback on the back, and the setback on the front, it was felt that the landowner could be accommodated in trying to place this structure on his property.  Mac Thomson and Bill King had already viewed the property prior to the meeting for the purpose of making a decision on the request.  Mac Thomson MADE A MOTION to grant the variance of six feet; it was SECONDED by Terry Taylor, and the motion carried.  

            iii. Public Safety – Mac Thomson

                 After requesting during the last monthly DVLA board meeting and during the annual meeting held this month that no building materials be placed on the burn pile, a twenty-foot construction beam was left there this past weekend.  Terry Taylor volunteered to help remove the beam and transport it away from the site. 

                 County weed personnel did come up today to spray and sprayed most of the west side; they intend to finish the east side this week. 

            iv. Social/Insurance – Jim Johnson

                No report submitted.                           

            v.  Public Properties – Julie Cropper

                No report submitted.              

6.  Comment and discussion by landowners:  

           In response to a question by a landowner, the draft minutes from the annual meeting of May 18, 2013, will be posted on the DVLA bulletin board within the next two weeks - after the board members have reviewed them.

           One landowner asked if the real estate bulletin boxes east of the mail boxes could be replaced since they have deteriorated and the information inside can no longer be read. 

           If the SSD board approves, Mac Thomas indicated he would be willing to continue to handle the burn pile.

           One landowner announced that landowners whose property border BLM and state land must maintain the fences to keep out livestock.  If they do not and injury is caused by cattle getting on the roads, etc., the landowner is liable for damages and ultimately the Association can be liable.                 

                  

7.  Adjournment:       

      A MOTION WAS MADE by Terry Taylor and SECONDED by Mac Thomson to adjourn the meeting.  The meeting adjourned at 8:00 p.m.

Carol Clason,

Recording Secretary