Minutes of the Special DVLA Board Meeting of January 20, 2009
Board Members attending: Cyndy Johnson, Sally Musemeche, Barbara Hjelle, Mike Barker, Alan Strebeck
Meeting held at Fire House
President Cyndy Johnson called the meeting to order at 7:00pm
Two landowners were in attendance.
Stella Callagee presented the Board with documentation of year to date expenses for the past five years with a conservative estimate for the present fiscal year. She pointed out that with a 6/30 fiscal year end date the DVLA is only half way through yearly spending. The biggest factor in this as in any year is the fire season activity. Though spending is currently on track a heavy fire season could cause the DVLA to temporarily dip into reserves to meet immediate fire fighting needs.
Stella said that there is approximately $40K in reserves which represents year end unused funds carried over from the past several years. The goal previously set by the Board is to get the DVLA reserve to $50K. This is an amount that has been recommended to HOAs of the DVLA's size.
Specific budget items discussed:
1. Sally Musemeche pointed out that the Community Center bathroom needs to be made ADA compliant. She is going to obtain bids for that work.
2. Sally advised that the new DVLA telephone set-up is now costing $25.00/month. Stella pointed out that when the line was originally in her house it was approximately $41/month. When Karen Sharkey served as secretary she was able to add a line on to her current home set-up and the cost to the DVLA was around $15/month. The new set-up has required Sally to put a separate line in to her home in order to preserve the DVLA telephone number. That is why the new cost is slightly higher.
3. The DVLA currently carries two loans - one for the Beck (large) fire engine and the other for the fire house. Both are in good standing. The fire engine loan will be paid up in August 2009. The Board discussed incorporating that monthly payment back into the dues amount in order to build the reserve, save for upcoming fire house loan closing costs as the fire house loan is renegotiated, and replacement fire department equipment. The fire house loan with US Bank comes up for renewal at the end of 2009 but the Board thought it would be beneficial to start negotiations now.
4. The Board designated $950 for social events - $550 total for the Annual Meeting and $400 for the fall festival or other designated Valley event.
Stella will incorporate the Board recommendations and bring the revised budget draft to the 1/27/09 regular board meeting for continued discussion.
5. Adjournment
MOTION was made by Sally Musemeche to adjourn the meeting. Mike Barker seconded the motion. The meeting was adjourned at 8:20pm.
Stella Callagee
Recording Secretary
Tuesday, January 20, 2009
Monday, November 17, 2008
Minutes - DVLA Board Meeting 11/18/08
Minutes of the DVLA Board Meeting of November 18, 2008
Board Members attending: Cyndy Johnson, Sally Musemeche, Mike Barker, Alan Strebeck Absent: Barbara Hjelle
Meeting held at Fire House.
Three landowners were in attendance.
President Cyndy Johnson called the meeting to order at 7:00pm.
1. Approval of Agenda
Because of Barbara Hjelle's absence the Board tabled the discussion of board policies. Cyndy Johnson said that eagle scout Greg Hall had requested to be on the agenda in order to talk with the Board about funding for a project he is proposing. The Board discussed the fact that they do not have a line item in the budget which would allow such a request. They decided to have Greg make his presentation and then consider this as an agenda item later when a budget could be determined. The "awards presentation" was tabled. Attorney Robert Mitchell could not make this meeting so the item concerning the procedure for withdrawing from the Washington County Water Conservancy District was tabled.
MOTION was made by Alan Strebeck to accept the agenda as amended. Mike Barker seconded the motion. The motion was passed.
2. Presentation by Eagle Scout Greg Hall
Greg explained that as an Eagle Scout project he would like to take out the old fencing around the mailboxes and replace it with new fencing. This would be a project with about 15 people helping him over a 5-6 hour period. The posts would be cemented in. The materials would be DVLA approved fencing. The amount he was seeking from the DVLA to complete the project was approximately $3,800. When asked by the Board, Greg explained that to fulfill the Eagle Scout requirement the project would have to be completed by April which was when Greg would turn 18.
The Board discussed the possibility of using money from the recycle "binnies" to help fund a project like this. It is unclear though when that money will be coming back to Dammeron Valley.
Greg was asked to give the Board a copy of his plan detail and budget. The Board thanked him for his willingness to propose such a project to improve the community.
3. Review and approve minutes of the September meeting
MOTION was made by Mike Barker to approve the October minutes. Alan Strebeck seconded the motion. The motion was passed.
4. Review financial reports - Stella Callagee
The Board acknowledged the receipt of a $400 gift from Pride Homes, Jay Bradley, for the fire department. It is much appreciated.
MOTION was made by Alan Strebeck to accept the financial report for filing. Sally Musemeche seconded the motion. It was passed.
5. President's Message
Cyndy Johnson said she appreciated the efforts of everyone in the community who helped with the injured fire fighter fundraiser. Both those who ran the event and those who contributed gave generously of their time and money.
4. Reports:
a. Fire Department
A representative was unavailable so there was no report for the fire department.
b. ARC - Trustee Assignments: November - Mike Barker, December - Cyndy Johnson
Lance Cornwall, Chair of the ARC, gave the report.
Lance reported that inspections and refunds were made for projects on the following lots: ME-23, PHV-95 and PHIII-65. The ARC has a set of plans for PHV-90 that is waiting for Dammeron Corp. approval. Projects in Pinion Hills go to Dammeron Corp. for approval before final ARC review and approval. The landowner on lot ME-20 is no longer going to build.
The Johnsons on PHV-105 have also decided not to build at this time. They talked with Lance about having their deposit returned but they would also like to keep a set of the approved plans so they can move quickly when they decide to build in the future. As a compromise the Board and Lance decided that the approved plans would be held by the ARC Chair and would be given to the landowners when they were ready to build.
MOTION was made by Sally Musemeche to retain all three copies of the approved plans and when the ARC was advised they were planning to build and received the deposit money, the landowners would be given their plans so they could proceed quickly. Alan Strebeck seconded the motion. The motion was passed
c. Trustee Reports
1. Sally Musemeche reported on her committee looking into the handling of neighborhood complaints. She has been handling issues as received, giving landowners CCR information as well as referrals to the County when applicable. She would like to recommend at the Annual Meeting that landowners establish a legal fee fund. Sally said that the DVLA cannot be selective about enforcing the CCRs. Alan Strebeck discussed the need to have the landowners amend the by-laws to allow fines. Current state law does not allow the assessing of a fine unless it is within the guidelines of the HOA.
2. Cyndy Johnson said that she is working on the website with Johnna Evans. They are correcting out of date information.
3. Alan Strebeck said that with the help of the volunteers, he hopes to see the burn pile opened every other weekend. Signs will be posted at the entrances as to when the burn pile is open. Those landowners willing to help volunteer at the gate should call Alan.
4. Mike Barker reported he will be meeting with the Chief about contents in the fire house for insurance purposes.
In respect to flooding issues Mike said that there are no long term solutions on the horizon. Cyndy Johnson said that the Board needed to check with Ron Whitehead as he was going to give them an estimate of the engineering study costs if the DVLA wished to pursue that process.
The Board concluded the Trustee report section by discussing what types of issues the Board should take on. There had been several in the past year that were considered controversial. Mike Barker said that if the Board is being asked to take action they should have the opportunity to look at both sides of the issue. Alan Strebeck added that with some issues the Board is gathering information and making it available to landowners but it is not an issue that the Board will decide on - like the incorporation feasibility study. Sally Musemeche said the Board should look at the budget and decide if money could be used to provide informational meetings for landowners when these types of issues come up. Alan Strebeck felt it was important that the Board keep landowners informed.
5. Unfinished Business:
a. Phone procedures
Sally explained that the DVLA phone line has been set-up to receive calls. There is a recording explaining that someone will get back to the caller in a timely manner. There is also the capability for the caller to send a fax. So far it seems to be working well. The volume of calls has been very light.
6. New Business:
a. Budget Discussions - the Board will hold a special meeting at the beginning of January to discuss the 2009-2010 budget.
7. Adjournment
MOTION was made by Sally Musemeche to adjourn the meeting. Mike Barker seconded the motion. The meeting was adjourned at 8:15pm.
Stella Callagee
Recording Secretary
Board Members attending: Cyndy Johnson, Sally Musemeche, Mike Barker, Alan Strebeck Absent: Barbara Hjelle
Meeting held at Fire House.
Three landowners were in attendance.
President Cyndy Johnson called the meeting to order at 7:00pm.
1. Approval of Agenda
Because of Barbara Hjelle's absence the Board tabled the discussion of board policies. Cyndy Johnson said that eagle scout Greg Hall had requested to be on the agenda in order to talk with the Board about funding for a project he is proposing. The Board discussed the fact that they do not have a line item in the budget which would allow such a request. They decided to have Greg make his presentation and then consider this as an agenda item later when a budget could be determined. The "awards presentation" was tabled. Attorney Robert Mitchell could not make this meeting so the item concerning the procedure for withdrawing from the Washington County Water Conservancy District was tabled.
MOTION was made by Alan Strebeck to accept the agenda as amended. Mike Barker seconded the motion. The motion was passed.
2. Presentation by Eagle Scout Greg Hall
Greg explained that as an Eagle Scout project he would like to take out the old fencing around the mailboxes and replace it with new fencing. This would be a project with about 15 people helping him over a 5-6 hour period. The posts would be cemented in. The materials would be DVLA approved fencing. The amount he was seeking from the DVLA to complete the project was approximately $3,800. When asked by the Board, Greg explained that to fulfill the Eagle Scout requirement the project would have to be completed by April which was when Greg would turn 18.
The Board discussed the possibility of using money from the recycle "binnies" to help fund a project like this. It is unclear though when that money will be coming back to Dammeron Valley.
Greg was asked to give the Board a copy of his plan detail and budget. The Board thanked him for his willingness to propose such a project to improve the community.
3. Review and approve minutes of the September meeting
MOTION was made by Mike Barker to approve the October minutes. Alan Strebeck seconded the motion. The motion was passed.
4. Review financial reports - Stella Callagee
The Board acknowledged the receipt of a $400 gift from Pride Homes, Jay Bradley, for the fire department. It is much appreciated.
MOTION was made by Alan Strebeck to accept the financial report for filing. Sally Musemeche seconded the motion. It was passed.
5. President's Message
Cyndy Johnson said she appreciated the efforts of everyone in the community who helped with the injured fire fighter fundraiser. Both those who ran the event and those who contributed gave generously of their time and money.
4. Reports:
a. Fire Department
A representative was unavailable so there was no report for the fire department.
b. ARC - Trustee Assignments: November - Mike Barker, December - Cyndy Johnson
Lance Cornwall, Chair of the ARC, gave the report.
Lance reported that inspections and refunds were made for projects on the following lots: ME-23, PHV-95 and PHIII-65. The ARC has a set of plans for PHV-90 that is waiting for Dammeron Corp. approval. Projects in Pinion Hills go to Dammeron Corp. for approval before final ARC review and approval. The landowner on lot ME-20 is no longer going to build.
The Johnsons on PHV-105 have also decided not to build at this time. They talked with Lance about having their deposit returned but they would also like to keep a set of the approved plans so they can move quickly when they decide to build in the future. As a compromise the Board and Lance decided that the approved plans would be held by the ARC Chair and would be given to the landowners when they were ready to build.
MOTION was made by Sally Musemeche to retain all three copies of the approved plans and when the ARC was advised they were planning to build and received the deposit money, the landowners would be given their plans so they could proceed quickly. Alan Strebeck seconded the motion. The motion was passed
c. Trustee Reports
1. Sally Musemeche reported on her committee looking into the handling of neighborhood complaints. She has been handling issues as received, giving landowners CCR information as well as referrals to the County when applicable. She would like to recommend at the Annual Meeting that landowners establish a legal fee fund. Sally said that the DVLA cannot be selective about enforcing the CCRs. Alan Strebeck discussed the need to have the landowners amend the by-laws to allow fines. Current state law does not allow the assessing of a fine unless it is within the guidelines of the HOA.
2. Cyndy Johnson said that she is working on the website with Johnna Evans. They are correcting out of date information.
3. Alan Strebeck said that with the help of the volunteers, he hopes to see the burn pile opened every other weekend. Signs will be posted at the entrances as to when the burn pile is open. Those landowners willing to help volunteer at the gate should call Alan.
4. Mike Barker reported he will be meeting with the Chief about contents in the fire house for insurance purposes.
In respect to flooding issues Mike said that there are no long term solutions on the horizon. Cyndy Johnson said that the Board needed to check with Ron Whitehead as he was going to give them an estimate of the engineering study costs if the DVLA wished to pursue that process.
The Board concluded the Trustee report section by discussing what types of issues the Board should take on. There had been several in the past year that were considered controversial. Mike Barker said that if the Board is being asked to take action they should have the opportunity to look at both sides of the issue. Alan Strebeck added that with some issues the Board is gathering information and making it available to landowners but it is not an issue that the Board will decide on - like the incorporation feasibility study. Sally Musemeche said the Board should look at the budget and decide if money could be used to provide informational meetings for landowners when these types of issues come up. Alan Strebeck felt it was important that the Board keep landowners informed.
5. Unfinished Business:
a. Phone procedures
Sally explained that the DVLA phone line has been set-up to receive calls. There is a recording explaining that someone will get back to the caller in a timely manner. There is also the capability for the caller to send a fax. So far it seems to be working well. The volume of calls has been very light.
6. New Business:
a. Budget Discussions - the Board will hold a special meeting at the beginning of January to discuss the 2009-2010 budget.
7. Adjournment
MOTION was made by Sally Musemeche to adjourn the meeting. Mike Barker seconded the motion. The meeting was adjourned at 8:15pm.
Stella Callagee
Recording Secretary
Wednesday, October 22, 2008
Minutes - DVLA Board Meeting 10/22/08
Minutes of the DVLA Board Meeting of October 22, 2008
Board Members attending: Sally Musemeche, Mike Barker, Barbara Hjelle, Alan Strebeck Absent: Cyndy Johnson
Meeting held at Fire House.
Six landowners were in attendance.
Vice President Sally Musemeche called the meeting to order at 7:00pm.
1. Approval of Agenda
Sally Musemeche said that Robert Mitchell would attend the November Board meeting to talk about the report he had submitted concerning withdrawing from the Washington County Water Conservancy District. The awards presentation was also postponed until the next meeting.
2. Review and approve minutes of the September meeting
MOTION was made by Barbara Hjelle to approve the September minutes. Mike Barker seconded the motion. The motion was passed.
3. Review financial reports and dues collection update - Stella Callagee
Stella Callagee reported that unpaid dues still total $4,896.00 which represents 4.0% of the total amount billed. She will begin taking action to place liens on the properties.
MOTION was made by Mike Barker to accept the financial report for filing. Barbara Hjelle seconded the motion. It was passed.
The Board discussed the meeting date in November. Due to the Thanksgiving holiday and the fact that some officers will be away, it was decided to change the meeting date to Tuesday, November 18, 2008.
Sally reported that she is working on the DVLA phone set-up. Karen Sharkey has resigned as secretary and the Board members will be handling the calls to the DVLA on a monthly rotation. This will also include emails sent to the DVLA. The system being set-up will make the process transparent to the landowners and others who are contacting the DVLA.
4. Reports:
a. Fire Department - Chief Kyle Talbot
Chief Talbot reported that there were no fires in the past month. The department responded to a number of very serious medical calls. These included a vehicle wreck and a rattlesnake bite in Diamond Valley.
The department needs a good quality medical vehicle. The Blazer and Brush one are being outfitted with medical supplies so they can be used if needed as a 3 way response.
The lead engineer will be conducting upcoming training on driving safety and vehicle maintenance.
The Chief talked about concerns he has about the volunteer roster, particularly for medical calls. One of the officers was injured in connection with his work and is currently off the team. Another volunteer has been hired as a full time fireman in Las Vegas. Craig Bennett said that over the years seven volunteers from the Dammeron Valley fire department have gone on to full time fire department jobs. This is a testimony to the way that Chief Talbot runs the department.
The Chief reminded landowners that they should have their chimney cleaned if they will be burning wood this winter.
Burn permits will be available through the winter. Landowners can call the Chief for a permit. Guidelines for granting a permit are: - burning to be done 20 feet from a building and there is no wind. The landowner must stay with the burn until it is extinguished. A burn also has to be completed by 1:00pm. The Chief would appreciate at least a day's notice so he can review conditions and issue the permit.
The burn pile is going well. Discussion indicated that the Board hopes to get volunteers to man the gate every other Saturday. Available dates will be posted at the mailbox area.
Sally Musemeche asked the Chief to extend the Board's deep appreciation to the fire department volunteer team.
b. ARC - Trustee Assignments: October - Alan Strebeck; November - Mike Barker, December - Cyndy Johnson
There was no report for the ARC. Alan Strebeck made a trustee report that two projects had been reviewed for their deposit return.
c. Trustee Reports
a. Barbara Hjelle asked the Board to approve the draft of a letter to the County concerning the SSD. This issue had been discussed at last month's meeting. The Board approved the draft as presented.
b. Alan Strebeck reported that there is free firewood available at the young women's camp in the Cedar City area. The wood is pine and aspen.
5. Unfinished Business:
a. Board Policies - Barbara Hjelle
This discussion was tabled for a later date.
6. New Business:
a. The Board discussed use of the $1,375 collected for last year's Valley Christmas fund. A request was made by the fire department for use of these funds.
MOTION was made by Sally Musemeche to allocate last year's Christmas fund collection to Chief Talbot in support of the fire department. This will be a one time allocation to the fire department as a discretionary amount to be used by the Chief. The motion was seconded and approved by a unanimous vote.
7. Adjournment
MOTION was made to adjourn the meeting. The motion was seconded. The meeting was adjourned at 7:55pm.
Stella Callagee
Recording Secretary
Board Members attending: Sally Musemeche, Mike Barker, Barbara Hjelle, Alan Strebeck Absent: Cyndy Johnson
Meeting held at Fire House.
Six landowners were in attendance.
Vice President Sally Musemeche called the meeting to order at 7:00pm.
1. Approval of Agenda
Sally Musemeche said that Robert Mitchell would attend the November Board meeting to talk about the report he had submitted concerning withdrawing from the Washington County Water Conservancy District. The awards presentation was also postponed until the next meeting.
2. Review and approve minutes of the September meeting
MOTION was made by Barbara Hjelle to approve the September minutes. Mike Barker seconded the motion. The motion was passed.
3. Review financial reports and dues collection update - Stella Callagee
Stella Callagee reported that unpaid dues still total $4,896.00 which represents 4.0% of the total amount billed. She will begin taking action to place liens on the properties.
MOTION was made by Mike Barker to accept the financial report for filing. Barbara Hjelle seconded the motion. It was passed.
The Board discussed the meeting date in November. Due to the Thanksgiving holiday and the fact that some officers will be away, it was decided to change the meeting date to Tuesday, November 18, 2008.
Sally reported that she is working on the DVLA phone set-up. Karen Sharkey has resigned as secretary and the Board members will be handling the calls to the DVLA on a monthly rotation. This will also include emails sent to the DVLA. The system being set-up will make the process transparent to the landowners and others who are contacting the DVLA.
4. Reports:
a. Fire Department - Chief Kyle Talbot
Chief Talbot reported that there were no fires in the past month. The department responded to a number of very serious medical calls. These included a vehicle wreck and a rattlesnake bite in Diamond Valley.
The department needs a good quality medical vehicle. The Blazer and Brush one are being outfitted with medical supplies so they can be used if needed as a 3 way response.
The lead engineer will be conducting upcoming training on driving safety and vehicle maintenance.
The Chief talked about concerns he has about the volunteer roster, particularly for medical calls. One of the officers was injured in connection with his work and is currently off the team. Another volunteer has been hired as a full time fireman in Las Vegas. Craig Bennett said that over the years seven volunteers from the Dammeron Valley fire department have gone on to full time fire department jobs. This is a testimony to the way that Chief Talbot runs the department.
The Chief reminded landowners that they should have their chimney cleaned if they will be burning wood this winter.
Burn permits will be available through the winter. Landowners can call the Chief for a permit. Guidelines for granting a permit are: - burning to be done 20 feet from a building and there is no wind. The landowner must stay with the burn until it is extinguished. A burn also has to be completed by 1:00pm. The Chief would appreciate at least a day's notice so he can review conditions and issue the permit.
The burn pile is going well. Discussion indicated that the Board hopes to get volunteers to man the gate every other Saturday. Available dates will be posted at the mailbox area.
Sally Musemeche asked the Chief to extend the Board's deep appreciation to the fire department volunteer team.
b. ARC - Trustee Assignments: October - Alan Strebeck; November - Mike Barker, December - Cyndy Johnson
There was no report for the ARC. Alan Strebeck made a trustee report that two projects had been reviewed for their deposit return.
c. Trustee Reports
a. Barbara Hjelle asked the Board to approve the draft of a letter to the County concerning the SSD. This issue had been discussed at last month's meeting. The Board approved the draft as presented.
b. Alan Strebeck reported that there is free firewood available at the young women's camp in the Cedar City area. The wood is pine and aspen.
5. Unfinished Business:
a. Board Policies - Barbara Hjelle
This discussion was tabled for a later date.
6. New Business:
a. The Board discussed use of the $1,375 collected for last year's Valley Christmas fund. A request was made by the fire department for use of these funds.
MOTION was made by Sally Musemeche to allocate last year's Christmas fund collection to Chief Talbot in support of the fire department. This will be a one time allocation to the fire department as a discretionary amount to be used by the Chief. The motion was seconded and approved by a unanimous vote.
7. Adjournment
MOTION was made to adjourn the meeting. The motion was seconded. The meeting was adjourned at 7:55pm.
Stella Callagee
Recording Secretary
Subscribe to:
Posts (Atom)