PLEASE NOTE: THESE DRAFT MINUTES ARE NOT DUE FOR APPROVAL BY THE MEMBERSHIP UNTIL THE 2011 ANNUAL MEETING TO BE HELD IN MAY, 2011.
Draft: Annual Meeting Minutes - May 15, 2010
NOTE: Votes of Annual Meeting
1. New Board members elected: Jim Johnson, Mark Ahrenholtz
2. Dues amount approved for upcoming year - $300 (with $15.00 per month late fee on delinquent dues)
Board Members Attending: Barbara Hjelle, Bill King, Jim Johnson, Von Mason, Lance Cornwall
Landowners: A quorum of 203 was required to conduct the meeting.
The meeting was called to order by President Barbara Hjelle at 8:00am. The pledge of allegiance was led by Troop 1799, and a prayer was offered by Mark Ahrenholtz.
Approval of the 2009 minutes of the annual meeting was postponed until a quorum of landowners was reached.
PRESIDENT'S REPORTS:
Babara Hjelle thanked the landowners present for their attendance at this annual meeting. The Fire Department and Chief Kyle Talbot were thanked for their ongoing contribution to the community for the year. Lance Cornwall was recognized for his contribution as head of the Architectural Guidelines committee and Alan Strebeck for his work as manager of the burn pile schedule for the year. Appreciation was expressed for all the landowners who helped prepare for the annual meeting. In summary, Barbara listed some of the projects addressed by the DVLA and landowners over the past year:
1) The SSD was dissolved by the County and the land for the fire house was deeded to the Dammeron Valley Landowners' Association;
2) Mac Thomson and Gary Jensen worked on the Community Center and secured a Certificate of Occupancy for the building;
3) Landowners are asked to place visible lighted or reflective address numbers in the front of their lots to aid the Fire Department members in locating the residents;
4) Sally Musemeche served the better part of the year and had recently resigned. She was presented a restaurant gift certificate in appreciation of her services.
5) If sufficient interest is expressed, an e-mail list will be comprised specifically for DVLA notices only.
Status of the quorum at this point in the meeting was 182 out of the 203 needed.
6) Envirocare was the landscaper chosen to maintain the park and entrance grounds after bids were solicited from interested companies;
7) Carol Clason was hired to replace Stella Callagee. She has learned the ropes and augmented the role of the position, bringing professional accounting skills to the job. She was instrumental in negotiating a new loan for the fire house, reducing the monthly payments and the length of the remaining time on the loan from fifteen years to five years, resulting in a $240,000.00 savings; 8) Anita Painter, who passed away during the past week, was remembered fondly as a long-time member of the Dammeron Valley Landowners' Association; 9) $24,000.00 had already been set aside toward the purchase of a used brush truck for the fire department. The DVLA Board set aside an additional $6,000.00 in the proposed 2010-2011 budget which will enable the purchase of this truck during the 2010-2011 budget year; 10) The cash reserve maintained and carried over the 2010-2011 budget year is approximately eighty percent of the budget; 11) Several landowners are delinquent in their 2008-2009 and 2009-2010 dues. A suggestion has been made to call these landowners, but this has not been completed in 2009-2010. 12) Open meetings, beginning in June, 2009, were held to modify the By-Laws and Architectural Guidelines since some past procedures may be questioned due to legal validity. Landowner input was actively solicited. Fifty-one percent of landowner approval is needed to modify these documents. If proposed amendments do not pass with a fifty-one percent approval on the ballot today, the new board may address the issue in 2010-2011.
Barbara suggested a short adjournment to determine the status of a quorum. MOTION was made by Sheri Mandell that the Fire Chief's report be given at this time. Motion was SECONDED by Rick Gustavson, and motion carried.
REPORTS:
-- FIRE CHIEF'S REPORT:
Chief Kyle Talbot indicated it had been a busy year for the Fire Department and expressed appreciation for the many dedicated members who shoulder the load. Chief Craig Bennett introduced the current members of the Fire Department and announced their certification levels: Chief Talbot, Craig Bennett, Maciej Szczerbiak, Jim Peterson, Ron Johnson, Jay Workman, Chris Volksen, Mark Ahrenholtz, Kevin Dye, Scott Ballif, J. R. Baird, Kathy Szczerbiak, Kathy Mason, Clint Talbot, Doug Collier, Lance Cornwall, Russ Eardley, Chance Olige, Bill Haag, Tyler Volksen (cadet), and Jordan Hall (cadet).
In response to landowners' questions, Chief Talbot indicated that the military brush truck was not part of the ISO rating criteria. Rick Johnson asked if the landowners could be informed of any investments that could be made to the Fire Department that would raise the ISO rating; Chief Talbot indicated he would look into that possibility. The Fire Department personnel must have the express permission of the owner to enter a landowner's property for clean-up purposes. A county nuisance order can be obtained for those properties that are not maintained and kept free of weeds and debris. A "typical response" time could not be given for emergencies since fire department personnel are volunteers and are not stationed on duty at the fire house. Most of the fire fighters must respond from St. George, get into uniform, and continue from there. The minimum responders to a call are two medical personnel on a medical call and two fire fighters to a fire. The $300.00 appreciation payment to each qualified fire fighter included in the proposed 2010-2011 will not change the volunteer status of the personnel since it is under the $600.00 limit. The $2,000.00 hydrant expense listed in the proposed budget is for anticipated expense for hydrant repair. The training budget was reduced due to the fact that the medic training of approximately $1,000.00 per person is paid for by the fire fighters themselves. There were only two lightning strikes the past year, and this trend is expected to continue this year. The trucks are all certified, and the firefighters' equipment is in place. More involvement with county departments and more opportunities for training and certifications are expected in the next year, although we are in the best shape ever in regard to these issues. Fire department personnel were called to 14 vehicle accidents in the past year; the jaws of life were used in one of these calls.
The Fire Department personnel responded to three fires, one of which was a minor attic house fire. They responded to 53 medical calls, 14 of which were vehicle accidents. No personal injuries were reported. Thirty-one fire and medical training sessions were provided in house. Team members attended six separate trainings out of the area; three firefighters attended EMT certification.
The department still operates six vehicles and one trailer. A lot of money was spent keeping them ready to respond. One diesel truck needed extensive repair to its fuel delivery system.
The military vehicle will not meet state inspection tests. It will be returned to the state sometime this year and will be replaced by a newer brush truck to be purchased with money that the Board has saved from the residuals of payments left over after the Engine was paid off.
The valley fire hydrants have all been flow tested. If you would like to know the flow in your neighborhood, please contact Chief Talbot. Please clean weeds around hydrants for faster access to them. Presently there are ninety-eight hydrants, two with minor problems.
The community was re-evaluated for ISO certification recently. A lot of work went into preparing for the inspector's visit. The water company was represented by Randall Richards. We all feel good about the outcome of the survey. We will not receive notification of our rating for another few months.
The burn pile has worked out very well this past year, thanks to Alan Strebeck and volunteers. We will continue to operate it this year as well. It will be managed by Mac Thomson who will post available dates.
Homeowners may burn on their property through next week; then it will end until fall.
The budget this year includes $3000.00 more for vehicle repair. The radio line item has been increased because of the National Fire Protection Codes that require each firefighter to have use of a hand-held radio. More hand-held radios will be purchased.
$5,000.00 is added for the purchase of a used extrication pump and jaws.
Up to $6,000.00 is added for reimbursement of the firefighters for time and personal resources used.
Chief Talbot calculated the average time spent by each firefighter for one year's service, and the monies being proposed for appreciation: In house and out of area training; duties performed to maintain personal gear, vehicles, pumps, saws, generators, the fire house; hydrant testing; monthly administrative meetings; department office paperwork, etc. = 95 hours per year per firefighter. The board and officers' intent is to offset the time and resources expended by the firefighters by annually paying them a nominal amount. The officers have developed a qualification list for the firefighters to meet to be eligible for reimbursement, which includes dues paid on time and good standing on the team (attendance, duties performed). Payment would be made for the previous year, after the annual meeting. Payments are $100.00 for the past two years; $200.00 for three years; $300 for four years; and $400 for five or more years' service. Payment for the past year under these criteria would total $4,200.00. This is an average of $2.21 per hour for the 1900 total hours spent by twenty firefighters. Chief Talbot would like to see the monies for this purpose available in each future budget.
Rick Johnson applauded the DVLA Board for dissolving the SSD during the previous year. In response to a landowner question, Chief Talbot indicated that a replacement of a brush truck this coming year would not affect the ISO rating.
Meeting was adjourned to determine status of quorum. 205 potential ballots met the number needed for a quorum.
There was a short discussion on what constituted a quorum determination. Barbara Hjelle made a determination that a quorum had been reached for voting purposes, and a MOTION was made to close the discussion, seconded, and the motion carried.
PROPOSED 2010/2011 BUDGET:
There were no further comments or questions regarding the proposed 2010-2011 budget.
TRUSTEE NOMINATIONS CANDIDATE STATEMENTS:
Barbara Hjelle introduced Jim Johnson, the landowner running for a Board position. Annie Hune and Mark Ahrenholtz were nominated from the floor as additional candidates, and agreed to accept the nominations. Barbara gave each candidate a few minutes to introduce themselves and answer questions from the landowners. She expressed appreciation for their willingness to help serve on the Board.
MOTION was made by Sally Musemeche to close the nominations, and Sheri Mandell SECONDED the motion. The motion carried.
PROPOSED BY-LAWS AND ARCHITECTURAL GUIDELINES:
After a short discussion on the proposed amendments to the By-Laws, Ken Mandell made a MOTION that the discussion be closed; SECONDED by Sheri Mandell, and the motion carried.
The discussion on the proposed amendments to the Architectural Guidelines was closed by a MOTION by Rick Johnson, SECONDED by Ken Mandell, and the motion carried.
REPORTS (Continued)
-- WATER COMPANY/DEVELOPER:
Brooks Pace presented the water company/developer report. He announced that Nicki and Randall Richards are the new managers of the Dammeron Valley Water Company. A SCADA system has been put in place and is being maintained with the help of Bill King. Presently Trent Bowler is the certified operator for the water company.
The last development planned for the valley was in 2005. There are 18 lots available for sale in Pinion Hills, and 280 lots on state land. It could be a few years before anything happens with the 280 lots.
Brooks encouraged the DVLA Board to try and establish a smaller quorum number requirement. He indicated he did not vote for the By-Law amendments as proposed on the ballot since they did not address this issue. He would like to see energy put into incorporating Dammeron Valley, and would cooperate in increasing the initiation fees on new lots to help pay for additional fees incurred in incorporating.
-- ARCHITECTURAL REVIEW:
Lance Cornwall indicated that the Architectural Committee had reviewed and approved 3 homes, 4 garages/barns, 1 green house, 1 pergola, and solar panels during the 2009-2010 year.
-- FIRE SAFE COMMITTEE
Mac Thomson explained the fire safe program in which landowners' hours spent cleaning debris from around their homes and lots are paid back by work completed by the state or by the use of state equipment. Volunteers are needed to update the Dammeron Valley fire plan book and also to be available at the burn pile during open hours. Burn pile open hours will be posted on Thursday evenings; the burn pile will be open approximately every other weekend.
DISCUSSION COMMENTS FROM THE FLOOR:
Comments were given on different ways of establishing a quorum. One landowner requested that members consider the rights of others when allowing their dogs to run free. It was announced that one renter whose property has not been appropriately maintained was being evicted that day.
BALLOT RESULTS
Barbara Hjelle announced the balloting results. The new Board members are Jim Johnson and Mark Ahrenholtz. The dues amount was approved for $300.00 with a $15.00 per month late fee on delinquent dues.
The budget passed with 180 yes votes; 23 no votes. The amendments to the By-Laws did not pass with 137 yes votes; 63 no votes. The amendments to the Architectural Guidelines did not pass with 120 yes votes and 74 no votes.
MOTION was made from the floor to adjourn the meeting. It was SECONDED by Jim Johnson, and the motion carried. The meeting was adjourned at 11:40 a.m.
Carol Clason, Recording Secretary
Saturday, May 15, 2010
Tuesday, April 27, 2010
Minutes - DVLA Board Meeting 04/27/10
Draft: Minutes of the DVLA Board Meeting of April 27, 2010
Board Members attending: Barbara Hjelle, Jim Johnson, Bill King, Lance Cornwall Absent: Von Mason
Monthly DVLA Board Meeting was held at the Fire House. Five landowners were in attendance.
President Barbara Hjelle called the meeting to order at 7:00 p.m.
1. Approval of agenda
MOTION made and seconded that the agenda be approved.
2. Review and approval of the minutes of the March 30, 2010, DVLA Board meeting
MOTION made by Bill King and seconded by Lance Cornwall to approve the minutes for the March 30, 2010, DVLA Board meeting as submitted. The motion carried.
3. Reports
3a. President's message
Barbara Hjelle indicated that the DVLA needs procedural check lists to be passed on to new Board members for future use. Presently check lists are being compiled for this purpose.
3b. Financial Report -Carol Clason
Carol Clason reported that one more landowner paid their delinquent 2009-2010 dues this month.One lot that was on the delinquent list under John and Jean Oakes was returned to the Dammeron Corporation, so no dues have been paid on that lot for 2009-2010.
$3,600.00 was received from Brooks Pace in payment of the transfer fees of $200 each for the 18 Pinion Hills lots that were recently transferred to a new owner.
MOTION made and seconded that the financial report be approved.
3c. Fire Department Report
The fire report was presented by Lance Cornwall. There were no fires the past month and three medical calls. Two brush trucks needed a total of $700.00 repair.
3d. ARC Report - Lance Cornwall
Plans were submitted and approved for a new house at Dammeron Valley Heights - lot 4, a new garage at Meadows - Lot 12, and pergola at Canyon Trails - Lot 1 in the past month. There were requests from Pinion Hills for solar equipment to be installed on the top of a residence and a new garage.
Barbara Hjelle is to be the ARC trustee until May 15, 2010, after which Bill King and Jim Johnson will fill in.
4. Old Business
4a. Amended park maintenance contract and bid procedure - Bill King and Lance Cornwall
Fourteen bids for the 2010 season for the park and entrance maintenance contract were opened and read to those in attendance. EnviroCare was chosen based on being the lowest bid in compliance with the request for proposals. Their bid consisted of $300 per month for the park, $30 for the entrances, and $45.00 per hour rate for additional labor.
MOTION made by Bill King to accept EnviroCare as the subcontractor, seconded by Jim Johnson, and the motion passed.
Lance is to respond to the participants in the bidding process, notifying the contractor who secured the bid and thanking the others for their interest.
4b. Annual meeting planning
Volunteers were listed for the following duties:
i. Purchase restaurant gift certificates of $50.00, provide copies of CCR's, update mailing list, secure name tags and pens - Carol Clason
MOTION was made by Lance Cornwall and seconded by Jim Johnson that $50.00 restaurant gift certificates be presented to retiring DVLA Board members, and the motion carried. Barbara Hjelle requested that no gift be purchased for her.
ii. Sign-in table CCR table - Kim Ahrenholtz (She will call for volunteers)
iii. Telephone calls to all landowners - Donna Geer, Ken Mandell, DVLA Board
iv. Table set-up - Volunteers to be at the meeting at 7:00 a.m.
v. Clean-up crew - Sherri Mandell
vi. Greeter, flag ceremony - Mark Ahrenholtz
vii. Invocation - Ken Mandell to ask Al Painter; if he is not available Mark Ahrenholtz to handle
viii. Ballot boxes, creamers, sugar, cups (hot, cold), stir sticks, napkins, plates - Barbara Hjelle to check community center, or purchase.
ix.. Ballot counters - (Cyndy Johnson volunteered to arrange for ballot counters after the meeting adjourned.)
x. PA system, microphones, tables for Board - Lance Cornwall to call
xi. Coffee - Sally Musemeche
xii. Purchase drinks, OJ, donuts, milk, coffee, tea, cocoa - Barbara Hjelle and Bill King
xiii.Water (sports coolers, ice) - Cyndy Johnson
xiv. Circuit breakers and remove fire trucks - Kyle Talbot (Lance Cornwall to e-mail Kyle)
Board members are to meet Friday evening, May 14, 2010, at 7:00 p.m. to document mailed-in ballots. This will be an open meeting of the Board so that members can attend to observe the process.
5. New Business
5a. Based on prior practice, the majority of new lots sold have paid prorated dues depending upon the month sold. MOTION made by Lance Cornwall and seconded by Jim Johnson that this be the ongoing practice, and that any landowner who has paid in excess of this be refunded what is due to them. The motion carried.
5b. MOTION made by Lance Cornwall and seconded by Jim Johnson that lots returned to the original developer not be required to pay dues until resold. The motion carried.
6. Comment and discussion by landowners
None presented.
7. Adjournment
The meeting was adjourned at 8:30 p.m.
Carol Clason
Recording Secretary
Board Members attending: Barbara Hjelle, Jim Johnson, Bill King, Lance Cornwall Absent: Von Mason
Monthly DVLA Board Meeting was held at the Fire House. Five landowners were in attendance.
President Barbara Hjelle called the meeting to order at 7:00 p.m.
1. Approval of agenda
MOTION made and seconded that the agenda be approved.
2. Review and approval of the minutes of the March 30, 2010, DVLA Board meeting
MOTION made by Bill King and seconded by Lance Cornwall to approve the minutes for the March 30, 2010, DVLA Board meeting as submitted. The motion carried.
3. Reports
3a. President's message
Barbara Hjelle indicated that the DVLA needs procedural check lists to be passed on to new Board members for future use. Presently check lists are being compiled for this purpose.
3b. Financial Report -Carol Clason
Carol Clason reported that one more landowner paid their delinquent 2009-2010 dues this month.One lot that was on the delinquent list under John and Jean Oakes was returned to the Dammeron Corporation, so no dues have been paid on that lot for 2009-2010.
$3,600.00 was received from Brooks Pace in payment of the transfer fees of $200 each for the 18 Pinion Hills lots that were recently transferred to a new owner.
MOTION made and seconded that the financial report be approved.
3c. Fire Department Report
The fire report was presented by Lance Cornwall. There were no fires the past month and three medical calls. Two brush trucks needed a total of $700.00 repair.
3d. ARC Report - Lance Cornwall
Plans were submitted and approved for a new house at Dammeron Valley Heights - lot 4, a new garage at Meadows - Lot 12, and pergola at Canyon Trails - Lot 1 in the past month. There were requests from Pinion Hills for solar equipment to be installed on the top of a residence and a new garage.
Barbara Hjelle is to be the ARC trustee until May 15, 2010, after which Bill King and Jim Johnson will fill in.
4. Old Business
4a. Amended park maintenance contract and bid procedure - Bill King and Lance Cornwall
Fourteen bids for the 2010 season for the park and entrance maintenance contract were opened and read to those in attendance. EnviroCare was chosen based on being the lowest bid in compliance with the request for proposals. Their bid consisted of $300 per month for the park, $30 for the entrances, and $45.00 per hour rate for additional labor.
MOTION made by Bill King to accept EnviroCare as the subcontractor, seconded by Jim Johnson, and the motion passed.
Lance is to respond to the participants in the bidding process, notifying the contractor who secured the bid and thanking the others for their interest.
4b. Annual meeting planning
Volunteers were listed for the following duties:
i. Purchase restaurant gift certificates of $50.00, provide copies of CCR's, update mailing list, secure name tags and pens - Carol Clason
MOTION was made by Lance Cornwall and seconded by Jim Johnson that $50.00 restaurant gift certificates be presented to retiring DVLA Board members, and the motion carried. Barbara Hjelle requested that no gift be purchased for her.
ii. Sign-in table CCR table - Kim Ahrenholtz (She will call for volunteers)
iii. Telephone calls to all landowners - Donna Geer, Ken Mandell, DVLA Board
iv. Table set-up - Volunteers to be at the meeting at 7:00 a.m.
v. Clean-up crew - Sherri Mandell
vi. Greeter, flag ceremony - Mark Ahrenholtz
vii. Invocation - Ken Mandell to ask Al Painter; if he is not available Mark Ahrenholtz to handle
viii. Ballot boxes, creamers, sugar, cups (hot, cold), stir sticks, napkins, plates - Barbara Hjelle to check community center, or purchase.
ix.. Ballot counters - (Cyndy Johnson volunteered to arrange for ballot counters after the meeting adjourned.)
x. PA system, microphones, tables for Board - Lance Cornwall to call
xi. Coffee - Sally Musemeche
xii. Purchase drinks, OJ, donuts, milk, coffee, tea, cocoa - Barbara Hjelle and Bill King
xiii.Water (sports coolers, ice) - Cyndy Johnson
xiv. Circuit breakers and remove fire trucks - Kyle Talbot (Lance Cornwall to e-mail Kyle)
Board members are to meet Friday evening, May 14, 2010, at 7:00 p.m. to document mailed-in ballots. This will be an open meeting of the Board so that members can attend to observe the process.
5. New Business
5a. Based on prior practice, the majority of new lots sold have paid prorated dues depending upon the month sold. MOTION made by Lance Cornwall and seconded by Jim Johnson that this be the ongoing practice, and that any landowner who has paid in excess of this be refunded what is due to them. The motion carried.
5b. MOTION made by Lance Cornwall and seconded by Jim Johnson that lots returned to the original developer not be required to pay dues until resold. The motion carried.
6. Comment and discussion by landowners
None presented.
7. Adjournment
The meeting was adjourned at 8:30 p.m.
Carol Clason
Recording Secretary
Tuesday, March 30, 2010
Minutes - DVLA Board Meeting 03/30/10
Minutes of the DVLA Board Meeting of March 30, 2010
Board Members attending: Barbara Hjelle, Jim Johnson, Bill King, Lance Cornwall Absent: Von Mason
Monthly DVLA Board Meeting was held at the Fire House. Seven landowners were in attendance.
President Barbara Hjelle called the meeting to order at 7:00 p.m.
1. Approval of agenda
MOTION made and seconded that the agenda be approved.
2. Review and approval of the minutes of the February 23, 2010, and the March 10, 2010, DVLA Board meetings
MOTION made by Lance Cornwall and seconded by Bill King to approve the minutes for the February 23, 2010, and the March 10, 2010, DVLA Board meetings as submitted. The motion carried.
3. Reports
3a. President's message
Barbara Hjelle indicated that the DVLA Board members had spent considerable time during the past year examining the by-laws and architectural guidelines. Since approval of fifty-one percent of the DVLA members is required to amend these governing documents, it is hoped that the landowners will study the suggested changes which are being mailed out in the annual meeting packets. Because questions have been raised as to the validity of the current versions of these documents, we need a clearly approved set of bylaws and guidelines. These amendments will be voted on at the annual meeting.
3b. Financial Report -Carol Clason
Carol Clason reported that no additional payments were received on delinquent dues from the past two years during the month of March, 2010. Landowners who had paid only partial payments for the 2009/2010 year were notified in writing that liens will be filed on the remaining amounts owing if not paid by April 30, 2010. Barbara Hjelle secured bids from printing companies on the cost of one mailing to the landowners. The result was between $1200 and $1500. Based on this information, it was recommended that the cost of printing and mailing be increased in next year's budget.
MOTION MADE by Bill King and seconded by Lance Cornwall that the financial report be approved, as submitted. The motion carried
3c. Fire Department-Kyle Talbot
Chief Kyle Talbot indicated there were no fires in the past month. There was one medical call (heart attack). Currently there are 22 fire fighters on the team, 3 of whom are cadets. All fire hydrants were tested in March.
Open burning is now in effect until May 1, 2010. Please call Chief Talbot at (435)705-1345 when you are planning to burn. The young people from the Church of Jesus Christ of Latter-Day Saints were outside pulling weeds, but were having a difficult time doing it due to the winds and bad weather. Four more hand automatic sand fillers were purchased. Alan Strebeck has resigned as the manager of the burn pile. Barbara Hjelle noted that Alan has performed a valuable service to the Valley, and we should all express our thanks to him. The personnel of the fire department will try to keep it open for another year, but A NEW MEMBER IS NEEDED TO VOLUNTEER TO TAKE OVER COMPLETE RESPONSIBILITY FOR MANAGING THE OPERATION. That volunteer would need to open the gates and make sure the volunteers who are manning the burn pile are there when scheduled. Landowners can temporarily call Chief Talbot to arrange to open the pile. If no volunteer comes forward, the burn pile will close.
The printer at the fire department gave out in March. If anyone has one they would like to donate, it would be appreciated. It would need to have a flat top for scanning capabilities.
The ISO review took place March 29 and 30. Personnel examined all records, training reports, vehicle titles, repair records, hoses, water company records, tanks, pumps, hydrants. All trucks met their requirements. One afternoon was spent testing hydrants. The only problem that surfaced was the fact that when spinning the wrench to open/close the hydrants, the wrench was hitting the concrete pads underneath. It will be up to six months before the review comes back to the fire department. It is hoped that the rating will continue to be high enough to keep insurance rates lower in the Valley than would otherwise be the case.
3d. ARC Report - Lance Cornwall
A set of plans for a privacy fence were reviewed by the committee in March.
4. Old Business
4a. Amended park maintenance contract and bid procedure - Bill King and Lance Cornwall
Regarding the draft contract that was submitted, one change was suggested - that the four entrances (eight corners) need to be included in the areas to be maintained by the sub-contractor.
MOTION MADE by Bill King that the contract be accepted, including the change. Seconded by Lance Cornwall, and the motion carried. Lance is to send out the notices requesting bids. The notice and amended contract are to be e-mailed to Carol Clason so that she can place them on the DVLA letterhead. Anyone who wants to suggest a sub-contractor is to contact Lance Cornwall for inclusion on the mailing list.
4b. Annual meeting planning
i. Budget - Every fire fighter is required to have a hand-held operator, and that requirement is reflected in this year's budget request. Barbara Hjelle asked if the board wanted to further discuss a discretionary fund for the Chief to be able to reward the fire fighters for their service (for example, $300 per each fire fighter who is current with his/her DVLA dues and meets Chief Talbot's requirements for the team) to follow up on the last budget discussion. The firefighters work very hard in their volunteer efforts, resulting in substantial savings to the landowners on fire insurance. The appreciation line item was established at $6900.
Bill King asked if the budget item for vehicle maintenance for the fire department was realistic, in light of the spending on that line item in prior years. The line item was increased to $7,500 to more accurately reflect prior spending.
Barbara noted that the line item for salary for the secretary/treasurer is at $6,000, which would provide for a raise to $500 per month from the current salary of $300 per month. She noted that Carol Clason provides highly valued skills in accounting as a professional, and that the work load is substantial, especially during the time of preparation for the annual meeting and for dues collection. She suggested that it is important to keep this salary at some reasonable minimum in order to retain qualified people, since they cannot be paid for extra work they do that is not covered by the baseline salary.
A contingency reserve was set at $8,525.
The dues would remain at $300 per landowner.
MOTION MADE by Lance Cornwall to accept the budget as proposed. It was seconded by Jim Johnson, and the motion passed.
ii. Board candidates - If anyone is interested in being a candidate for the Board, please let the DVLA Board know. Jim Johnson, who has volunteered to be a candidate, is to furnish a short biography to be published. The Board discussed giving gift certificates to retiring Board members, in place of plaques.
iii. Mailing packets - Board members and volunteers are to meet Thursday evening at 6:00 p.m. to stuff envelops for mailing the annual meeting packets.
4c. Update on enforcement issues
Regarding the rocks and vehicles on the property on North Old Farms Road, most of the vehicles are gone. The rocks have not been removed, and this property will remain on the agenda for examination for the next meeting. Lance Cornwall approached the renter of the property that needs cleaning. She indicated she "would work on it". The telephone contact information for the landowner of that property is not current, so Lance was unable to contact him/her.
4d. Discussion on payment of fees due under protective covenants upon sale of 18 Pinion Hills lots
Brooks Pace has agreed to pay the $200 per lot transfer fee ($3600) now and to guarantee that the dues will be paid upon the lot sales from the current owner to the next purchaser. Barbara recommended, given the bulk sale of the lots, Brooks' promise to pay the $3600 up front and his representation that he has transferred his rights to his purchaser to delay the payment of dues until the lot sale, that the Board accept his offer.
MOTION MADE by Lance Cornwall to rescind the original motion that liens be placed on the 18 lots if the transfer fees and dues were not paid upon the original sale of the lots. Seconded by Jim Johnson, and the motion carried.
MOTION MADE by Lance Cornwall that the agreement as proposed by Brooks Pace be accepted. Seconded by Jim Johnson, and the motion carried.
5. New Business
Discussion of standards for privacy walls, request for approval of block wall enclosing approximately 5,500 square feet area - Approval has been requested for a solid block privacy wall that would surround the back yard at Lot 16, Canyon Trails. The wall would be built of aesthetically pleasing block that would blend with its surroundings, and trees left on the property that would help cover the wall. The main consideration in this request is whether the wall, as proposed, can be interpreted in accordance with the architectural guidelines as in "close proximity to the house", which is the central consideration in approving construction of a privacy wall in the valley. The size of this privacy wall could make it a "precedent-setting" decision. Ryan Anderson stated that there are a number of other solid fences or walls in the valley that are similar in nature to this one, which is planned to provide privacy and protection for a swimming pool. The Board members decided to view the property before a final vote on the issue was taken.
6. Adjournment
The meeting was adjourned at 10:20 p.m. to be reconvened at 11:30 a.m. on Wednesday, March 31, 2010, at Lot 16, Canyon Trails, for further consideration of the request for approval of a block privacy wall on the property.
Carol Clason
Recording Secretary
The Board reconvened on the site of Lot 16 Canyon Trails on Wednesday, March 31, at 11:30 a.m. In attendance were Barbara Hjelle, Lance Cornwall and Jim Johnson, as well as the lot owners. Those present walked the area and examined the proposed location of the residence, swimming pool and wall. They also discussed the idea of looking at the block wall on a nearby lot. After the discussion, the lot owners stated that they would reconsider their plans in light of the discussion and let Lance Cornwall know if they decided to amend the plans. The meeting was adjourned to be reconvened after the lot owners submitted final proposed plans.
The Board reconvened at the Community Center at 6:00 p.m. April 8. In attendance were Barbara Hjelle, Lance Cornwall, Bill King and Von Mason. The owners of lot 16 Canyon Trails had amended their proposal by lowering the height of the block wall to five feet and limiting the extent of the solid wall to end just past the swimming pool on each side. From that point, the wall would no longer be solid but would have a 2' 8" course of split face block with wrought iron extending another 2'-4" feet above, to a final height of 5'0". After lengthy discussion Lance Cornwall moved to approve the wall as proposed based upon the following factors that render the wall as designed in this location appropriate. Bill King seconded the motion and passed unanimously. The factors considered in approving the wall as designed included the following.
-- The lot owners worked constructively with the board to find a solution that would address concerns regarding their design and made changes to accommodate concerns expressed by the board.
-- The lot is sloped downward from the front, with a "berm"at the front that limits the view of the rear of the lot from the street.
-- The view of the lot is limited from anywhere but the street and immediately adjacent lots so the wall as proposed will not block views of surrounding scenery viewed from a distance.
-- The wall is attached to the house and extends only so far as necessary to provide privacy between the house and the swimming pool on both sides.
-- The wall is well within the setbacks specified for the lot.
-- The wall is to the rear of the house, not in front.
-- The owners are planning on landscaping around the solid portion of the wall with lilacs or similar vegetation which will provide a screen.
-- The surrounding landscape has native trees that will partially hide the wall from view.
-- The wall will be split face block, with the color designed to blend with the surrounding soil color.
-- The wall does not form a solid line with the walls of the house, thereby avoiding a "compound" appearance.
-- The footprint of the house and wall are not excessive in comparison to other structures that would normally be permitted on the lot.
-- A solid wall of similar dimensions was approved for a lot nearby.
Board Members attending: Barbara Hjelle, Jim Johnson, Bill King, Lance Cornwall Absent: Von Mason
Monthly DVLA Board Meeting was held at the Fire House. Seven landowners were in attendance.
President Barbara Hjelle called the meeting to order at 7:00 p.m.
1. Approval of agenda
MOTION made and seconded that the agenda be approved.
2. Review and approval of the minutes of the February 23, 2010, and the March 10, 2010, DVLA Board meetings
MOTION made by Lance Cornwall and seconded by Bill King to approve the minutes for the February 23, 2010, and the March 10, 2010, DVLA Board meetings as submitted. The motion carried.
3. Reports
3a. President's message
Barbara Hjelle indicated that the DVLA Board members had spent considerable time during the past year examining the by-laws and architectural guidelines. Since approval of fifty-one percent of the DVLA members is required to amend these governing documents, it is hoped that the landowners will study the suggested changes which are being mailed out in the annual meeting packets. Because questions have been raised as to the validity of the current versions of these documents, we need a clearly approved set of bylaws and guidelines. These amendments will be voted on at the annual meeting.
3b. Financial Report -Carol Clason
Carol Clason reported that no additional payments were received on delinquent dues from the past two years during the month of March, 2010. Landowners who had paid only partial payments for the 2009/2010 year were notified in writing that liens will be filed on the remaining amounts owing if not paid by April 30, 2010. Barbara Hjelle secured bids from printing companies on the cost of one mailing to the landowners. The result was between $1200 and $1500. Based on this information, it was recommended that the cost of printing and mailing be increased in next year's budget.
MOTION MADE by Bill King and seconded by Lance Cornwall that the financial report be approved, as submitted. The motion carried
3c. Fire Department-Kyle Talbot
Chief Kyle Talbot indicated there were no fires in the past month. There was one medical call (heart attack). Currently there are 22 fire fighters on the team, 3 of whom are cadets. All fire hydrants were tested in March.
Open burning is now in effect until May 1, 2010. Please call Chief Talbot at (435)705-1345 when you are planning to burn. The young people from the Church of Jesus Christ of Latter-Day Saints were outside pulling weeds, but were having a difficult time doing it due to the winds and bad weather. Four more hand automatic sand fillers were purchased. Alan Strebeck has resigned as the manager of the burn pile. Barbara Hjelle noted that Alan has performed a valuable service to the Valley, and we should all express our thanks to him. The personnel of the fire department will try to keep it open for another year, but A NEW MEMBER IS NEEDED TO VOLUNTEER TO TAKE OVER COMPLETE RESPONSIBILITY FOR MANAGING THE OPERATION. That volunteer would need to open the gates and make sure the volunteers who are manning the burn pile are there when scheduled. Landowners can temporarily call Chief Talbot to arrange to open the pile. If no volunteer comes forward, the burn pile will close.
The printer at the fire department gave out in March. If anyone has one they would like to donate, it would be appreciated. It would need to have a flat top for scanning capabilities.
The ISO review took place March 29 and 30. Personnel examined all records, training reports, vehicle titles, repair records, hoses, water company records, tanks, pumps, hydrants. All trucks met their requirements. One afternoon was spent testing hydrants. The only problem that surfaced was the fact that when spinning the wrench to open/close the hydrants, the wrench was hitting the concrete pads underneath. It will be up to six months before the review comes back to the fire department. It is hoped that the rating will continue to be high enough to keep insurance rates lower in the Valley than would otherwise be the case.
3d. ARC Report - Lance Cornwall
A set of plans for a privacy fence were reviewed by the committee in March.
4. Old Business
4a. Amended park maintenance contract and bid procedure - Bill King and Lance Cornwall
Regarding the draft contract that was submitted, one change was suggested - that the four entrances (eight corners) need to be included in the areas to be maintained by the sub-contractor.
MOTION MADE by Bill King that the contract be accepted, including the change. Seconded by Lance Cornwall, and the motion carried. Lance is to send out the notices requesting bids. The notice and amended contract are to be e-mailed to Carol Clason so that she can place them on the DVLA letterhead. Anyone who wants to suggest a sub-contractor is to contact Lance Cornwall for inclusion on the mailing list.
4b. Annual meeting planning
i. Budget - Every fire fighter is required to have a hand-held operator, and that requirement is reflected in this year's budget request. Barbara Hjelle asked if the board wanted to further discuss a discretionary fund for the Chief to be able to reward the fire fighters for their service (for example, $300 per each fire fighter who is current with his/her DVLA dues and meets Chief Talbot's requirements for the team) to follow up on the last budget discussion. The firefighters work very hard in their volunteer efforts, resulting in substantial savings to the landowners on fire insurance. The appreciation line item was established at $6900.
Bill King asked if the budget item for vehicle maintenance for the fire department was realistic, in light of the spending on that line item in prior years. The line item was increased to $7,500 to more accurately reflect prior spending.
Barbara noted that the line item for salary for the secretary/treasurer is at $6,000, which would provide for a raise to $500 per month from the current salary of $300 per month. She noted that Carol Clason provides highly valued skills in accounting as a professional, and that the work load is substantial, especially during the time of preparation for the annual meeting and for dues collection. She suggested that it is important to keep this salary at some reasonable minimum in order to retain qualified people, since they cannot be paid for extra work they do that is not covered by the baseline salary.
A contingency reserve was set at $8,525.
The dues would remain at $300 per landowner.
MOTION MADE by Lance Cornwall to accept the budget as proposed. It was seconded by Jim Johnson, and the motion passed.
ii. Board candidates - If anyone is interested in being a candidate for the Board, please let the DVLA Board know. Jim Johnson, who has volunteered to be a candidate, is to furnish a short biography to be published. The Board discussed giving gift certificates to retiring Board members, in place of plaques.
iii. Mailing packets - Board members and volunteers are to meet Thursday evening at 6:00 p.m. to stuff envelops for mailing the annual meeting packets.
4c. Update on enforcement issues
Regarding the rocks and vehicles on the property on North Old Farms Road, most of the vehicles are gone. The rocks have not been removed, and this property will remain on the agenda for examination for the next meeting. Lance Cornwall approached the renter of the property that needs cleaning. She indicated she "would work on it". The telephone contact information for the landowner of that property is not current, so Lance was unable to contact him/her.
4d. Discussion on payment of fees due under protective covenants upon sale of 18 Pinion Hills lots
Brooks Pace has agreed to pay the $200 per lot transfer fee ($3600) now and to guarantee that the dues will be paid upon the lot sales from the current owner to the next purchaser. Barbara recommended, given the bulk sale of the lots, Brooks' promise to pay the $3600 up front and his representation that he has transferred his rights to his purchaser to delay the payment of dues until the lot sale, that the Board accept his offer.
MOTION MADE by Lance Cornwall to rescind the original motion that liens be placed on the 18 lots if the transfer fees and dues were not paid upon the original sale of the lots. Seconded by Jim Johnson, and the motion carried.
MOTION MADE by Lance Cornwall that the agreement as proposed by Brooks Pace be accepted. Seconded by Jim Johnson, and the motion carried.
5. New Business
Discussion of standards for privacy walls, request for approval of block wall enclosing approximately 5,500 square feet area - Approval has been requested for a solid block privacy wall that would surround the back yard at Lot 16, Canyon Trails. The wall would be built of aesthetically pleasing block that would blend with its surroundings, and trees left on the property that would help cover the wall. The main consideration in this request is whether the wall, as proposed, can be interpreted in accordance with the architectural guidelines as in "close proximity to the house", which is the central consideration in approving construction of a privacy wall in the valley. The size of this privacy wall could make it a "precedent-setting" decision. Ryan Anderson stated that there are a number of other solid fences or walls in the valley that are similar in nature to this one, which is planned to provide privacy and protection for a swimming pool. The Board members decided to view the property before a final vote on the issue was taken.
6. Adjournment
The meeting was adjourned at 10:20 p.m. to be reconvened at 11:30 a.m. on Wednesday, March 31, 2010, at Lot 16, Canyon Trails, for further consideration of the request for approval of a block privacy wall on the property.
Carol Clason
Recording Secretary
The Board reconvened on the site of Lot 16 Canyon Trails on Wednesday, March 31, at 11:30 a.m. In attendance were Barbara Hjelle, Lance Cornwall and Jim Johnson, as well as the lot owners. Those present walked the area and examined the proposed location of the residence, swimming pool and wall. They also discussed the idea of looking at the block wall on a nearby lot. After the discussion, the lot owners stated that they would reconsider their plans in light of the discussion and let Lance Cornwall know if they decided to amend the plans. The meeting was adjourned to be reconvened after the lot owners submitted final proposed plans.
The Board reconvened at the Community Center at 6:00 p.m. April 8. In attendance were Barbara Hjelle, Lance Cornwall, Bill King and Von Mason. The owners of lot 16 Canyon Trails had amended their proposal by lowering the height of the block wall to five feet and limiting the extent of the solid wall to end just past the swimming pool on each side. From that point, the wall would no longer be solid but would have a 2' 8" course of split face block with wrought iron extending another 2'-4" feet above, to a final height of 5'0". After lengthy discussion Lance Cornwall moved to approve the wall as proposed based upon the following factors that render the wall as designed in this location appropriate. Bill King seconded the motion and passed unanimously. The factors considered in approving the wall as designed included the following.
-- The lot owners worked constructively with the board to find a solution that would address concerns regarding their design and made changes to accommodate concerns expressed by the board.
-- The lot is sloped downward from the front, with a "berm"at the front that limits the view of the rear of the lot from the street.
-- The view of the lot is limited from anywhere but the street and immediately adjacent lots so the wall as proposed will not block views of surrounding scenery viewed from a distance.
-- The wall is attached to the house and extends only so far as necessary to provide privacy between the house and the swimming pool on both sides.
-- The wall is well within the setbacks specified for the lot.
-- The wall is to the rear of the house, not in front.
-- The owners are planning on landscaping around the solid portion of the wall with lilacs or similar vegetation which will provide a screen.
-- The surrounding landscape has native trees that will partially hide the wall from view.
-- The wall will be split face block, with the color designed to blend with the surrounding soil color.
-- The wall does not form a solid line with the walls of the house, thereby avoiding a "compound" appearance.
-- The footprint of the house and wall are not excessive in comparison to other structures that would normally be permitted on the lot.
-- A solid wall of similar dimensions was approved for a lot nearby.
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