Draft Minutes of the DVLA Board Meeting of July 26, 2011
The monthly DVLA Board Meeting was held at the Fire House. Ten landowners were in attendance.
Board Members attending: Bill King, Julie Cropper, Jim Johnson, Mac Thomson,
Vice President Julie Cropper called the meeting to order at 7:00 p.m.
1. Approval of the agenda:
MOTION made by Bill King and SECONDED by Mac Thomson that the agenda be approved. Motion carried.
2. Review and approval of the minutes of the June 28, 2011, monthly DVLA Board meeting
MOTION was made by Bill King to approve the June 28, 2011, monthly DVLA Board meeting minutes. SECONDED by Mac Thomson, and the motion carried.
3. Election of President to fill vacancy
Bill Feeney respectfully declined to accept an appointment as Board member to the Dammeron Valley Landowners Association. Jim Johnson MADE A MOTION that Bill King be appointed President to fill the vacancy left by Mark Ahrenholtz. The motion was SECONDED by Mac Thomson, and the motion carried. As President, Bill King took charge of the meeting at this time. Consideration will be given to nomination of an additional board member and will be addressed at next month's meeting.
4. Review of Section 7 of the Bylaws
There were no questions regarding the review of Section 7 of the Bylaws.
5. Old Business:
a. Update on Committee Formations
i. Public Safety - Mac Thomson: It appears the weed control work by the County did not take place as scheduled. Since Mac Thomson just returned from a 3-week absence, no contact has taken place as yet with the county to follow up on this project.
ii. Social - Jim Johnson: No update reported
iii.Architectural Review - Bill King: Gary Jensen is acting as head of the architectural review, with landowners communicating with him directly. There were two houses in Pinion Hills approved during last month, and plans were submitted for a third in Pinion Hills. Presently five houses are under construction in the Valley.
iv. Public Properties - Julie Cropper: Julie Cropper asked for further clarification on the responsibilities of the public properties committee. That committee will oversee the upkeep and maintenance of the community center, the fire station, the park, and the entrances, working with those already in place, i.e. Chief Talbot. Mac Thomson reported that the outside of the community center had been stained at the end of last month, and that the monies came from last year's overflow under the community center budget. Bill King asked that the heads of committees be encouraged to attend monthly DVLA meetings to personally report on their progress.
v. Finance - No one in place as head of this committee due to one vacancy on the Board
vi. Dammeron Valley Welcome Packets - Kim Ahrenholtz had headed the committee to deliver welcome packets to newly-arrived landowners that were living in the Valley. Copies of the CCR's from the applicable sub-division, the by-laws, the architectural guidelines, the landowner list, and a covering letter from the DVLA were furnished to the committee by the Secretary. Maps and additional area information were added by the committee to form the welcome packet. Board members are to consider what they would like included in the packets, and Kim Ahrenholtz will be contacted regarding the format of the present packets being distributed.
6. New Business:
a. Safety guard rails to line the step entrances to the Dammeron Valley Fire Station training room
i. Bill King volunteered to oversee the project of the safety guard rails
7. Reports:
a. President's Report - None presented
b. Fire Department Report: Chief Talbot had called indicating that fire department personnel were scattered in several different areas, and there was no one available to be present at the meeting to report on last month's activities.
c. ARC Report - Bill King
Information was presented during the Architectural Guidelines committee report in 7,a,iii.
d. Web site - Julie Cropper
Johnna Evans is the person who oversees the function of the Dammeron Valley web site. While she and her husband are unpaid volunteers, there is the yearly service provider fee to maintain the site.
e. Financial/Secretarial Report - Carol Clason
The order to purchase the Utah HOA handbooks and 2009 HOA Utah Statute books for each of the Board members has been submitted, and the books should arrive within the next few weeks. These handbooks are to be passed on to new board members by those vacating the position involved.
Regarding the financial statements, this is the first month of the fiscal year, so the expense column figures are pretty low to date. We again had good collections in the past month for very old accounts. During July almost $3000 was collected in dues that were owed for 2009 and 2010 from sale of properties, and from two other landowners who paid up 2009 and 2010 on their own.
Page 2, Line item 11.0 show $22,510.00 unpaid dues for the 2011-12 fiscal year. This is made up of 73 landowners who have paid nothing on their dues for this year and four landowners who have paid part of their dues. I am now in the process of sending the second and final invoice indicating that if the dues are not paid by the end of August, liens will be filed.
Regarding past due monies, there are four major problem landowners who owe for four years, and six more that owe for three years. I would look at these ten owners as persons who will probably continue in this mode. The next step would be to search county records to determine if there are any mortgages against the lots to determine if further collection against the property would be feasible.
The information to complete the 2010 fiscal year tax returns for the Association has been finalized and submitted to the accountants for preparation of the state and federal returns.
If any landowner needs additional copies of the current landowners list, please let me know as there are a number of copies available.
MOTION WAS MADE by Julie Cropper to approve the financial report as submitted. The motion was SECONDED by Jim Johnson, and the motion carried.
8. Comment and discussion by landowners:
One landowner questioned when an audit would be performed on the accounting books. Monies have been set aside in this year's budget for an audit, and the budget will be performed after the busy season of invoicing and dues payments is finished.
9. Adjournment:
Julie Cropper MADE A MOTION to adjourn the meeting which was seconded by Mac Thomson. The meeting was adjourned at 8:00 p.m.
Carol Clason, Recording Secretary
Tuesday, July 26, 2011
Tuesday, June 28, 2011
Minutes - DVLA Board Meeting 06/28/11
Final Minutes of the DVLA Board Meeting of June 28, 2011
Monthly DVLA Board Meeting was held at the Fire House. Nine landowners were in attendance.
Board Members attending: Mark Ahrenholtz, Bill King, Jim Johnson, Mac Thomson
Absent: Julie Cropper
Mark Ahrenholtz called the meeting to order at 7:00 p.m.
1. Approval of the agenda:
MOTION made by Mac Thomson and SECONDED by Jim Johnson that the agenda be approved. Motion carried.
2. Review and approval of the minutes of the May 31, 2011, monthly DVLA Board meeting - MOTION was made by Mac Thomson to approve the May 31, 2011, monthly DVLA Board meeting minutes. SECONDED by Jim Johnson, and the motion carried.
3. Review of Section 7 of the Bylaws
Copies of Section 7 of the Bylaws were distributed to be read prior to next month. This section will be reviewed during next month's DVLA monthly board meeting.
4. Old Business:
a. Update on Committee Formations
During the work meeting of June 14, 2011, the following committees and their heads were formed:
FINANCE - Mark Ahrenholtz (covers budget, audit, secretarial, records, insurance policies); PROPERTIES - Julie Cropper (covers fire station, community center, park, entrances); PUBLIC SAFETY - Mac Thomson (covers county liaison, fire EMT, burn pile, roads and easement maintenance, code enforcement, weed abatement); SOCIAL - Jim Johnson (covers social activities, annual meeting, road cleanup, community cleanup); ARCHITECTURAL REVIEW - Bill King (covers plan review and approval, non-compliance to review process).
Mac Thomson reported that work has been done recently by the County on the road potholes, and that the county weed abatement personnel are to come to Dammeron Valley within the next few days to work on the weeds in the lower valley. One landowner in Pinion Hills V and VI has been asked to stop any type of excavation work until he has submitted plans to the corporation and the landowners' association for approval.
One of the landowners brought up the fact that there is a large crack down the center of Old Farms Road on the west side of the valley. This issue will fall under the Public Safety committee who will be the liaison with the county to forward such concerns.
5. New Business:
a. Flooding
There have been flooding problems in the valley that have affected landowners in the past. Information has been submitted to the County by several association committees, but little attention has been given this problem. No government entity has stepped up to claim responsibility for addressing the flooding in the valley. Last year Pete Kuhlmann, the county emergency services director, was given a complete set of information, but the valley has had much less damage reported to the county than other areas that are being addressed in a recent plan to provide flood management. Mark Ahrenholtz asked that this be an area of concern that is actively pursued with the county and "not be dropped in the future". Pete Kuhlmann has assured Mac Thomson that Dammeron Valley has been put on the "radar", and he will try to get a UDOT engineer Washington County Roads engineer together to review our previously provided information, assessment, and recommended solution, whether or not a grant is available to do the work.
6. Reports:
a. Fire Department Report: Chief Craig Bennett
The Dammeron Valley Fire Department personnel responded to five medical calls in the past month - 3 were at the Gunlock overflow from which two people jumped and one person fell in separate incidents. An arson fire in Veyo and several large fires out of the area were responded to by the Department. Monies will be received by the association for the use of our vehicles at the locations, and the personnel who participated will receive some payment.
Recent repairs needed after the installation of a new engine in Brush II are completed, and the vehicle is operating well. Since this is one of the older vehicles in the Fire Department and parts are difficult to secure, it is probable that Brush II will be sold in the near future.
The valley is in desperate need of fire fighters as three more members are moving out of the valley within the next month.
b. President's Report - Mark Ahrenholtz
The President, Mark Ahrenholtz, is moving to Denver within the next two weeks. The Board needs to appoint a new board member to serve out the term ending June 30, 2012. Mark made a recommendation that Bill Feeney be asked if he is interested since he had volunteered to be a candidate during last month's annual meeting. Jim Johnson MADE A MOTION that Bill Feeney be asked if he is interested in filling the vacant board seat to the end of June of 2012. Bill King SECONDED the motion, and the motion carried. Mac Thomson is to contact Bill Feeney.
c. ARC Report - Bill King
Upon the recommendation of Bill King, Jim Johnson MADE A MOTION that Gary Jensen be appointed the head of the Architectural Review (with Bill King as Board member representative).
The motion was SECONDED by Mac Thomson, and the motion carried.
The following plans were approved during the previous month: a house on Canyon Trails, two homes in Pinion Hills, a remodel, and a shop on Juniper. Gary Jensen indicated he would like to post the architectural review activities on the Bulletin Board so that landowners will have a list of current approved construction in the valley.
d. Reports from Trustees on their areas of responsibility
Mark Ahrenholtz - A letter was read from Attorney John Morris of McKay, Burton, and Thurman which gave an estimate of $2,500 to $6,000 for a consultation regarding the existence of a rehabilitation residence in the valley. Several of the board members indicated they felt the landowners deserved some action on this issue and that they would like a document in place upon which they could base their decision. Attorney Robert Mitchell, who resides in the Valley, stated that $3,000 to $3,500 would be an appropriate estimate for the consultation. Bill King MADE A MOTION that $3,500 be available for this purpose. Jim Johnson SECONDED the motion, and the motion carried.
Mark suggested that we approach Chief Talbot about using one-half of the cabinet in the training room for literature storage for the landowners.
Mac Thomson - Volunteers are needed to man the burn pile this Saturday, July 2, 2011. No fireworks or open burning are allowed in the valley at this time, and the burn pile will be getting bigger.
The Central facility is always an alternative to the burn pile, with a chipper there to grind up branches. Per Mark Ahrenholtz, a good project would be to haul some of the mulch from Central to Dammeron to spread on the paths for the ATV's to prevent dust. Per Mac, a section within the burn pile area could be set aside for materials to be used in chipping. The chipping could be done here in Dammeron, and the mulch would only need to be transported a short distance.
The community center will be painted within the next few days.
e. Financial/Secretarial Report - Carol Clason
The 6/28/2011 budget versus year-to-date expenses shows that we spent $20,393 under budget this year. We did spend $150,887 (versus $121,701 budgeted), but this included use of the donated monies, the 20,000 state grant, and the $24,169 carry-over from last year for use in purchase of the fire trucks. Presently, there is $198,000 cash on hand ($121,000 which is budgeted for the 2011-2012 fiscal year). Next month the Board will make a determination regarding delinquent dues, so figures will be provided as to dues still owing for the current year.
MOTION WAS MADE by Mac Thomson to approve the financial report as submitted. The motion was SECONDED by Bill King, and the motion carried.
7. Comment and discussion by landowners: None given.
8. Adjournment:
President Mark Ahrenholtz adjourned the meeting at 8:10 p.m.
Carol Clason, Recording Secretary
Monthly DVLA Board Meeting was held at the Fire House. Nine landowners were in attendance.
Board Members attending: Mark Ahrenholtz, Bill King, Jim Johnson, Mac Thomson
Absent: Julie Cropper
Mark Ahrenholtz called the meeting to order at 7:00 p.m.
1. Approval of the agenda:
MOTION made by Mac Thomson and SECONDED by Jim Johnson that the agenda be approved. Motion carried.
2. Review and approval of the minutes of the May 31, 2011, monthly DVLA Board meeting - MOTION was made by Mac Thomson to approve the May 31, 2011, monthly DVLA Board meeting minutes. SECONDED by Jim Johnson, and the motion carried.
3. Review of Section 7 of the Bylaws
Copies of Section 7 of the Bylaws were distributed to be read prior to next month. This section will be reviewed during next month's DVLA monthly board meeting.
4. Old Business:
a. Update on Committee Formations
During the work meeting of June 14, 2011, the following committees and their heads were formed:
FINANCE - Mark Ahrenholtz (covers budget, audit, secretarial, records, insurance policies); PROPERTIES - Julie Cropper (covers fire station, community center, park, entrances); PUBLIC SAFETY - Mac Thomson (covers county liaison, fire EMT, burn pile, roads and easement maintenance, code enforcement, weed abatement); SOCIAL - Jim Johnson (covers social activities, annual meeting, road cleanup, community cleanup); ARCHITECTURAL REVIEW - Bill King (covers plan review and approval, non-compliance to review process).
Mac Thomson reported that work has been done recently by the County on the road potholes, and that the county weed abatement personnel are to come to Dammeron Valley within the next few days to work on the weeds in the lower valley. One landowner in Pinion Hills V and VI has been asked to stop any type of excavation work until he has submitted plans to the corporation and the landowners' association for approval.
One of the landowners brought up the fact that there is a large crack down the center of Old Farms Road on the west side of the valley. This issue will fall under the Public Safety committee who will be the liaison with the county to forward such concerns.
5. New Business:
a. Flooding
There have been flooding problems in the valley that have affected landowners in the past. Information has been submitted to the County by several association committees, but little attention has been given this problem. No government entity has stepped up to claim responsibility for addressing the flooding in the valley. Last year Pete Kuhlmann, the county emergency services director, was given a complete set of information, but the valley has had much less damage reported to the county than other areas that are being addressed in a recent plan to provide flood management. Mark Ahrenholtz asked that this be an area of concern that is actively pursued with the county and "not be dropped in the future". Pete Kuhlmann has assured Mac Thomson that Dammeron Valley has been put on the "radar", and he will try to get a UDOT engineer Washington County Roads engineer together to review our previously provided information, assessment, and recommended solution, whether or not a grant is available to do the work.
6. Reports:
a. Fire Department Report: Chief Craig Bennett
The Dammeron Valley Fire Department personnel responded to five medical calls in the past month - 3 were at the Gunlock overflow from which two people jumped and one person fell in separate incidents. An arson fire in Veyo and several large fires out of the area were responded to by the Department. Monies will be received by the association for the use of our vehicles at the locations, and the personnel who participated will receive some payment.
Recent repairs needed after the installation of a new engine in Brush II are completed, and the vehicle is operating well. Since this is one of the older vehicles in the Fire Department and parts are difficult to secure, it is probable that Brush II will be sold in the near future.
The valley is in desperate need of fire fighters as three more members are moving out of the valley within the next month.
b. President's Report - Mark Ahrenholtz
The President, Mark Ahrenholtz, is moving to Denver within the next two weeks. The Board needs to appoint a new board member to serve out the term ending June 30, 2012. Mark made a recommendation that Bill Feeney be asked if he is interested since he had volunteered to be a candidate during last month's annual meeting. Jim Johnson MADE A MOTION that Bill Feeney be asked if he is interested in filling the vacant board seat to the end of June of 2012. Bill King SECONDED the motion, and the motion carried. Mac Thomson is to contact Bill Feeney.
c. ARC Report - Bill King
Upon the recommendation of Bill King, Jim Johnson MADE A MOTION that Gary Jensen be appointed the head of the Architectural Review (with Bill King as Board member representative).
The motion was SECONDED by Mac Thomson, and the motion carried.
The following plans were approved during the previous month: a house on Canyon Trails, two homes in Pinion Hills, a remodel, and a shop on Juniper. Gary Jensen indicated he would like to post the architectural review activities on the Bulletin Board so that landowners will have a list of current approved construction in the valley.
d. Reports from Trustees on their areas of responsibility
Mark Ahrenholtz - A letter was read from Attorney John Morris of McKay, Burton, and Thurman which gave an estimate of $2,500 to $6,000 for a consultation regarding the existence of a rehabilitation residence in the valley. Several of the board members indicated they felt the landowners deserved some action on this issue and that they would like a document in place upon which they could base their decision. Attorney Robert Mitchell, who resides in the Valley, stated that $3,000 to $3,500 would be an appropriate estimate for the consultation. Bill King MADE A MOTION that $3,500 be available for this purpose. Jim Johnson SECONDED the motion, and the motion carried.
Mark suggested that we approach Chief Talbot about using one-half of the cabinet in the training room for literature storage for the landowners.
Mac Thomson - Volunteers are needed to man the burn pile this Saturday, July 2, 2011. No fireworks or open burning are allowed in the valley at this time, and the burn pile will be getting bigger.
The Central facility is always an alternative to the burn pile, with a chipper there to grind up branches. Per Mark Ahrenholtz, a good project would be to haul some of the mulch from Central to Dammeron to spread on the paths for the ATV's to prevent dust. Per Mac, a section within the burn pile area could be set aside for materials to be used in chipping. The chipping could be done here in Dammeron, and the mulch would only need to be transported a short distance.
The community center will be painted within the next few days.
e. Financial/Secretarial Report - Carol Clason
The 6/28/2011 budget versus year-to-date expenses shows that we spent $20,393 under budget this year. We did spend $150,887 (versus $121,701 budgeted), but this included use of the donated monies, the 20,000 state grant, and the $24,169 carry-over from last year for use in purchase of the fire trucks. Presently, there is $198,000 cash on hand ($121,000 which is budgeted for the 2011-2012 fiscal year). Next month the Board will make a determination regarding delinquent dues, so figures will be provided as to dues still owing for the current year.
MOTION WAS MADE by Mac Thomson to approve the financial report as submitted. The motion was SECONDED by Bill King, and the motion carried.
7. Comment and discussion by landowners: None given.
8. Adjournment:
President Mark Ahrenholtz adjourned the meeting at 8:10 p.m.
Carol Clason, Recording Secretary
Tuesday, May 31, 2011
Minutes - DVLA Board Meeting 05/31/11
Final Minutes of the DVLA Board Meeting of May 31, 2011
Monthly DVLA Board Meeting was held at the Fire House. Ten landowners were in attendance.
Board Members attending: Mark Ahrenholtz, Bill King, Julie Cropper
Absent: Jim Johnson, Mac Thomson
Mark Ahrenholtz called the meeting to order at 7:00 p.m.
1. Approval of the agenda:
MOTION made by Bill King and SECONDED by Julie Cropper that the agenda be approved. Motion carried.
2. Review and approval of the minutes of the April 26, 2011, monthly DVLA Board meeting and the May 14, 2011, annual meeting minutes.
MOTION was made by Mark Ahrenholtz to approve the April 26, 2011, monthly DVLA Board meeting minutes. SECONDED by Bill King, and the motion carried. MOTION was made by Mark Ahrenholtz that the draft minutes of the May 14, 2011, annual meeting minutes be approved as complete. SECONDED by Bill King, and the motion carried. (The annual meeting minutes will be approved by the association membership in final at the 2012 annual meeting in May, 2012.)
3. Presentation of the Dammeron Valley Community General Plan Review by the Washington County Department of Planning and Zoning
John Willie from the Washington County Department of Planning and Zoning indicated that the Dammeron Valley Community General Plan has been completed, with input from the survey that was circulated during his visit last summer. This portion of the Washington County General Plan is to be reviewed by the County Commission within the next few months for inclusion into the General Plan. The General Plan is not approved as an ordinance , but is merely a guide for what is going on in the area and what may happen in the future. He reviewed several county maps that showed lots, state, utility, and federal lands. In addition to the copies of the Dammeron Valley plan that was passed out, he indicated that the plan could be reviewed @ www.washco.utah.gov. Click on "Department", drop down to "Planning" and go to "community plans". Upon review of the Dammeron Valley section, if any landowner disagrees with what is stated, please contact the personnel at the planning and zoning department and indicate what they feel should be changed. There are still several months during which additional input may be added.
4. Old Business:
a. Update of Wild Herb commercial enterprise status
Copies of the CCR's, By-law, and Architectural Guidelines are to be delivered by Jan Yergensen to the director of the property who had indicated she has never received them. No attorney has been consulted by the Board, as yet, due to the changing of Board members during the past month. The first plan of action is to secure legal consultation before any other action is considered.
5. New Business:
a. Presentation of appreciation certificates to Lance Cornwall, Von Mason, and Bill King
Restaurant gift certificates have been given to Lance Cornwall, Von Mason, and Bill King for their past two years' service on the Board.
b. Election of Officers
Bill King MADE A MOTION that Mark Ahrenholtz serve as President for the new term. Julie Cropper SECONDED the motion, and the motion carried.
Mark Ahrenholtz MADE A MOTION that Julie Cropper serve as Vice President during the next term. Bill King SECONDED the motion, and the motion carried.
c. Formation of Committees
Mark Ahrenholtz suggested that five committees be formed, each committee to be headed by one of the Board members. The committees named were 1) Finance - to help formulate the budget, to be in charge of an annual audit; 2) Properties - to oversee the fire station, park, community center, and the entrances; 3) Public Safety - to liaison with the Fire Department, working with the fire department budget, to take care of the burn pile, to address road and easement maintenance and drainage problems; 4) Social Committee - event planners and coordinators of the annual meeting; and 5)Architectural Committee - review and enforcement in the proper way to get properties back into compliance.
A suggestion was made from the floor that the processes and forms created by the previous "concerns committee" headed by Sally Musemeche be examined for possible continued use by this committee.
Mark Ahrenholtz MADE A MOTION that committees be developed and that a work meeting be held prior to next month's monthly DVLA meeting (upon the suggestion of Bill King) to address the issue. SECONDED by Julie Cropper, and the motion carried.
d. Review of Articles of Incorporation and By-Laws
A suggestion was made by Mark Ahrenholtz that at each monthly DVLA Board meeting, a few minutes be used to read and discuss a section of the by-laws.
6. Reports:
a. President's Message:
President Mark Ahrenholtz indicated he would like to see more involvement as the committees are developed. We all need to work together to solve some of the problems with which landowners have been concerned.
b. Fire Department Report: Mark Ahrenholtz
Since the annual meeting, the department has responded to three medical calls. Brush Truck II is having its water pump modified presently.
c. ARC Report - None given
d. Reports from Trustees on their areas of responsibility
Per Bill King, the water company has continued to improve and add to the capabilities of water delivery to the Valley.
e. Financial/Secretarial Report - Carol Clason
The bottom-line figures on the Budget v YTD expense sheet indicate that the Association has approximately $13,000 per month in expenses during the present fiscal year. We have $26,600 left in the budget for the remaining month, so we should end up overall in very good shape at the end of this fiscal year. (In response to a question raised after the meeting, monies have not been taken from the reserve because the $144,500 in expenses that are listed include $25,050 plus $24,169 monies that did not come from budgeted monies, but from the previous year's carry-over for purchase of the fire trucks ($24,169) and the $20,050 grant and donations to the fire department.)
The balance sheet shows that $30,000 was moved into the Fire House bank account to pay the next six months' mortgage payments. Also, the operating account of $33,400 already includes approximately $13,000 in dues payments for the next fiscal year that were not even due until June. Many thanks to the landowners who are so prompt on their payments.
Left over from the annual meeting are the pamphlets from the water company on maintaining quality water, which include comments on back -flow requirements for our properties. They are here to take and can be secured from the water company by any landowner.
Mark Ahrenholtz gave an update on the plans to stop the erosion on the east side of the fire station where the ground slopes down to the park grass. The dirt is eroding and is drawing the side walk away and is chipping the asphalt. Permanent concrete curb barriers will be placed between the park grass and the sidewalk along the east side. We are in the process of securing a revised bid for the work., and will begin to install the concrete curbing, restore the dirt, and cover the dirt with fabric and rocks to stop the erosion.
7. Comment and discussion by landowners:
One landowner suggested that the Board members look at placing the reworked asphalt that Mack Sorensen has been supplying at the mail boxes since the road base has not provided a solid foundation. A question was raised as what could be done with vacant properties that have extensive weed problems. It is felt that the County could be contacted about these properties. A request was made that the Board consider installing hand rails on the stairs of the fire station to aid those using the facility. Also, a suggestion was made that the landowners work hard at clearing their weeds as there is a possibility of a bad fire season this summer.
8. Adjournment:
MOTION made by Julie Cropper at 8:30 p.m. to adjourn the meeting. SECONDED by Bill King, and the motion carried.
Carol Clason, Recording Secretary
Monthly DVLA Board Meeting was held at the Fire House. Ten landowners were in attendance.
Board Members attending: Mark Ahrenholtz, Bill King, Julie Cropper
Absent: Jim Johnson, Mac Thomson
Mark Ahrenholtz called the meeting to order at 7:00 p.m.
1. Approval of the agenda:
MOTION made by Bill King and SECONDED by Julie Cropper that the agenda be approved. Motion carried.
2. Review and approval of the minutes of the April 26, 2011, monthly DVLA Board meeting and the May 14, 2011, annual meeting minutes.
MOTION was made by Mark Ahrenholtz to approve the April 26, 2011, monthly DVLA Board meeting minutes. SECONDED by Bill King, and the motion carried. MOTION was made by Mark Ahrenholtz that the draft minutes of the May 14, 2011, annual meeting minutes be approved as complete. SECONDED by Bill King, and the motion carried. (The annual meeting minutes will be approved by the association membership in final at the 2012 annual meeting in May, 2012.)
3. Presentation of the Dammeron Valley Community General Plan Review by the Washington County Department of Planning and Zoning
John Willie from the Washington County Department of Planning and Zoning indicated that the Dammeron Valley Community General Plan has been completed, with input from the survey that was circulated during his visit last summer. This portion of the Washington County General Plan is to be reviewed by the County Commission within the next few months for inclusion into the General Plan. The General Plan is not approved as an ordinance , but is merely a guide for what is going on in the area and what may happen in the future. He reviewed several county maps that showed lots, state, utility, and federal lands. In addition to the copies of the Dammeron Valley plan that was passed out, he indicated that the plan could be reviewed @ www.washco.utah.gov. Click on "Department", drop down to "Planning" and go to "community plans". Upon review of the Dammeron Valley section, if any landowner disagrees with what is stated, please contact the personnel at the planning and zoning department and indicate what they feel should be changed. There are still several months during which additional input may be added.
4. Old Business:
a. Update of Wild Herb commercial enterprise status
Copies of the CCR's, By-law, and Architectural Guidelines are to be delivered by Jan Yergensen to the director of the property who had indicated she has never received them. No attorney has been consulted by the Board, as yet, due to the changing of Board members during the past month. The first plan of action is to secure legal consultation before any other action is considered.
5. New Business:
a. Presentation of appreciation certificates to Lance Cornwall, Von Mason, and Bill King
Restaurant gift certificates have been given to Lance Cornwall, Von Mason, and Bill King for their past two years' service on the Board.
b. Election of Officers
Bill King MADE A MOTION that Mark Ahrenholtz serve as President for the new term. Julie Cropper SECONDED the motion, and the motion carried.
Mark Ahrenholtz MADE A MOTION that Julie Cropper serve as Vice President during the next term. Bill King SECONDED the motion, and the motion carried.
c. Formation of Committees
Mark Ahrenholtz suggested that five committees be formed, each committee to be headed by one of the Board members. The committees named were 1) Finance - to help formulate the budget, to be in charge of an annual audit; 2) Properties - to oversee the fire station, park, community center, and the entrances; 3) Public Safety - to liaison with the Fire Department, working with the fire department budget, to take care of the burn pile, to address road and easement maintenance and drainage problems; 4) Social Committee - event planners and coordinators of the annual meeting; and 5)Architectural Committee - review and enforcement in the proper way to get properties back into compliance.
A suggestion was made from the floor that the processes and forms created by the previous "concerns committee" headed by Sally Musemeche be examined for possible continued use by this committee.
Mark Ahrenholtz MADE A MOTION that committees be developed and that a work meeting be held prior to next month's monthly DVLA meeting (upon the suggestion of Bill King) to address the issue. SECONDED by Julie Cropper, and the motion carried.
d. Review of Articles of Incorporation and By-Laws
A suggestion was made by Mark Ahrenholtz that at each monthly DVLA Board meeting, a few minutes be used to read and discuss a section of the by-laws.
6. Reports:
a. President's Message:
President Mark Ahrenholtz indicated he would like to see more involvement as the committees are developed. We all need to work together to solve some of the problems with which landowners have been concerned.
b. Fire Department Report: Mark Ahrenholtz
Since the annual meeting, the department has responded to three medical calls. Brush Truck II is having its water pump modified presently.
c. ARC Report - None given
d. Reports from Trustees on their areas of responsibility
Per Bill King, the water company has continued to improve and add to the capabilities of water delivery to the Valley.
e. Financial/Secretarial Report - Carol Clason
The bottom-line figures on the Budget v YTD expense sheet indicate that the Association has approximately $13,000 per month in expenses during the present fiscal year. We have $26,600 left in the budget for the remaining month, so we should end up overall in very good shape at the end of this fiscal year. (In response to a question raised after the meeting, monies have not been taken from the reserve because the $144,500 in expenses that are listed include $25,050 plus $24,169 monies that did not come from budgeted monies, but from the previous year's carry-over for purchase of the fire trucks ($24,169) and the $20,050 grant and donations to the fire department.)
The balance sheet shows that $30,000 was moved into the Fire House bank account to pay the next six months' mortgage payments. Also, the operating account of $33,400 already includes approximately $13,000 in dues payments for the next fiscal year that were not even due until June. Many thanks to the landowners who are so prompt on their payments.
Left over from the annual meeting are the pamphlets from the water company on maintaining quality water, which include comments on back -flow requirements for our properties. They are here to take and can be secured from the water company by any landowner.
Mark Ahrenholtz gave an update on the plans to stop the erosion on the east side of the fire station where the ground slopes down to the park grass. The dirt is eroding and is drawing the side walk away and is chipping the asphalt. Permanent concrete curb barriers will be placed between the park grass and the sidewalk along the east side. We are in the process of securing a revised bid for the work., and will begin to install the concrete curbing, restore the dirt, and cover the dirt with fabric and rocks to stop the erosion.
7. Comment and discussion by landowners:
One landowner suggested that the Board members look at placing the reworked asphalt that Mack Sorensen has been supplying at the mail boxes since the road base has not provided a solid foundation. A question was raised as what could be done with vacant properties that have extensive weed problems. It is felt that the County could be contacted about these properties. A request was made that the Board consider installing hand rails on the stairs of the fire station to aid those using the facility. Also, a suggestion was made that the landowners work hard at clearing their weeds as there is a possibility of a bad fire season this summer.
8. Adjournment:
MOTION made by Julie Cropper at 8:30 p.m. to adjourn the meeting. SECONDED by Bill King, and the motion carried.
Carol Clason, Recording Secretary
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