Draft Minutes for the DVLA Board Meeting of March 27, 2012

Draft Minutes of the DVLA Board Meeting of March 27, 2012

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

Board Members attending:  Bill King, Mac Thomson, Julie Cropper, Jim Johnson

                              Absent:  Terry Taylor

                                        

President Bill King called the monthly DVLA meeting to order at 7:00 p.m.

1.  Approval of the agenda:

     MOTION made by Jim Johnson and SECONDED by Mac Thomson that the agenda be approved.  Motion carried.

  

2.  Review and approval of the minutes of the February 28, 2012, monthly DVLA Board meeting and the March 13, 2012, special DVLA Board meeting:

     MOTION was made by Julie Cropper to approve the minutes of the February 28, 2012, monthly DVLA Board meeting and the March 13, 2012, special DVLA Board meeting.  SECONDED by Jim Johnson, and the motion carried.

       

3.  Old Business:

     a.  Update of the licensing of the 1992 Beck truck

          Bill King went to the Department of Motor Vehicles to discuss the licensing of the truck.  The Dammeron Valley Landowners’ Association does not qualify for exempt license plates nor is it sales tax exempt.  We will have to pay some sales tax on the truck, but the personnel at the Department indicated they would do what they could to charge the lowest amount possible.

     b.  Finalization of the 2012-13 Proposed Budget

          After the working budget meetings and Chief Talbot’s final review of the fire department proposed budget, the final proposed budget resulted in a recommended annual dues of $300 per landowner (remaining the same as last years dues).          

     c.  Continuing Preparation for the May 19, 2012, Annual Meeting

          A sign-up sheet listing all volunteers needed for different duties during the upcoming annual meeting was passed among those in attendance.  Everyone was urged to volunteer and find others to help.  Jim Johnson, (435)-574-6476, can be contacted regarding organization of the annual meeting.  Volunteers usually arrive at approximately 6:30-7:00 a.m.; registration starts at 7:30 a.m.; and the annual meeting begins at 8:00 a.m.

          Per Bill King, a working meeting will be held at 6:00 p.m. at the Community Center on Tuesday evening, April 10, 2012, to stuff envelops for the annual meeting mailing packet and finalize preparations for the annual meeting.          

         

4.  New Business: (None Proposed)

5.  Reports: 

     a.  President’s Message –  Bill King

           Since January, the Board has held two meetings a month - the regular monthly meeting, plus one working meeting working on the proposed budget for the coming year and preparing for the upcoming annual meeting.  We had quite a bit of work to do on the budget this year, and thanks to Chief Talbot, we put together a proposed budget that will keep the annual dues the same as last year’s.  We still have some volunteer spots for the annual meeting, and if those present would like to look over that list and sign up before they leave this evening, that would be of great help.

       b.  Fire Department Report – Carol Clason

           Fire personnel were absent due to other commitments, and the report by Chief Talbot was given to Carol Clason to present.  There were four medical calls during the previous month, and no fire calls.  During the next two weekends personnel will complete the 3 mile, under 45 minutes, pack test for wild land firefighting.  There are five firefighters attending the state-certified ropes class (40 hours).  The vehicle extrication training went very well, and some donated extrication equipment is going into service by the department. 

      c.  Financial/Secretarial Report – Carol Clason

          After several meetings on the proposed budget for 2012-13, the Fire Chief lowered his budget request, and the Board trimmed $2,100 from the social events and the table/chair purchase.  This brings the proposed dues back down to $300 for the next fiscal year.

          On the 3/26/2012 budget versus year-to-date expenses, the following accounts needed more monies to cover their balances:  the community center maintenance (new roof); the community center utilities; the fire department training; and the fire department vehicle repairs.  $1,000 was moved from safety equipment (line item 3.7) to vehicle repairs (line item 3.11); $400 was moved from safety equipment (line item 3.7) to training (line item 3.8); $1,000 was moved from table and chair purchase (line item 1.2) to community center maintenance (roof) (line item 1.1); $2,000 was moved from Contingency Funds No. 12.3 to community center maintenance (roof) (line item 1.1); and $425 was moved from Contingency Funds No. 12.3 to community center utilities (line item 1.3)

     The annual meeting mailing packet will be printed Thursday, and volunteers will be needed on Tuesday evening, April 10, 2012, to stuff envelops. Jim Johnson is running for the board member position he now holds (which is currently expiring) and his name will be included on the ballot.

      The Board asked me to determine the number of empty lots in Dammeron Valley.  As of the last reconciling of members, there were 27 lots held by developers that had not been sold.  As far as lots sold that do not have construction on them, I have no records or information on that.  Bill King indicated that someone interested in compiling that information could physically view the lots in the valley and indicate on a map which lots are empty.  That map would need to be updated periodically to be of any value.

     I was also asked to research what the life of a lien filed against property by an HOA would be. Pages 25-29 in the Utah HOA Statutes handbook (each Board member has a copy) deals with Utah Code, Title 57, Chapter 8 “Lien in favor of association of unit owners for assessments and costs of collection.”  It does not indicate any lien expiration, and even has a section 57-8-50 which indicates that “an association of unit owners need not pursue a judicial foreclosure or nonjudicial foreclosure to collect an unpaid assessment, but may file an action to recover a money judgment for the unpaid assessment without waiving the lien under section 57-8-44.”  There are several landowners against which the Board might proceed, and possibly a good place to start would be for the Board to read that section in the handbook to determine what further action they wish to take at this time.  Will we use the expertise of an attorney here or the help of a landowner who is familiar with filing a judgment or enforcing a lien?

          Per Bill King, the enforcement issue will be added as an agenda item on the April 10, 2012, meeting and discussed at that time.

      d.  Committee Updates:

           i.  Finance – Terry Taylor

                Terry Taylor was absent; no financial review given                

           ii.  Public Safety – Mac Thomson:

                The Sheriff’s Department has been responding to landowner complaints of speeders within Dammeron Valley, so please watch the speed limits in your neighborhood.  

           iii. Social – Jim Johnson

                All monies for social events, except the annual meeting, were eliminated from the proposed 2012-13 budget so little will be reported under this category.

           iv. Architectural Review – Gary Jensen

                The following construction was reviewed during the previous month:  horse barn, fence, and garage in the Homesteads; a privacy wall in Canyon Trails; and a pool fence in Old Farms subdivision.  There are three other items to be reviewed in the upcoming month.

           v.  Public Properties – Julie Cropper:

                There is a broken water line in an area in the park, plus the weeds are growing too large at the entrances.  Rick Profitt of Envirocare, our landscaper, will repair the break, when notified, and he sprays the weeds at the entrances when his contract goes into effect in April.      

   

6.  Comment and Discussion by Landowners:

      Per a question from one of the landowners, the quorum figure is reached by taking fifty percent of the number of eligible landowners (those who are up-to-date on their dues), plus one.                       

The amended by-laws and architectural guidelines that were voted upon at the last annual meeting passed at that time.  The attorney hired by the Association indicated that the majority of the quorum attending the meeting was the number needed to pass the amendments.  Under these criteria, the amended by-laws and architectural guidelines of 2010 easily passed and will be used as our current documentation.

     The petition for a feasibility study investigating the costs of incorporating Dammeron Valley cannot be handled by the Association, since the Board represents all landowners (those who are in favor of incorporation and those opposed).  Brooks Pace had indicated he would mail out the petition information in the current water bill, but has not done so as yet. 

     

7.  Adjournment:       

     A MOTION was made by Jim Johnson to adjourn the meeting.  It was SECONDED by Julie Cropper, and the meeting adjourned at 7:40 p.m.

    

Carol Clason

Recording Secretary  

Draft Minutes of the Special DVLA Board Mtg of March 13, 2012

Draft Minutes of the Special DVLA Board Meeting of March 13, 2012

The special DVLA Board Meeting was held at the Community Center.  Three landowners were in attendance. 

Board Members attending:  Bill King, Mac Thomson, Terry Taylor, Jim Johnson

     Absent:  Julie Cropper                                     

President Bill King called the meeting to order at 7:00 p.m.       

1.  Approval of agenda

     Mac Thomson MADE A MOTION that the agenda be approved. Jim Johnson SECONDED the motion, and the motion carried. 

2.  Continuing Compilation of the 2012-13 Fire Department Proposed Budget

     The sales tax (approximately $8,000) on the 1992 Beck truck needs to be paid and the vehicle licensed.  Jim Johnson MADE A MOTION, and Terry Taylor seconded the motion that Bill King look into the possibility of any tax exemption by the State.  If this is not available, the monies are to be taken out of any excess in the 2011-12 budget or, if necessary, the retained earnings of the association.

     The line items of the proposed fire department budget were reviewed and left as listed.  Chief Talbot was to review his budget again and determine if there are any excess budgeted monies for the fiscal year 2012-13 that could be eliminated. 

     A policy was set that all invoices received for the fire department be first given to the fire chief, before payment, so that he may indicate from which account the bill is to be paid.             

3.  Continuing Preparation for the May 19, 2012, Annual Meeting

     It was determined that all but $200 of the monies budgeted for social events should be eliminated, with the $200 remaining to be set aside for the annual meeting.

     Jan Yergensen volunteered to take care of the refreshments for the annual meeting.       

4.  Comment and Discussion by Landowners:

     One landowner suggested that previous budgets be looked at in an attempt to lower the bottom lines.

5.  Adjournment:      

          Jim Johnson MADE A MOTION to adjourn the meeting which was SECONDED by Terry Taylor.  The meeting was adjourned at 8:20 p.m.

    

Carol Clason

Recording Secretary 

Draft Minutes of the February 28, 2012, DVLA Monthly Meeting

Draft Minutes of the DVLA Board Meeting of February 28, 2012

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

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

                              Absent:  Julie Cropper, Jim Johnson

                                        

President Bill King called the monthly DVLA meeting to order at 7:00 p.m.

1.  Approval of the agenda:

     MOTION made by Mac Thomson and SECONDED by Terry Taylor that the agenda be approved.  Motion carried.

  

2.  Review and approval of the minutes of the January 31, 2012, monthly DVLA Board meeting and the February 16, 2012, special DVLA Board meeting:

     MOTION was made by Terry Taylor to approve the minutes of the January 31, 2012, monthly DVLA Board meeting and the February 16, 2012, special DVLA Board meeting.  SECONDED by Mac Thomson, and the motion carried.

     Bill King announced an open scheduled work meeting to be held on March 13, 2012, at 7:00 p.m. to continue work on the annual meeting for May 19, 2012.

 

3.  Old Business:

     a.  Finalization of the 2012-13 Proposed Budget

           A 2012-13 proposed budget incorporating the adjusted figures from the February 16, 2012, work meeting was available for everyone.  A recommended increase of $25 per landowner was discussed, bringing the total proposed dues for 2012-13 to $325.  If a landowner has any questions after reviewing the proposed budget, he/she can bring their questions to the March 13 meeting. 

     b.  Consideration of a Proposal to Increase the Initiation Fee

          The initiation fee is the fee assessed on developers/owners when a vacant lot without building construction is sold to a new landowner.   The initiation fee was set at $200 years ago, and helps offset the cost of asset purchases over the years by the Association.   The total asset values showing in the records for vehicles, park equipment, improvements, buildings, and firefighting equipment equals $469,335.  When divided by the 410 present landowners, the asset value per landowner comes to $1,144 per landowner.  MOTION WAS MADE by Terry Taylor and SECONDED by Mac Thomson that from this date on, any vacant lot sold to new landowner by a developer will be assessed a $1,000 initiation fee (instead of the previous $200), and any landowner who has paid the $200 initiation fee on a vacant lot, has not built on that lot, and sells to another person, will be credited the $200 already paid and will owe the additional $800 per vacant lot.  The motion carried.    

     c.  Continuing Preparation for the May 19, 2012, Annual Meeting

          A sign-up sheet listing all volunteers needed for different duties during the upcoming annual meeting was passed among those in attendance.  Everyone was urged to volunteer and find others to help.         

         

4.  New Business: (None Proposed)

5.  Reports:

                

      b.  Fire Department Report:  Lance Cornwall

          During the month, there were no fires and four medical calls.  Weight vests have been purchased for use in recertification of firefighters in wild land fires.  A new generator was purchased for the engine as the old generator had become unreliable.  That generator was sold in a closed bid to firefighters for $100.  Vehicles are needed for demolition in extraction training; if none are donated, the Fire Department will have to purchase a car for $100 or an SUV for $200 apiece for use in the training.  Training completed during the previous month was recertification of wild land training and CPR recertification.  Upcoming training includes physical fitness, patient assessment, and vehicle recertification.  Fire Department personnel are participating in county-wide firefighting training.  Our vehicles have been certified to be used in wild land fires, and a medical team is being certified once some state regulated supplies are purchased.  Receipt of the new pagers will be set back one month due to the recent untimely death of the dispatch manager.  

      a.  President’s Message –  Bill King

           It was announced that two Board member positions (Terry Taylor’s and Jim Johnson’s) will expire this year and need to be voted on during the annual meeting.  Terry Taylor has volunteered to run and is a candidate.  At least one other candidate is needed on the ballot, and landowners are urged to consider running for a Board position.    

      c.  Financial/Secretarial Report – Carol Clason

           During the previous month, there has been very little financial activity - only $5,900 spent overall for all expenses.  Three liens were  released yesterday, leaving 28 landowners owing total dues for 2011-12, and 2 landowners owing partial dues.  Comparing that with August of last summer, when 46 landowners owed total dues and 7 owed partial dues, we have collected almost half of the delinquent dues owing, mostly through property sales and/or foreclosures.

          At the special budget meeting held on February 16, the Board members indicated that any line item in the budget report each month that showed expenditures over the budgeted amount had to be brought out of the red.  The five following line items were in that category: Uniforms and Personal Equipment, Supplies (for the Fire Department), Fire House Insurance, Accounting (CPA expenses), and Legal Fees. The following transfers on paper were taken to bring these accounts out of the red: $2,000 was taken from Line 3.5, Miscellaneous Equipment and placed into Line 3.2, Uniforms and Personal Equipment; $600 was taken from line item 3.7, Safety Equipment, and added to Line 3.10, Supplies; $15 was taken from line item 3.9, Travel, and added to line item 5.1, Fire House Insurance, (The amount budgeted for this account, the Fire House Insurance, was raised in next year’s proposed budget to cover the small increase in the future.) $100 was taken from Line 6.2, Audit Expense to balance Line 6.1, Accounting. (Next year's budget raised that line item to $600 since that is probably what it will be in the future). $3,000 was taken from Line item 12.2, Fire House Payment Contingency Fund, and placed into line item 6.7, Legal Fees.

      d.  Committee Updates:

           i.  Finance – Terry Taylor

               Comparison between the on-line bank statements and the financial statements submitted in tonight’s financial report indicate that all bank account balances match.  The only discrepancy is in the US Bank fire department operating bank account where there were three outstanding checks that had not been cashed by the bank.  When totaling these checks and adding them to the operating account, the account balance matched the bank statement.               

           ii.  Public Safety – Mac Thomson:

                The burn pile remained open all year, instead of closing in November.  If the sign is out on Thursday or Friday, the burn pile will probably be open that Saturday.  If there is no sign, please call for information as to when it will be open.  A stand is being prepared  which will hold the new sign for the burn pile; this sign indicates what is appropriate to place on the burn pile.  Ninety-four percent of the new metal roof on the community center is completed.  Several landowners were asked to vote on the color of the roof, and everyone involved picked the color that was used within their list of choices.              

           iii. Social – Jim Johnson

                Update not available

           iv. Architectural Review – Gary Jensen

                Final approval was given for a residence, and the performance bond was returned.

           v.  Public Properties – Julie Cropper:

                Update not available     

   

6.  Comment and Discussion by Landowners:

          In response to questions by landowners, the following information was given:  No one has leased space on the cell tower, and there is no recent activity in that area.  The annual meeting packets will be mailed out within the first two weeks of April.  One landowner urged that the Board consider trying to keep the landowner dues at $300, instead of recommending a raise of $25.  Bill King asked that landowners come to the work meetings, during which the budget line items are considered individually, so that their input can be considered.           

     

7.  Adjournment:       

      Mac Thomson MADE A MOTION to adjourn the meeting which was SECONDED by Terry Taylor.  The meeting was adjourned at 7:50 p.m.

    

Carol Clason

Recording Secretary