To: Jim Wiler, President

Date: September 17, 2014

To: Jim Wiler, President

Ed Walinski, Vice-President

Paul Romere, Director

Jon Robison, Director

Terry Beebe, Director

Karen Erickson, Treasurer

From: Ellen Maxton, Secretary

CC: Bill Swapp, Architectural Review Committee Chairperson

Janice Goodger, Welcome Committee Chairperson

Paul Duggan, Conflict Resolution Committee Chairperson

Les Kole, Firewise Council Representative

All owners with email

Website for Deer Valley: www.deervalleyweb.com

Re: Minutes of the Deer Valley Board of Directors Meeting held September 17, 2014

The Board of Directors meeting was brought to order at 6:39 PM on September 17, 2014 at the home of Les and Linda Kole. Directors present were Jim Wiler, Ed Walinski, Paul Romere, Jon Robison and Terry Beebe. Les Kole, Linda Kole, Abbie Wiler, John Beebe, Janice Goodger and Scott Neill were also present.

Minutes of the June 18, 2014 meeting were reviewed and approved for general distribution. The treasurer’s report was accepted.

Paul Romere opened the meeting.

Treasurer’s report – Karen Erickson

The following figures are as of September 14, 2014 for FY 2013 - 2014. Karen will have a final report at the end of September after final accounting of dues and trash income for September and any other bills payable.

·  Revenues - $47,885.30

·  Expenditures - $77,690 (includes $29,900 carry over from FY13)

·  Reserve Fund - $15,668.54

Architectural Review Committee Report – Bill Swapp (as reported by Paul Romere)

·  There were no ARC activities to report from Bill Swapp.

Conflict Resolution Committee Report – Paul Duggan (as reported by Paul Romere)

·  There were no conflict resolution matters to report from Paul Duggan.

Welcome Committee Report – Janice Goodger

·  There were no WC activities to report from Janice Goodger.

Firewise Council Report – Les Kole

·  The Firewise Council meeting was held on July 22, at which there were 40 attendees present.

·  The main topic discussed was an overview of work being done in subdivisions. Les presented a map of the work being done in and around DVE.

·  The next FC meeting is scheduled for September 23 but the agenda has not been published yet.

·  An email newsletter from the FC presented the following information:

o  The FC has been awarded several grants, but most of them do not apply to DVE.

o  A part-time CWPP Coordinator, Shannon Manfredi, has been hired by the FC.

o  An air curtain burner, a portable slash burner that can be hauled to a subdivision or an individual property by Southwest Ag, can be rented on a daily, weekly or monthly basis.

OLD BUSINESS

1) Appoint Director to Open Position and Elect President of the Board – Paul Romere

·  Kevin Robel had previously resigned from the Board.

·  Terry Beebe was appointed to take Kevin’s vacated position for the remainder of his term.

·  Jim Wiler was elected President of the Board.

·  Ed Walinski was elected Vice-President.

·  Terry Beebe was appointed Assistant Treasurer.

·  The following positions were re-appointed:

o  Karen Erickson, Treasurer

o  Ellen Maxton, Secretary

o  Bill Swapp, Architectural Review Committee Chairperson

o  Janice Goodger, Welcome Committee Chairperson

o  Paul Duggan, Conflict Resolution Committee Chairperson

o  Les Kole, Firewise Council Representative

2) CWPP - Update on Mitigation Efforts – Les Kole

·  Update of the Stevens Grant: 74 acres of mastication on the north side of Hwy 160 across from DVE has been completed. It will provide a firebreak if a fire heads toward DVE from the north.

·  Two more DVE lot owners have signed contracts to have the Fire Dept. mitigate their properties.

·  Les stated the process of working on the documentation for the prescribed burn started about 6-7 years ago. It has taken that long for the USFS to get all the paperwork and procedures in place to complete the process, and it has been done.

·  With mitigation done internally, and the prescribed burn done externally, thanks goes to the Fire Dept. and US Forest Service.

·  Richard Rohrbacher (Affordable Fire Equipment) donated the use of two pieces of portable fire equipment during the prescribed burn.

·  A letter of appreciation will go the FD, USFS, as well as to Rohrbacher.

·  The District Ranger and Senator Ellen Roberts were present for a couple hours during our prescribed burn for observation.

·  Jon Robison stated that the USFS will send a URL to DVE residents that show photos of the prescribed burn.

·  John Beebe brought up some questions and issues for the board to consider to maintain our mitigation efforts:

o  Should the Association consider purchasing equipment from Rohrbacher to be kept in a central location in DVE? The firefighting equipment (small water pumpers) from Rohrbacher was loaned to DVE for use during the prescribed burn. Such equipment is available for purchase from Rohrbacher or Southwest Ag (SWAG) and can also be rented from SWAG.

o  Should the POA consider renting an air curtain burner for DVE to safely dispose of slash annually? John noted an air curtain burner is now available for purchase and can also be rented from SWAG. Forest Lakes has bought one and while Deer Valley might consider also doing so, we have no place to keep it.

o  The Fire Dept. can provide a chipper and crew to operate it. Other subdivisions pile their slash in a common area for this purpose, but DVE has no common area designated for this.

o  Pricing for the equipment was not provided.

·  .The board discussed the questions presented but did not come to a conclusion or decision at this time.

3) DV Records Archive Project Update & Review of Archiving Policy – Paul Romere

·  Archiving is up to date and Paul is continuing to archive all relevant records as the need occurs.

NEW BUSINESS

1) Status of Director Tasks

·  Roads – Spring roadwork, contract and work management – Jon Robison

o  Frequency of roadwork and how to proceed must be determined. Plans are to patch the existing small potholes this spring, and repair the “washboard” area in front of lot #13 this fall. We will then assess the road conditions next spring to establish what, if anything, can be done within the budget, keeping in mind the plan to add necessary roadbase to side roads next.

·  Snowplowing – Contract and work management – Ed Walinski and Terry Beebe

o  The contract with Frontier Excavation has been renewed for another 3 years at the current rate of $80 per hour.

o  A written policy about snowplowing procedures will be completed by the board and distributed to all residents.

--This will set out the criteria under which the snowplowing company will be called, i.e., how

many inches, under what conditions, etc.

--It will include contact information for residents who may want to privately contract with the

snowplowing company to plow individual driveways, etc.

·  Work Days – Scheduling, management and determination of work to be accomplished – Jim Wiler

o  Jim will schedule workdays, with input from the board and information gathered from the survey in the annual meeting package, where property owners indicated what they thought the priorities were for DVE improvements.

o  Paul Romere will handle workday scheduling in Jim’s absence.

o  Information regarding workdays will be forwarded by the board secretary and volunteers will be acknowledged.

o  There is no workday scheduled for September.

o  The next workday will be in late October, date and details TBA.

·  Special Projects – e.g. Repair fencing, archive records – Paul Romere

o  Volunteers will replace the corner posts of the fence where needed. The POA owns a fence stretcher, metal, post driver, patching wire, staples, and t-Post clips in adequate supply for now. As in the past, John Beebe has volunteered to fabricate the metal.

·  Security – Entrance gate, bridge inspection, gate transmitters – Ed Walinski, Paul Romere, Bob Dietz, Ellen Maxton

o  There are currently 3 gate transmitters available for purchase by residents. Contact Ellen Maxton to purchase one. (As stated at the meeting, transmitters are sold at our cost.)

o  The Gate and its associated Operator are handled by Board and non-Board Members currently.

o  Bridge inspection is only every 5 years and will be assigned as required.

·  Maintenance of the Front Gate Area – Alden Vervaet

o  At the last board meeting the board recognized Alden for the fabulous job he does maintaining the grass in the front gate area. He takes it upon himself to volunteer his time, and maintains the area at his own expense. The board voted to make a token payment to Alden to reimburse him for fuel and the use of his equipment, even though he has never asked for reimbursement. The board thanks him for his time & effort.

·  Maintenance of the Property Owners’ List – Terry Beebe

o  At the last board meeting the board expressed appreciation to Terry for all the time and effort she volunteers to maintain and keep current the Property Owners’ List.

o  A suggestion was made by Abbie Wiler to publish the POL alphabetically by last name instead of numerically by lot #, to make it easier to find a phone number for a particular property owner. The suggestion was seconded by others attending the meeting.

o  Terry agreed to work on a format that would make it easier to find phone numbers.

·  Results of Annual Meeting maintenance questionnaire and discussion – Jim Wiler

o  Results of the ranking of importance to the property owners was tallied and discussed.

o  The tally revealed that road maintenance was the most important. A copy of the tally is attached to the minutes.

o  Jon will work on budgetary considerations for working the side roads.

o  The budget was discussed in regards to whether there is enough money to cover everything the property owners considered important in the questionnaire.

o  In relation to this, the dues increase issue was discussed. The timing of bringing the issue up again with the property owners was questioned. The matter was tabled for future discussion.

2) Board Goals for the coming year – Paul Romere and Jim Wiler

·  Roadwork – Add gravel to side roads, and add necessary binder agent.

·  Continue improvement of perimeter fencing as funds allow.

·  Continue CWPP implementation & coordination of fire mitigation on private property.

·  Entrance redesign for future consideration – is it time to revisit this?

o  Because of budget constraints and its ranking on the questionnaire, this issue will not be considered at this time, but will remain as a future goal item.

3) Identify suggested updates or additions for DVE website – Paul Romere and Ginger Domingos

·  Lot owners are encouraged to come forward with any suggestions on how to improve the website. The contact is Ginger Domingos, our webmaster.

o  Abbie Wiler suggested a secure site for DVE property owners only. The pros and cons were discussed but no decision was made at this time.

·  Reminder: please submit to Jon Robison, photos of wildlife or anything else regarding DVE that you feel may be appropriate to put up on the website.

o  We’ve had reported sightings of bears, mountain lions, foxes, deer, turkeys, and lynx in the subdivision, so please, if you’ve taken pictures of such wildlife, submit them for inclusion on our website.

·  The website is www.deervalleyweb.com

4) Review Planning Calendar – Paul Romere

·  The calendar of events for 2014-2015 was reviewed for updates and changes were made.

5) Remarks for DVE Improvements - Open Forum

·  The procedure for distributing board meeting minutes was discussed.

o  Rather than waiting until after the minutes are formally approved at the following month’s board meeting, a preliminary edition of the minutes, after review by the board, will be distributed in a more timely fashion. The minutes will then still be formally approved at the following board meeting, and if any further changes are made then, a revised final edition of the minutes will be distributed.

o  The annual meeting minutes of August will be reviewed and distributed as Preliminary the following month, in September.

·  Terry suggested that the format of the financial statement should be revised to better reflect our overall expected dues revenue with additional line items for discounts and amounts in arrears. She also suggested that we should indicate the gross dollar amount owed to the Association from lots with liens at the bottom of the financials.

o  She, as the Assistant Treasurer, will work with Karen, the Treasurer, to develop a format to better reflect the above.

·  Jon Robison brought up an issue that might arise in the future if Animas/La Plata wants to put in a water main through DVE common property for commercial use.

o  Some discussion took place but it was decided that it was not an issue of immediate concern and the discussion was tabled for now.

ADJOURNMENT

The meeting was adjourned at 9:25 PM.