Deer Valley Property Owners’ Association
Annual Meeting Minutes
Saturday, August 2, 2014 Bayfield Lions Club Hall
The Deer Valley Estates Property Owners’ Association (DVEPOA) Annual Meeting began with a potluck lunch at 11:45 AM on Saturday, August 2, 2014 at the Bayfield Lion’s Club Hall. Thanks goto the Welcome Committee, headed by Janice Goodger, for setting up and organizing the lunch and to all who brought food to share. It was all delicious and much appreciated.
GUEST SPEAKERS
The DVEPOA was fortunate this year to have two guest speakers make presentations to our residents. Both speakers are also residents of DVE.
1) Chris Tipton from the USDA ForestService spoke about DVE mitigation efforts and plans by the USFS to conduct prescribed burns around DVE in the fall. Chris thanked all DVE residents for their mitigation efforts and emphasized that proper mitigation is a collaborative effort between private individuals and the USFS. Prescribed burns by the USFS will start in Bayfield on the south side of Hwy 160 to the Piedra River. They are now prepping control lines in the forest surrounding DVE and hope to start prescribed burns in the last week of August or first week of September, depending on weather conditions, especially the wind. They will go with the prevailing wind and start NW or NE and go around the subdivision before going south. Prescribed burns are planned carefully, heavily analyzed and scrutinized before the plan is placed into effect. All proper conditions must be in line, and one factor that may be off will prevent the plan from going forward. The smoke that results from the burn will last a long time, weeks and maybe months. The plan is to do some rehabilitation in the spring on the lines that had been dug. Trails will be there through the winter. If there are any control lines that you would like to see become permanent social trails, see Chris and perhaps they could be left in place. Residents are not prohibited from going into the forest during the burning; you’re welcome to observe the process and ask questions of the crew to get a better understanding of the procedure.
Q&A: Ginger Domingos asked whether the flags in the forest will be removed, and Chris responded that they will be removed once the rehab is completed.
Q&A: Jon Robison asked whether Chris can provide an idea of the order in which the zones around DVE will be burned so that information can be distributed to the residents, and Chris agreed to provide that information to Jon for distribution.
Q&A: Ginger asked how to tell the difference between social and system trails, and Chris responded that there will be signs posted at each DVE gate.
Les Kole stated that this planned prescribed burn is the culmination of 5 years of planning, getting funding, going through regulatory hoops, etc. Chris agreed that bureaucracy can bog things down, but we’re finally there and getting things done. It’s a culmination of all the different entities involved (communities, fire department, USFS, various different agencies), cooperating and collaborating with each other.
Plans for the future include burning 1,000 to 5,000 acres a day going east toward the Piedra River, using helicopters and ground crews. 18,000 acres will be burned within 4 to 5 years, but the USFS is tactically limited due to smoke regulations. Support from the community will be crucial.
2) Jan Neill, a volunteer for the American Red Cross (ARC), gave a presentation on emergency preparedness. DVE is covered by the SW Colorado chapter of the ARC, which includes the counties of La Plata, Archuleta, San Juan, Montezuma, and San Juan. This large area is service by only 80 – 90 active ARC members.
The first program is called Ready Rating, which targets mostly businesses. The goal is to develop emergency plans, continuity of operation plans and crisis communication plans. Trainers will come into the business, look at risk factors, the employee base, and help develop the plans.
A second emergency preparedness program includes other groups, such as HOAs, churches and community groups such as the Lions Club, Girl Scouts, etc. The ARC is looking to work with HOAs to prepare for emergencies large and small, from power outages to major disasters.
Another program, the Pillowcase Project, is aimed at children’s groups, with a grant funded from the Walt Disney Foundation. Trainers bring pillowcases to presentations, and teach children about emergency procedures and what to put in the pillowcaseto be prepared for an emergency.
In conclusion, Jan emphasized the need for volunteers and expressed appreciation if she could work with DVEPOA on behalf of ARC to develop an emergency plan.
Les Kole commented that as a member of the Firewise Council that covers the same areas as the ARC does, he has the names of 300+ subdivisions that he can provide to Jan if the ARC would like to contact their HOAs. Jan expressed appreciation but noted that although the ARC would be happy to work with the HOAs, they can only do so by invitation of the HOAs.
Linda Kargher asked whether the ARC has a procedure for providing emergency alerts, i.e. through radio stations. Jan responded that she believes there is an emergency radio station in the area, but it is not ARC’s function to provide emergency alerts. However, the ARC has a communications unit (ham radio) for which they are looking for volunteers to work. Jon Robison noted that there is a reverse 911 system in place for DVE, but when it was tested a while ago it revealed some problems with the system. John Beebe responded that to his knowledge, the problems have been resolved, but the system has not been tested subsequently. He also stated La Plata County has an Office of Emergency Management under the jurisdiction of the Sheriff’s Office.
Jan added that there is a list of 10 things to do in an emergency. One area that people should think about is pets – have carriers and leashes on standby, clip information about the pet to the carrier in a plastic holder such as a pencil holder. Get with your family members to formulate an emergency plan – where to meet, who to contact, etc. Have emergency items easily accessible. Assign roles to everybody. Keep your cell phone charged. Find a relay person out of the area or state who family members can contact if you can’t contact each other. Jan will distribute the list of 10 things to do to all property Owners.
Kevin Robel added that it would be a good idea, if you have children, to have a plan to have someone pick them up from school, take them to a pre-planned place, and have someone to look after them until you can get there.
Jan said these were all good comments and planning should take place in a period of calm, or “blue sky” moment, before disaster strikes.
BUSINESS MEETING
The meeting was brought to order at 1:30 pm by Paul Romere, President and began with Owner self-introductions. In attendance, according to the sign-in sheet, were Kevin and Gail Robel, Paul and Karen Erickson, Toby and Tina Allred, Bill Swapp, Mike Drescher, Chris and Susie Tipton, Bob and Janice Goodger,Bryan and Tammy Ferguson, Scott and Jan Neill, Linda Kargher, Jeff Knickrehm, Wayne Lane, Jon and Sandy Robison, John and Terry Beebe,Anson Jones, Debbie Guanci, Ed Walinski, Danielle Stoy, Jim and Abbie Wiler, Kay Walsh, Bob and Sue Deitz, Jerry and Carolyn Libit, Ron Cuthbert, Ken and Sue Ann Gaherty, Joy Elliot, Ginger Domingos, Emil and Ellen Maxton, Paul Romere, Kathy Phelps,Steve and Jan Jurgens, Paul and Cathy Duggan, Les and Linda Kole, Hal and Wanda Mullen, and Howard Simmons. Paul Romere introduced the Board members, officers and committee chairs.
President’s Remarks
The President’s Annual Report is written and distributed to Owners in advance of the Annual Meeting and then included in the Annual Meeting minutes. This practice is in recognition that monthly Board meeting minutes are now distributed via e-mail so those who chooseto may already know what has been happening. This practice is intended to shorten the Annual Meeting, but in no way cut off discussion of anything Owners wish to discuss in an open forum – either at the Annual Meeting or any regular monthly Board meeting. The following is the President’s Letter for 2013-2014:
Deer Valley Property Owners’ Association
President’s Letter for 2013-2014
This past year actually turned out to be a fairly relaxed one. We have seen several homes being built and some of the older ones getting new Owners. With the continuing problem with the economy, lots and homes for sale are still having a hard time finding buyers.
The fire fuel mitigation on our lots has been continuing and has resulted in some very pretty lots with the trees thinned and trimmed up and the ground cover removed. We can actually now better see our neighbor’s houses. Deer Valley continues to be recognized with Firewise awards. For those lot Owners who have not stepped up to do the mitigation needed on their lots, please consider contracting with the Upper Pine River Fire Protection District to mitigate your lot. The contract price is very reasonable and we all need to take part in this effort for the protection of the entire subdivision. Also, preparations are underway by the U.S. Forest Service to do prescribed burns in the forest around all three sides of Deer Valley, with the estimated acreage to be burned approaching 2000 acres. The burn is scheduled for the September-October timespan, weather permitting. With the dry conditions, everyone needs to be extra careful burning anything outdoors and always first obtain a burn permit and then call the Controlled Burn phone number (970) 385-2900 for burn permission, as required by law.
We continue to have very few sightings of Elk in the subdivision, but deer abounded year round. We are also lucky to have had several Fox sightings throughout the subdivision, with a family with two young ones being raised on my lot. They did so like drinking from my birdbath. The bear sightings have continued through last fall and again this spring and to date, with a cinnamon colored one and a black one making the rounds several times. All the more reason to make sure we continue the wise use of hummingbird feeders and other bird feeders and keep any garbage stored to prevent their access. Since the Coyotes, which used to be in abundance and have become much scarcer, we have had, particularly over the past several years, an influx of Skunks to now deal with. Certainly not a pleasant thing on a hot summer night when one has the windows open to cool the house down, but then again, we did choose to live in the woods. Our resident mountain lion has also made several appearances and seems to really like Bill and Mary Swapp’s back yard and their nice grass for a bed.
This spring we accomplished a major road project which we had outlined at the last Annual Meeting. The project started with no road work being scheduled for the spring of 2013 to save the money to be added to this year’s road budget, specifically to allow the purchase of significant road base gravel for Beaver Creek Drive from the entrance to the intersection with Elk Valley Road. This portion of the roads is the most heavily traveled and the ¾ inch base was gone down to the 3 inch base and could not be graded properly. With that portion of the roads now up to standard, we can now concentrate next on those portions of the side roads needing repair. With the increased costs on every aspect of maintenance, we are continually strapped for funding and beginning to lose the battle to keep up with doing the basic road maintenance, snowplowing and fencing replacement.
We are very fortunate to have a dedicated volunteer group which saves Deer Valley an untold amount of money by doing various projects to maintain the appearance of Deer Valley and do other routine maintenance, particularly on the roads, right-of-ways, perimeter fencing, and even assisting in the fire mitigation efforts. It still amazes me as to how much can be accomplished in just half a day once a month. I have nothing but praise for the group’s civic pride and dedication. Special thanks are in order to several of the residents. Alden Vervaet mows and keeps the entrance from the dumpster to the Highway always looking so nice, John Beebe has been utilizing his welding skills by making the fencing corner posts as they are needed for fencing replacement, and Terry Beebe continues to provide the updates to the Property Owners’ List. We can always use more volunteer help and welcome anyone’s participation in maintaining our beautiful Deer Valley Estates.
Deer Valley is fortunate to have dedicated and competent Committee Chairpersons for the Welcome Committee (Janice Goodger), Architectural Review Committee (Bill Swapp), and Conflict Resolution Committee (Paul Duggan). We are also fortunate to have Les Kole as our Firewise Council Representative. Our two appointed positions of Secretary (Ellen Maxton) and Treasurer (Karen Erickson) are doing an outstanding job. They all play a large part in keeping Deer Valley the great place it is to live and deserve a big Thank You
The winter turned out to be cold early and with most of the snow over by February. I do not have the accumulation figures, but know it was nowhere near the 100-120-inches we have seen in past years. With the reduced moisture levels we all need to be careful with any kind of burning outdoors. Hopefully, the drought conditions will soon relax and get us back to our usual winter snowfall accumulations.
Internet access in Deer Valley still is unpredictable, but certainly is better than the dial-up we had to use for many years. The service by Brainstorm is still available to the current subscribers; however, Brainstorm is not taking new subscribers and the only option open to them will be to use dial-up or a satellite based system, of which only HughesNet is currently available. As you may remember at the last Annual Meeting I discussed the possibility of second Internet Service Provider installing a high speed system in Deer Valley. I attempted to work with them until last November, at which time they quit returning my calls. There were several factors that needed resolution before they could begin. The first and perhaps greatest impediment was placement of a tower with a small dish antenna on Deer Valley Common Property that could “see” the Spring Creek antenna site. The most likely location would have the tower silhouetted against the sky at the crest of a hill, which would have been objectionable to some. The second required the placement of the fiber optic cable under our roads in several places with the remaining cable placed on the existing electric service poles. While this wasn’t that big an issue as far as residents are concerned, it most likely was a cost impediment to the Service Provider. Unfortunately this additional Service Provider has not proceeded past the initial Site Survey.
Deer Valley continues to be a great place to live with nice and friendly neighbors and we are truly blessed. I look forward to what this next year will bring and am committed to continuing to work to keep Deer Valley Estates the great place to live which the past and present members of the Board of Directors have strived to establish and maintain for the past thirty-three years.
Paul Romere
President
Deer Valley Estates Property Owners’ Association
Donations
Paul Romere pointed out that there is a donation bucket for the Lions Club for the use of their facility for the meeting. A total of $160 was collected.
Motion to Approve Minutes
Paul asked for any questions from the floor regarding the 2013 Annual Meeting minutes. Debbie Guanci raised the question of whether DVE was still able to quality as an HOA for tax purposes and did a penalty have to be paid for not spending 90% of the revenues collected? Karen responded that she did a lot of research, and there were no questions about DVE’s status as an HOA and no fines or penalties had to be paid. Les Kole made a motion to approve the minutes from the 2013 Annual Meeting and it was seconded by Bob Goodger. The minutes were approved by a unanimous voice vote.
Old Business
Treasurer’s Report – Karen Erickson
DVEPOA Treasurer Report Aug 2014
I would like to thank Richard McSwain for his extensive help to me serving as assistant treasurer.