Archive for Author admin

Annual HOA Meeting – Tuesday, May 26, 2015

ANNUAL HOA MEETING MINUTES

 

Tuesday, May 20, 2015

 

Members Present:

HOA BOARD:  Allen, Shon; Hales, Suzanne; Kelley, Marian; Moran, Angel; Stuart, Mary Kay, Westbook, Jim

& WYNGATE COMMONS HOMEOWNERS

 

DUE TO INCLIMATE WEATHER & POOR ATTENDANCE,

THE MEETING WAS CANCELLED AND RESCHEDULED FOR TUESDAY, MAY 26, 2015

 

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

 

Tuesday, May 26, 2015

 

HOA BOARD:  Allen, Shon; Hales, Suzanne; Kelley, Marian; Moran, Angel; Stuart, Mary Kay, Westbook, Jim

& WYNGATE COMMONS HOMEOWNERS

 

State of the Community

 

President, Shon Allen, opened meeting, welcomed all homeowners and listed accomplishments (BELOW) of Wyngate Common’s HOA Board during the 2014-2015 year, including extending appreciation to departing HOA Board members, Suzanne Hales & Andy Phillips, who have resigned with one year remaining on their term and Marian Kelly & Mary Kay Stuart, whose terms have expired as well as his term has ended.

 

Accomplishments and General Discussion

 

  • Cable and Internet included in monthly HOA fees, which make the community desirable to live in.
  • Concrete repairs were completed.
  • Insurance policy renewed, including a small increase, while maintaining a $1,000 deductible, which benefits Wyngate Common’s homeowners. Does not include earthquake and/or flood insurance.
  • LED lighting installed for cost and efficiency, including received rebate for energy efficiency.
  • Light poles damaged by Hit & Runs have been repaired, many at the cost all homeowners. Please report any damage you see being done to light poles and/or throughout the community.
  • Pond motor has been replaced.
  • Rain gutters have been irrigated and some grated.
  • Satellite dishes will be uninstalled. Dishes are also against the CC&R’s.
  • Shrubbery replaced and weekly landscaping begun, tree trimming to be an upcoming project.
  • Signs installed and, where necessary, repaired.

 

Treasurer Report

 

Andy Phillips, Board Treasurer, resigned.  No budget report.  Shon Allen, President, indicated the Board is very healthy with satisfactory reserve funds.  The Board tries to be diligent stewards of the $165/month paid in dues by each homeowner every month.  If you are behind and/or unable to pay, please contact the Board.

 

Community Discussion

 

Architectural Committee – Before any member can make a change to the appearance and/or function of their property, it must have the approval of the architectural committee.  All additions and repairs must be made by a licensed/bonded contractor.  Submit your requests on Wyngate’s website.  (Approved items will be posted on the website for other homeowners to see available options for their units.  i.e., railings and screens.)

 

Concerns:

 

  • Camera installation discussed and to be considered for the gate.
  • Downspout drainage not running directly into pipe. A new homeowner had considered possible purchase of three units and all three failed inspection regarding this issue.  He has since repaired and/or replaced the drainage pipe at his recently purchased unit.
  • Graffiti to be cleaned up and/or sections of the fence will be replaced.

 

Upcoming Dates

 

Dumpster – June 4

Community-Wide Yard Sale – July 18

 

Board Position & Nominees

 

Nominees:

 

  • Bob
  • Brad
  • Bruce
  • Jeff
  • Matt
  • Shon
  • Susie

 

After community-wide voting the appointments were:  Brad, Bruce, Matt & Shon.  Angel Moran and Jim Westbrook maintain their position on the Board, with two years remaining in each of their terms.

 

NEXT BOARD MEETING:  Tuesday, June 2 at 6:30 pm.  This meeting will be a transition meeting.  New positions will be seated.

Board Meeting – Tuesday, April 14, 2015

HOA Board Meeting Minutes

 

Tuesday, April 14, 2015

 

Members Present:

Allen, Shon

Hales, Suzanne

Kelley, Marian

Stuart, Mary Kay

Westbrook, Jim

 

 

Insurance Renewal

 

Brian Bowen, Vice President of Bowen Insurance Agency and Wyngate Common’s insurance representative presented to the Board regarding the insurance renewal for 2015-2016.  Wyngate’s renewal was $16,134, which was up from $13,916, but still less than Wyngate’s first insurance policies.  The insurance policy does not cover earthquake or flood damage, both of which would cause a higher premium.  Wyngate Common’s loss history is stellar based on claim frequency and severity.  It the opinion of Mr. Bowen that the Board has done an exceptional job managing claims.  Every homeowner should also be carrying an HO6 Policy.

 

Annual Meeting Preparation

 

The Annual Meeting is being held on May 20, 2015 at 7:00 p.m.  A letter will be mailed to every homeowner including a Proxy Ballot.  An e-Blast reminder will be sent and a flier distributed on every door.  The CC&R’s require a minimum of 25 votes.  The ballot includes no assessments, only position vacancies:  Suzanne Hales & Andy Phillips, who have both resigned with one year remaining on their terms and Marian Kelley & Mary Kay Stuart, whose terms have expired.

 

Community Yard Sale

 

Scheduled for July 18, 2015 from 7:00 am – 12:00 pm.

 

Maintenance

 

The lights on Normandy Loop have all been replaced with LED’s.  The bulbs have a 20+ life expectancy.

 

Spring Start-Up

 

A reminder to Homeowners regarding pet car for lawn maintenance, including fines if not abided by.  The lawn mowing starts on Thursday, April 16.

 

 

 

 

Next HOA Board Meeting:  TBD

 

ANNUAL MEETING:  Wednesday, MAY 20, 2015

Community Update – New Site

We are working on a new user experience to make the homeowner’s online HOA presence the best it can be. We will be posting the Newsletters, Minutes and Community Updates in this section of the site. You can click on a specific type of communication or view them all. We hope this helps keep community members as informed as possible.

Board Meeting – February 3, 2015

 

HOA Board Meeting Minutes

 

Tuesday, February 3, 2015

 

Members Present:

Allen, Shon

Hales, Suzanne

Kelley, Marian

Moran, Angel

Phillips, Andy

Stuart, Mary Kay

 

 

Insurance Renewal

 

Wyngate Common’s insurance needs renewal.  Arrangements can be made for Bryan to come to March’s meeting.  Last year insurance coverage cost $16,000/year.  Claims have been minimal; hopefully the reward will be continued coverage at minimal cost.

 

Automatic Payments

 

20 homeowners have registered for online payments.  Ladonna, who does the bookkeeping, will not accept the liability and process the payments.  The HOA Board will be responsible for scheduling those payments.  This needs to be processed as soon as possible, due to January payments not being processed.  Homeowners now need two months withdrawn.

 

Delinquent Dues Process

 

Suzanne Hales suggested letters versus statements for easier understanding.  Shon Allen suggested inviting her to the meeting in March to make a procedure for delinquent accounts.

 

Rules Violations

 

President Shon Allen stated that if a month passes without collecting a minimum of $200 in fines, the HOA is not completing its duties.  If a homeowner has parking violations, pet violations and/or trash can violations, call Shon.  He will issue citations.

 

Maintenance Needs

 

Stucco is still a problem that needs to be addressed.  Jim Westbrook is responsible for changing porch lights.

 

 

 

Next HOA Board Meeting:  March 9, 2015

 

ANNUAL MEETING:  Wednesday, MAY 20, 2015

Board Meeting – December 2, 2014

 

HOA Board Meeting Minutes

 

Tuesday, December 2, 2014

 

Members Present:

Allen, Shon

Hales, Suzanne

Moran, Angel

Stuart, Mary Kay

*Andy Phillips via Text Message

 

 

Budget

 

Budget was presented and approved.  HOA fees will remain at $165/month for the following fiscal year.

 

The Board voted 4 “AYE” to one “NAY”.

 

Foreclosure

 

Homeowners settled with the bank.  Wyngate Commons HOA received two thirds of the monies owed in back HOA dues and payment of the fees owed.  The homeowner is intending to move back into the property.  The settlement with bank does include contacting them if dues are not being paid, as it was a condition of settlement.

 

HOA Automatic Withdraw

 

Arrangements need to be made with the bank to process HOA dues via automatic payments.  Automatic withdraw form will be designed by Shon Allen and/or Andy Phillips.  Withdraws to be scheduled for twice a month, on the 10th & 25th.

 

Parking

 

e-Blast rules and reminders to residents before the holidays about parking.

 

Next HOA Board Meeting:  February 3, 2015

Board Meeting – October 7, 2014

Oct 7, 2014 Wyngate Commons HOA Meeting

Mark Simpson-Utah Lawn

Caleb-Utah Lawn

Marian Kelly

Shon Allen

Angel Moran

Mary Kay Stuart

Stephanie Bradley & Team

 

590 Normandy (Stephanie Bradley), present to board what they would like the board to assist with in helping to repair a leak that is happening in their backyard and causing water in the basement. The landscapers have looked at it and will assess the yard and get back to the board. The board will work together to see what needs to be done but does not commit to anything monetarily.

 

Mark Simpson-Utah Lawn, discussed prep for winter care of the property and recapped the year; he then presented to the board his proposal of $30,125.00 for the upcoming year. Last year we paid $28,275. After Mark and Caleb departed the meeting,  a motion was made to accept proposal by Angel it was seconded by Mary Kay and then by all.

 

Flooding in General , the board agreed to discuss and handle as complaints/issues came in.

 

Cement repair update, the work was completed cracks were sealed on the steps of certain Rambler homes,

 

Stucco repair list, Mary Kay will make a list of issues and the hope is to start repair work in the next 2 weeks, i.e. Woodpecker repair.

 

Snow Melt, was voted on to order and will be distributed, Shon will handle ordering.

 

Next HOA Meeting Tuesday, Dec 2nd @ 6:30 (Shon’s House)

Board Meeting – August 12, 2014

 

HOA Board Meeting Minutes

 

Tuesday, August 12, 2014

 

 

Construction Request

 

The home requesting deck/patio construction submitted plans and has been notified that as of now, it is eight inches too high.  The pavers would be fine.  HOA Board waiting for a response.

 

Dogs

 

Complaints have been received about barking dogs.  The homeowners and/or landlords have been notified.  As of this moment, it seems to be under control, but dogs need to be addressed by the HOA.  Should bigger dogs be allowed?  And, if so, what arrangements should be made for damage done by any pets?  Should the CC&R’s be amended to charge for destruction?  Leash law reminders need to be sent as well.

 

Foreclosure

 

The owners of the property under foreclosure received their final default notice on July 28 or 29.  From that date, the process takes approximately 90 days.  It will be posted in the newspaper and on the house.  The HOA’s attorney has begun the foreclosure on another property, who has made no HOA payments for approximately three years.

 

Landscaping

 

Our landscaping looks great, all the grass is green.  The waterfall has been fixed and lighting has been added.  Bushes have been replaced.  The bushes by the garages will not be replaced, as they are damaged by snow plowing.  Animal urine is killing some plants.

 

Yard Sale

 

The yard sale was a success and will become a yearly event.

 

Next HOA Board Meeting:  October 2014

 

Board Meeting – June 3, 2014

 

HOA Board Meeting Minutes

 

Tuesday, June 3, 2014

 

Members Present:

Allen, Shon

Hales, Suzanne

Kelley, Marian

Moran, Angel

Phillips, Andy

Stuart, Mary Kay

Westbrook, Jim

 

 

Disband Previous Board

 

THANK YOU to Reed McCune for his services!

 

Annual HOA Meeting Review

 

  • Back door painting to continue.
  • Dumpster for Spring cleaning to be ordered.
  • Fence panels available if repairs are needed.
  • Garage doors repainted? The cost will require a special assessment.  It was decided no special assessments to be added until previous special assessments payment time period is complete.
  • Light post protective rocks were voted against.
  • Satellite dishes are not allowed. Attorney will send letter to those that have one installed.
  • Sprinklers to remain the same.
  • Stucco repair to be looked at by Angel Moran and Mary Kay Stuart.
  • Tennis court wench needs the wire removed, it is jammed and a possible hazard.
  • Weeds are an issue and spray has been applied.
  • Yard sale to be held community wide on July 12 from 7:00 a.m. – 12:00 p.m. Suzanne Hales and Angel Moran will facilitate the yard sale.

 

New Board Member Assignments

 

  • President, Shon Allen
  • Vice President, Jim Westbrook
  • Secretary, Suzanne Hales
  • Treasurer, Andy Phillips
  • Committee Assignments
    • Building: Angel Moran & Mary Kay Stuart
    • Landscaping: Angel Moran & Mary Kay Stuart
    • Parking: Marian Kelley

 

Next HOA Board Meeting:  August 12, 2014

 

Board Meeting – May 20, 2014

 

ANNUAL HOA MEETING MINUTES

 

Tuesday, May 20, 2014

 

Members Present:

HOA BOARD:  Allen, Shon; Hales, Suzanne; Kelley, Marian; McCune, Reed; Moran, Angel; Phillips, Andy; Stuart, Mary Kay

& WYNGATE COMMONS HOMEOWNERS (26 Signed Roster)

 

State of the Community

 

President, Shon Allen, opened meeting, welcomed all homeowners and listed accomplishment of Wyngate Common’s HOA Board during the 2013-2014 year, including extending appreciation to Reed McCune and Angel Moran whose terms have expired.

 

Treasurer Report

 

Andy Phillips, Board Treasurer, presented a percentage break down of monthly HOA fees ($165.00):

 

  • 30% – Comcast
  • 15% – Landscaping
  • 15% – Maintenance
  • 10% – Liability
  • 08% – Utilities
  • 04% – Building
  • 04% – Bookkeeping
  • 15% – Reserve/Savings

 

Utah State requires a HOA Board to maintain a Reserve/Savings for protection.  Wyngate Commons is protected and is maintaining what the State requires.

 

Four to five units consistently do not pay monthly HOA fees.  The HOA Board is liable to collect the fees owed by HOA Members.  Members will be notified if they are late and/or missing a payment.  If there is a problem with making payments, please speak with the Board and make payment arrangements.  The Board is willing to make and/or agree to payment plans, but they must receive communication from the Member.

 

Community Discussion

 

Architectural Committee – Before any member can make a change to the appearance and/or function of their property, it must have the approval of the architectural committee.  All additions and repairs must also be made by a licensed/bonded contractor.

 

Comcast – Member inquired to length of commitment/contract with Comcast.  (10 Years)  Before next renewal, a community vote of cable and internet provider was requested.

 

Gate Access on Holiday Weekends – Member requested gate be left opened for easier access by guests during holiday weekends.  After discussion, security of community, the reason for gate, was priority, vs. easier access.

 

HOA Responsibility vs. Homeowner Responsibility – Member concerned with liability and responsibility if repairs not completed/done and an individual is injured.  Bruce Lyman defined “limited common” as not HOA responsibility; this includes yards and repairs needed there.  Common areas are 100% HOA responsibility.

 

Sprinklers – Members requested watering not occur every day.  Explanation of difficulty of sprinkler scheduling for entire community makes daily and/or weekly adjustments impossible.

 

Suggested Goals & Projects for 2014-2015:

 

  • Community garage sale proposed.
  • Passing lane on 700 East to be installed this year.
  • Rock Church opening this year.
  • Speed limit in community to be enforced.
  • Unbreakable cul-de-sac lighting requested.

 

Closing Comments

 

Suzanne Hales, Secretary, was asked by President, Shon Allen, to comment on her experience serving on the Board her first year.  Suzanne commented on the appreciation and commitment of the Board to maintain the home values of the entire community.  The damages to the community come from the reserves and we don’t want to continue to deplete the reserves, please help be aware of things happening in the community.

 

Board Position & Nominees

 

Nominees:

 

  • Danny Moon
  • Angel Moran
  • Jennifer Ross
  • Jim Westbrook

 

After community-wide voting the appointments were:  Angel Moran and Jim Westbrook

Board Meeting – April 15, 2014

 Members Present:
Allen, Shon
Hales, Suzanne
Kelley, Marian
McCune, Reed
Moran, Angel
Phillips, Andy
Stuart, Mary Kay

 

Pre-Annual Meeting Preparation (May 20, 2014)

Notification to be sent twenty (20) days prior via mail, with a reminder on doors ten (10) days before meeting.  A flier will be mailed AND taped to doors, with an e-Blast being sent to subscribing Homeowners.  TWO (2) positions are open on the Board.  Homeowners will be encouraged to participate.  If positions are not filled, a management company will have to be considered causing a possible HOA fee hike upwards of $150/month.

Time Remaining on HOA Board Term:

Allen, Shon 1 Year
Hales, Suzanne 2 Year
Kelley, Marian 1 Year
McCune, Reed Term Over
Moran, Angel Term Over
Phillips, Andy 2 Year
Stuart, Mary Kay 1 Year

Presentations to include:  Shon Allen on Wyngate Commons HOA Board and its legal responsibilities vs. Homeowner responsibilities.  Suzanne Hales will present on Homeowners insurance, new laws and what coverage Homeowners should have.  Andy Phillips will present on the HOA budget and financial situation, including accomplishments.

Documentation will be available on the budget, CC&R’s, rules & regulations, homeowners/renters insurance, improvement and repair requests, including correspondence and documentation of decisions made.

Spring Maintenance Start Up

  • Concrete Work – Concrete to be inspected with a recommendation for repair, including quote.
  • Dumpster – Thursday thru Monday, with dates to be determined.  Approximately $95.
  • Fountain – New pump needed.  Shon Allen to inquire, receive quote and arrange repair.
  • Lighting – Exterior lighting to be added/upgraded around fountain.
  • Parking – Violations are increasing, enforcement of rules will be continued.  A reminder of parking rules will be included on the flier being mailed and taped to doors with Annual Meeting notice.
  • Pets – Reminder of rules to be included on flier.  Andy Phillips will price signs with waste bags.  Suzanne Hales will contact Animal Control regarding HOA vs. Draper City rules and enforcement.
  • Rocks & Sand – Shon Allen will acquire quotes.  Cost and desire for more rocks and sand?
  • Security Camera – Security surveillance is costly.  Many cameras and systems require a third party to record and store footage.  Surveillance will continue to be discussed and/or considered.
  • Sprinklers – Repaired and turned on within next few days.  Landscaping company will also begin spring clean up, including trimming and/or tidying tree rings, etc.
  • Stucco – New company names acquired.  Reed McCune will make arrangements for repairs.
  • Tables – New tables will be bolted in the pavilion.
  • Window Washing – Suzanne Hales will contact companies and inquire about possible discount.

Next HOA Board Meeting:  May 13, 2014

ANNUAL MEETING:  MAY 20, 2014

« Older Entries Recent Entries »