Archive for Minutes
According to our CC&R’s, the community must be made aware of the date at least 20 days before the meeting. The A-frame will soon be put out to notify people to save the date. An e-blast will also go out to the community followed by flyers attached to each door.
2. SPRING MAINTENANCE:
Shon went to the home show and got ideas for improving our community, including cleaning out the rain gutters. He received a quote for a cherry picker rental which would be much cheaper than hiring a contractor with one. We also have to look at hiring a contractor to paint the back doors on the Wyngate side (Normandy and Tuscan View were completed last year). We discussed the idea of updating our homes by getting more modern outside light fixtures. We also will be looking at the stucco on homes to see if they need to be repaired.
WYNGATE COMMONS HOA SPECIAL MEETING
ATTENDING: Brad Shepherd, Shon Allen, Bruce Lyman, Ann Moorehead, Lynne Williams
Excused: Stephanie Paller-Belgique, Jason Sweat
Meeting was called to order at 6:40pm.
A special meeting on January 26, 2018 was called to discuss the lack of response from our landscaper during our last snow fall. Only part of the community was shoveled and this is inexcusable. We requested Hallmark Landscaping owner, Jon Hall, to address the failure with the Board. The Board would then vote to see if we will continue our contract with Mr. Hall.
Mr. Hall explained to the Board what happened and what measures he is taking to ensure this never happens again. He did fire the supervisor who was in charge that day. The Board expressed our concerns and expect them to be met. We have a huge liability when the snow is not shoveled. Mr. Hall agreed that a mistake was made and it will never happen again.
After listening to Mr. Hall and making it very clear what our expectations are, the Board voted to continue to employ Hallmark Landscaping. They are expected to pay for the snow removal service we had to hire to finish the snow removal job. Mr. Hall has made some changes in his crew to be certain things run smoothly in the future. We expect things will go well going forward but will take immediate action if Hallmark Landscaping does not follow through with the specifications in the contract.
WYNGATE COMMONS HOA MEETING
Attending: Brad Shepherd, Shon Allen, Bruce Lyman, Ann Moorehead, Stephanie Paller-Belgique, Lynne Williams
Meeting was called to order at 6:36pm.
1. A/R Balance:
Shon presented the status of the current A/R balance. There are a few people who are behind on their HOA dues but things don’t look too bad. One resident, who had fallen quite a bit behind, is doubling up monthly and catching up. Another was displeased on getting fined for having his garbage can left out for long periods of time. The fines are clearly written in the rules and we expect him to pay. Bruce and Shon will meet with the representative of the Shupe Building to discuss their shared expenses. Once those are paid, our A/R will look much better.
Ann continues to do a wonderful job in cleaning up the parking problems. All forms from residents renting spots are now current. Going forward, any resident who desires to rent a parking spot in the back must have all the forms submitted and approved by the Board before a spot will be given.
One resident would like to have the option of letting others park in her space if she is not parking there. Subletting spaces is forbidden in the rules and becomes a nightmare for the Board to know who is legally parking there and who is not. The Board did review this and voted unanimously to NOT allow anyone other than the resident and their immediate family members to park in the rental spots.
We still have a few spots available if any resident needs one and you qualify for it. Please submit a request on the submission form. Parking will again be addressed in the Spring Newletter because so many people fail to follow/understand the parking rules.
1. Lynne brought up a problem with a motorcyclist grossly speeding in our community. This could be potentially dangerous for any unaware resident or guest. The issue was addressed with the home owner and she will discuss the problem with the offender.
2. A resident alerted us about two loose dogs in the community. He has contacted Draper Animal Control. He believes the dogs belong to a quest who was visiting. Please be aware Wyngate Commons follows the Draper City on-leash only laws.
Next Board meeting is set for March 15, 2018
Meeting adjourned at 7:39pm
ATTENDING: Brad Shepherd, Shon Allen, Bruce Lyman, Ann Moorehead and Lynne Williams
Excused: Stephanie Paller-Belgique and Jason Sweat
Meeting called to order at 6:34pm
1. The security cameras are installed at the front gate!!! YAY!! Over the years, we have had people sliding/running into the gate and it has been very expensive to repair it. No one claimed responsibility. Now, if it happens again, we will be able to know who did it and charge them for the repairs. The cameras will help keep our community safer because we can track who comes and goes. We certainly don’t want to infringe on peoples privacy but if there happens to be an incident, we now can identify who may have been involved. Thank you Bruce Lyman and Shon Allen for all the time you put into finding the perfect camera for our needs.
2. Rule infringement fee schedule:
The Board decided on a fee schedule for chronic rule breakers (ex: leaving garbage cans out for days after collection). People will first be given a written warning, if the infringement happens again they will be charged $50.00. If the rule is broken again, within a 12 month period, they will be charged $100.00 for each incident. This fee schedule will be added to the Rules on the website.
3. Broken fence:
We will try to get the landscapers to fix the fence in the Southwest corner of the community. Some slats are missing and need to be replaced.
4. Shared area:
One of our commercial neighbors has paid in full for their part of the shared expenses for the road and landscaping along 11620 S. Bruce and Shon will personally talk with the other neighbor about the payment and a couple other unresolved items.
Ann Moorehead discussed issues she is having with people not following our parking rules. Ann has done a wonderful job resolving several parking problems that residents are having. We continue to work with a few residents to help them understand that the rules are for everyone benefit and must be followed.
We recently had emergency vehicles come into the community to help with a resident in need. Draper’s newest vehicle is huge and probably would not have been able to fit down the road if people were parking on both sides of the street. PLEASE, parking is allowed on the sidewalk side ONLY for this very reason. It is up to the residents to inform your guests where to park. Let’s keep everyone safe by parking on the sidewalk side of the street.
2. Water Pro:
Water Pro has informed us that this summers supply of irrigation water could be very limited if we don’t get more precipitation. We get our water from Utah Lake and we hope we get much more snow/rain in the next couple of months so we don’t have to go into a drought situation.
Next meeting is set for Thursday, February 15th.
ATTENDING: Brad Shepherd, Shon Allen, Jason Sweat, Ann Moorehead and Lynne Williams
Excused: Bruce Lyman and Stephanie Paller-Belgique
Meeting called to order at 6:40pm.
1. GATE CAMERA:
Bruce found the link to order our two cameras. They are $180 each. Shon showed us the sign that he had made up to warn people they are under surveillance. It looks great! Hopefully, the cameras and the sign will be installed soon.
2. BACK DOOR PAINTING:
Most of the doors on Normandy Loop and Tuscan View are completed with just a few exceptions. We will be assessing the durability of the paint in the spring.
3. STORM/SCREEN DOOR AND RAILINGS:
Five doors and six railings have been installed and everyone is happy. Our seniors especially are thankful for the railings. Several people have expressed interest in the screen doors in the spring.
Lynne will get a copy of the contractors license and a copy of the certificate of insurance from the company.
4. FALL S’MORE COMMUNITY PARTY:
The party was a success and lots of fun. Each event we have is attended by more residents. Thank you, Stephanie Paller-Belgique, for your hard work in putting this all together.
5. GARBAGE CAN TALLY:
Brad has a tally of the people who are violating our garbage can rules and keeping the unsightly cans in their back yards. A letter will be sent out to these offenders. Also, one person is keeping a kayak in their yard and they also will receive a letter informing them to remove the kayak.
Several new trees have been planted on the property. Also, the final lawn fertilization will be done next week.
7. BROKEN VINYL FENCE:
We will ask the landscapers if they have time to fix the broken slats in the fence.
8. SHARED EXPENSES:
The Rock Church has responded to our letter with some questions. Shon and Bruce will go personally to talk to the involved people at the Shupe Building.
9. OIL CLEAN UP:
Recently, the Board notified a resident of leaking oil from their guests truck(s). We are happy to report the oil has been successfully cleaned up and we would like to thank the resident for her quick action on this matter.
1. HOA INFORMATIONAL SEMINAR:
Shon and Ann attended a seminar on new HOA rules and regulations. They presented a handout of the slides and the new information. We discussed in length whether we need to have a mission statement for the HOA. We know that we don’t discriminate against people for race, sexual orientation, religion, etc but do we need a statement to say that on the HOA website? Too much information in a mission statement may get us into trouble also.
2. ONGOING AND ONE TIME OFFENSES FEE SCHEDULE:
We need to develop a monetary fee schedule for offenses and then post these fines in the Rules.
3. UPDATED PARKING VIOLATION FORMS:
Brad updated the parking violation form to include some important missing information. If a Board member issues a form on a car, they will inform the entire HOA Board so we will be aware that the violation has been addressed.
Some of the concrete driveways are in bad shape and may be resealed this year. We continue to investigate how well the resealing is holding up on the test driveway which was resealed last year.
Shon presented the entire 2017 budget and the proposed 2018 budget. It was determined that no increase in HOA fees was needed! The budget will go out to homeowners soon.
Meeting adjourned at 8pm.
Next HOA meeting will be on January 11th.
Attending: Brad Shepherd, Shon Allen, Bruce Lyman, Stephanie Paller-Belgique, Ann Moorehead, Lynne Williams
The meeting was called to order at 6:38pm.
- Video camera for the gate: Bruce has found a video camera to fit all our specifications for approximately $168. It will record for 48 hours which is plenty of time for us to notice any problems with the gate. Bruce will purchase 2 cameras for the gate, one for the entrance and one for the exit. Shon has already ordered security signs which will be put up soon. Our electrician will install the cameras.
- Back door painting: Stephanie went around Normandy Loop and Tuscan View today with Dan to record the progress on the back doors. There are a few that remain unfinished but Dan hopes to finish those up this week. Some homeowners have been difficult to contact to complete their doors.
- Front storm/screen doors: Five homeowners have currently ordered the doors. We hope to get the doors installed by the middle of the month. Many people are considering getting the doors but want to see them installed first before they order one.
- Parking: Special parking requests have kept Ann busy the last couple of weeks. Ann has been able to accommodate all recent resident’s special requests. Also, Ann had a new resident request a paid parking spot in the back and this request has been granted. We currently have two open reserved spaces remaining.
Despite previous flyers and a recent email, we continue to have people not follow the parking rules. It was decided to put notices on the cars belonging to people who habitually disobey the rules. A picture will be taken of the notice and the car as proof that the car owner was notified. If the owner continues to break the parking rules, the car will be towed. With the holidays coming, we need every space we can get to be available for our guests. Residents parking in guest parking spots will NOT be tolerated.
- Garbage cans: People are still storing their unsightly, smelly garbage cans in their back yard. This is against the rules. No one wants to see or smell their neighbors garbage. Garbage cans MUST be stored in garages. The Board will start a tally of who is storing their cans in their back yard and address the issue with the owners. Also, owners who have unsightly back yards will also be notified. The back yards are “limited common areas” and affect us all because we are so close together. We need to be respectful of our neighbors and clean things up in the backyard.
- Tree Planting: Several trees will be planted next week. The landscapers will be doing more trimming of the bushes and decorative grasses around the houses. Also, now that the leaves are off the trees, the winter fertilizer will be put down soon.
- Back fence repair: Bruce did not have the material to fix the open space in the back vinyl fence but will purchase what he needs and get the fence repaired.
- Most of us don’t realize that the street we use to enter our community (11620 S.) and the green area surrounding it is a shared area. It is maintained by Wyngate Commons but used also by The Rock Church and the Shupe building employees. We have a contract stating everyone will pay 1/3 of the expenses for this shared area. Shared expense invoices for the Rock Church and the Shupe Office Building recently have been sent out.
- A/R Balance: Brad looked over the A/R report and noted that it looked ok. There still are a few people behind in their HOA payments due to paying the old HOA fees even though the new ones increased months ago.
- Hot Chocolate and treat bar: Stephanie has many ideas on creating a hot chocolate and treats night on November 18that the Pavilion. A fire will be made and everyone can create their own s’more. Lynne will get the A-frame signs out reminding people of the date.
- Greeting new residents: Lynne has agreed to take this project on. It involves meeting new residents, answering their questions and concerns while reminding them of the rules that go along with the HOA. Ann has agreed to help also.
- Loose dog complaints: Several residents have complained about a resident who allows his large dog to roam the area off leash. We have been very specific in flyers and emails that Draper City requires dogs to be ON LEASH. It was recommended that Draper Animal Control would be the place to contact to help solve this problem.
Meeting adjourned at 8:03pm
Board members attending: Brad Shepherd, Shon Allen, Stephanie Paller-Belgique, Ann Moorehead, Jason Sweat, Bruce Lyman and Lynne Williams
Guest attending: Martin Wesseler.
Meeting was called to order at 6:35pm by President Brad Shepherd.
Mr. Wesseler discussed some problems he is having with his newly purchased home that he believed the HOA should be responsible for. The dead spots in his grass and his air vent cover have been addressed. Our landscapers will soon be spreading the fall fertilizer and this should take care of the weeds in his backyard lawn. He is concerned about his window well flooding from future heavy rains and wanted the HOA to have someone look at his gutters. It was decided the HOA would hire contractor Dan Moon to look at the gutters and help resolve this problem. Inserts may be needed.
The landscaper has re-sodded all dead areas on the grass. This problem has been taken care of.
The voles near the Harmons gate have been exterminated.
BUSH AND TREE REPLACEMENT:
Shon had Jeff Hansen from Glover Nursery come out to assess our need for bushes and trees. Many of our bushes are dying due to the high salt concentration secondary to the water from Utah Lake. He noted our bushes had an iron deficiency but it would be cheaper to replace the bush rather than treat it. He listed several recommendations for replacement bushes and trees along with the cost. It was decided that we would replace dead trees this fall and replace the bushes in the spring.
Bruce reported on the status of security cameras for the gate. We need cameras that will have a USB port and be able to store information for at least 48 hours. Costco or Best Buy may have the stick type that we desire. We need a camera that has motion activation and night vision. We also need to get signs letting people know that we have security cameras and they are being monitored.
Jared Shupe has not been very cooperative on repairing our wall panels he broke while constructing his building. Instead of getting lawyers involved right away, it was decided to talk to him first.
The fence in the Southwest corner of the community has some slats missing. A resident recently was vandalized and claims this is how the people got into the community. Bruce volunteered to fix the fence this weekend.
UTAH HOME SHOW:
Shon, Stephanie, Lynne and probably Brad will be attending the home show this Friday night to get more information from vendors concerning our desire to offer screen/storm doors to the community. By attending the home show, the Board members will be able to get ideas and hopefully better prices than we could from just the showrooms.
GUEST PARKING RULE REVISIONS:
The section in our rules and regulations on guest parking needs to be update and clarified. Lynne will get this rewritten and submitted to Kim.
Dan Moon has completed most of the back door painting on the homes on Normandy Loop Ln and also Tuscan View. Hopefully the weather will hold so he can finish with the rest.
Lynne gave an update on the search for storm/screen doors for our front doors. We found that our doors are not a standard size and we will need to have each door custom made. We picked three styles to choose from and it was decided by the Board to go with a classic, simple door. Currently, the doors will cost about $650 installed. The more people who sign up for the doors, the greater the chance of getting a better price for the door. Now that we have narrowed down our search, we can go into the Utah Home Show to see if we can get better prices.
Next HOA Board meeting will be November 1, 2017
Meeting adjourned at 8:15pm
Attending: Brad Shepherd, Shon Allen, Jason Sweat, Stephanie Paller-Belgique, Lynne Williams, guests Martin Wesseler and Julie Burkholder
Excused: Ann Moorehead and Bruce Lyman
The meeting was called to order at 6:36pm.
We were fortunate to have LaDonna Peterman join us for the meeting. LaDonna does the bookkeeping for Wyngate Commons. She is in charge of billing everyone for the monthly HOA dues, the monthly $50 fees for an extra parking spot, keeping track of expenses we have charged on the HOA charge card, etc. We have been fortunate enough to have had her services for the last 10 years. She stated that there were still a few people who had coupon booklets for the HOA fees but those are outdated and no longer offered. Many people send their fees to her directly every month. Our preferred method of payment, because it is easy to set up and less time consuming, is the automatic monthly withdrawal from a persons checking account. Because of the advantages of this payment method, Lynne will ask Kim to include this on the website to make it easy for future homeowners. This same method can be used for monthly parking fees.
It was a delight to get to meet LaDonna and to have her explain all the jobs she does for us. THANK YOU LADONNA!!
Shon and the landscapers have been keeping an eye on the dead grass spots created by over fertilizing. We had hoped the spots would begin to grow back on their own. Unfortunately, there are many spots that are just not recuperating. The landscaper has agreed to re-sod the dead spots next week. This will help the community look pristine again.
Shon is getting bids on the prices to replace dead/dying bushes and decorative grasses. We have not seen a vole in the community since the last time the exterminator was here. We have many dead bushes along the brick wall on the Southeast side of the community that need to be replaced. Most HOA members preferred replanting the burning bushes there. Also, many of the sand cherries in front of the ramblers have died. These were designed to hide the electrical boxes while allowing the utility workers access to them. We are still deciding on whether to replant the sand cherries or to put other plants in their place. Several of the boxwoods and decorative grasses in the community need to be replaced also.
It seems that several residents think it is ok to park in the visitor parking spaces. IT IS NOT!! These habitual offenders will be towed. We only have 16 spots in the community for guests and residents can not be taking away spots from visitors. Also, some of the big trucks are blocking the sidewalk as they park near the playground. They will be towed.
GOLD PAINT ON FRONT STEPS:
The offending homeowner still has not cleaned this up. Brad will look into it further.
Stephanie gave us a recap on the bbq. It was very well advertised and organized. About 20 people showed up and had a great time. The food was plentiful and delicious. We are hoping to make this a yearly event and to have more people participate in the future. We are also considering sending out a flyer to see what the best month/day would be for the event. We talked about having a s’more party at the pavilion for all residents this fall.
BACK DOOR PAINTING:
Dan Moon continues to prep and paint the back doors on the Normandy Loop and Tuscany side of the community. These doors MUST be finished by October 10th and the door painting will be continued on the Wyngate side in the spring.
New homeowner Martin Wesseler and his daughter Julie Burkholder had several questions for us about the move in process and the community rules. Unfortunately, their realtor did not inform them that all our policies and procedures are on our website. Julie asked about what would happen if the power went out and she needed our gate to open. Fortunately, the gate runs on battery (DC) power so an electrical power failure would not affect the gate. When the battery is low, the gate will stay opened until the battery is replaced. The key pad, however, will NOT work in a power failure so people choosing to use the key pad to come in will not be able to open the gate. Also, the gate stays open during times of high use (in the morning and after work) to help with wear and tear on the gate.
Julie and Martin also asked when the area will get plowed and shoveled this winter. The policy is that we have to have at least 2 inches of snow on the ground and it must no longer be snowing before the plows come in. Our landscapers take care of the sidewalks, steps, driveways and the road. Ice melt is available to people who ask for it.
After listening to Martin and Julie’s concerns about not knowing what to do as a new homeowner, the Board decided that we should revisit having a Welcome Committee again. The community used to have one but it was not well received and therefore disbanded. We will review this.
Many residents have inquired about screen/storm doors for their front doors. In the past, these were not allowed as we wanted the community to all look the same. The idea has once again resurfaced. The architectural committee must approve the design, color, etc in order to ensure uniformity. We also want a good quality door that will last for years and still look good. We want to get the doors from a speciality store that has been in business for a while to ensure the style will still be available for years to come. Lynne will check into this and will report back next month. Most Board members were receptive to having screen/storm doors.
Next HOA Board meeting will be September 13th, 2017.
The meeting was called to order by Brad at 6:38pm
Attending: Brad Shepherd, Shon Allen, Stephanie Paller-Belgique, Ann Moorehead, Lynne Williams
Excused: Bruce Lyman, Jason Sweat
OUTSIDE LIGHT BULB CHANGING:
Jeff Thomas has volunteered to take care of outside burned out light bulbs on a temporary basis until we can find someone to do it permanently. Thanks Jeff!!
Brad checked into the areas where people have caused unsightly damage to the community. Most of the oil stains have been taken care of. There are some oil stains in the back parking lot that have to be addressed. The gold spray paint on the front porch of one resident is still there and looks horrible. Brad will draft an email to the offending person to get them to clean up the area.
There have been an overwhelming amount of submission forms presented to the Board recently. One person should not have to answer all of these. Brad came up with a great idea. The submission forms will be given to a Board member who deals with that particular “specialty”. For example: someone will handle parking problems/complaints/requests, someone will answer the landscaping concerns, another person will handle property management requests, someone will address new gate codes, etc. This splits up the tremendous time it takes to answer the submission requests between all the Board members. Also, home inspectors reports are becoming increasingly nit picky. It is not our job to complete their entire list. We certainly will address major problems, however.
NOTE: the Board will not respond to renters directly. If renters have concerns, they have to get the landlord involved. If the landlord can’t handle it, they should submit a form to the Board and the Board will then respond directly to the owner.
Stephanie has put a lot of work into this project. She has reserved a bounce house and tables and chairs. Due to insurance restraints covering the bounce house, we are allowing only Wyngate Commons residents to attend this event. We will put out two eblasts-one ASAP and the second a few days before the event. We will also have flyers put out. We are supplying hamburgers, hot dogs and rolls and are asking the residents to bring a dish to share. We really need everyone to RSVP in order to get a good handle on how much meat and rolls to purchase. We are spending a significant amount of money on this fun event and want it to be very successful and an enjoyable event for all residents. We hope all Board members will attend and mingle with the residents.
NOTE: Stephanie is in need of people to volunteer to supervise the bounce house. We will send out a notice for Board members to sign up for a time slot (the house will be up from 4-7pm)
We recently became aware that our past reserved parking supervisor was not following through with the requirements of the job. Ann has volunteered to take over this project. Ann has to start from scratch on this as the detailed parking book seems to be lost. With the help of Shon, we have identified who is parking where. Ann will send out new parking requests for these people to sign up again and will contact LaDonna to bill them. We do have some spots available so we will soon start advertising that. People must qualify as per the parking form (on our website, under CC&R’s-parking). Leases are for a 6 month period but occasionally we will rent a spot for a month or so if there are spots available. The cost is $50 per month.
Dan Moon has started painting back doors on Normandy Loop. Five houses are currently being prepped. Most people are requesting that Dan put on new weather stripping so we need to keep track of that. It is $20 for the weather stripping. The painting will continue until all homes have been done.
Trimming of bushes has started on Normandy Loop. Tree trimming is soon to be done also.
NOTE: The Board is aware of all the dead spots on the nice green lawn. It is not due to sprinklers failing, but rather too much fertilizer being applied. The landscaper recently purchased a new spreader and is still learning how to regulate the fertilizer correctly. The grass is already regrowing in several spots.
Next HOA meeting: Wednesday, August 16th, 2017, 6:30pm at Shon’s house.