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Didn't make getting to the last HOA meeting? Don't worry, you can get caught up with the summaries below. You miss out on the opportunity to be part of the discussion, but you can always provide input through the Feedback and Requests form, the Facebook page, or by talking to a member of the HOA board. The previous month's minutes are located here.
***Meeting Minutes are now being posted on PayHOA***
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September 9/5/2023 minutes
In Attendance: Greg, Spencer, Christian, Amanda, Melissa
– Statements- Greg and Katie have done a ton of work and are very close to having the statements for homeowners ready. Greg brought a sample copy to get the board's opinion and layout and wording.
– Essentially, QuickBooks is awful. None of the info about statements could transfer to QuickBooks. But, Spencer will take a look at the program to see if he can figure it out a little more and see if creating the statements in QuickBooks will be easier and faster than the way Greg and Katie are currently doing them. If not, we'll stick to their way. At least, until we can get a property management company on board.
– Discussed bank accounts. Checking has approx. $7,000 in it, savings approx. $24,000. There are some big bills that need to be paid: lawn maintenance for July and August, pest control company for the treatment on 8/31, and utilities to the city. Greg will transfer approximately $4,000 (enough to make savings of $20,000 even) from savings to checking.
– Greg sent a reply email to the property management lady asking further questions, and she never responded, which led to a lack of confidence in that company. Amanda will research the online company “Pay HOA,” as well as find some other property management companies.
– Amanda spoke with Mike from Little Tikes today, the slide should be shipped to us on September 19th, so it should be here by the end of the month. Greg will send invoice emails to the two families involved in the vandalism on 9/6/23, and then he will mail the official letters soon.
– Shingles on the pavilion and little shed: the damage on the southwest side was from the microburst on July 3, 2023. Greg will call Allstate on 9/6/23 to ask if they will cover the replacement cost. He will also ask them if filing that claim will make our monthly rates go up. If so, we'll have to decide if paying out of pocket, or having the rates go up is cheaper in the long run. If we pay out of pocket, we'll table the replacement until Spring. We have one bid so far from B&T Roofing. The overlay would cost $4,350. Rip out and replace would cost $6,840. The board is leaning toward rip-off and replacement because it would last longer than an overlay. Christian texted Greg the name of the company he used for his roof and he told Greg the name of another company he researched previously.
– Neighborhood violations and issues were discussed.
August 8, 2023 minutes
In Attendance: Greg, Maggie, Melissa, Joan and Amanda
Greg has made a lot of progress on statements and is hopeful that we'll be able to get statements out to all the homeowners in September. There are 160-something homes and when the time comes, he'll need our help stuffing envelopes.
Greg contacted Larson & Co., a property management company with a base in SF. During a phone call with a woman in the company, Greg described everything they would need to do for our HOA and the woman quoted the price of $750-$900 per month. When he got the paperwork from the company, though, the price had risen to $1,575 - $1,700 per month. This company does have an instant pay option (money from the homeowners would go instantly to the company, and the company would forward it to the HOA accounts), and we're not sure if this feature caused the drastic increase in the monthly cost. Greg will contact the woman he spoke with to figure this out. He will also forward all communications from this company to the rest of the board so that we can stay informed.
If we know of any other property management companies, we need to forward the info to Greg.
Amanda will contact the police department this week to get the report from the slide incident. The name of the second family involved in the incident is listed in the report. After getting this, Greg will send out the invoices for the slide replacement to the two involved families. They will need to pay their portions within 30 days, Greg will put the due date in the letters.
Neighborhood violations and issues were discussed.
Our checking account has $8,332.19. Savings has $24,089.23. Greg will likely transfer some money from savings to checking next month. Our bills to the city are now fully paid.
Based on the telephone quote Greg received from Larson & Co., our monthly HOA dues will likely increase to $40/month. More if the second quote Larson & Co. gave him is correct. We can always use a different property management company if needed.
Our 30 trial of QuickBooks just expired and the HOA account was just charged $16. That is the monthly cost, but hopefully, we won't need QuickBooks much longer. Raef's wife is working with someone to try and get into Raef's computer. And Greg is working on scanning previous statements into his computer so we'll have some info that way.
We are getting several quotes from roofing companies. Once we get the quotes, we can discuss which company to go with. After they finish the roof, we can use some magnets (Melissa has a big one which may be sufficient) to search for nails and stray metal around the roofing sites. We don't want anyone getting injuries from rouge nails!
The motion was passed to have Amanda Palfreyman become the HOA secretary.
July 11, 2023 minutes
*Annual BBQ- went really well. There wasn’t as much food left over as in previous years. Extras
were given to homes around the neighborhood. No one complained that gift cards weren’t given
out this year. $661 was spent.
*Funds- We have approx. $11,000 in checking and $14,000 in savings (I didn’t catch the exact
amounts). We have some pretty large bills coming in soon.
*Have found a local HOA company to possibly take over Raef’s duties. Greg will set up an
appointment to meet with them to discuss pricing, services, etc. He will notify the board when
that appt is scheduled so that anyone who wants to can attend.
*Replacing the slide- Amanda is in contact with Mike Fielder, the Utah rep for Little Tikes
playground equipment. The proposed amount for the new slide is $1,129.02. The motion to
purchase the slide was approved by the board. Greg signed the proposal and Amanda sent the
copy to Mike. Once Mike receives the order acknowledgment/confirmation number from the
factory, he will send it to Amanda. Once we get that, Greg will cut a check and Amanda will mail
it to Mike. Mike told Amanda on 7/14 that it would take approximately 8-10 weeks for the slide to arrive.
Greg will send invoices to the two families who will be paying for the slide. There is an email
proving that the families agreed to pay. There is also a police report that Greg will get a copy of.
*Teri Reynolds attended the meeting and explained her porch expansion plan to the board. The
motion to approve the expansion was unanimous.
*Dustin H. emailed the HOA asking for approval to put in a 5’x6’ shed on his property. Greg
emailed him back asking for more info, such as where will it be, what will it look like, etc.
*Neighborhood violations and issues were discussed.
*New shingles for the pavilion and little shed- shingles need to be replaced soon and we need
three bids before hiring a roofing company. Greg found one company. Amanda’s husband
Chase has a cousin named Thayne Weight, who owns B&T Roofing. Amanda passed the info onto
Greg. Christian will give Greg the info for the company he is using for the roof on his house. The
motion to look for 3 companies to give us bids was approved.
*Hardship clause- there is a family in the neighborhood who wants to rent their home (to a
family member if I remember correctly) for a little while because the husband lost his job and
they’re seeking income. There is a hardship clause in the bylaws that states a home can be
rented for up to 1 year without needing to be on the renter list.
*Figuring out all that Raef did
-Greg has been putting in a ton of work trying to figure out who is up-to-date on their
monthly payments, who is behind, and who has paid in advance. Spencer reminded the group
of a file that Raef shared with the board in April. It listed each household in one of the aforementioned categories. Unfortunately, it doesn’t list the amounts that each family owes, has paid,
etc. But it is still very useful info.
-We don’t know if the HOA pays taxes to the city and if so, are we up-to-date on paying?
Amanda will call the city to see if she can figure this out.
-Each family that sells their house is charged a small transfer fee. We don’t know if this
is a fee that Rael changed and collected for himself, or if it’s a fee that goes to the city. Amanda
will contact the city about this too.
*Yard signs (or any outdoor signs) that advertise businesses are not
06/06/23 HOA MEETING NOTES
IMPORTANT:
-Send in bids for new property management companies before the HOA BBQ(June 24th)
-Mountain America Bank Account
Information will need to be updated
Get a death certificate to remove Rafael from accounts, change passwords, etc. Greg and Spencer will work to complete it.
ANNUAL MEETING:
-Print and pass out flyers to doors for BBQ flyers and we code
-follow up annual meeting
Due to the circumstances, there’s going to be changes
-Lowes & Home Depot Gift card giveaway will be postponed for the second annual meeting
HOA TASKS:
-Board members to take on more roles in helping with email tasks, maybe doing a rotation.
-Getting board members to Gmail password (when logging in, will need to message Greg to get the verification code)
-Board members will submit violations(photo evidence) to the board and it will be voted on to send out fines
-3 Zoom meeting recording notes,
transferred to text and posted. Melissa will work to complete it.
-Landscaping approvals with photos
Sent via emails, board members will respond to the vote.
HOA BBQ:
-From Costco
150 regular hot dogs
75 Polish dogs + more
Jacquie and Maggie will work to complete
MOTIONS:
-Motion to waive late fees from May to August. Outstanding balances from before May will carry over. + not to advertise late fee dismissals.
Maggie seconds, all agree.
-Motions to send the funds originally set aside for flowers to send via Venmo donation to Rafael’s family. Jacquie seconds, All agree.
-Motions to remove people who violate Facebook group rules. Spencer seconds, all agree.
June 7th 2022
The HOA common areas were being watered 4x a week. We will have it adjusted to 3x a week, and can look at dropping it down further if needed. Complaints about the very wet/marshy area on the south side of the playground near the sidewalk.
Discussed which homes were receiving fines for violations. Currently 8 with more to be added upon next inspection. Lots of homes are in violation, discussed needing to keep consistency.
Looking to start a program that incentives homeowners to keep their place looking nice. Talked about providing gift cards and also trying to come up with some ways to have small get togethers to increase community connection. A board member is going to come up with a plan and will present at a later meeting.
July 9th (Saturday) we will be painting the pavilion with graffiti resistant paint. We will send out a Facebook post asking for volunteers to help.
Now that summer break has started we have seen an increase of unsupervised kids at the playground. We are having issues of garbage left and kids being rough on playground equipment and slides. Talked about putting a second garbage can next to the playground. There were concerns that kids wouldn't actually use it and the increased responsibilities of board members having to take both cans out each week. No clear resolution on how to solve the problem was reached before the end of the meeting.
Annual HOA Meeting
May 21st 2022
Meeting minutes
Reviewed budget from 2021 and looked at the forecasted budget for 2022 so far. Unfortunately we are not going to make enough this year in revenue to meet our projected budget.
Spoke about the possibility of needing to raise the HOA dues to the cover the rising costs of maintaining the common areas.
Spoke about the playground and the pavilion needing to be replaced/repaired in the near future.
Discussed needing to repaint the pavilion with graffiti paint.
Concerns from homeowners:
Owner wanting to install a fence, waiting for approval and addressing the issue of a neighbor's shed blocking the easement.
Voted in two new board members-
Christina Medina
Jacqulyn Williams
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