March 12, 2013 7:30 pm
In attendance: Jason Sucher, Stuart Lawrence, Jeanine Brown,
Bernice Allen, Michelle Taylor, Alisha Cartier
1.
Board Organization
a.
President: Stuart Lawrence
b.
Secretary: Alisha Cartier
c.
Treasurer: Jeanine Brown
d.
Vice President: Bernice Allen
e.
Vice President: Michelle Taylor
f.
Jason discussed that everyone needs to be aware
that each person on the board has an equal voice. No one has more power than another.
2.
2012 Budgeting and Financial Discussion
a.
Review of community budget and how HOA money is
dispersed. Jason indicated that refund
for basketball standard was added to 2013 statement.
b.
Discussed neighbors that are past due on HOA
dues. Information is not public
information and should not be discussed with other community members present
and cannot be included in minutes. Can
talk directly to those who owe money to encourage them to get caught up. After 3 months, they are at risk of having to
pay an additional $350 for attorney fees.
c.
Reserve Study – new law passed requiring all HOA
communities to have a reserve study completed.
Will need to be reviewed every 3 years.
Jason recommends that we use Dale Gifford to complete the study for our
community. Jason to request a bid. Should be about $700. Will be less the next time completed. Will need to come out and do measurements
during the first study. Help determine
what it would cost to make major repairs within our community. Recommends plan
of how to save money in a reserve savings account.
d.
Stuart commented on need of retaining Jason and
Advantage Management because of their knowledge of laws and requirements for
HOA communities.
3.
Lawn Care Plans
a.
All Seasons – Sean Buttars. Lives in Herriman. Jason has worked with him before and is
impressed with how he manages. They
aren’t out to do extra projects and do a good job at staying as close to
contracted amount as much as they can.
b.
Jason to schedule walk through of neighborhood
with Sean and board members. Tentatively
set for March 22nd in the afternoon so as many board members can be
in attendance.
c.
Stuart requested adding to snow removal contract
that if they have to come in to do extra work due to negligence on their part,
that the community is not responsible to cover those costs. Jason to look into.
d.
Jason indicated that the spring cleanup doesn’t
include roads, only open green space. Stuart suggested having a neighborhood
cleanup some point during the spring or summer time.
4.
Plans for the Gates
a.
Jason to invite TJ with Vantage Management to
next board meeting. Jason has worked
with TJ before on other projects but not with gates. Stuart requested to get list of references of
neighborhoods where gates have been installed by this company so we can see
quality of work done.
b.
Discussion regarding if gates would be closed
all of the time or left open during day which led to a discussion on gate
openers and use of code on keypad. No
way to track who is using the code.
Mailman, garbage pickup, school bus drivers would all need to have
access to our neighborhood. Stuart
suggested that gates should be closed all of the time because of the children
in the neighborhood. Jason to find out
if those with garage door openers built into their cars would be able to have
those programmed to open the gates as well.
Concern over cost of new gate openers for all households in
neighborhood. Two per household.
c.
Time frame: wait for construction to be
completed. Plan to start work at that
time and try to have functional in June.
5.
CC&R Enforcement
a.
Lawns/Sprinklers: discussed which households
have lived in neighborhood over a year.
Jason to send them a letter indicating they need to be in compliance by
June 30th to avoid any penalties.
Do a reminder to new homeowners that they have a year to complete their
lawns.
b.
Trash cans: Should be screened so not visible
from the road. Board OK with cans on
side of houses for now. Would like
homeowners to include plans of where to put cans as they are putting in lawns
and fences. Those not planning on doing
a fence will need to make plans to screen them.
c.
Fences: Homeowners not required to have a
fence.
d.
Satellite: Alisha commented that she asked Josh
Limb about putting satellite on roof.
Was concerned about wind and possible damage to roof. Josh indicated that it shouldn’t be a
problem.
e.
Parking Clarifications: Concern over neighbors
using parking lots for long term parking.
Will need to do an amendment to clarify parking lots being used as well
as parking on streets.
f.
Dogs added to list. All dogs must be on a leash when not
contained at home. This is a law. Will do a reminder to homeowners in
newsletter. Discussed needing to call
authorities if dogs are wandering in neighborhood because it is a law.
6.
Goals for 2013 Board
a.
Review CC&R’s and determine any amendments
that need to be made as well as a fining schedule.
b.
Community sponsored BBQ. Suggested to hold after gates are completed
and use as a celebration.
7.
Set a recurring Meeting Date and Time
a.
HOA board meetings to be held on the second
Tuesday of each month at 7:30 pm and to be held at a board members house.
b.
Board meetings are open meetings so anyone in
community can attend. Will include
meeting information in newsletter. Also
let homeowners know that if they have something they would like to have
discussed at a board meeting that they will need to have it put on the agenda
before the meeting.
c.
Email has been set up that sends to entire board
and Jason. Alisha will take care of
replying to those emails. If anything
needs to be discussed as a board, Alisha will indicate that it will need to
wait until the next board meeting.
d.
Alisha to email everyone in community to find
out if they are OK with having their contact information included in a
neighborhood directory. Will need to
gather phone numbers.
