HOA Board Meeting

Start:

-Thursday – December 8, 2011 @ 8:10 pm

Attendance:

-Board members present: Edward Takacs, Jeremy Fong, Michel Scales

-Board members absent: Joe McNamara, Shane Rasband, Gene Cosper

-Homeowners attending: None

Approval of the Last Meetings Minutes:

-For: Ed Takacs, Jeremy Fong, Michel Scales

-Against: none
Welcome and Instructions:

-Meeting conducted by Ed Takacs

Management:

-Everything going good.

Finance:

-Reviewed budget-- $3874.26 in operating account.

-If any homeowner wishes to view budget statement, they need to come to the next

HOA Board meeting.

Landscaping:

-Everything is going good.

Adjournment:

-Review of meeting notes.

-Next Board meeting will be at 7:00pm on February 15^th. Location to be announced.

-Meeting adjourned at 8:45pm.

HOA Board Meeting - October, 2011

Start:

                Wednesday – October 19, 2011 7:12 pm

Attendance:

Board members present:  Edward Takacs, Shane Rasband, Michel Scales

Board members absent:  Joe McNamara, Jeremy Fong, Gene Cosper

Homeowners attending:  None

Approval of the Last Meetings Minutes:

                For:  Ed Takacs, Shane Rasband, Michel Scales

                Against:   none

Welcome and Instructions:

Meeting conducted by Ed Takacs

Management / Finance:

• Shane proposed that the HOA fee notices for next year’s assessment be in the homeowner’s hands before November 7^th, 2011.

o  Vote: 3 yes, 0 no

• Finances still not delivered by the Management Company 2-4 days prior to the HOA Board Meeting

o  Mike to contact Thomas (Management Company) to remind them about sending the finances prior to the Board Meeting so that we have the numbers to discuss.

o  Mike will escalate this issue if no response is returned from Thomas in a timely fashion.

• Does the Board want to change the Board Meetings to every other month but keep the monthly Board Meeting during the Summer Months?

• Possibility of a Community Block Party for next summer. 

o  May be unforeseen problems with getting volunteers.

o  Can this be done in conjunction with the Annual Meeting?

o  Do we get a committee for this?

o  Who will organize the effort?

o  How will it be funded?

o  More discussion needed to work out the logistics.

o  Maybe the possibility of becoming an Annual Meeting Picnic.

• Discussion about the possibility of waiving fees if homeowner brings account current. 

o  If the account is not brought to current in a timely fashion, the homeowner will be responsible for all past fees and any new fees associated with the delay in payment.

Landscaping:

• Board happy with the current landscaper.

• Waiting till next spring to see how things will improve.

• Ed talked to homeowner on 2400 and 1300 about the corner. 

o  Is he going to maintain the corner?  If yes, how?  Grass, tree removal, mulch.  

o  He is thinking about keeping the trees and laying grass. 

o  Ed will talk to homeowner again in the next couple of weeks to see what was decided.

• Secondary water has been turned off for the winter. 

o  Ed to get in touch with the landscaper to have the electronics turned off so the valves won’t cycle through the winter.

• Have the valves closed at the street to protect the system when it is pressurized in the spring.

• Second noticed are being sent out to those homeowners who still have not corrected/updated their yards from the previous letters.

• Send newsletter in March to homeowner’s reminding them of the rules and regulations for yard/home maintenance and upkeep.

o  Board Members to review the CC&R’s to see what should be and should not be included in the newsletter.

o  Board to discuss the enforcement of the rules and how far to take the enforcement.

o  How do we want to write it?

o  Will Safety Issues be written up?  Parking over the sidewalk so that one can’t get down the sidewalk?

Adjournment:

• Next Board meeting will be at 8:00pm on December 8^th.  Location to be announced.
• Shane Rasband to send out Board Meeting Minutes for the Boards review and posting to the Blog upon approval.
• Meeting adjourned at 7:55pm.

               

Lexington Estates Board Meeting

Start:
Wednesday – September 21, 2011 7:10 pm

Attendance:
Board members present: Edward Takacs, Shane Rasband, Michel Scales
Board members absent: Joe McNamara, Jeremy Fong, Gene Cosper
Homeowners attending: None

Approval of the Last Meetings Minutes:
For: Ed Takacs, Shane Rasband, Michel Scales
Against: none

Welcome and Instructions:
Meeting conducted by Ed Takacs

Management / Finance:
•Many calls to the management company about collection letters sent to the homeowners.
•Homeowner’s upset because they were told by someone that the HOA was disbanded. The person sharing this claimed to be a member of the Board of Directors. Those calls have been referred to the Management Company.
•Some letters received to dispute the extra fines that were added to the already past due dues. These letters are being addressed by the management company.
•Talk to Management Company to see what correspondence has been sent to the homeowners before the collection notices that were mailed the first part of September.
•Agreed to waive the extra fees if the past due amount is brought current within 30 days. Board voted 3 yes, 0 no.
•Get with the Management Company to ensure that a balance sheet and delinquency list is provided to the board before each Board Meeting. Ed Takacs to contact Management Company.
•Ed Takacs to remind Management Company to follow up on all correspondence from the Board in a timely manner.
•Ask Management to forward copy of all correspondence from the HOA members to the Board of Directors.


Landscaping:
•New Landscape Company hired since last board meeting: Right Price Lawn Care.
•Like what is being done.
•Landscaper visited Ed Takacs to see if he was happy.
•Changing water times. They will be changed in accordance to when the Landscaper will be onsite to service landscape.
•Board receiving compliments.
•Waiting on mulch until spring time.
•Discussion on whether to mulch under the monument and completely around the corners for consistency in the landscaping.
•Quaky trees to be removed on the corner of 2400 and 1300.
•Board to take a drive through the neighborhood to see if reported discrepancies have been corrected. 17-20 to review:. Will meet on September 28, 2011 at 6:30pm.

Adjournment:
Next HOA meeting: October 19, 2011 – 7:00 pm at Ed Takacs residence.
Review of the minutes.
Adjourned: Wednesday – September 21, 2011 7:50 pm

Lexington Estates HOA BOARD MEETING

10 Aug. 2011 @ 7:00pm
(lexingtonhoaboard.blogspot.com)

Those in Attendance: Board Members: Edward Takacs, Mike Scales, Gene Cosper, Jeremy Fong, Joe McNamara, Shane Rasband
Review Minutes:
28 Apr. 2011 HOA Board Meeting (All board members present at that meeting agreed).
10 June 2011 Annual meeting (All board members present at that meeting agreed).
Landscape:
- Not pleased with our current Landscaper; has not been doing what we need done. Tried to make contact on many occasions, and even have our management co. try to get a hold of him to explain what we wanted. Still not up to what we want.
- Looking into a bid from Right Price Lawn Care.
-- Board members still have questions and clarification on some points of his bid.
-- Ed Takacs will get a hold of him for those issues.
-- The board will then get together next Wednesday to vote for a new landscaper or not.
- The board will also go though the neighborhood next Wednesday for yard inspection.
-- We will take pictures of infractions and forward them to our management co. to take appropriate actions.
Management:
- The board that was voted upon at our annual meeting, voted upon officers:
- Presented and voted upon with 6 yeas and 0 nays by the board:
-- Edward Takacs – President
Shane Rasband - Secretary
Mike Scales – Treasure
Gene Cosper, Jeremy Fong, & Joe McNamara – Board Members
- Purposed to have a board meeting every 3rd Wednesday of the month at 7:00pm, with the place to be determined. (This information will be posted to the Blog).
-- Put to the board for a vote. 6 yeas and 0 nays.
- Mike Scales will get with our management co. to follow up on those who are not up to date with their dues, and have our management co. take the appropriate actions.
Next HOA Board Meeting: 21 September 2011 at 7:00pm, place to be announced.
Review of notes: All Board members agreed.
CLOSED: 8:40 pm

Correction to the Lexington Estates HOA Annual Meeting Notes from 10 June 2011‏

Sorry about this correction. The wrong years were put in the notes. The budget section should read;

Budget:
- Time was turned over to Mike Scales (Treasurer).
- Handouts of the 2011 budget & 2012 purposed budget were handed out last night and tonight.
- Mike Scales reviewed the 2011 Lexington Estates HOA Budget.
- Mike Scales presented the 2012 purposed budget.
-- A review of the 2012 purposed budget was done.
-- Comments, questions, and answers were throughout this review.
-- All present were in agreement with this budget.
- The Lexington Estates HOA 2012 Budget will be posted to our blog (lexingtonhoaboard.blogspot.com).
- Also at this time Mike Scales presented and quickly explained our HOA Audit. He will keep it with his records and can be reviewed by any homeowners.

Sorry about the confusion.
Edward Takacs

LEXINGTON ESTATES HOA ANNUAL MEETING

10 June 2011 @ 7:05pm: Park behind West Clinton Elementary School

Those in Attendance:
- 8 Homeowners present, including 3 board members. Jeremy Fong was out of town.
- Thomas Barra was also present from our management Co. (FCS Community Management).
Meeting Started at 7:05pm
Meeting: Edward Takacs presiding and conducting
Welcome & Introductions:
- Edward Takacs apologized for being late due to a fathers and son camp out.
- Welcomed and made introductions with this small quorum.
Budget:
- Time was turned over to Mike Scales (Treasurer).
- Handouts of the 2010 & 2011 purposed budget were handed out last night and tonight.
- Mike Scales reviewed the 2010 Lexington Estates HOA Budget.
- Mike Scales presented the 2011 budget.
-- A review of the 2011 budget was done.
-- Comments, questions, and answers were throughout this review.
-- All present were in agreement with this budget.
- The 2011 Lexington Estates HOA 2011 Budget will be posted to our blog (lexingtonhoaboard.blogspot.com).
- Also at this time Mike Scales presented and quickly explained our HOA Audit. He will keep it with his records and can be reviewed by any homeowners.
Board of Elections:
- Time was turned back over to Edward Takacs
- Voting in a board for the following year. At our last annual HOA meeting, this was held on 9 June 2010, here at this park. We had 12 homeowners present. This current board was voted in by all 12 homeowners.
- The position of President, Treasurer, and Secretary are 2 year terms and all other board members are a 1 year term. Mike scales who is Treasurer and Edward Takacs who is acting President and Secretary will continue on for 1 more year. We have tried in the past to get some committees for different needs, but due to the response of the homeowners, those committees did not form. So at this time I think all those who are present at this meeting will be the nominating committee. I will ask if there are any who wish to be nominated to the Lexington HOA board. Will also need a second. After all the nominations have taken place, I will place each nomination to a vote of this homeowners group. After the vote has taken place, all those names will be posted to the blog. I will also e-mail those names out to all the homeowners I have e-mail address for. We will have an HOA board meeting when I can contact all board members to find a suitable time to meet.
- At this time the floor was opened for nominations:
-- William McNamara (Joe) was nominated and seconded.
-- Gene Cosper was nominated and seconded.
-- Jeremy Fong was nominated and seconded.
-- Shane Rasband was nominated and seconded.
- The floor was closed to nominations.
- At this time the nominated names were placed to a vote:
-- William McNamara (Joe) received 7 Yeas and 0 Nays.
-- Gene Cosper received 7 Yeas and 0 Nays.
-- Jeremy Fong received 8 Yeas and 0 Nays.
-- Shane Rasband received 6 Yeas and 2 Nays.
- At this time all voting was closed.
- All names presented, nominated, and voted on, are now on the HOA board.
Other Questions & Other Business:
- One homeowner had one question about concrete RV pads. We don’t know of any reason why he could not put one in. Because the Clinton City allows concrete RV pads.
CLOSED: 8:00 pm

LEXINGTON ESTATES HOA Annual HOA Meeting

9 June 2011 @ 7:10pm
Location was at the park behind West Clinton Elementary School.
We had 8 homeowners sign in. There were a few who showed up later. But there were not enough homeowners present. So the meeting was pushed back 24 hours. The Annual HOA Meeting will now be the 10th of June 2011, at 7pm, at the same location (the park behind West Clinton Elementary School). Tomorrow we need to vote in a Board of Directors. So please come and place your name into the voting or show up to support your neighborhood by voting for a Board of Directors. Also you can get more information on the blog, (lexingtonhoaboard.blogspot.com).

Thanks for your support
Board of Directors

HOA BOARD MEETING

28 Apr. 2011 @ 8:30pm
(lexingtonhoaboard.blogspot.com)

Those in Attendance: Board Members: Edward Takacs, Mike Scales, Gene Cosper, Jeremy Fong
Review Minutes & Assignments: 24 Mar. 2011 HOA Board Meeting (All board members agreed)

Management:
- Reviewed Lexington Estates HOA finances.
-- Lexington Estates HOA
Balance Sheet
Transaction 02/28/2011
Assets
Operating Accounts
LEXE SS - CHECKING 12,430.27
Total Operating Accounts 12,430.27
Accounts Receivable
A/R 15,374.74
Total Accounts Receivable 15,374.74
Total Assets 27,805.01
Liabilities & Equity
Liability
Prepaid Assessments 29.46
Total Liability 29.46
Equity
Open Balance Equity 22,596.84
Reserve (13,073.07)
Net Income 18,251.78
Total Equity 27,775.55
Total Liabilities & Equity 27,805.01

Financial Audit bids.
- Carver Florek and James CPA/LLC $2000.00 - $3000.00.
- Adams and Petersen CPA $2000.00 - $3000.00. But is willing to work with us.
- Chilshon Bierwolf Nilson and Morrill CPA $2000.00 - $3000.00.
- Vote placed before all board members. All board members voted for Adams and Petersen CPA.
-- Mike Scales will contact them to get started.
- Board members & our Management Co. are working on 2012 Budget to be presented at our Annual meeting

SB 117: Community Association Act.
- modifies a provision prohibiting a homeowner association's governing documents from requiring an amendment to be approved by more than 67% of the voting interests; and requires previously adopted governing documents to be amended to be consistent with that provision.

- I called our attorney Paul H. Olds about SB 117 and he looked into it. This bill does not really affect our HOA. This bill set a 2/3 vote to amend our bylaws and how we govern our HOA. We still require 100% of the home owners to vote to get read of the HOA. Because the HOA is recorded against each homeowners deed (title). It is part of the property. Each homeowner has a vested interest in the HOA and they may have bought their home knowing and wanting an HOA.

- I also called Clinton City Planner Lynn Vinzant. He looked into SB 117 and thought that it will not affect our HOA. He thought it would still require a 100% approval, but told me to get with our attorney to get a better answer. He also said we would also need to go before the city to petition the disbandment of our HOA. Because that is how our community was plotted and setup in the beginning.

- FCS Community Management (Thomas H. Barra CMCA) spoke to one of the attorneys form Vial Fotheringham about the all the new laws that are coming up for the associations, they are one of the best HOA attorney firms in Utah, about disbanding our HOA and they told him that would still required the approval of 100% of all the owners. He also said that the reason why it’s because some homeowners probably bought in there just for the fact that it was an HOA and I understand that your HOA does not have amenities but there are other HOA that have them and that is the reason why the law was written like that, he also said that there are some cities that require the HOA to get their approval for that, Clinton might be one of them.

Annual Meeting:
-Clearfield library is unavailable, because they have a summer reading program every Thursday all summer long. Fridays are bad also because we have to be out of there by 5:30pm
- The Clinton city meeting room is available. Cost is $60.00 an hour, and there is a 2 hour minimum. Plus a $250.00 deposit (refundable).
- West Clinton Park (2650 W 2000 N) is available. Cost is $30.00.
- West Clinton Elementary School might be open, I still need to check. Cost is $50.00.
- All board member agree to have it at West Clinton Park (2650 W 2000 N) on the 9 June 2011 @ 7pm.

Landscape:
-Edward Takacs, Mike Scales, Gene Cosper meet with our landscaper and told him what we wanted done with our landscape easement.
- Gene Cosper, Jeremy Fong will be checking on the sprinklers to make sure they all are working.
- Gene Cosper, Jeremy Fong will be working with our landscaper.

Next HOA Board Meeting: To be announced.
Review of notes: All Board members agreed.
CLOSED: 10:00 pm

HOA BOARD MEETING

24 Mar. 2011 @ 7:00pm

Those in Attendance: Board Members: Edward Takacs, Mike Scales, Gene Cosper, Jeremy Fong (Excused)

Review Minutes & Assignments: 3 Nov. 2010 HOA Board Meeting

Management:

- Reviewed Lexington Estates HOA Balance Sheet.

Lexington Estates HOA
Balance Sheet
Transaction 01/31/2011
Assets
Operating Accounts
LEXE SS - CHECKING 12,534.56
Total Operating Accounts 12,534.56
Accounts Receivable
A/R 15,712.59
Total Accounts Receivable 15,712.59
Total Assets 28,247.15
Liabilities & Equity
Liability
Prepaid Assessments 21.90
Total Liability 21.90
Equity
Open Balance Equity 22,596.84
Reserve (13,073.07)
Net Income 18,701.48
Total Equity 28,225.25
Total Liabilities & Equity 28,247.15

- Taxes will be filled as directed by the IRS: 31 May 2011
- Financial Audit is required annually. Mike Scales is looking into 3 bids.
- Will get with management co. about budget for next year, to be presented at our annual HOA meeting on 9 June 2011 at 7pm. Location to be determined.
-- Fliers will go out to all homeowners.
-- Edward Takacs will look to reserve a room at the Clearfield Library.
- Sometime in April 2011 the HOA Board will go though the HOA neighborhood and perform a landscape maintenance/appearance survey.
-- All write up will be filled with our management co. to process.

Landscape:
- HOA Board will meet with our landscaper to determine our needs and wants regarding our landscape easement.
- Mike Scales will look into 3 bids for replacement of trees and or bushes.

Next HOA Board Meeting: To be announced.

Review of notes: All Board members agreed.

CLOSED: 8:10 pm