Colonies at Valais Homeowner Association. Minutes of the Annual Meeting August 30, 2018

Transcription

1 Minutes of the Annual Meeting August 30, 2018 Annual Meeting Ballot Proxies received: 174 As per the Bylaws Section 3.4 Quorum: Of the 265 eligible votes, 174 Owners returned their completed ballot establishing a quorum in excess of the 50 percent (133 ballots) required. The meeting began at 7:00 pm Don Colton, President of the HOA, welcomed the Owners in attendance. Don also introduced the Board of Trustees and noted the accomplishments of each member: Don Whitehead - Vice President, Gene Sweeney - Treasurer, Robyn Bertoch - Secretary, Tom Boehnke - Common Area Landscape. Additionally, he introduced Cody Child and Sean Cartwright - property managers; John Rich - the HOA Accountant; and Terry Mischler - the HOA Webmaster, and Hollie Epp - Social Committee. Don Colton presented the new, frequently asked questions (FAQ) document, including a breakdown of the $200/mo HOA maintenance fee. The FAQ will be posted to the website. Several Owners asked questions about irrigation water allocation and the water line that broke on Interlaken. Don Colton outlined the cost to each owner for irrigation water: $11/owner/year (flat rate) less than $1.00 per month. This water is separate from Owners culinary water from the house. Don also clarified the waterline break on Interlaken is a Midway City and Comcast issue to be resolved, Don Colton introduced the candidates for (Board of Trustees) BOT positions: Gwyn Purvis, James Galbraith, George Hyde and Patrick Luicano. Gene Sweeney, Treasurer, asked for a round of applause for outgoing BOT members Don Colton who served a three-year term and Don Whitehead who served a six-year term. Gene Sweeney then presented his methodology to collect past due owner maintenance fees and status of HOA fee receivables. Currently receivables are at $0.00. An Owner asked why the HOA does not accept Automated Clearing House (ACH) payments for owner maintenance fees. Gene replied that

2 there is a bank fee to the HOA associated with ACH transactions, and we can t afford to add new expenses with our current budget. Gene encouraged Owners to take advantage of their bank s free bill-pay service and use the AutoPay service to schedule the quarterly payment. An Owner asked if they could pay in advance for six months or the whole year. Gene replied, Yes please! As part of his discussion as treasurer, Gene related that the BOT is going to propose a $15/mo increase, all of which will go into the Reserve Fund. Gene related the current Reserve Fund Study indicates the HOA is under funded for large expenditure items that include clubhouse roof replacements and asphalt roads, for example. Gene also related our dues are minimal as compared to other HOAs in the area. For example, The Links maintenance fee is $770/quarter, and there are no pools; Turnberry maintenance fee is $775 per quarter, and there are no pools. Gene then turned the time over to John Rich, HOA Accountant, who gave a detailed presentation as to the need for the fee increase. John Rich, HOA Accountant, presented the 2019 budget. John explained that 99% of the HOA income is received from the quarterly dues; the remaining 1% is received from the RV rental lot, Community Center rentals, and interest bearing accounts. John then itemized the current $200/mo maintenance fee for each Owner: Grounds Maintenance - $ Property Management - $ Reserve Maintenance - $ Amenities - $ Utilities - $ Pools Property Mgmt $ 6.00 Insurance - $ 5.00 Professional Services - $ 3.00 Supplies/printing/ $ 1.00 postage/misc. -

3 There was a short Q&A about the cost to mail the annual meeting information (postage, printing and supplies; and the cost to replace and/or install street light poles and signage. Terry Mischler related the annual meeting printing and postage is approximately $950. In regards to the published HOA Reserves Balance Sheet, Don Colton reported the street signage and light pole installation was a one-time cost to the HOA. In the future, there should be minimal maintenance allocated to street signage and poles. John Rich spent a significant amount of time outlining the need to increase the monthly dues amount to the reserve fund. He stated we have approximately $1Million in community assets to maintain. (Clubhouses, pools, roads, etc.) To illustrate his presentation, John presented a graph that demonstrates where a healthy reserve fund for our community should be and where our fund currently stands. The reserve study takes into account the life expectancy of a given asset, the year the asset is expected to be replaced, and the cost per month to the reserve fund to achieve the goal. Projections indicate our reserve fund should be at $500K and we are at $354K. The Reserve Fund Study is posted on the owner login page on

4 the website. John stated the $15/month increase should get the reserve fund to the appropriate funding level by There was a short Q&A when an Owner asked about implementing cost cutting measures to the operating budget. Gene Sweeney replied that one cost cutting measure the Board has considered is to close the indoor swimming pool during the summer, which would save approximately $3,000 to $4,000 per year. Gene explained there aren t any areas where the operating budget can realistically be cut. Another Owner inquired if the ownership needs to vote for a fee increase. Gene replied that, yes, as per the CC&Rs a Special Meeting must be held and a ballot sent to the ownership to approve the fee increase. He related that an announcement and ballot would be sent to Owners in the next month. Gene also showed slides about Owner and guest abuses at the pools and restrooms, and requested that Owners be polite to others and cleanup after themselves. An Owner asked Has the pool attendant helped to keep the pool areas clean. Gene replied, yes, the pool attendant has been extremely effective. The Owners in attendance indicated they are very satisfied with the pool attendant and many remarked on their improved experience while at a pool. Tom Boehnke, Landscape Chair presented what has been accomplished to the common areas in the Community so far this year, plans for the future, as well as, the status of Midway City s Valais Park upgrades. Plans for Midway City s Valais Park Interlaken s trash disposal area had been planned to be moved up hill, near Interlaken homes. But Mayor Celeste Johnson (in attendance) updated the meeting attendees that Interlaken had pushed back on moving the trash receptacles up near their residences. Discussions between Interlaken, Wasatch State Park, and Midway City are ongoing about a future plan for removing the disposal area from the Park. Mayor Johnson also informed the group that improvements to the dog park are ongoing. The City has removed cottonwood trees that were causing damage to basketball and tennis courts, and is improving grading/drainage around the basketball and tennis courts. o City will resurface and paint those courts. o Tennis courts will also be painted with pickle ball lines. o Volleyball sand pit was restored.

5 Special Landscape Enhancement Projects Completed or Ongoing Greening of north half of Chancey-Leman peninsula o Re-graded, installed irrigation, and native grass seed applied. Renovation of the Saxon bridge stream to mitigate ponding, bugs, and costly algae bloom/mucking problems in the pond. o Will repair landscape and irrigation around stream. o Thanks to Watts Enterprises for rehabilitating the Saxon Bridge. Removed pathway to no where, from Saxon Bridge to Scotch Fields property and replaced with sod, due to safety and security concerns. Modifying two problematic natural grass (weedy) berm areas to shrub mulch beds. o Next to RV parking area, and in the vicinity of Chancey-Burgundy. Removed > 50 dead or hazardous trees and large-scale pruning activities for tree hazards (away from homes, driveways, and walkways). o Removed tree stumps where necessary for aesthetics or replanting in same location. Will replace ~ 12 trees and several dead shrubs (many removed dead trees were in aspen clumps). o Replanting is now scheduled for early 2019 season due to landscape projects budget over-run from having to remove so many dead trees and having to prune-back trees from homes. Other Landscape Activities The BOT remains vigilant and will continue to update the status of the Scotch Fields development boundary to the west of Valais. Drainage repair at main west exit onto Burgi Lane for icing and mud concerns. City to remove some asphalt that is causing damming and HOA will adjust landscape to enable drainage. No Parking signs added north of main entrance/exit roundabout a blind spot where Sledders park in winter. Posts are installed but City is waiting on the new signage. No Parking signs added along north side of eastern entrance from Interlaken across from park for child safety concerns. Requested ongoing asphalt repairs by City to both Valais roundabouts. Future Landscape Enhancement Plans Need HOA fee increase to allow new Reserve Fund special projects plans for potential Greening of triangle area south of Chancey Lane and adjacent to pathway between the Community Center and Saxon stream the last un-irrigated area in Valais plans for potentially adding landscape webbing on north end of existing material covering the hill above the Montchapel rock wall.

6 Hilfiker gabion rock wall on Montchapel limited options for improvement. o Plants should not grow directly on DOT-approved and engineered wall. Spectrum s standard of care and value to Valais HOA. Q&A with Owners: Tom Boehnke responded to a question to clarify shrub pruning: Most shrubs are pruned back to below window levels in late August or September. Spring pruning consists of pruning smaller shrubs such as potentilla and spirea by mid-june and doing a "rotating deep-prune" to 1/3 of the community's woody shrubs in order to keep them healthy and vegetative. Tom directed Owners wishing to have their shrubs' new spring growth pruned back in July to contact Cody Child or Sean Cartwright in advance, for an optional mid-summer pruning to keep your shrubs pruned away from your windows and house. Owner statements: Several Owners asked the BOT to rethink the possibility of closing the indoor pool during the summer for budget concerns. When asked for a show of hands to keep it open, there was a clear majority in favor to keep it open during the summer. An Owner asked about the roots invading the asphalt path from guest parking to the Community Center pool. Cody stated he would inspect the path. Owner Tom Hill thanked the BOT for the amount of work completed this year, as well as, this meeting s detailed informative discussion. He also underscored the need to be cognizant and to be sensitive to all Owners, especially for those who may have special needs before closing the indoor pool. Tom Hill also thanked John Rich for presenting such an easily understood and informative discussion on the budget and reserve fund analysis; a sentiment echoed by the Owners present. In closing Don Colton acknowledged and thanked Hollie Epp, Social Committee Chair, and Robyn Bertoch for organizing the summer party. The meeting adjourned at 8:30 p.m.