Wyngate Commons Board Meeting Minutes

January 4th, 2011

HOA Board Members Present:

Mercedes Zel-Pappas, President

Shon Allen, Vice President

Bob Kelley, Treasurer

Susie Sunderland, Secretary

Brad Shepherd, Assistant Treasurer

1. Review of minutes from last meeting.

Minutes were approved with two changes.

2. Rules and Regulations enforcement.

The Board voted to step up enforcement of all Rules and Regulations.  The purpose of the Rules and Regs is to promote the attractiveness and safety of our community, keeping our property values high and costs to community members low.  The newsletter will highlight the Rules and Regs and encourage community members to become more involved by volunteering on the Board or by calling with suggestions.

3. Leased parking visibility.

The Board reviewed the complaint that the leased parking spots (first 8 spots on the west side of the complex across from pavilion) were not well-marked.  Spots will be re-striped in spring.  Signage on the fence in front of all the leased spots is visible and reflective and clearly indicates that they are leased spots and that cars parked there are subject to towing.

4. Confirming Bob as Accountant/bookkeeper.

Shon and Bob will visit with 5-Star Accounting this month to determine steps necessary to terminate contract.  At that point, Bob will assume duties as accountant/bookkeeper, with a review by a CPA every 6 months.    The Board voted unanimously to reduce Bob’s HOA fee by $75/mo as evidence that we are entering into a contract with Bob and that his time and services are being purchased by Wyngate Commons HOA.  This will take effect when the contract with 5-Star is terminated.   This change will save the HOA approximately $3,500 over a 12-month period.

5. Update of HOA fee collection procedures by a different attorney.

Bob presented a “Delinquent Owner Plan of Action”.  Board voted to adopt plan.  The plan involves a sequential process beginning with 5% late fees plus 1 ½% interest per month on the 11thday of the month, with a  Late Letter to Owner  on the 15th day of the 2nd month and a letter from attorney and cable/internet termination on the 11th day of the 3rd month.

6. New Treasurer Assistant (Brad Shepherd)

Board welcomed Brad’s services.  Brad will also be assisting with other HOA projects.

7. Owner proposal for partial payment of delinquent HOA fees.

Board voted to deny a proposal by an owner to pay part of delinquent HOA fees to avoid termination of cable and internet services.  Because there is already a judgment against the owner for collection of HOA fees, the Board will refer the owner to the attorney handling the case, Cullimore legal services.

8. Flooding issues.

Flooding issues have been investigated and at this point, have been determined to be the responsibility of the owners involved unless their insurance companies’ investigations warrant further consideration of the issues.

9. Preliminary survey results.

The preliminary survey results indicate the majority of responders (only 28 so far) are in favor of:

* pursuing the installation of a security gate

* terminating the HOA’s contract with Digis in 2012

* contracting with Comcast for internet

10. Comcast Cable Contract.

Bob and Shon negotiated with Comcast to continue cable TV service.  In entering into another contract at this time, the 8% increase was not charged to the HOA, and there will be no increase in cost per unit for 2011.  The Board voted unanimously to enter into this contract.

Action Plan:

1. Brad will make a journal of trash/recycling cans being left in street after 24 hours (Draper City ordinance)  and email results to Bob.

2. Mercedes and husband will help Bob keep a log of cars that are parked in guest parking and email observations to Bob.

3. Shon and Bob will draft a 30-day termination of service letter and approach LaDonna about termination of contract with 5-Star Bookkeeping.

4. Susie will formulate a January Newsletter with Rules and Regs reminder and warning about the increased enforcement effort that will be made by the Board on behalf of the community members.

5. Next Board meeting:  Thursday, February 3rd, 2011 at 6:30 at Shon Allen’s.

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