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Linden Trails POA Governance
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chevron_rightCan our Board meetings be held in the evenings or on weekends so that homeowners who work can attend?
It is the Board's intent to reach and involve as many of our members as possible in our community. In order to do so, we try to meet as many of the following criteria as possible:
- Meet on a date and at a time that allows the maximum number of Board members to attend. First and foremost, the purpose of the General Business Meeting of the Board is to allow the Board to conduct their business.
- Meet in a location that can accommodate as many members as possible either in-person and/or via Zoom.
- A venue that is set up with Zoom capabilities (including microphones, large screen, adequate lighting and camera views to include as many attendees as possible), and a license to accommodate 200 people. While it is possible to initiate a Zoom meeting on one of our computers, we are limited to 20 people and are cut off at 45 minutes. The quality of the Zoom call also tends to be poor without the above additional Audio/Visual technical supplements.
- A venue that has no, or minimal, cost to our POA.
- A meeting time that works for our HOAMCO manager to attend to be available to answer questions. This means that (except for our Annual Homeowners' Meeting) it must be a weekday and must end by 5:00 pm.
- A location close and convenient to Linden Trails.
At the present time, the HOAMCO office seems to be the solution that best meets the majority of the above criteria. There is room for approximately 10-12 people in the Conference Room to attend in person, plus HOAMCO has the Zoom capabilities and licensing we need to reach all of our homeowners. We do, however, have the limitation of available days and times. By contract, we are allowed to use HOAMCO facilities for six General Board meetings per year.
If there are additional General Board meetings required, we will need to use an alternate venue. We will, of course, try to find a venue that best meets the above criteria. Depending upon the urgency, type and amount of business that needs to be conducted and the impact on the members, this may be at a Board Member's home. In any case, all General Board Meetings are open to homeowner Members in good standing and will be announced at least 48 hours prior to the meeting, along with the Meeting Agenda.
Regarding our Annual Homeowners' Meeting, the Board is looking into a much larger venue to facilitate as much in-person attendance as possible, and to hold it at a time that is available for those who work. If anyone has knowledge of a venue that meets the above criteria at a free or minimal cost, please contact a Board member.
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chevron_rightWhen can I expect to see the DRAFT Board Meeting Minutes on the Website?
The DRAFT BOD Meeting Minutes are usually posted within a week of the meeting. Sometimes it takes a bit longer if we don't have all of the information we need to complete the draft. One thing that will help us along in the future is that anyone who speaks at the meeting (including Zoom attendees) identify themselves with first and lastname, then Lot Number or address before addressing the Board.
Linden Trails POA Website
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chevron_rightI'm already in the HOAMCO database, why do I need to register again for the website?
At this time, there are two separate databases.
The HOAMCO database contains the legal name(s) of the homeowners, lot, and a contact address, phone and (optional) email. This database, owned and managed by HOAMCO, is for financial and legal purposes. It allows HOAMCO to send assessments, yearly statements, letters associated with governing of Linden Trails POA, etc. Linden Trails Board Members may ask for certain information from this database needed to conduct business, but we do not have access to the database itself.
The Linden Trails POA Website is a voluntary tool for our community to help foster better communication and sense of community. It is paid for, owned and managed by Linden Trails POA. The benefit of Registering on the Linden Trails Website is that it provides you access to our Governing Documents, Board Meeting Agendas and Minutes, Financial Information, Linden Trails Member Directory (for those who have completed their Directory Profile), and much more.
Inclusion in the Member Directory function of the Website is also voluntary. Your Profile in the Directory is only there if YOU CHOOSE to put it in there; and of that information, only that which YOU CHOOSE will be visible to other Linden Trails Homeowner Members who are registered. NO INFORMATION will be available to the public. The benefit of being included in the Member Directory is that it allows us to connect and get to know each other more easily.
While in the past the Linden Trails Website has been fairly static. We now have a Webmaster and information is being updated on a timely basis and new information is being added frequently. PLUS, the Website is being upgraded to the newest software version, which will give us many more capabilities. It will still look and act much like it has in the past, but it will enable us to have better communication between Homeowners, the Board, Committees and each other. One such new capability is the ability to conduct surveys to more easily get Homeowner Members' input into various issues.
More information on the Website Update will be forthcoming,
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chevron_rightWhy are there multiple "Level" users, i.e., Level 1, 2, 3, for each property address?
The website system is setup so that website "users" are assigned to a specific address (lot #) within Linden Trails. This allows us to utilize the Voting and Survey components of the website at some future date. The first time an approved individual registers for a Linden Trails address, that individual is designated as the "Primary" or Level 1 user for that address.
Please note - Anyone who utilizing this approved persons Username & Password to login will be able to access the "Members Only" areas.
Linden Trails Property Issues
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chevron_rightWhat is Going on with Prairie Dogs within our Community and Who Pays to Control Them
Controlling the prairie dogs within the boundaries of Linden Trails has been an ongoing problem for many years and will more than likely continue to be as they are pervasive. Additionally, the prairie dog colony extends to the south of Linden Trails and is beyond our control. The HOA considers this to be a nuisance/health problem and has utilized a variety of methods over the years to minimize the impact on our community.
In 2023 an extensive extermination effort was undertaken to, in effect, push them back to the south of Linden Trails. This action was effective at the time and throughout the winter, however they are back (2024). The BOD is working with the prior extermination company to establish annual extermination efforts to hold this population down within our community.
Relative to who pays for this effort – The HOA is responsible for this effort within the common areas and property owners would be responsible for their property (homesites and lots). The HOA attempts to coordinate common area extermination costs with adjoining owners (lots) to reduce costs to the owners and make the extermination effort more effective. In some cases, and for the best interest of the community, the BOD may elect to incur this expense and will charge those costs back to that property owner.
Thanks again for your interest in our community!
Linden Trails Water
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chevron_rightWhy in the World Would Linden Trails Pay for the New Developments Well?
This is not about “us” paying for their Well - We (Linden Trails) are served by the Mountain Glen water district who has 400+ users, 80+ of which live within Linden Trails. This water district successfully applied to the Arizona Corporation Commission back in 2022 to allow for a $1M assessment to be passed on to those users to “upgrade” this water district going forward. We have not yet started paying this assessment as Hearthstone has yet to start this upgrade.
What's in it for us? – The potential to reduce the “approved” assessment by having Hearthstone purchase the “new developments” well in lieu of them acquiring land and drilling another well for the Linden Trails water system. Up until now Hearthstone has been unsuccessful in acquiring land for a new well. This means that should the current well within Linden Trails fail or require extensive maintenance, our community would be without water - no backup! Having Hearthstone acquire this new well will provide us with backup!
Shouldn't we be proactive? – As stated in the summary, we “are being proactive” and are in contact with Hearthstone relative to any changes to the Linden Trails water system and any resulting assessment. We are also in contact with the new developers to ensure Jackalope Trails and Linden Trails can co-exist with minimal impact to the water supply for the Linden Trails community.
Some Background - The Hearthstone “approved” assessment for an estimated $1M upgrade to the water district which services over 400+ users, not just Linden Trails, was initiated by Hearthstone (Mountain Glen) back in 2021, long before the “new development.” The Linden Trails well was dug using 8” pipe back in 2005 and is the only well within the Mountain Glen water district that can service Linden Trails and its surrounding users. The "new" well would provide a backup to the current well for Linden Trails and secure the Mountain Glen Water District going forward. Also, as mentioned, we are not just talking about the 80+ homesites in Linden Trails, there will be over 400+ users of these two wells in the surrounding neighborhoods, plus "new" users with the new development (estimated to be 45 to 55).
Hope this helps with your understanding of what’s going on. Please continue to stay involved. ALL the relevant detail discussed is readily available online and/or within the "Members Only","Documents" section of the website.
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