Category Archives: HOA Meetings

2020 Annual Meeting Notice and Request for Nominations

The Annual Meeting of the members of Lyon’s Gate Homeowners Association is Wednesday, December 2, 2020 at 7:00 pm with sign-in beginning at 6:45 pm. The meeting will be held at the Lyon’s Gate Community Association Clubhouse, located at 1811 S Martingale Rd. Gilbert, AZ 85295.

***Masks will be required; CDC guidelines will be met.***

The Board of Directors currently has one (1) position open with a term of three (3) years. If you are interested in running for this Board position, please return the nomination form linked below by fax, mail, or email, accompanied by a short biography of no more than 200 words. The completed nomination form must be received by November 12, 2020 for your name to appear on the absentee ballot. Instructions on where and how to send the form are included on the form.

Once the nominations are received an absentee ballot will be sent to each owner prior to the Annual Meeting, containing the names of those candidates who meet the Association’s requirements for Board membership. Further instructions on how to fill out the absentee ballot, when it is due, and where to send the ballot will be included in that mailing.

The Association Bylaws require 10% or 194 Homeowners to be represented, in person or by absentee ballot, at this Annual Meeting in order for it to be officially recognized. This is your opportunity to get involved with your Association!

Again this year, candidates will have the option of being interviewed on the Lyon’s Gate HOA Podcast. If being interviewed on the podcast is of interest to you, be sure to check the appropriate box on the Nomination form below.

Attachment: Nomination Form and Instructions.

New Property Management Company Selected

At the October 21st HOA meeting, the Board of Directors selected a new Property Management company to partner with the Lyon’s Gate community. The transition to Brown Community Management is already underway and their transition team is working to ensure a smooth transition from City Property Management by October 31st.

More information will follow as it becomes available and residents will be kept up-to-date of important events, dates, and changes in processes.

Property Management Company Finalists

At last night’s HOA Board of Directors meeting, 3 finalists were selected from among the 10 respondents to the RFP. These 3 companies have been asked to attend Wednesday’s General HOA meeting where they will be given opportunity to present their qualifications for partnering with Lyon’s Gate and answer questions from the Board and residents. The 3 companies are:

  • Associated Asset Management (AAM)
  • Brown Community Management
  • FirstService Residential

Following the presentations the new property management company for Lyon’s Gate will be selected by the Board from among the 3 with transition from City Property to the new management company to start immediately.

On October 16th an email blast was sent to the residents of Lyon’s Gate with notification of Wednesday’s regular General Board of Directors meeting. To recap that notification, the meeting date and time is Wednesday, October 21st at 7:00 PM. The meeting will be held both in-person at the Lyon’s Gate Clubhouse, virtually via Zoom, and via dial-in. In-person seating is limited and social distancing will be observed.

  • Join via The Web
  • Join via Telephone:
    +1 253 215 8782
    +1 346 248 7799
    +1 669 900 6833
  • Meeting ID: 943 263 4962
  • Passcode: 426793

Special Board of Directors Meeting 10-19-2020

As communicated in previous announcements, there will be a special Board of Directors meeting on Monday, October 19th at 7:00 PM. The purpose of this meeting is to select 3 finalists from the list of received RFPs for the new Lyon’s Gate Property Management Company. This meeting is offered both virtually and in-person at the Lyon’s Gate clubhouse, located at 1811 South Martingale Road in Gilbert, AZ. All residents are encouraged to attend.

For those attending in person, space is limited due to social distancing requirements. For those attending remotely, microphones will be used by the Board and one will be set up for use by the residents in attendance who want to comment. This will help ensure that those attending remotely hear everything that’s said in the meeting.

Residents should have received an email this week from the HOA announcing the meeting with instructions for accessing the meeting remotely. For remote access by computer or phone use the information below.

Join Zoom Meeting

https://us02web.zoom.us/j/9432634962?pwd=NWJVYkZ3anJzUjBjajR6dk4rb2FpUT09

Dial by Phone

+1 253 215 8782
+1 346 248 7799
+1 669 900 6833

Meeting ID: 943 263 4962
Passcode: 426793

New Property Management Company Update

A new Lyon’s Gate HOA Podcast has dropped. It’s a conversation between Bob Ferron, President of the Lyon’s Gate HOA and Mike Adams, Vice-President of the Lyon’s Gate HOA concerning the recent events surrounding the resignation of City Property Management and the HOA’s plans for hiring a new management company before October 30th.

Be informed and give it a listen. It contains important time-sensitive information important to the Lyon’s Gate community. It’s on your favorite podcast app and on the web at:

Please take 20 minutes to listen in.

Board Meeting Follow-Up and Action Items

The following letter is from the Lyon’s Gate HOA Board President, Bob Ferron, regarding the October 7th Board of Directors meeting and the action items which came out of that meeting related to the Board-approved timeline for hiring a new property management company.

Dear Residents,

The Board of Directors for Lyon’s Gate HOA met last night (October 7th) for a virtual and in-person meeting regarding recent developments with our Property Management company. We had over 60 people connected either virtually or in person at the Martingale clubhouse. Several action items came from the meeting. I will highlight each one with the Board-approved time frame to select and put in place a new Property Management Company for Lyon’s Gate.

At our September Board meeting, the Board voted to put our management contract out for bids, even though we had gone through that process last year about the same time. The Board had inherent issues with the performance of our current vendor City Property Management throughout 2020 and decided to issue an RFP to analyze our need to move in a different direction. We voted in September that City WOULD be invited to bid the contract, along with other property management companies who specialize in large HOA management. City Property Management chose instead to give us a 30-day notice and effectively terminated the contract early, putting the HOA in a precarious position.

I view this as very unprofessional, and extremely poor management from a partner we had in place for 15 years. They also chose to write an email to the community which placed the blame on your Board of Directors. The Board has been responsible for all the important decisions in the HOA. We are financially sound because of the Board’s decision and direction to our management company, not the other way around. We are your elected members of the community who watch over and decide where our money is spent and how the management company operates. We are the reason the single family home dues are still at $60. Instead of listing all the things that went wrong in this partnership, the Lyon’s Gate Board of Directors has approved the following steps to replace City Property Management:

  • We have set up a new email address so residents can email recommendations of companies to send the RFP to, directly to the Board. The email address
    is rfp@livelyonsgate.com. Please use this address to send recommendations of property management firms you know that meet the criteria of having experience managing large single family home HOAs. We will take recommendations until Friday October 9, at noon, at which time this temporary email address will no longer work.
  • At that point, we will consolidate all companies and send our RFP that we drafted last year, to each. The companies will have until the following Friday, October 16, to respond. They will respond directly to me. I will forward the responses to each Board member after all the responses are received. Board members will review over the weekend of October 17/18.
  • We will set up a general, open meeting (in-person and virtual) on October 19 at 7:00pm. At that meeting we will review the RFP responses, and take feedback from the community. By the end of that meeting, we will narrow our search down to 3 finalists, but this number could change depending on the Board’s discussion.
  • The finalists will then be invited to our regular Board meeting scheduled for October 21st. We will interview the finalists, and the board will vote on and choose our next partner. This will be an open meeting and residents will be provided an opportunity to give the Board their feedback and recommendations.
  • We will sign a letter of intent that evening with the successful company. We will prepare and sign a contract which will begin as early as October 22. The selected company will then work with City Property Management to transition all our HOA documents, financials, projects, billings, contact list, etc. to the new property management company.

While we are never happy to have to make such a large move, we will do the best we can to find a great vendor who will enhance our living experience in Lyon’s Gate.

October 19, 2020 Special Board Meeting Notice

As mentioned above, the October 19th Board meeting will be held both virtually and in-person at the Martingale clubhouse. Those residents wanting to attend virtually can do so via the web or by phone using the following information:

This letter serves as the meeting notification for the community. Please never hesitate to contact me directly with any questions. Thank you for your support.
Sincerely,
Bob Ferron
Lyon’s Gate HOA President

Instructions for Remote Access

Tonight’s emergency Board of Directors meeting can be attended virtually via the web or by phone. Meeting time is 7:30 PM. In-person attendance is also available but limited due to social distancing requirements. The meeting will originate at the Lyon’s Gate clubhouse at 1811 South Martingale Road.

Remote Login:
https://join.me/499-724-140

Join by Phone:
+1.720.650.5050
+1.213.226.1066
+1.801.448.0006

Conference ID:
499-724-140 #

Remote Access to Wednesday’s Special Meeting

The special Board of Directors meeting scheduled for this Wednesday, October 7th at 7:30 PM will be accessible via remote access. In-person attendance is available but it has been the Board’s intention from the beginning to provide remote access to the meeting as well, as mentioned in the last HOA News update.

Friday’s sudden announcement by City Property Management of their decision to terminate their contract with Lyon’s Gate, coupled with the requirement to provide 48 hours advanced notice to the community of a special meeting of the Board of Directors, meant that the meeting notice had to be sent before the remote link and instructions were available. This satisfied the 48 hour advance notice of the special meeting, with remote access instructions yet to follow.

Residents of Lyon’s Gate will receive emailed instructions for remote access to Wednesday’s meeting in advance of the meeting. Thank you for your patience during this time which caught us all off guard.

City Property Management Resigns

On Friday, October 2nd 2020, the Lyon’s Gate Board of Directors received a Notice of Termination from City Property Management of the Management Contract that is currently in effect between City Property Management and the Lyon’s Gate Homeowners Association. As per Article VIIII of the Contract, this Notice of Termination is effective 30 days from date of the Notice. The Notice of Termination is dated October 1, 2020.

Due to this unforeseen event, the Lyon’s Gate HOA Board of Directors is calling a special meeting of the Board to be held on Wednesday, October 7th 2020 at 7:30 PM. The purpose of this special meeting is to discuss strategy and direction in selecting a replacement Property Management Company for the Lyon’s Gate HOA. This meeting of the Board of Directors is open to the public and residents are encouraged to attend. Board members will be meeting in-person at the Community Clubhouse, located at 1811 S. Martingale Road. City Property Management will not be in attendance.

For those residents not wishing to meet in person, an email will be sent to all Lyon’s Gate residents from City Property Management on Monday, October 5th with a link and instructions to join the meeting remotely. For those wishing to attend in person, seating will be very limited as social distancing will be observed. Remote attendance is recommended.