HOA NEWS
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Notification of New Assessment Payment Options
On Thursday, October 29th, residents of Lyon’s Gate were sent a detailed welcome letter via email from Brown Community Management. This important welcome letter contains detailed information and instructions for payment of HOA assessment fees during this transition period. The email notification reads in part:
Dear Lyon’s Gate Owner,
Starting November 1, 2020 Brown Community Management will be the new HOA management company for Lyon’s Gate Community Association. Attached is a welcome letter that will provide you the following information:
- New Account Number (This account number is unique to your home/lot)
- Assessment Payment Options
- Brown Community Management Office Location / Website Address / Phone Number
Please note that this electronic mail is being sent to the primary e-mail address we have on file for your home/lot. We kindly request that you forward this information to any additional owners for your property that need to be made aware of this change. Also remember that this letter provides your unique account number (specific to your home/lot), therefore, we recommend you keep it private.
Sincerely,
Jonathan Brown
Vice President
Brown Community Management
The attachment referenced above contains detailed instructions unique to each homeowner. Please note, if you have already mailed your November payment to the prior management company’s remittance address, it will be processed and included with the account information provided to Brown Community Management in November. Any payments received after October 30th will be forwarded to Brown and will be process without delay.
The new homeowner portal for Brown Community Management will be available to Lyon’s Gate residents on November 5th 2020.
Thank you for your patience during this transition period. Questions regarding payment of HOA fees during the transition can be directed to Brown Community Management at (480) 539-1396. Brown will assume the management role for Lyon’s Gate on November 1st, 2020 and the new Property Manager for Lyon’s Gate will be announced.
HOA Board Executive Session
There will be an Executive session of the Lyon’s Gate Board of Directors this Thursday, October 29th at 7:00 PM. This is a closed session for the purpose of interviewing and potentially selecting a new Community Manager for Lyon’s Gate. Yesterday, Brown Community Management sent the following notification via email to Lyon’s Gate residents.
Good afternoon Residents of Lyon’s Gate!
Brown Community Management is proud to be working with your elected board of directors to ensure as smooth a transition as possible. On Thursday, October 29th at 7:00 p.m., the board will be meeting at the clubhouse in executive session to interview and potentially select a community manager that will best fit the needs of Lyon’s Gate.
We appreciate your vote of confidence, and very much look forward to working with you all.
***Information regarding assessment payments and manager contact information will be arriving in your mailbox very soon.
Cordially,
Jonathan Brown, CAAM
Vice President of Business Development
Asphalt Repair Update: New Dates
Due to lower than anticipated temperatures the asphalt seal coat project was delayed and has been rescheduled. The new dates are October 29th – November 4th. Details of the closures and maps of the affected areas are linked below.
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.
Fireworks at Williams Field High School
The staff at Williams Field High School has reached out to the Lyon’s Gate community concerning homecoming fireworks this Friday night, October 23rd. We’re grateful to Williams Field High School for being proactive and reaching out to our community in advance. Please be aware of this event and the scheduled fireworks.
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
October Asphalt Repairs
The first phase of asphalt repairs are underway. An email notice was sent on October 6th, notifying Lyon’s Gate residents of this scheduled work. This project includes crack seal, seal coat and concrete maintenance for the Cluster Private Drives and the Alleyways within the Lyon’s Gate Community. There will be closures of these areas during the maintenance, however no Town of Gilbert streets will be closed. The only closures will be the cluster home private driveways and the alley home shared alleyways.
Please take a few moments to review the three (3) attachments explaining the project schedule and maps of the areas impacted.
Please note that the concrete repairs included in this project pertain to the curbing surrounding the pavement in these private drives. Please contact the HOA with any questions or concerns.
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:
- Via the Web:
https://join.me/499-724-140 - Via Telephone:
+1.720.650.5050
+1.213.226.1066
+1.801.448.0006
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