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Homeowners2019-04-22T16:40:19-06:00

Getting Started

A beginners guide to living in our HOA

We are so excited that you made the decision to move into this community! If you haven’t yet, what’s holding you up? Saratoga Springs is a wonderful city, we get to enjoy beautiful vista views, and it’s people and families, like you, that makes this such a wonderful place to live, so hurry up and move in already!

For those that do already live here, this page contains a good overview of what you, as the homeowner, are responsible for taking care of while living in this planned community, a.k.a. Homeowners Association or HOA.

And here’s the disclaimer that everybody was waiting for:
Items and information provided on this website is for the sole purpose of helping summarize primary responsibilities of the homeowners and the Homeowners Association and is in no way a replacement of the official Covenants, Conditions, and Restrictions (CC&Rs) and any other HOA governing documents (which documents can be found within the documents section after logging into the online portal provided to homeowners). Please refer to those official documents for any official rules and regulations.

First Things First

Proper Account Setup

As soon as you close on your house, you will want to make sure your account is properly setup with the HOA Management Company (Advanced Community Services or ACS). Refer to the “Our Association” page of this website on how to get a hold of them.

STEP 1: Download, fill out, and return the ACH form that will setup automatic payments for your monthly HOA dues (starting January 1, 2018 the dues will be $35/mo or $37/mo if you elect to have paper statements mailed out).

ACH Form

STEP 2: Contact the management company to add your email to their notification list and to opt out of paper statements (saves you $2/mo!!!).

STEP 3: Register for the homeowners online portal by clicking on the “Member Login” button and then selecting “Need to register?” and submitting your information. You will receive login instructions to the email you provided within 24 hours.

STEP 4: Become familiar with the overview of homeowner responsibilities below (and the governing documents that were provided to you when you closed on your home or by logging into the member online portal).

STEP 5: Become active in the community by exploring our wonderful trails and parks, getting out to get to know your neighbors, and attending various community events throughout the year.

Landscaping

New Landscape Application:
If you do not have a landscape application on file yet, please fill out the entire application and include your plans, materials, and time schedule for completing your yards so that the ARC Manager can review and provide accurate feedback and approval.

Landscape Application

Existing Landscape Application:
If there is already a Landscape Application on file, any landscape changes you make will be via the Variance Request form.

Landscape Variance

Yards

Front Yards:
Has a 1-year requirement (from date of occupancy) for it to be landscaped with a minimum of 2 trees and 3 shrubs planted.

Back Yards:
Has a 2-year requirement (from date of occupancy) for it to be landscaped.

Please contact the HOA Board if there are extenuating circumstances to find out various options and how to coordinate with the city code enforcement.

Trees Not Allowed

Fences

No white, chain link or cinder block fences are allowed.

To submit your fence plans for review, fill out the Variance Request form and include your plan, color, and materials when you email it to arc@villageshoa.org.

Landscape Variance

View the fencing requirements before submitting your Variance Request:

Fencing Requirements

Side Driveways/Pads

Driveways must be concrete. Gravel or other material is not allowed. Please review the Parking Pad document for approved layouts before submitting your Variance Request form to arc@villageshoa.org.

Parking Pad Details
Landscape Variance

Sheds & Other Structures

No carports are allowed.

Sheds are allowed in back or side yards as long as they follow the Shed Guidelines and have been approved by the ARC. Please submit your plans, materials, and colors to arc@villageshoa.org.

Shed Guidelines
Variance Request

Other structures such as dog kennels, chicken coops, etc. must be reviewed by the ARC for approval. Please contact arc@villageshoa.org with questions.

Decks and Solar Panels

Even though Decks and Solar Panels are approved at the city level, you still need to submit a variance request along with plans showing placement for the ARC to review.

Decks cannot encroach city setback requirements.

Solar is currently allowed to be installed on any roof face (back, side, or front).

Variance Request

Other Home Exterior Changes

Any material or color changes to the exterior of the house such as the walls, shutters, garage door, roof, etc. MUST have approval from the ARC. Please submit the variance request form along with your plans, materials, and/or color choices.

Changing the color of the front door does not need approval.

Variance Request

Frequently Asked Questions

New Residents

First of all, we want to welcome you to the neighborhood!
The Villages at Saratoga Springs is a wonderful place to live, and we hope you enjoy it just as much as we do!

The first thing we recommend that you do is register for an account on the community website! This is the official method of communication for the HOA and it is the most effective way for us to manage homeowner requests and questions. Go to Help.VillagesHOA.org and click the “Need to register?” link to get started. Here you can find past newsletters for the HOA, important documents such as financials, meeting minutes and governing policies for the community.

**Please note that after registering there is a short validation process wherein we ensure you are a homeowner before giving you full access to the community’s records.

Starting January 2018, HOA Dues are $35 if you receive your monthly statements via email.

If we do not have an email address on file for you, we will send you a paper statement and add a $2 paper and postage reimbursement charge to your monthly invoice. If you would like to be added to the email list, simply register on the community website with the email address you’d like us to send statements to. Our system will pull your email address and begin sending your monthly statements to the email address you provide.

If you would like to opt out of this email service, please post an “Action Item” to the community website letting us know that you’d prefer to receive paper statements.

The $35 per month covers grounds maintenance of the common areas (this includes landscaping and snow removal at the parks and neighborhood walkways), repairs and maintenance costs for the HOA’s facilities equipment and neighborhood parks, future improvements to the parks, and administrative costs such as insurance, accounting, management, and various community events.

Yes.

Each HOA community has a set of documents and policies that govern the HOA. By purchasing a home in the community, you are legally bound to abide by these documents and the policies they set forth. Part of these documents outlines enforcement policies and guidelines that each lot owner must follow.

The most common policies that we normally see broken are:
1) trailers must be parked behind the front corner of the home AND must be screened by a fence so it is not visible from the street, and
2) unkempt yards (this could be overgrown grass, excessive weeds, or dead lawns).

The overall goal with enforcement is to keep the appearance of the community well maintained which helps maintain high property values and increases saleability.

If you are purchasing a home in the community, your title company should request payoff information for the lot you are purchasing to ensure that all associated fees are collected through the closing process.

This is to protect you, the new homeowner. If for some reason there is an outstanding balance on the lot you are purchasing, and it is not paid through closing, you will become responsible for the amount owed after your purchase.

For this reason, it is important that a “Payoff Statement” be requested through www.HomeWiseDocs.com to ensure that the home’s title is clear of any encumbrances before the purchase is final.

To finalize your account setup, you’ll want to register for an account on the community website at Help.VillagesHOA.org. This will allow you to stay up to date with any important community news, updates, view the community calendar, documents, make HOA payments, and much more!

**Please note that after registering there is a short validation process wherein we ensure you are a homeowner before giving you full access to the community’s records.

First you must register by clicking on the “Member Login” button and then clicking on the “Need to register?” link. Fill out the information to create an account.
**Please note that after registering there is a short validation process wherein we ensure you are a homeowner before giving you full access to the community’s records.

Once you are logged in, simply navigate to the Payments tab. This page will show your account balance and any invoices outstanding.

In order to make a payment, simply enter your account number or property address, the dollar amount you wish to pay, and click “Submit”. This will take you to our payment processor’s website which will securely take your payment and apply it to your HOA account.
**Please note that there is an additional charge using this payment method and payments may take up to 3-5 business days to reflect on the Payments tab of the website.

Documents can also be accessed within your account by navigating to the Documents tab. This can only take place once you have been verified as a homeowner. The verification process can take up to 2 business days after registering for a new account.

If you have any issues or questions, please contact our customer service representative at 801-641-1844.

Please refer to the map in the Our Community page of the website.
Garbage is typically picked up early morning every Thursday. Recycling is typically picked up late morning every other Friday. If there is a Federal Holiday during the weekdays, then garbage will be picked up on Friday and recycling on Saturday. Complete information regarding pick up schedule can be found on the City’s website by clicking here.

Landscaping

ARC stands for Architectural Review Committee. It consists of the ARC Manager and at least two Architectural Review Committee members, which are homeowners within the HOA. The committee meets twice a month to review architectural, landscape, and other design requests to ensure they follow the HOA’s governing documents and also help maintain a uniform appearance within the community.
Yes.

If your yards do not have any landscaping yet, more than likely you do not have a landscape plan on file and will need to complete one along with a drawn plan that shows where and what type of trees along with any other materials. It is recommended to submit both the front and back yards in one application. You can always amend your plan by submitting Variance Request forms.

A landscape plan is used when submitting the overall plan for the front and backyards.

A Variance Request form is used when you are amending your plan at any time in the future with changes or additions.

Front and side yards have up to (1) one year from the date of occupancy to have the landscaping finished. Backyards have up to (2) two years from the date of occupancy to be completed. Both the city and the HOA are willing to work with any residents that are experiencing extenuating circumstances.

To allow for more time to the new residents, the HOA Board had adopted to match the HOA yard due dates to be the same as the city’s (the HOA documents originally had it as 90-days as the deadline).

When the HOA was created by the original developers (before any residents lived in this neighborhood), they established the rules of the HOA. In the landscaping portion, it was determined that a certain number of trees and shrubs had to be planted. The quantity depended upon the size of the lot, but did not clearly outline where they needed to be installed on the lot.

In attempts to simplify and clarify that portion of the code, the HOA Board has determined that a minimum of 2 trees and 3 shrubs need to be planted in the front yard with the rest of the minimum requirement for the lot size to be fulfilled in the back or side yards.

This minimum quantity is required by the CC&Rs and Master Design Guidelines, however you are allowed and encouraged to plant more than the minimum requirement.

For all neighborhoods, except for Hawks Landing Phase 1, residents are required to have a minimum of 2 trees and 3 shrubs planted in their front yard. Hawks Landing Phase 1 was grandfathered in from a past arrangement that allows that neighborhood to have a minimum of 1 tree and 2 shrubs, but are still encouraged to plant more if desired.
Yes, there is a list of trees not allowed to be planted within our HOA boundaries due to how shallow or damaging the roots can be and/or the amount of seeds or spouts it produces.

Click here to view the list of restricted trees.

Yes! It is encouraged to find a good balance of lawn and drought tolerant plants and rock mulch to help conserve water.
Gray crushed rock or road base is not allowed in the front yard. Landscape rock is either smooth or crushed with various earth tone colors. Please make sure to include a picture of your landscape rock when submitting your request to arc@villageshoa.org.
Yes, there are extensions available under extenuating circumstances and only for larger projects, but both the HOA and the city will have to be contacted as the HOA cannot extend the front or back yard deadlines if city code enforcement isn’t satisfied with the progress being made. The only item that cannot receive an extension is for weeds in the yard. Weeds must be taken care of immediately by the homeowners, or if unable, then help from friends, other family, and/or neighbors.
Extensions are only available under extenuating circumstances for large projects. Weeds are not considered a large project because it is something that can be taken care of within a day by the homeowners or with help from friends, family, and/or neighbors.

Fences, Driveways, and Sheds (and other structures)

The HOA allows vinyl, wood, or cast iron fences with an approved color. No white fences are allowed and wood fences must be stained. Please review the fence document for more details by clicking here.
In the original governing documents of the HOA (before any resident had moved into the area) it specifically bans white for being used in perimeter fencing (including posts). Residents in the past have tried to get this rule changed, but since it is recorded in the CC&Rs, it requires over 66% or two-thirds of all owners within the HOA to vote in favor of changing the rule, which increasingly becomes more difficult to obtain as the neighborhoods grow and past residents already have their fences installed. However white trim is allowed on houses and porch railings as well as park playground safety railings.
Yes, but any dog runs with chain link needs to be screened from street view. However, dog runs made out of black coated wire does not need to be screened, but is highly encouraged to help reduce barking as residents walk on the sidewalks.
Side driveways are great at providing more off-street parking and reducing the amount of landscaping that uses up more water. When you decide that you want to have a side driveway installed, please follow the information provided earlier on this page, labeled “Side Driveways/Pads” and the accompanying links to the other documents.
No, vehicles may NOT be parked on grass or any other surface other than concrete or asphalt. If parked illegally, you will receive fines from the HOA and possibly City Code Enforcement, depending on the violation.
Yes, any structure built on your property does need to be approved by ARC. Please follow the directions earlier on this page, under the section “Sheds and Other Structures”.

Decks, Solar Panels, and House Exteriors

Yes, residents building a deck anywhere on their house will need to submit a Variance Request form (found at the bottom of this page) to arc@villageshoa.org along with a general drawing, materials, and colors. Depending on the height, the city will also require a permit. Please contact the city for details.
Yes and yes. The HOA is very supportive of solar panels and allows for them to be installed anywhere on the roof of the home. There is a simple variance form (found at the bottom of this page) that needs to be submitted along with a diagram showing the placement of the panels to arc@villageshoa.org. Your installer will also need to get the proper approval from the city.
For front doors, you do not need to submit a request to the HOA for approval.

However, if you wish to change the color or overall appearance of your shutters, garage door, and/or house color, etc., you will need to submit a Variance Request to the Architectural Review Committee (ARC). The Variance Request form can be found at the bottom of this page.

Common Areas

Currently there are four parks within our HOA. You can find more details by visiting the “Our Community” page of this website.
Currently the quickest way to report a broke sprinkler or any other common area issue is by taking a picture and posting it on the HOA Facebook page along with the location. The HOA’s landscaper will attend to it ASAP.
You can reserve the pavilion in any of the HOA parks by logging into your member online portal and posting an “Action Item” with the name of the park, date, and time. Please check the calendar first before posting your reservation to make sure it is available. The management company will then add your reservation to the calendar.
Currently you will first need to have the pavilion reserved through the member online portal (by posting an “Action Item”) and then emailing president@villageshoa.org to arrange the water to be unlocked.
The HOA’s Landscaping company is in charge of removing sidewalk snow on neighborhood connector paths, main park trails, and sidewalks to the school. All roads are plowed by the city (click here for more details.) The only exception are the roads within The Cottages neighborhood which are private roads and are plowed by their own sub-HOA landscaping company.
The drainage basins along Village Parkway road are maintained by the city. And the grass fields on the northside of Wildlife Blvd up to Swainson Ave are also maintained by the city.

Payments & Management

Our management company is called Advanced Community Services (or ACS). They are a great resource for us and are here to help with any questions or requests you may have. Our most effective communication tool is programmed in to the back end of our community’s website, and acts as a ticketing/tracking system to ensure that all requests and questions are taken care of and resolved as promptly as possible.

The best way to contact someone from the HOA or the management company is through the community website at Help.VillagesHOA.org. Once you’ve logged in, navigate to the “Action Items” page to create a post outlining your question.

Our management team is most effective when all requests come through the website because this allows us, the HOA, to provide oversight and ensure accountability from ACS. Emails are inefficient and difficult to track. With the Action Item system everything is time/date stamped, followed up on, and more importantly these are visible to our entire management team which allows for the most effective level of collaboration and communication by all.

All HOA Documentation can be found online at Help.VillagesHOA.org.

Once you have been approved as a homeowner, you will have access to the community’s official records which are located under Documents/Homeowner Documents.

**Please note that if you only recently registered for a homeowner account, it could take up to 2 business days to verify that you are a homeowner before gaining access to this section.

Generally speaking, a fine schedule is a policy put in place by the HOA that helps with enforcement of the community’s governing documents. If someone is in violation of the governing documents, they will typically receive a warning notice with a request to remedy the issue. If the problem persists, further notices will accompany fines in accordance with the fine structure (which is outlined below).

These fines will be added to the violators HOA account and will show up on their monthly statements.

  • 1st notice – Warning; no fine.
  • 2nd notice – Level 1 fine $10.
  • 3rd notice – Level 2 fine $50.
  • Any and all subsequent notices will accompany additional $50 fines until the issue is resolved (with a maximum of $500 per month)
Each lot owner has an obligation to pay their monthly HOA fee. If an account becomes delinquent, there is a policy in place that allows for delinquent accounts to be sent to a collections attorney in order to facilitate payment.

If a lot is more than 5 months delinquent, the collections process is initiated with a final notice requesting payment. If the account remains delinquent, it is then forwarded to a collection attorney, a lien is filed on the title of the home and significant attorney’s fees are added to the delinquent balance. If the account remains delinquent and no action is taken to pay off the balance owed, the next steps include a lawsuit, garnishment of wages, or even foreclosure.

These steps are not fun for anyone involved, and the HOA would prefer not to send anyone to collections. However, the HOA dues are an obligation of each owner within the HOA and we have a duty to collect on this obligation. In order for the process to be fair it must be followed consistently.

That said, we are not unreasonable people. If you have extenuating circumstances, please reach out to us so we can work together toward a resolution.

How can I pay my monthly HOA dues?2018-12-01T11:37:07-07:00

There are five options for paying your monthly HOA dues:

By Mail

No Processing Fees + Postage

By Mail

Send check payments to:
Villages at Saratoga Springs HOA
P.O. Box 179
Lehi, UT 84043

Bill Pay

No Processing Fees (depending on your bank)

Bill Pay

Setup Bill Pay through your personal bank to make a one-time or automatic recurring payments. NOTE: Make sure it includes “Villages at Saratoga Springs HOA” on the payment along with your account number. Contact your personal banking institution for details.

Pay Online

3.5% Debit/Credit Card or $2.95 eCheck Processing Fee per Transaction

Pay Online

Login to the HOA’s Online Portal to make a one-time or recurring eCheck or Credit Card payments online. There is a 3.5% Debit/Credit Card (equals $1.12 on a $32 payment) or $2.95 eCheck processing fee per transaction. This is a great option if in a pinch and want to avoid a late fee.

Member Login

Direct Deposit ACH

No Processing Fees

Direct Deposit ACH

Setup a direct deposit to the HOA’s Bank Account by 1) filling out the ACH Form and then 2) send it to the management company by logging into the Online Portal and send an Action Item with the attached ACH form AND voided check, or email them to villages@acs-hoa.com or via mail or drop them by the office.
STEP 1: Download ACH Form
STEP 2: Member Login

OPTION #5: You may hand deliver your payment in the form of a check to our Advanced Community Service (ACS) office at 2940 W Maple Loop Dr #102, Lehi, UT 84043. Our office hours are 9am-5pm Monday through Friday.
Note: We DO NOT accept cash, credit or debit card payment in person OR over the phone. If you must pay with card, please pay online.

Inspections

From May – October, monthly inspections includes yards, trailers and boats/RVs.
From November – April, monthly inspections includes only trailers and boats/RVs.

Inspections are done at various times of the month depending on the management company’s schedule, holidays, etc.

Each HOA community has a set of documents and policies that govern the HOA. By purchasing a home in the community, you are legally bound to abide by these documents and the policies they set forth. Part of these documents outlines enforcement policies and guidelines that each lot owner must follow.

The most common policies that we normally see broken are:
1) trailers must be parked behind the front corner of the home AND must be screened by a fence so it is not visible from the street, and
2) unkempt yards (this could be overgrown grass, excessive weeds, or dead lawns).

The overall goal with enforcement is to keep the appearance of the community well maintained which helps maintain high property values and increases saleability.

The first violation letter is only a courtesy letter to let the homeowner know what needs to be taken care of before a fine is issued if not completed by the following month’s inspection. There is no fine associated with the first warning letter.

Please follow the instructions contained in the notice and if you have any questions, please feel free to contact the management company.

RVs, Boats, and Trailers must be parked behind the front corner of the home AND must be screened from street view by a privacy fence. When in use, temporary parking during the day is allowed as long as the boat or trailer is connected to the hitch of the vehicle or the RV is parked behind the fence during the night.

If the homeowner’s property does not allow for adequate parking of the RV, boat, and/or trailer on the side of the house due to not having enough space, it will be the homeowner’s responsibility to find a different location for parking. Due to these circumstances, the homeowner will not be allowed to park the RV, boat, and/or trailer on their driveway or street.

Typically “storage items” are items stored on the side or front of the house that can be seen from street view that distract from an orderly yard. Past examples (and storage items are not limited to just these examples) have been piles of construction debris that hasn’t been cleaned up well past the completion of the project, broken down BBQs or other appliances, piles of old broken outdoor kid toys, etc.

Please make sure to keep these items stored in your garage or screened behind a fence.

Communication

Advanced Community Services (ACS) is the HOA’s management company that takes care of all those items. Please refer to the “Our Association” page of this website for the various contact methods, the preference being the member online portal where you post an “Action Item” so that the question/concern can be tracked and monitored.
Login to the Member Online Portal to post an “Action Item” of the issue with location and picture if possible.
The HOA’s Facebook page is a closed group and will require approval from the administrators of the page. Click here to be directed to the HOA Facebook page and submit your request and you will be added to the group shortly.
Login to the Member Online Portal to post an “Action Item” requesting to update your account to email statements along with the email address you want them sent to. The management company will update your account and monthly billing.

HOA Board

Every second Wednesday of the month (except on holidays or other schedule conflicts whereas the HOA will email out a notification and post on this website and Facebook that month’s updated meeting date and location).
By logging into the member online portal and clicking on the “Documents” menu.
Yes, we encourage homeowners to attend the monthly public meetings to stay better informed and the HOA Board has better direction when more residents are involved.

The main part of the public/general HOA meeting is open to anyone to come participate in the discussions of HOA business and decisions. However, at the end of the meeting, the HOA Board may elect to enter into a closed session (or executive session) of the meeting where it is closed to the public due to its sensitive nature. The Utah State Open Meetings Act requires that Board members are only allowed to discuss the following topics in a closed session: Pending or reasonably imminent litigation; security; the character, professional competence, or the physical or mental health of an individual or 3rd party company. Outside of those issues, all other discussions will take place during the open public meetings.

We would love to have your help in any way possible. The more that get involved, the stronger the community! Please reach out to the HOA President by emailing them at president@villageshoa.org to let them know of your desire to serve our wonderful community.

Miscellaneous

Currently the HOA does not have any regulations above that of the city ordinances. The city does have ordinances that prohibits excessive barking or negligent care and you will need to contact the city’s Code Enforcement with questions/concerns/complaints. They can be reached at 801-766-6503.
Click here for more details.
Please visit “Our Community” page of this website for more details. Future plans are discussed near the bottom of that page.
Currently there is no state law prohibiting irrigation watering during 10:00 a.m. and 6:00 p.m., however the state has established this schedule and has asked each city to establish their own conservation programs to help reduce the irrigation watering needs within the state.

Currently the City of Saratoga Springs prohibits residents from irrigating their yards during 10:00 a.m. and 6:00 p.m., however this restriction is for residents only unless they are establishing new grass or performing maintenance on their system (see Saratoga Springs Website for more details). Other non-residential organizations can request the ability to water during these restricted times due to necessity, if the city approves it.

With sprinkler systems designed to have only a certain number of heads per zone (for optimal water pressure) and due to the shear size and quantities of open space throughout the HOA, it is not possible for the HOA to complete all their watering cycles during the night. Also large open areas require more watering than small residential yards. Due to the number of zones within our HOA, we have been given permission by the City of Saratoga Springs to cycle through all of our watering zones in the order the landscaper best sees fit, regardless of time of day.

It takes about 24-hours to complete one cycle of all the zones throughout the entire HOA. Some areas are watered twice within the same day which may seem like they are on all day, but if you do see the same sprinklers on for over an hour or any other issues, please contact the HOA so that the landscaper can come out to fix it.

Back in 2012, there was one resident that did not agree with the HOA’s park improvements to the HOA’s Master Park over in Fox Hollow where more trees were added. Through months of meetings with this resident and compromise after compromise (the HOA was the only one making the compromises) and without overruling the majority of the residents that wanted more trees in the park, everyone finally realized that this resident will never be satisfied and therefore this resident sends out monthly letters to most of the homeowners complaining about this situation. The HOA Master Park does not belong to one resident and therefore cannot be designed by one resident on what stays or goes in a community park. We encourage residents to simply recycle the letters you receive from him and to not engage this resident in any way for your own safety.

To read the history and see renderings of the trees in the master park, Click Here to Read More >>

The HOA has also looked into Rain Sensors, but due to half of the sprinkler systems being battery powered (among other complexities), there isn’t a way to have all the systems turn off and back on with sensors. This would require a team to manually turn the system off/on and re-calibrate the entire system to get back on schedule after each good rain storm.

Frequently Used Homeowner Forms

Landscape Application
Landscape Variance
Extension Form