[NOTE: Information contained in this email has since been updated!]

Greetings Neighbors!

Most of us likely received an email from RowCal and a separate email from ElectionBuddy to facilitate a vote on a move to a single trash service. We apologize for any confusion, the final message that went out was far short of what we needed to share here as we’re still fine-tuning our relationship with RowCal. 

1. Below is more info. 
2. A new ballot will go out shortly that is more clear.
3. Meeting Notice: In order to be compliant, we need to not only hold a vote (electronic ballot) but also hold a formal meeting where we can document the results. To that end, we will hold a meeting on May 28th at 6PM. At this meeting we will open the meeting, read the results, and formally vote to accept them. Additionally, in January of 2024, a new Texas law went into effect requiring HOA’s to publish a very clear fine schedule. To meet this requirement, we need to acknowledge our fine schedule in a properly noticed meeting, so we will do that here as well. The fine policy itself can be found on our site HERE along with all other previously incorporated policies.

Here is a better update on what we’re trying to accomplish:

At the last community meeting in December 2023, we covered the roads in great detail including the need to re-seal (coming up in June) and the long term view as to road maintenance. One of the main drivers of wear and tear on our roads is heavy trash trucks. Like most of us, we look at these trucks and think “Amazon delivers, FedEx comes through, we all drive these roads, why is trash such a big deal?” - but it turns out that it is. Studies have been done nationally on the impact that these exceptionally heavy vehicles have on our roads. We’ve covered this a few times in meetings and emails, so we won’t add more here, but suffice it to say when you combine the significant impact a trash truck has on road wear, the frequency of truck visits in Saratoga (two trucks weekly x three companies for trash and recycle) and the fact that having 3x the trash service is rather unnecessary - it’s hard to justify sticking with the status quo. When we solicited bids from all three services and one came out well below the others, and that one company already services ~130 of 155 homes in the neighborhood, the recommendation is very clear. 

‍So what’s the vote for?

First, as always, the Board values community input. Given the feedback we’ve heard over time, we believe that the sentiment is clear here, but want to be sure. Secondly, to accomplish a switch, we have to pay for it. While our CC&R’s provide the Board latitude as to the raising of funds, the very best option is for a community vote to explicitly declare that “yes, we want to take this step and yes, we authorize the Board to collect funds from us for this purpose.” To do this we need an amendment that says just that. 

‍Here is the Amendment we are proposing that will accomplish this. This will appear on the vote ballot:

‍Waste Management Services.  Article V, Section 5.08 of the Declaration is hereby amended with the addition of the following sub-section:

 5.08.1  Authority to obtain mandatory trash service. In addition to the powers enumerated in Section 5.08, the Association shall have the power and authority at all times to: (a) contract with any waste management service company to provide residential trash services for each lot within the Subdivision; (b) levy the cost for the trash service on each lot owners’ account on a periodic basis along with the Association’s regular or special assessments; and, (c) issue fines, pursuant to any fine schedule, due to noncompliance (such as a lot owner’s separate contracting with a different waste management service company).

5.08.2 Construction waste. The mandatory trash service delineated in Section 5.08.1 shall not apply to waste disposal services needed for the Construction of Improvements (such as trash dumpsters) according to Section 3.06.

How and when will the HOA collect these funds?

We have solicited bids and Waste Connections has put forward the best bid for our community. The cost is $69 per quarter ($23 per month). We will have RowCal issue quarterly invoices for the service. Dues will remain annually, trash service will be paid quarterly. 

For Waste Connections customers we will be able to coordinate very closely and discontinue their direct billing to move billing to the HOA. The HOA will then send an invoice quarterly for trash service. For non-Waste Connections customers today, you would need to arrange to cancel your existing service as of the specified date (info to come after vote) as Waste Connections will drop off bins to begin service. Service and billing will begin on the set date.

Based on our understanding of existing pricing from non-Waste Connections companies, this new service will be a cost savings compared to what is being paid today. 

‍How do we know our trash bill won’t go up soon if we’re mandated to one service?

Based on a long-term contractual agreement, price changes will be restricted to amounts equal to specific indexes tied to inflation. 

‍Is this a conflict of interest if the winning company has someone living in Saratoga?

Simply put - no. There is no employee of any waste company on the decision-making Board. Regardless, a fair bid process was put in place and WC supplied the lowest bid with the best service option. Additionally, WC has already been chosen by over 83% of homes in Saratoga and feedback has always been overwhelmingly positive. 

‍What happens if we vote no?

If we do not vote to move to one trash service, nothing happens immediately. As the Board is charged with the fiduciary responsibility of maintaining the neighborhood, and as the research is clear on the impact of trash trucks on roads, our calculations on the risk and the timing of needed road repairs will necessarily reflect the traffic of multiple trucks, so our long term reserve budgeting will take that into account as we establish annual dues levels going forward. In short, more trucks each week will result in greater damage risk faster so we will build up our reserves to account for it. 

‍Thank you all for your patience and support! 

‍Saratoga HOA Board

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