September 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, September 14, 2011 – Clubhouse at 7p

· Past business/follow-up from August meeting:

· Jamie:
o Asphalt repair status
o Cats
o October meeting

· Michael:
o October meeting agenda & voting items format
o Next year's proposed projects
o Proxy vote instructions & announcement for annual meeting
o Unit 42
o Pit bulls in the community

· Amber:
o Monthly report
o 2010 vs. 2011 expense comparisons
o 2011 budget
o 2012 budget
o Dues vs. projects

· Tyler:
o General landscaping report/review of walkthrough results

· Emily:
o No business

· Erin:
o Pool closing
o Key card swapping
o Inappropriate behavior
o Clubhouse exterior lights

Voting Record

No votes held between meetings.

August 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, August 10, 2011 – Clubhouse at 7p

·Past business/follow-up from July meeting:

·Jamie:
o Painting follow-up
o Cat clean-up status
o Asphalt repair status

·Michael:
o Next year's proposed projects
o Proxy vote instructions & announcement for annual meeting
o CC&R review - proposals for October Annual meeting

·Amber:
o Monthly report

·Tyler:
o General landscaping report/review of walk through results

·Emily:
o No business

·Erin:
o Theater room
o Showers
o Universal machine

Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Wednesday, July 13th and the posting of this agenda for the August 2011 HOA Board meeting:

Format:
Date
Proposal
Cost
Votes – for, opposed or abstained

Monday, July 25th
Proposed: Repair the cracks in asphalt (first phase of a 2-to-3 phase repair plan)
$750 (there is the potential for 10% discount which will lower cost to approximately $675).
For: Amber, Jamie, Michael, Rich, Erin, Emily and Tyler (7)
Opposed: None. Motion passed.

July 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, July 13, 2011 – Clubhouse at 7p

Present: Jamie, Michael, Amber, Emily, Tyler, Erin, Unit 49 and Unit 50.

•Past business/follow-up from June meeting:

o Southeast dumpster enclosure repairs to be completed between July 10-17.

o Middle dumpster hinges on 750 N have been adjusted. Future repair will likely be needed but for the time being the enclosure gates are in working order.

o No additional calls have been received with respect to barking dogs. Owners/occupants are encouraged to confront the issue, if any, directly with the party they believe may be responsible for the disturbance (ask questions as opposed to making accusations). If no resolution is established after the initial confrontation then next steps would be to notify the proper authorities (not necessarily the HOA Board) if the problem would be considered a nuisance or violate city noise ordinances.

o Animal excrement has been found in a number of areas around the community. Owners are reminded that pets (the 4-legged, outdoor kind) are to be kept on leashes when outside of the unit. Owners are responsible to pick up their pets’ waste. An observed failure to keep a pet on a leash (covered in the CC&Rs as well as Springville Municipal Code) or failure to pick up after a pet (common courtesy to our neighbors especially neighbors who have children as well as covered by Springville Municipal Code) will result in a warning. A second offense will result in a violation and/or fine.

o Car ports – no response has been received from Tate Construction who initially offered a bid for services. A new source will be identified to perform car port maintenance.

o A cleaning checklist has been created and placed in the Clubhouse kitchen. The checklist is to be used after a reservation has concluded to keep the Clubhouse nice for a following reservation. Failure to clean up properly after a reservation will result in loss of access and/or a violation/fine.

•Jamie:

o Painting
 All doors completed with the exception of 4. Mike Whiting is attempting to work with the 4 outstanding units. All shudders are completed. Remaining work remaining are additional side projects requested from owners. Overall, a successful project for the community.

o July newsletter
 Completed and will be handed out/mailed towards the end of the month.

o Quick claim deed
 The Church of Jesus Christ of Latter-day Saints gave the community the corner lot across 700 N from Unit 110 and on the other side of the fence from residence 640 N 200 E. The Church paid for all administrative and filing fees.

o Asphalt repairs
 The community will receive an initial sealing treatment on existing cracks on the drive lanes. Sealing of all cracks on sidewalk and asphalt will need to occur in annually installed phases.

o Unit #42
 A meeting will be scheduled with the owners to negotiate a payment plan for dues owed.

o Clubhouse table
 No action to be taken. The table will be replaced once wear and tear has taken its toll.

o Cats
 The owner of Unit 3 has approached the HOA Board requesting assistance in removing felines from their property. The Board has created a plan to execute the assistance requested which include the use of 8 traps and relocating the animals to a nearby organization.

•Michael:

o CC&R amendments
 Amendments have been identified and a list will be compiled showing edits which will be discussed during a special meeting to be held before the monthly September HOA Board meeting. Proposed changes will be voted upon to submit before owners at the Annual meeting in October.

•Amber:

o Monthly financial report
 5 units outstanding with a total of $3,279.05 in unpaid, or late, dues.

o Finances for the year
 Significant money has been expended for projects for the community. End-of-month financial statements show the availability of funds to proceed with an initial phase of asphalt repair/crack sealing.

o October meeting
 An agenda will be created for the meeting with respect to what topics will be discussed and voted upon. The intention behind this method is to direct the conversation as opposed to the feeling that last year’s meeting was an unorganized “free-for-all.”

 Proxy votes may be gathered by other owners. The owner presenting themselves in place of an absent party is not allowed to vote in place of the absent owner. An owner not in attendance must fill out the proxy vote/agenda on their own complete with signature. The owner gathering and presenting proxy votes is strictly the vehicle by which an absent owner’s vote may be brought before the Board in regards to voting matters. Owners are limited to presenting a total of 5 votes, including their own. In summary, one owner will be equal to one vote to avoid any one party/person from influencing a disproportionate number of votes within the community and ensuring a democratic process.

 A total of 60% of owners’ votes must be present at the meeting to successfully pass, or defeat, any matters which require a vote. There are a total of 110 units. 66 total votes must be present to constitute a “quorum” according to the CC&Rs to avoid postponing and rescheduling the Annual meeting. Exact date of meeting in October to be announced.

o Yearly projects
 A list of projects has been compiled to present before the community at the Annual meeting for proposal and voting for 2012. Dollar estimates have been gathered and the Board will present the total amount available to spend on projects. The community will decide what projects to perform within the budget provided.

•Tyler:

o General landscaping updates/report
 Walk throughs with Devon have been successful in elevating performance levels and overall community appearance. Performance and progress are tracked on walkthrough sheets and will be used when reviewing performance compared to agreed-upon contract standards and renegotiating, if necessary, future business contracts.

o Unit #96 tree removal
 Tree removal completed the evening of Wednesday, July 13th.

•Emily:

o No business

•Erin:

o Outside faucets
 Owners have reported that their external water faucets have been damaged by landscaping usage. The Board will look into the cause and determine next steps.

o Universal machine
 Universal machine is missing one pin to keep weights in place while exercising. A new pin will be acquired.

o Emergency button
 The Board is looking into placing a plastic box – much like the ones around both Clubhouse thermostats – around the emergency exit/alarm button located near the pool door. While the plastic box will not lock, therefore allowing for emergency egress if needed, any intentional setting off the alarm will be clearly evident and will result in violations/fines. There have been a number of “false alarms” over the recent months and have become an undue nuisance for nearby neighbors with Board members not always near the area to turn off the alarm.

o Clubhouse updates
 Pool timer: Both hot tub and pool lights were going off prior to 10pm. Trevor with Liquid Assets adjusted the timer and all has been restored.

 Clubhouse double doors leading to the pool: A reminder that the big bay doors from the Clubhouse living room to do not open to allow access to the pool area. There have been issues with food getting in the pool and surrounding areas – which is prohibited. These doors will remain locked.

 Clubhouse cleaning checklist: Failure to clean according the checklist at the end of a reservation will result in a fine of at least $50. If you are going to use the Clubhouse please keep it clean for yourself and for your fellow neighbors.
 
Voting Record

The following details votes held during the HOA Board meeting on Wednesday, July 13, 2011:

Format:
Proposal/topic
Cost
Votes: For, opposed or abstained

Proposed: New outdoor clock for pool area
$30
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

July 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, July 13, 2011 – Clubhouse at 7p

• Past business/follow-up from June meeting:

• Jamie:
o Painting
o July newsletter
o Quit claim deed
o Asphalt repairs
o Unit #42
o Clubhouse table
o Cats

• Michael:
o CC&R amendments

• Amber:
o Monthly financial report
o Finances for the year
o October meeting
o Yearly projects

• Tyler:
o General landscaping updates/report
o Unit #96 tree removal

• Emily:
o No business

• Erin:
o Outside faucets
o Universal machine
o Emergency button
o Clubhouse updates
 
Voting Record

Format:

Date
Proposal
Cost
Votes – for, opposed or abstained

Wednesday, June 22nd
Proposed: Subcontract a handy man from Quick Repairs General Service to complete a number of small vinyl fence repairs around the complex
$700
For: Tyler, Jamie, Michael, Rich, Erin, Amber (6)
Opposed: None
Abstained: Emily (1). Motion passed

June 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, June 14, 2011 – Clubhouse at 7p

• Past business/follow-up from May meeting:
o Place Clubhouse Reservation Form on blog

• Jamie:
o Door painting update/schedule changes
 Door painting fell behind schedule. All but 4 doors remain and the painter expects to get the remaining side jobs completed by Friday, July 8
o Unit #42
 Need to follow-up regarding payment plan for back dues
o Violations
 Caught up
o Dogs barking and pooping
 HOA will make sure dog stations are filled with baggies. Like most instances, owners whose pets leave waste in the community will be issued a warning which will be documented. Subsequent occurrences will warrant a violation/fine

• Michael:
o Car port update
 Still in communication with Tate Construction. No firm update at the moment
o CC&R amendments
 July meeting will suggest which articles to amend prior to October annual meeting

• Amber:
o Financial report
 13 units behind for a total of nearly $7,000. Unit 9 went into foreclosure and the community had to write-off almost $4,000 in unpaid dues
 2 units received liens exceeding the $300 threshold in unpaid dues
o Request for insurance certifications
 All residents who may need documentation of HOA insurance will need to contact the State Farm Representative. Contact information is as follows:
• Name: Dean Bowen
• Phone: (801) 489-5636
 This information will also be published in each quarterly newsletter
o Pool age clarification
 Pool requires age 15 and over. Clubhouse requires age 18 and over
o Changing meeting days
 Starting next month (July) HOA Board meetings will be held on the 2nd Wednesday of the month

• Tyler:
o No business

• Emily:
o No business

• Erin:
o Clubhouse updates:
 A lockbox for the Clubhouse Theatre Room thermostat was purchased from Amazon.com for $17 and will be installed
 There were recent complaints that the hot tub wasn’t heating or maintaining temperature. The igniter was fixed by the Clubhouse Pool service company
 A modest first-aid kit has been obtained and placed in the Kitchen cabinet
 An attempt to prevent fence jumpers from entering the Pool area will consist of mounting Plexiglas panels on the fence next to the Clubhouse on the south and west gate area
 Reminder: The Clubhouse is open to the community once a reservation’s time period has elapsed

 
Voting Record

Format:
Proposal/topic
Cost
Votes: For, opposed or abstained

Proposed: Puchase first aid kit for Clubhouse and Pool use
$10
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Proposed: Subcontract Best Vinyl for south and west garbage enclosure repair
$1400
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Proposed: Construct plexiglass barrier to prevent fence jumpers from entering Clubhouse Pool
Less than $100
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Just a reminder...

Painting work order forms are due in today! We ask that everyone return one to us, even if you are only getting your front door painted. We hope that by doing this it will help with the efficiency of the project and help to move it along in a timely matter.

We appreciate your patience and understanding as we try to organize this large project.

Thank you!

-The Willows HOA Board

June 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, June 14, 2011 – Clubhouse at 7p

· Past business/follow-up from May meeting:

· Jamie:
o Door painting update/schedule changes
o Unit #42
o Violations
o Dogs barking and pooping

· Michael:
o Car port update
o Other projects updates
o CC&R amendments

· Amber:
o Financial report
o Request for insurance certifications
o Pool age clarification
o Changing meeting days

· Tyler:
o No business

· Emily:
o No business

· Erin:
o Clubhouse updates

Voting Record

No votes held between meetings.

May 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, May 10, 2011 – Clubhouse at 7p

Present: Jamie, Michael, Erin, Emily, Tyler, Amber, Unit 50

• Past business/follow-up from April meeting:

• Jamie:
o Door painting
 Mike Whiting has been selected for the front door painting project. Project will commence June 2011. Details forthcoming
o Violations
 Unit 96 will receive a special assessment to remove their tree stump from the front yard area
o Pothole repair
 Soliciting bid from Big Red Asphalt for the pothole developing around the manhole cover on 150 E and sealing cracks to prevent additional potholes. Temporary patch kit can be purchased in the meantime
o RV parking lot questions
 It has come to the Board’s attention that details regarding the RV Storage area were not communicated to the community and will be clarified in the July newsletter
o Swap meet
 Saturday, June 4 from 9am-12pm in the north playground area

• Michael:
o Carport bids
 Received a bid of $200 per carport with regard to restoration. There are a total of 40 carports in the community with 5 identified to be in need of urgent restoration/repair
o Unit 42
 Next steps discussed with regard to collecting past dues. Will contact the city for possible consequences and will contact the owner to set up a monthly repayment plan

• Amber:
o Unit 9
 Settled CheckNet relationship for $407. Lien still in place. Prospective buyer has most likely fallen through. The community will likely lose the +$3,600 owed in unpaid dues
o CheckNet
 All CheckNet accounts on delinquent properties have been terminated
o Monthly report
 8 units are delinquent in their HOA dues payments – which is less than last month’s 9 units – for a total uncollected amount of $6,929.55. Access to community amenities has been restricted. Currently, 2 units have liens assessed to the property as payments past due have exceeded $300.00 each. 2 additional units are close to the $300 delinquent limit which would result in liens being placed on those respective properties

• Tyler:
o List of possible CC&R amendments
 Lists from Board members will be consolidated at next month’s meeting and will be amended prior to the October annual meeting
o Gates & fence repairs
 Final bids have been received by 3 companies. Company to be selected this month. One enclosure on 200 E is in need of urgent repair and will be the first project to be requested
o Landscaping survey
 A survey will be placed online for residents to fill out and assess D&T Landscaping’s performance. Soliciting bids for next year will begin this month for discussion/vote at the October annual meeting

• Emily:
o Power washing plan & communication
 Power washing to be completed by Thursday, May 20, weather dependent

• Erin:
o Clubhouse updates
 A lock box will be installed in the Theatre Room over the thermostat to prevent accidental adjustment
 Clubhouse has been sprayed for ants resulting in a decrease of sightings. Please notify Clubhouse Manager if additional spraying is needed
o Pool opening
 Discussion about opening Friday, May 13th
o Reservation form revisions
 Form revised to include both Clubhouse and Pool/Hot tub hours as well as time frame for requesting tables and chairs. Reservation form will be made available on the cool, awesome, new blog
o Clubhouse age limitations/rules
 No changes. Individuals under age 18 require adult supervision
o Security system/alarm power down

 
Voting Record

The following details votes held during the HOA Board meeting on Tuesday, May 10, 2011:

Format:
Proposal/topic
Cost
Votes: For, opposed or abstained

Proposed: Select Mike Whiting for door painting project
$6,050 ($55 per door)
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Proposed: Annual budget for carport preventative maintenance
$2,000 (10 carports annually after winter)
For: Erin, Michael, Emily, Tyler, Jamie and Amber (6). Motion passed

Proposed: Open pool Friday, May 13
$500 (cost to open and heat pool prior to Memorial Day weekend)
For: Erin, Michael, Emily, Tyler, Jamie (5)
Abstained: Amber. Motion passed

Proposed: Purchase pot hole patch kit for temporary fix
$17
For: Michael, Erin, Emily, Jamie, Tyler, Amber (6). Motion passed

The Pool is Opening on May 13th

We just wanted to let you all know that the pool is opening this Friday, May 13th. We are super excited and hope you are too! It is supposed to be in the high 70's on Saturday, so get out and enjoy the hot day in your pool!!

Please let us know if you have any questions.

-The HOA Board

May 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, May 10, 2011 – Clubhouse at 7p

• Past business/follow-up from April meeting:

• Jamie:
o Door painting
o Violations
o Pothole repair
o RV parking lot questions
o Swap meet

• Michael:
o Car port bids
o Unit 42

• Amber:
o Unit 9
o CheckNet
o Monthly report

• Tyler:
o List of possible CC&R amendments
o Gates & fence repairs
o Landscaping survey

• Emily:
o Power washing plan & communication

• Erin:
o Clubhouse updates
o Pool opening
o Reservation form revisions
o Clubhouse age limitations/rules
o Security system/alarm power down
 
Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Tuesday, April 12th and the posting of this Agenda for the May HOA Board meeting:

Format:

Date
Proposal
Cost
Votes – for, opposed or abstained

Monday, April 18th
Proposed: Repair the motion sensor above the Clubhouse front door
$100
For: None
Opposed: Rich, Amber, Erin (3). Motion sensor disables on purpose citing safety concerns
Abstained: Jamie, Michael, Tyler, Emily (4). Motion rejected

Tuesday, April 26th
Proposed: Replace two air filters on heating units in the Clubhouse
$52 ($26 for each filter)
For: Erin, Michael, Emily, Tyler, Rich, Jamie and Amber (7). Motion passed

Tuesday, April 26th
Proposed: Replace part on Clubhouse A/C unit for preventative maintenance
$122
For: Erin, Michael, Emily, Tyler, Rich, Jamie and Amber (7). Motion passed

Tuesday, April 26th
Proposed: Install lock box around Theatre Room thermostat in Clubhouse
$105
For: Michael, Erin, Emily, Amber (4)
Opposed: Tyler, Rich, Jamie (3). Motion passed

April 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, April 12, 2011 – Clubhouse at 8p

• Past business/follow-up from March meeting:
o Door Painting Bids
 Two companies have been identified with competitive offers. The Board will meet with each company individually the week of April 18 to select the company who will perform the project this spring/summer

• Jamie:
o Shrubs
 The deadline for shrub replacement requests is April 15th
 On the 15th, Jamie will email Tyler the list and addresses
 Jamie requested that if D&T Landscaping feels like a shrub does not need to be replaced than we ask that they document and notify us so we can let the homeowner know
o Tree Removal
 Owners will not be allowed to remove residual tree stump through own efforts
 Removal will be completed by D&T Landscaping
 The deadline for Tree removal requests is April 15th
 Homeowner will be asked to send a $30 separate check in with their May dues with a note stating it is for tree removal and the address or unit number
 On the 15th, Jamie will email Tyler the list and addresses and also Amber a list for financial purposes
o Power Washing
 Power washing will commence Saturday, April 30th with the far North complex with addresses 806 through 816 and the complex with addresses 778 through 802
 Based on how this project proceeds on the day listed will determine which other complexes are washed and at what scheduled
 Stay tuned!
o Spring Activity
 Saturday, June 4, 2011 there will be a “Swap Meet” held in the Playground area of the complex from 9am-12pm
 Please bring the items you’d like to swap and come socialize!
o Pool
 Handed in pool furniture receipt.
 Proposed refurbishing four broken lounge chairs into two working lounge chairs
o Specific Assessments for Needed Repairs
 The Board has is responsible for timely repairs with respect to external damages on units
 Should a unit require a repair the Board will inquire with the unit’s owner for a reasonable time frame/plan for repair or offer assistance to manage the unit’s repair and assess a specific assessment for the owner to pay

• Michael:
o Community Internet
 Will pursue at a later date to be determined
 May be an item under consideration during the annual meeting in October 2011
o Car ports...rust, paint, replacement, etc.
 Will begin contacting businesses to get estimates on repair costs to those car ports which stand in most need of rehabilitation
o Warnings for clubhouse misuse/access
 Community members who may have contributed to Clubhouse misuse will be contacted by the HOA President and/or Vice President
 Warnings, if necessary, will be given prior to restriction of Clubhouse access and amenities
• Amber:
o Monthly Treasurer report
 9 units are delinquent in their HOA dues payments – which is less than last month’s 12 units – for a total uncollected amount of $6,742.98 to the community, which is a decrease of approximately $100.00 from last month
 Access to community amenities has been restricted. Currently, 2 units have liens assessed to the property as payments due have exceeded $300.00 each
o Unit 9
 The Board did not receive the agreed payoff amount from Unit 9
 The amount will increase to cover April 2011 dues/fees and the prospective buyer’s agent will be notified of the increase of the payoff amount to remove lien on the property
o Unit 73
 Unit 73 has gone into foreclosure
 The Board was forced to write off $272.60 in bad debt on behalf of the bank that took possession of the property
 Should the property’s dues continue to be uncollected and surpass the amount of $300.00 then a lien will be placed on the bank to collect unpaid dues
o Business Renewal
 The HOA must renew annual paperwork as a non-profit entity
 Cost of filing annual renewal is $10.00
o Checking Account
 HOA President and Vice President need to add and remove all necessary names from the Board’s financial accounts

• Tyler:
o Fence Repairs
 Currently soliciting bids for the Southeast garbage enclosure repairs
 Other garbage enclosures will be repaired as needed
o Hornets/Yellow Jackets
 Funds will be allocated for the purchase of traps and spray
 Board members will be out and about in April and May to engage in preventative population control

• Emily:
o Exterminator for units
 Extermination needs for individual units are up to owner responsibility
o Signs on gates
 Signs affixed near pool gate entrances

• Erin:
o Fence Jumpers
 The pool gates will not be accessible past 10:00pm when the pool and hot tub closes. The front door will be the only entrance and exit past that time
 The green push buttons to exit the pool area will become inactive past 10:20 at night. The pool and hot tub close at 10:00pm
 Clubhouse egress must utilize the front door after the time stated above
o Exterminator
 To maintain expenses, over-the-counter bug spray will be utilized to control pests in the clubhouse
o Clubhouse Updates
 North pool gate is fixed
 Triple T will be coming out the 21st to do their cooling maintenance. While they are out we will inquire about adding a lock box to the thermostat in the Theater room
 Looking into Trevor's (pool) current contract if he is still in the community’s best interest
 Suggested “Outstanding Community Member Award” to be, at least, mentioned in quarterly newsletter
 Will discuss at next month’s meeting
 
Voting Record

The following details votes held during the HOA Board meeting on Tuesday, April 12, 2011:

Format:
Proposal/topic
Cost
Votes: For, opposed or abstained

1. Proposed: Unit 96 to remove tree stump in front yard under own efforts
Cost: Undetermined
For: Tyler (1)
Opposed: Erin, Michael, Emily, Amber, Jamie and Rich (6)

2. Proposed: Refurbish 2 old pool lounge chairs using parts from 2 other old pool chairs
Cost: Minimal (less than $20)
For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

3. Proposed: Pay Triple “T” Heating for fall season maintenance plan on Clubhouse heaters during spring A/C preventative maintenance visit
Cost: $190
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

4. Proposed: Terminate relationship with Collection Agency (CheckNet) with respect to Unit 9 to prevent monthly increases and unnecessary costs to the Community
Cost: $830
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

5. Proposed: Set aside $300 for preventative controls for yellow jacket/hornet maintenance
Cost: $300
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

April 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, April 12, 2011 – Clubhouse at 8p

• Past business/follow-up from March meeting:
o Door Painting Bids

• Jamie:
o Shrubs
o Tree Removal
o Power Washing
o Spring Activity
o Pool
o Specific Assessments for Needed Repairs

• Michael:
o Unit w/ missing window shudder: Time frames for repairs?
o Community Internet
o Car ports...rust, paint, replacement, etc.
o Warnings for clubhouse misuse/access
o Clubhouse exterminator
o Gates/garbage enclosures follow-up
o bids:
 security system
 pool
 fences/garbage enclosures

• Amber:
o Monthly Treasurer report
o Unit 9
o Liens
o Business Renewal
o Checking Account

• Tyler:
o Fence Repairs
o Hornets/Yellow Jackets
o Door Painting Bids/Organization

• Emily:
o Wasps on the playground
o Exterminator for units
o Power washer
o Signs on gates


• Erin:
o Fence Jumpers
o Exterminator
o Clubhouse Updates


Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Tuesday, March 8th and the posting of this Agenda for the April HOA Board meeting:


Format:
Date
Topic
Cost
Votes – for, opposed or abstained


Thursday, March 23rd
Meeting held to determine lien settlement pay out for Unit 9. Original amount owed was approximately $4,500. Negotiated pay out amount with prospective buyer for $2,784.10.
None.
For: Amber, Tyler, Michael and Erin
Not present: Emily, Jamie and Rich

April 2011 Newsletter

We would like to make you aware of the link to a PDF file of the April 2011 newsletter. This is found under the 'Documents' section on the right side of the screen.

If you have any questions regarding the newsletter please feel free to contact the board via e-mail, by calling the HOA phone or by leaving a comment.

Thanks!

March 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
March 2011 Meeting

Present: Jamie, Michael, Amber, Emily, Erin, Tyler and Rich (all)

• Past business/follow-up:
o Discussion on which sections to amend in the CC&Rs. Further discussion slated for the April meeting

• Jamie:
o Vacation: March 15-29
 Michael will have the HOA phone during Jamie’s absence
o Clubhouse construction
 Internal construction is finished. Remaining repairs left are hardware to external showers. Construction should be completed by end-of-month
o Door painting
 External, front doors are slated for painting starting on May 1st, dependent upon weather. All community units will receive this service. Further details to come as to the exact date which color doors will be serviced and accessible
 Backdoors may be repainted at owner’s expense upon owner notifying the Board. This service will not be communal nor paid for by the HOA
o 6 compensated Board members
 Reevaluation of 6 compensated and 1 non-compensated Board member structure will be postponed until September and a full 12-month seasonal cycle has passed
o DRC
 A 3-person committee to review community projects has been established according to guidelines stated in the CC&Rs. Upon necessity, special projects that are brought to the Board’s attention will be discussed through the DRC and voted upon. Current DRC members: HOA Board President & Vice President (1 vote), Taylor Pinegar (1 vote) and a community member to be chosen upon necessity (1 vote). 2-out-of-3 vote majority will approve/deny project implementation
o Trees
 Owners are encouraged to contact the Board to have any trees removed from their property. Tree removal will be at owner expense through D&T Landscaping. Notification to the Board due by April 15th. If an owner misses the deadline stated then owner will need to wait until next year for tree removal/service. April newsletter will include a reminder
o Power washing
 Community power washer will be repaired this month and spraying will commence in April, prior to door painting
o Rental fee for table & chairs
 Effective immediately rental fee for tables and chairs during Clubhouse reservations are eliminated
 Prior reservations and fees assessed will not be refunded
 Should it be determined by the Board that tables and chairs break from abuse and misuse during a Unit’s reservation then the owner’s deposit will be kept and used to replace the furniture damaged
 If tables and chairs break from normal wear and tear during a Unit’s reservation then no charge will be assessed
o Spring activity
 Community activity sponsored by the Board will be discussed and voted upon in April meeting
o “Children at Play” signs
 Discussion about placing visible signs around the community to encourage drivers to slow down. Consensus on the matter was not reached during the conversation

• Michael:
o Power washing & repair
 Discussed previously
o Community project vote
 During Annual October meeting projects brought to the Board’s attention from home owners will be presented upon and voted on by those present at the meeting
o D&T Landscaping (please invite Devon to the meeting)
 Contract status
• Contract received and final revisions due no later than March 15th
 Snow removal/duties
• Discussion if D&T is the best service for, specifically, snow removal. Bids for other services will be solicited. Consensus will also be sought for during Annual meeting to outline expectations for the following winter
 Community input/survey into snow removal duties/expectations
• All owners are encouraged to complete a survey to create expectations for which snow removal methods and time frames are most widely acceptable by the community at large to provide D&T Landscaping community preferences. Link: Snow Removal
 Tree removal
• Discussed previously
 Spring cleaning/dead shrub replacement
• Owners are encouraged to contact the Board for any needed replacements to unit landscaping. Deadline for Board notification is April 15th. If an owner misses the stated deadline, owner will need to wait until next year for service. April newsletter will include a reminder
o CC&R amendments
 Discussed previously
o Bank removal letter
 In progress. Please refer to voting section of these minutes for further detail
o Clubhouse repairs/projects & receiver
 Discussed previously by Erin
o Overall Board responsiveness and communication
 Request made for all Board members to execute more frequent communication to all other Board members to keep full information flow and disclosure

• Amber:
o Monthly financial reports:
 12 Units are delinquent in their HOA dues payments for a total uncollected amount of $6,807.30 to the community, which is an increase of $228.81 from last month. Access to community amenities has been restricted. Currently, 2 units have liens assessed to the property as payments due have exceeded $300.00 each
 Unit 9 is going through the short-sale process. United Title Services has contacted the HOA to clear the lien on the property. The community should receive the full balance of $3,483.76 returned no later than March 16th

• Tyler:
o No business

• Emily:
o No business

• Erin:
o Theater room fixes
 Discussion held about replacing old receiver and replacing with a new receiver
o Reservation form
 Updates suggested from February meeting have been received well. A few additional, minor changes will need to be made
o Cats
 Discussion about the number of cats viewed in the area and around the Clubhouse. Measures discussed with respect to curbing cat population
o Ants
 Bids will be solicited for an exterminator to come to the Clubhouse and spray both internal and external. The Clubhouse will likely need to close for a period of time to allow for service. Details forthcoming
 
Voting Record

The following details votes held during the HOA Board meeting on Tuesday, March 8, 2011:


Format:
Proposal/topic
Cost
Votes: For, opposed or abstained


1. Proposed: Purchase a new receiver for the Clubhouse Theatre room to replace old and malfunctioning receiver
$400
For: Erin, Michael, Tyler, Emily, Amber, Jamie and Rich (all)

2. Proposed: Grant Jamie, Michael and Amber access to Board checking account (authority to write checks/remit payment, etc.)
None
For: Jamie, Michael, Amber, Emily, Erin, Tyler and Rich (all)

3. Proposed: Remove any and all former Board members from Board checking account/access
None
For: For: Jamie, Michael, Amber, Emily, Erin, Tyler and Rich (all)

4. Proposed: Purchase new pool furniture. Source: Sam’s Club. Type: Aluminum.
$990 (not including tax): $115 for lounge chairs (6) and $50 for regular char (6)
For: Jamie, Michael, Amber, Emily, Erin, Tyler and Rich (all)

5. Proposed: Remove table/chair fee for Clubhouse reservations starting immediately (date of meeting was Tuesday, March 8th.)
None
For: Jamie, Emily, Erin, Tyler, Rich (5)
Abstained: Amber, Michael (2)

March 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, March 8, 2011 – Clubhouse at 8p

•Past business/follow-up from February meeting:

•Jamie:
oVacation: March 15-29
oClubhouse construction
oDoor painting
o6 compensated Board members
oDRC
oTrees
oPower washing
oRental fee for table & chairs
oSpring activity
o“Children at Play” signs

•Michael:
oPower washing & repair
oCommunity project vote
oD&T Landscaping (please invite Devon to the meeting)
Contract status
Snow removal/duties
Community input/survey into snow removal duties/expectations
Tree removal
Spring cleaning/dead shrub replacement
oCC&R amendments
oBank removal letter
oClubhouse repairs/projects & receiver
oOverall Board responsiveness and communication

•Amber:
oMonthly financial reports

•Tyler:
oNo business

•Emily:
oNo business

•Erin:
oTheater room fixes
oReservation form
oCats
oAnts

Voting Record
No votes held between meetings.

February HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting Minutes
February 2011 Meeting

Present: Jamie, Michael, Amber, Emily, Erin and Tyler (all)

We are happy to announce that Rich Davis will serve in the capacity of the Board’s 7th, and non-compensated, member position. The non-compensated position will vote on any agenda items, or matters that arise in between meetings if necessary, but will otherwise not be involved in community day-to-day affairs.

• Past business/follow-up:
o Specific Assessment – Unit 80
 No specific assessment will be issued
o Broken fence – Unit 67
 D&T Landscaping needs to assess damages and provide an estimate for repair. Tyler will report on findings and next steps by March meeting

• Jamie:
o Follow up from January Meeting:
 Proposal to move reserve funds to a financial account with higher interest rate. Still researching institutions and accounts at the moment. No changes made
 Proposal to amend CC&Rs. To add clarity to portions of the CC&Rs which are vague or have not been adhered to due to prior Board decisions, certain sections will be considered for revision. Board members will consider which sections to amend and then it is proposed that the CC&Rs be amended this summer and the public notified of the changes prior to the next General meeting in October
 Proposal to add the Theatre Room to a modified reservation list for Clubhouse reservation for community members
o Clubhouse construction update:
 The clubhouse will be receiving new carpet in the large room. That section of the clubhouse will be, in essence, closed to reservations for a one-week period for carpet installation and any other repair needs
o Painting of Doors – postponed until March meeting
o RV Parking Lot:
 Community members with belongings in the lot have filed their belongings with the Board. The gate has been shut and locked. Members with belongings have been issued a key to access the lot as needed. If a community member has an item they wish to store in the lot they may contact the Board to register their item to obtain a key
o Power Washing – postponed until March meeting
o Involving Community – postponed until March meeting
o Removal of Trees – postponed until March meeting
o Rental of Table & Chairs – postponed until March meeting

• Michael:
o Reserve budget policy/procedures:
 Discussion on how the Board sets aside reserve monies for future needs (asphalt, concrete, roof repair, etc.) Proposal to implement a “pay yourself first” method to set aside some amount of money each month – say $1,000 – into the Board’s coffers
o Community visits:
 Jamie and I have started visiting units to both introduce ourselves to community members as well as field concerns that can be proactively addressed and resolved. Last week we visited 22 units meeting 7 residents. We will continue making day-time visits. Once we’ve gone around the entire community we will make evening visits to those whom we were unable to meet during the day visits. We look forward to meeting you!

• Amber:
o Monthly financial reports:
 13 Units are delinquent in their HOA dues payments for a total uncollected amount of $6,578.49 to the community. Access to communal amenities have been restricted. In the case of 3 Units, Liens will be assessed to the properties as payments due have exceeded $300.00 each
o Bonneville checking account:
 Still conducting research into more favorable institutions and investment accounts to earn higher interest rates for the reserve account

• Tyler:
o CC&R Amendments:
 Go over the procedure to amend the CC&R's. Possibly propose a few amendment ideas such as:
• How proxy voting should be set up to be more democratic
• Eliminating “violations” and “fines” and sticking to assessments and restriction of community benefits
o Landscaping Agreement:
 D&T Landscaping is in possession of a proposed contract for 2011. D&T Landscaping will submit any corrections or requests, and contract will be finalized prior to end-of-month
o Community projects and reserve budget:
 In the next community newsletter the reserve budget for special projects will be published along with a list of proposed projects the Board can undertake for the year. Community members will be invited to vote on which projects will be completed

• Emily – no business.

• Erin:
o Workout room repairs/upkeep:
 The elliptical machine - right moving handle, all the screws were replaced.
 The universal machine - Champion fitness came out and rewired machine. A week later it was broken again. The pins were taken as a precaution so no more damage was done. Luckily a resident fixed it so that Champion fitness did not have to come out again. The pins have been put back.
 The bench had some loose screws, they are now tightened.
 There was a complaint about the temperature in the workout room. The mystery has been solved. The thermostat in the theater room also controls the workout room, and was being mistaken as the volume. We are talking about getting a lockbox for the thermostat.
o Furniture
 A chair in the great room was loose, it is now fixed.
 The couch bottoms on the couch facing the window were missing, they are now back.
o Outside lights
 Attempting to locate the timing box for the Clubhouse outside lights has been unsuccessful.

Additional items outside of the original agenda:
• Unit 36, Unit 39 and Unit 50 voiced complaints against the level of noise generated at 4:30am on Tuesday, February 8th by D&T Landscaping’s snow removal crew. Specifically mentioned was the unnecessary engine revving of the vehicle used to move snow from parking areas and sidewalks. Tyler reported having talked to Devon about the incident the same day and that Devon will address his crew and seek a solution to when and how the vehicle is used in the future
• Qwest has proposed outfitting all units in the community with the capacity for internet service at a discounted rate. Residents would have the choice to opt-in or opt-out of the service. Preliminary costs are estimated to range from $15-20 per unit
• Unit 36 proposed revising how proxy votes are gathered and limiting the amount, or limiting the % one person can accumulate, to prevent one-person from having a majority of the representation during the yearly general meeting
• The receiver in the Clubhouse Theatre room will need to be replaced and the system rewired. Technicians have been contacted to assess the scope of work to repair the current system. A new receiver is estimated to start at $500 to replace
• Either a link to the most recent January Newsletter will be provided on the blog website or copy/pasted in its entirety
• A proposal to put a plastic box over the thermostat in the Theatre room to prevent unintended, or intended, temperature changes which unnecessarily increase heating costs for the community
 
Voting record of the meeting

The following details votes held during the HOA Board meeting on Tuesday, February 8, 2011:


Format:
Topic
Cost
Votes – for, opposed or abstained


Proposal to amend CC&Rs at a later date (June tentatively set as target timeframe). Members to begin identifying areas to clarify and provide verbiage to be voted upon prior to amending.
None.
For: Erin, Michael, Tyler, Emily, Amber, Jamie (all)

February 2011 HOA Board Meeting Agenda

The following agenda will be posted by the front door display case today, February 2, 2011.

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, February 8, 2011 – Clubhouse at 7p

•Past business/follow-up:
o Specific Assessment: Attic
o Broken fence – Unit #67

•Jamie:
o Follow up from January Meeting
o Clubhouse Construction
o Painting of Doors
o RV Parking Lot
o Power Washing
o Revising of Violations
o Involving Community
o Removal of Trees
o Rental of Table & Chairs
o Special Assessment for Unit #81

•Michael:
o Reserve budget policy/procedures
o Community visits
o Cats and dogs, and cats and dogs
o Abandoned Unit
o Clubhouse reservations and theatre room reservations

•Amber:
o Monthly financial reports
o Bonneville checking account

•Tyler:
o Violations - Eliminating fines and sticking to assessments and restriction of community benefits
o Amendments - Go over the procedure to amend the CC&R's. Possibly propose a few amendment ideas such as how Proxy Voting is set up, etc.
o Landscaping Agreement
o Community Projects and Reserve budget

•Emily:

•Erin:
o Workout room repairs/upkeep
o Furniture
o Outside lights


Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Thursday, January 6th and the posting of this Agenda for the February HOA Board meeting:

Format:
Date
Topic
Cost
Votes – for, opposed or abstained

Monday, January 14th
Locksmith to make key for entertainment system panel
$65
For: Erin, Michael, Tyler, Emily, Amber, Jamie (all)

Friday, January 25th
Repair frozen pipe/water leak in the Clubhouse
$3,000: $2,500 insurance deductible plus $500 modification to drain pipes on pool shower heads. Total repairs for damage to clubhouse in excess of $5,000.
For: Jamie, Emily, Amber, Tyler, Erin, Michael (all)

Dear Willows Residents:

We want to inform you that due to some pipes freezing and breaking in the outside showers we have incurred some water damage in the HOA office and in the hallway to the hot tub and weight room.

For the next couple of weeks there will be repairs taking place. We will be painting and replacing baseboards, taking out old and putting in new carpet, and replacing the tile on the outside showers.

Please be careful when using the clubhouse while construction is taking place. We ask you to please proceed with caution and enter at your own risk when by the areas of repair.

We thank you for your patience and understanding while we get this fixed. Please feel free to email us at thewillowshoa@gmail.com or call us with any questions at 801-427-8037.

Sincerely,

The Willows of Springville HOA Board

Clubhouse Update 1/26/11

Monday evening Emily noticed the Clubhouse Office floor was wet. Long story made short: A water pipe froze and cracked. The main water supply has been turned off and a plumber has been contacted for repairs. More details to come.

-Michael

Clubhouse Update 1/17/11

Happy New Year everyone! A quick update:

-The universal workout machine: Champion Fitness came by this morning and made final repairs. The machine is now fully operational for your use! The elliptical machine requires a little maintenance but that should be resolved today as well. With the gym completely up and running please let us know if any thing comes up with any of the equipment, or any other issues!

-The entertainment system functionality: We're scheduling a locksmith to come out and make a key for the latching mechanism that will open the wall to allow us to rewire the system, or replace the receiver, so the projector and other components will all function correctly for all who wish to view television in the TV room. We appreciate your patience with this matter.

-Men's washroom toilet: I received word this morning that the men's restroom toilet is not operating. I will take a look at the toilet Thursday morning on my next day off and see if I can make the repairs or see if it will be necessary to call a plumber. Hopefully it's nothing over my head so we can save the community some money.

The minutes from January's HOA meeting last Thursday will be typed up and provided for review along side the calendar box in the clubhouse main entrance by the end of this week.

With thanks,
Michael

January Board Meeting

The January Board Meeting has been moved to tomorrow Thursday January 6th at 8:00pm. Please come and take part in our meeting with us. We love to have homeowners there to help us know exactly what the community wants and needs. Hope to see you there!!