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)