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)