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)