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