December 2012 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, December 12, 2012 – Clubhouse at 7p


Present: Rich, Allison, Amber, Mike, Emily
Not Present: Erin, Michael

Rich

• Dogs @ Unit 74 - Concern from neighbors about barking - will be discussed with dog owners

Allison

• Pipes/Water Pressure Regulator - several residents have replaced them over the last few years; community wide issue?
•  781 N 150 E - Unknown Renter - needs keycard?

Amber

• Monthly Budget
• Fiscal Report 

Mike

• Landscaping update

Emily

• Blog Feedback - improvements/complaints - add a Welcome page

Erin (Not in Attendance)

• No Violations to Report
• Truck using Clubhouse power has not returned
• How to light Fireplace - Rich will contact Erin with instructions

Michael (Not in Attendance)

•  No business

*Since Michael and his family are moving, we now have a non-compensated, voting only position available.

Voting Record

No issues requiring votes and no votes between meetings

December Monthly Meeting - Reminder

Just a reminder about our monthly board meeting scheduled for Wednesday, December 12, 2012 at 7pm at the Clubhouse. Everyone is welcome to come and we'd love to hear your feedback and questions!

Hope to see you there! - The Willows of Springville HOA Board

Recycling Bin by the Mailbox

Thanks to a great suggestion by a member of the community, we moved one of our 8 recycling receptacles to the front of the subdivision by the mailboxes. Hopefully, this will be a convenient place to place ads and junk mail we all receive in the mail instead of taking them home or all the way to the back of the subdivision. We love to hear feedback and suggestions, so please feel free to contact us!

THE BLOG IS BACK IN ACTION!

We are back up and running! As a board, we want you to know what is going on and be involved in this incredible community we are all a part of! We are going to be updating this blog frequently with updates on the board and community, so I hope you will check it often!

Please read our posts below and always feel free to contact us with any questions! If you have a topic you would like to discuss with the board, PLEASE come to our monthly meetings! We are always happy to have the input of our residents. Our next meeting will be held Wednesday, December 12, 2012 at 7pm. We will post meeting agendas on this blog before each meeting, so you will be informed about what topics will be discussed. If you do not have anything to discuss, you are welcome to come listen in! We love having the community involved!

At our Annual Meeting in October, the community voted Allison Jester and Michael Pacheco to take the place of Tyler Prows and Tabitha Pacheco on the board. They officially started on November 1, and we are so excited to have them! They both love this community and are ready for the challenge. We want to thank Tyler and Tabitha for the opportunity to serve with them and all the great work they did for our community.

-The Willows of Springville HOA Board

Attention!

With such a huge turn-over rate in our community, we are having a nearly impossible time keeping up with new residents. We love our community and want to know all of our neighbors!

If you are a homeowner who is renting out your unit: PLEASE have your renters contact us regarding getting their information on the clubhouse key card (if your renter has access to the key card). This is our biggest tool in knowing who is new to the community and who is using the facilities we are paying for. We have them sign a key card agreement and give them the guidelines for use of the clubhouse. This is also to avoid violations by your renter coming back to you as a homeowner.

If you are a renter who has not signed a keycard agreement: PLEASE contact the HOA phone (number listed to the right) or send us an email. We would love to meet you!

***FYI: If we know a homeowner or previous renter has moved, that unit's key card will be turned off until we are contacted by the new renter or homeowner.

Water Conservation in Community

As you have been informed, we have voted to raise our montly dues to $134.00 for 2013. One of the major reasons for this change is because Springville City has raised our water rates substantially making it impossible for our current rate of $122.00 per month to cover the expenses. At the annual meeting in October, we, as a board, discussed with the homeowners present different ways to cut back expenses. Though, there were several suggestions, one thing we decided we could work on was conserving water. As a board, we have discussed several ways to conserve outside water usage and will do what we can this year in this regards. However, as residents we can do more to conserve our personal water usage. If we all play our part in reducing water usage, the cost coming out of our monthly dues will go down. This will be a huge topic in upcoming Newsletters, blog posts, and meetings, so we want you to be aware and ready to take action.

Thanks!

November 2012 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, November 14, 2012 – Clubhouse at 7p

Present: Rich, Allison, Amber, Erin, Mike, Michael, Emily (all)

* Past business/follow-up from Annual October meeting

* Rich:
- 2013 Budget: reviewed and re-evaluated the proposed budget for the upcoming year
- Resident request for community Facebook page
- Addressing watering concerns: discussed several ideas for conserving water in the community, specifically outside water usage, such as capping sprinklers in areas that do not need water, turning sprinklers on less often, etc.

* Allison:
- Blog: discussed updating community blog for transparency - task taken on by Emily
- Cat complaints: decision is to perform weekly, safe cat repellant treatments beginning in spring for affected areas

* Amber:
- Montly Budget: Currently 4 outstanding units with a total of $1018.70 in unpaid or late dues
- Fiscal Report: Community expenditures have outweighed money brought in despite minimal projects this year; Springville city rates have increased substantially resulting in vote to increase monthly dues

* Mike:
- Landscaping: Devin with D&T Landscaping present at meeting to discuss current and future landscaping duties and expectations; will work with Mike in spring to create a watering plan
- Snow Removal: snow to be cleared by 7 am before majority of residents leave for work/school; again before 5 pm if needed
- Leaf clean-up: leaves still falling from trees - will clean up leaves before Thanksgiving

* Emily:
- List of Homeowners: No information on renters of 15 units
- Blog

* Erin:
- Exercise equipment repairs: no more repairs in 2012 (no money in budget); will discuss further repairs in 2013
- Hot tub: Cover was left off hot tub before the big snow fall creating a loss of heat; residents responsible contacted

* Michael:
- Barking dogs on 200 East: Dog owner present at meeting. We were informed 2 of the dogs are service dogs. He will provide paperwork before further action is taken by the board
- "No Solicitation" signs - suggestion to put a sign up on front of subdivision; determined signs are fairly ineffective and opted not to install a community sign

Voting Record:

The following details votes held during the HOA Board meeting on Wednesday, November 14, 2012:

Proprosed: To offer a discount to residents who would like to pay monthy fees for the full year upfront; discount 5%/$60.
For: Rich, Allison, Mike, Amber, Erin, Emily, Michael (7)
Opposed: None Motion passed

Proprosed: Raise monthly dues for 2013 to $134.00 as previously voted on to cover increased city rates and deficit versus keeping dues the same at $122.00
For: Allison, Mike, Amber, Erin, Emily, Michael (6)
Opposed: Rich (1) Motion passed