December 2013 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, December 11, 2013 - Clubhouse at 7p

Present: Rich, Allison, Amber, Emily, Jenelle, and Michael
Not Present: Jim

Rich

• CC&R's - At the beginning of each monthly meeting, we will read a portion of our CC&R's in order to re-familiarize ourselves with them. At this meeting, we read over Section 3.
• Unit 35 Add-on - As previously discussed, unit in question has added a trellis in their backyard that does not comply with community standards. Since the temperatures are currently below freezing, as a board, it was decided we would table the issue until March.

Allison

• Icicle Questions - In response to an email the board received from a community resident, we discussed possible solutions with our current icicle issue. We also experienced this issue last year. We have our landscaping company, Peaks Landscaping, shovel and spread ice melt on porches when they come to remove snow. Though it could be done much more often, this would not be cost effective to pay the landscapers hourly to do this. We recommend residents purchase a bag of salt or ice melt and spread it on their porches as needed. Regarding the icicles - residents are welcome to install heat tape on their roofs or gutters (or have it professionally installed). We ask that an email be sent to the board if this is to be done, so we are aware. Since not all units have the icicle issue, it will not be a community project.

Amber

• Charging Car - Verified that our front porch receptacles are connected to our individual units, so that specific unit is paying the electric bill and not the HOA.
• Monthly Financial Report - 7 units behind on dues this month; one caught up from last month.
• Change of Title - Discussed process of how our accountant is aware when a new homeowner has purchased a unit.

Jim (not in attendance)

• Outside Clubhouse Lights - Eve/outside lights on clubhouse are turning on during the day. Timers are not working correctly. Emily will look into it further and maybe look into a photocell instead. 
• Repairs for November: Clubhouse - Re-attached rubber carpet strip in theater room and replaced three furnace diffusers. Replaced the gate drop rods in the middle dumpster and then replaced same drop rods again with welded modification after they were stolen. Jim documented his time and supplies and was paid for repairs.

Emily

• New owners/renters - Discussed if any residents have moved in or out since last meeting.

Jenelle

• Hot Tub Heater - Our pool caretaker replaced a few parts on the hot tub heater which got it working again. The heater will need to be replaced next year. Approximate cost: $3000. Last time heater was replaced was in 2007.
• Other Recent Repairs - Someone had messed with the wires in theater room - now they are fixed; Urinal in men's restroom had flooded and broke - plumber came and repaired it for approx. $600; batteries in the security system needed to be replaced - Mountain West Security replaced them.
• Universal Machine and Weight Bench - Intermountain Fitness Repair came and inspected the universal machine. He gave Jenelle a bid for all the repairs. See voting record below. Weight bench is also broken. Rich will purchase a new one and get rid of old one.
• Adding Security Cameras to Dumpsters - Jenelle discussed possibly putting cameras by the dumpster enclosures with Mountain West Security to prevent large items/furniture from being placed in dumpsters or enclosures. To run wires and install cameras to each enclosure would be very expensive. He gave us the option to put dummy cameras up for $100 each. We discussed this and decided against it.
• Contract with Stephanie - Jenelle wants to have Stephanie, who cleans the clubhouse, send her an email with the list of her responsibilities.
• Records - In an effort to organize the clubhouse office/closets, Jenelle discussed with the board which past records should be kept or thrown-away.

Michael

• No business

Voting Record

Proposed: Pay Intermountain Fitness Repair to make repairs on universal machine. It will cost $482 to replace cables, cams, knobs, and do some welding.
For: Rich, Allison, Amber, Emily, and Jenelle
Unopposed: Michael and Jim
-MOTION PASSED-

Vote held between meetings-
Proposed: Switch from D&T Landscaping to Peaks Landscaping for snow removal and landscape maintenance.
For: Rich, Allison, Jim, Amber, Jenelle, Michael, and Emily (all)
Against: None
-MOTION PASSED-

 

November 2013 Board Meeting Minutes

The Willows of Springville    
Home Owners Association Board Meeting      
Wednesday, November 13, 2013 – Clubhouse at 7p

Present: Rich, Allison, Amber, Jim, Emily, Jenelle, and Michael (all)

Rich

• Unit 35 Add On - Homeowner had previously come to the board and asked if they could build an add-on in their backyard. There was a misunderstanding as to what this add-on would look like. Will discuss further action at next month's meeting.
• Backyard Trees - Concern about the trees in some backyards. They are reaching into neighbors backyards and also have the potential to ruin foundations and underground systems. Discussion about when to have homeowners remove them on their dime. Will also discuss further at a later date.
• Community Complaints - Discussion on how best to handle complaints from residents in the community. Rich and Allison respond to these concerns. Any complaint will be forwarded onto the member of the board that handles that specific area such as landscaping, reservations, key cards, etc.

Allison

• Cats Update - Allison returned the cat trap to animal control. Apparently, our greatest cat issue stems from the neighboring trailer park where the animals are coming from. Animal control are working with residents in that area to control the cats which will lessen the number of cats in our neighborhood.

Amber

• Monthly Financial Report - 4 units currently behind on monthly dues; 1 caught up from previous months

Jim

• Repairs completed since last meeting: Gates on dumpsters fixed, steel grate in sidewalk on 750 No. replaced, pond weeds removed, dead trees removed and some other trees trimmed, and Hartman's wasp nest removed.
• Review of meeting with Devin with D&T on 11/4/13 - Jim did a walk-through of the community with Devin to determine a contract, what needs to be done, and what we can expect from his company
• Snow Removal Contract - Presentation for snow removal by Devin with D&T Landscaping at 7:15pm and another presentation by Brian with Peak Landscaping at 8:00pm. Majority of meeting was spent discussing whether or not to stay with Devin or change to Peak. Jim will get a bid on landscaping maintenance from Brian and we will vote after comparing both companies.

Emily

• Retention Pond - Weeds/trees were removed from pond, but garbage was not removed.
• RV parking fence - A slat is constantly being removed by the retention pond into the RV parking where kids are climbing through. Discussed possible fixes for the issue.
• New renters/owners - New residents are asked to contact Emily when they would like their key card activated.

Jenelle

• Universal Machine Update - Erin was previously unable to make contact with Champion Fitness who usually does the repairs. Jenelle will try again to contact Champion, but will also contact other companies to get the machine fixed.
• Clubhouse Clean-up - Issue with people using clubhouse without a reservation not cleaning up after themselves.
• Blank plate on main room floor - Jenelle will replace the current bent plate.
• Chocolate Fountains - We currently have 2 chocolate fountains which were purchased by a previous board sitting in the closet. The board gave Jenelle permission to sell these fountains.
• Power surge to receiver - Recently there was a power surge in the clubhouse which tripped the breaker. Jenelle contacted a resident in the community, Jason Miller, who came and fixed the issue.

Michael

• No business

Voting Record

Proposed: Have Jason Miller purchase HDMI cable for approximately $20 for the clubhouse DVD player and install it.
For - Rich, Allison, Amber, Jim, Jenelle, Emily, and Michael (all)
Against - None
-MOTION PASSED- 

Recap of 2013 Annual Meeting

As a board, we would like to thank everyone who came to our annual HOA board meeting last night, October 9, 2013. We appreciate your support and interest in your community. Hopefully we addressed any questions or concerns you had about the budget, landscaping, clubhouse and the community in general. We were able to collect the needed amount of votes to welcome three new members to the board. We are excited to work with Jim (Landscape Manager), Jennelle (Clubhouse Manager), and Michael (NC Voter)! We will also miss Erin and Mike and thank them for their service on board.

Thank you for being part of such an amazing community!

Reminder: Annual HOA Board Meeting October 9, 2013

The annual Willows of Springville HOA Board meeting will be held this coming Wednesday, October 9, 2013 at 7pm at the clubhouse. We will be discussing the 2013 budget as well as the projected 2014 budget. We will also talk about projects we've accomplished throughout the last year as well as address any concerns. We invite all homeowners in the community to attend. 

Also, PLEASE turn in your voting form! We currently have 3 positions available on the board - 2 compensated positions and 1 non-compensated, voting only position. You should have received your voting form in the mail or via email. If you did not receive a form, please contact us. You are welcome to bring the form with you to the meeting. If you are unable to attend, please turn it into the clubhouse office or email it to thewillowshoa@gmail.com.

Thank you for your continued support and for being a part of our community!

Pest Control Update

Pest control has been moved to Saturday, September 28, 2013. Please contact us if you have any questions or concerns.

Pest Control Treatment - Thursday, September 26, 2013

Attention! Sage Pest Control will be coming to spray on the morning of Thursday, September 26, 2013. They will spray the playgrounds, clubhouse (inside and out), carports, as well as the foundations and eves of all the units. The playgrounds and clubhouse will be sprayed first so they will be dry for community use that day. 
IMPORTANT: If you do not want your backyard sprayed, please lock your gate! They will spray all backyards with open/unlocked back gates. Due to our wasp problem, as a board, we recommend all units have their backyards sprayed, though it is completely optional. The wasps create nests in the eves and the vents in the eves. If they do not spray your backyard, these areas will not be treated. Make sure to move all toys, equipment, etc. in your backyard away from your home to avoid over-spray.
Remember this spray will not harm your pets, children, home or car. If you have any questions, feel free to email us.

September 2013 Board Meeting Minutes

The Willows of Springville    
Home Owners Association Board Meeting      
Wednesday, September 11, 2013 – Clubhouse at 7p

Present: Rich, Allison, Amber, Erin, and Emily
Not Present: Mike and Jim

Rich

• Annual Meeting Prep - Our annual HOA meeting will be held Wednesday, October 9, 2013 at 7pm at the clubhouse. This meeting is for all homeowners. We will give a recap of what we've accomplished as a board and community in 2013. We will also discuss the budget from 2013 and the projected budget for 2014. We also have two positions available on the board - one compensated, one non-compensated. The community will vote someone into these positions.
• Board Positions - Two positions available. Three members of the community have expressed interest in these positions - two have sent in their brief paragraphs. If you are interested, please send a brief paragraph about yourself to the HOA email: thewillowshoa@gmail.com. To qualify, you must be a homeowner and in good standing with your HOA fees.
• RV Parking - We had a couple recreational vehicles in our parking area that belonged to former members of the community. Rich contacted these individuals and they removed these items.
• Asphalt Treatment - Rich will schedule this treatment with Bonneville Asphalt for the end of September or first of October. They will seal the cracks in the asphalt as well as around the edges and gutters.

Allison

• New Move Ins/Key Card - Discussed recent new owners and renters. When residents move, their key card is turned off to encourage them to contact Emily to sign a key card agreement.

Amber

• Monthly Financial Report - Two units currently behind on dues; two units caught up from last month.
• 2014 Budget Review - Discussed and calculated our 2014 anticipated budget in preparation for annual meeting in October.

Mike (Not in Attendance)

• No business

Emily

• Pest Control - Emily will schedule this treatment for the end of September. Will notify community in advance.
• Clubhouse Carpet Cleaning - Members in the community will give Emily contact information for more carpet cleaning companies. She will have the carpet cleaned in October before the annual meeting.

Erin

• Pool Closing - Pool will close the end of September. Projected date: September 30, 2013.
• Update on Champion Fitness - Champion Fitness repairs the universal machine in the clubhouse. Currently a bolt needs to be replaced. Erin has been attempting to get a hold of the representative from Champion Fitness and is currently unable to.
• General Clubhouse Updates: Can bulbs on the outside of the clubhouse need to be replaced - Emily will do this next week; Erin printed off 300 reservation forms for future use; the new elliptical that was delivered without a couple pieces has been repaired by Sears.

Jim

• No business

Voting Record

No votes held between meetings or during meeting. 

August 2013 Board Meeting Minutes

The Willows of Springville  
Home Owners Association Board Meeting      
Wednesday, August 14, 2013 – Clubhouse at 7p

Present: Rich, Amber, Erin, Emily, Mike and Jim
Not Present: Allison

Rich

• Elliptical - New elliptical machine was delivered last Saturday. A couple small pieces were missing. Sears will return to fix or replace the machine.
• Bonneville Asphalt - Rich and Jim did a walk-around with representative who gave them a quote for service of sealing cracks, sealing gutters/edges, striping and doing a top layer. All prices were cheaper than previous quote from two years ago. See voting record below.
• Unit 38 wind damage - broken fence; HOA will work with resident
• 793 North roof leak - need more information from homeowner to determine if it's HOA responsibility.
• Water Report - Received report from "Slow the Flow" concerning our water usage

Allison (Not in Attendance)

• Cat Owner update/ Cat repellant - We have caught 10 cats in our cat trap in the last month. Animal control has taken the cats to the pound. Allison is unable to find the cat repellant we've previously purchased.
• Trash Dumpster Signs - Residents are concerned about large items/furniture being placed around dumpsters. The garbage company will not pick up items not in the dumpster which creates issue for community. The suggestion to place signs on the dumpster gates was places. See voting record below.
• Dog waste (D&T)/ Dog DNA - Mike will remind landscapers to empty dog waste containers. Will discuss dog DNA further at another time. This was suggested to locate the owners who do not pick up after their pets.
• Reserve Analysis - A realtor requested to see our "Reserve Analysis" which none of us had heard of. Amber researched the subject, thoroughly, and cannot find any official documentation - only blogs concerning this report. End of discussion.

Amber

• Monthly Financial Report - 1 resident did not pay dues for July and 2 units did not pay the late fee; 2 units caught up on dues from last month
• Accounts Update - Amber was able to close account with America First. Currently money is at Bonneville until paperwork is completed with UCCU.

Mike

• Landscaping Update - Mike will contact Devin with D&T and have him remove/replace dead bushes on 175 East; also to remove dead tree in front of clubhouse

Emily

• New owners/renters - discussed who's moved so key card can be deactivated
• Pest Control - HOA has not received complaints about wasps this year, so we will not do a separate treatment like we did last year. Emily will schedule routine treatment in September.

Erin

• No Business

Voting Record
Proposed: Have Bonneville Asphalt come and seal cracks, gutters/edges, and re-stripe at the end of September/first of October.
For: Rich, Amber, Erin, Emily, and Jim
Abstained: Mike
-MOTION PASSED-

Proposed: Increase transfer fees from 2 months to 3 months upon buying a unit effective October 1.
For: Rich, Mike, Amber, Jim, and Erin
Abstained: Emily 
-MOTION PASSED-

Proposed: Make signs for the dumpster gates to discourage the placing of large items/furniture around dumpsters.
For: Allison
Against: Emily, Erin, Mike, Jim
Abstained: Rich
-MOTION REJECTED-
 

Pictures

Just thought we would add some pictures of our beautiful development!

Large gathering area

Picnic area

Front of clubhouse

Theater Room

Exercise Room

Large playground area

Pool area

         

Pool with view

July 2013 Board Meeting Minutes

The Willows of Springville  
Home Owners Association Board Meeting    
Wednesday, July 10, 2013 – Clubhouse at 7p

Present: Rich, Allison, Amber, Erin, and Mike
Not Present: Emily and Jim

Rich

• Elliptical Update - We will be purchasing a new elliptical machine for the clubhouse this month.

Allison

• Cats - We will be setting traps for feral cats and purchasing additional cat repellant materials to combat the feral cat populations.
• Backyard Trees - We will send out an email to various unit owners regarding their responsibility towards the trees in the back yards. The concern is that the roots are growing too deep and will end up spreading into the foundations, other units' property, and common areas. If this occurs, it would be extremely costly to fix. This would NOT fall under the responsibility of the HOA to pay for damages caused by trees.

Amber

• Monthly Financial Report - 3 units with past dues for a total of $265.60.
• Change Credit Union - We will be setting up a new business account with UCCU, see Voting Record.

Mike

• Landscape Update - Mike will contact Devin about cleaning dumpsters, getting rid of growing mushrooms, and unevenness of bushes.
• Dumpster flaps - Mike will contact Allied Waste about getting the flaps of the dumpsters replaced.

Emily (Not in Attendance)

• No business

Erin

• Broken Showers - Erin will contact Jim about the showers to get them fixed.
• Universal Machine - Erin will purchase new caps for the cables. Pulleys have been replaced.
• Reservations - If guests stay past the 4 hours, they will be charged $10 per hour. This charge will be put on their account. Amber will contact Tawnya for each unit.

Jim (Not in Attendance)

• No business

Voting Record
Proposed: To close checking account with Bonneville and to close savings account with America First and to open a business account and savings account with UCCU. 
For - Rich, Allison, Amber, Mike 
Opposed - None  -MOTION PASSED-

No votes held between meetings. 

June 2013 Board Meeting Minutes

The Willows of Springville  
Home Owners Association Board Meeting  
Wednesday, June 12, 2013 – Clubhouse at 7p

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

Rich

• Dish Network Update - received clubhouse Dish bill; paid annually
• Elliptical Update - Warranty for commercial elliptical machine not available; lifetime warranty available on personal use machine; board voted to purchase commercial machine for durability and quality for $1699 + $100 installation. Elliptical will be purchased in July with money from garbage/recycling savings. (voting record listed below)
• City Bills Update - slight water savings for April; significant savings on sewage bill for April
• Asphalt Work, Carports - Rich contacted Bonneville, who sealed the cracks in the asphalt 2 years ago; he left a message and has not heard back; he will contact them again to see if we can do more work with asphalt; Rich will also call around for bids on carport repairs.
• Reserve Account - refer to Amber below

Allison

• FHA Loan Approval - A potential home buyer contacted board stating she cannot purchase an FHA loan in the subdivision because we are not approved. As a board we are skeptical about the third party company. Allison, Amber, and Rich will do further research into the company and claim before taking further action.
• Doggie Pail Across the Street - Receptacle has been missed by landscaping company. Mike will contact Devin to have it emptied.
• Recycle Bin by Mailbox - Residents have been using recycling bin as garbage can; Springville City has not emptied it; decided by the board to move it back to the back of the subdivision with other cans.
• Cats - Officer Fenstermaker of animal control will provide one trap to catch feral cats. Allison will send community email so cat owners will be aware of traps.

Amber

• Monthly Financial Report - Due to swimming pool being open, only 3 units are behind on dues; 6 units caught up.
• Reserve Account - Board opted to move $11,000 from savings account to operational checking account; will also research different credit unions to move savings and checking accounts to. 

Mike

• Landscaping/watering update - Discussed complaints by residents and well as compliments

Emily

• New owners and renters? -  Discussed residents who have moved out/in
• Mattress by Dumpster - Emily will take care of after failed attempt by board to find who left it
• Pool Age Limit - Members using pool must by at least 14 years old. Residents must be at least 18 years old to use clubhouse.

Erin

• Universal Machine - Cables/pulleys need repairs; parts ordered and will arrive in 2 weeks; Erin will add "Out of Order" or "Use at Own Risk" sign on machine to avoid injuries
• Signs for Theater Room - due to recent issue of residents pulling out plugs and causing many problems with projector and other systems, Erin will add a sign in front of the plugs to avoid the issue again.
• Pool and Hot Tub Heaters - breakers powering the water heaters keep tripping resulting in the heaters turning off. Emily will look into it.
• Clubhouse Parking - Issue with residents and non-residents parking along mailbox curb. This issue results in problems with cars in parking spots being unable to back out as well as thru traffic being congested. Board decided there is nothing affective that we can do to prevent this.

Jim

• No business

 Voting Record  
Proposed: Purchase commercial-grade elliptical machine instead of personal-use elliptical machine
For: Rich, Jim, Allison, Mike, Emily, Erin, and Amber (all)
Against: None
-MOTION PASSED-

Votes held between meetings:
Proposed: Purchase parts needed to repair universal machine in clubhouse (board viewed invoice)
For: Rich, Allison, Amber, Emily, and Erin
No vote: Jim and Mike
-MOTION PASSED-

May 2013 Board Meeting Minutes

The Willows of Springville  
Home Owners Association Board Meeting  
Wednesday, May 8, 2013 – Clubhouse at 7p

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

Rich

• Returned payment from extra hours reservation - will contact resident and have them pay again
• Elliptical - Rich has been researching machines by Soul at Sears. Model 30 holds up to 375 lbs and is $999. Model 35 holds up to 425 lbs and is $1299. Both commercial grade machines. Sears 5-year warranty is $120. Board interested in model 35, so Rich will do further research.
• Traffic cones - Rich researched various options for signs to alert drivers to slow down in subdivision. Rich found two affordable and durable options which the board decided between. Two cones have been placed on our roads - one on 200 East and one on 150 East.

Allison

• Noisy dogs, Unit 85 - Rich will email dog owners and let them know we will advise neighbors to immediately contact animal control when needed. The fines issued by animal control should help with the issue.
• Cats - After sticking to the city ordinance of 2 dogs per household, we will also enforce this with 2 cats (also city ordinance). Allison will contact animal control officer, Officer Fenstermaker, to work with home in question. Currently neighbors of this home are experiencing smell issues and are willing to have Officer Fenstermaker enter their unit for verification. Animal control will also provide traps to catch some of the feral cats in the community.

Amber

• Monthly Financial Report - 9 units currently behind on monthly payments; 4 units caught up from last month
• HOA fee amount on PayPal is incorrect. Mike will adjust it, so it will be correct.
• Cancel with Allied recycling - Springville City offers recycling pick-up and it is much cheaper.
• Dish Network at Clubhouse - Dish has raised our rates. Rich will contact them and see what we can do to lower the payment.

Mike

• Landscaping - Mike and Jim are working together to create a new and more specific contract for landscaping company, D&T. This will hopefully fix some of the current frustrations by board and landscapers.

Emily

• No business

Erin

• Pool Opening - Will have pool guy, Trevor, start pool prep on May 17 in order to have the pool open on May 25, 2013 for Memorial Day weekend. Due to the weather, it will not be opened prior to this date.
• Clubhouse Updates - Pool showers are finally fixed with much appreciation to board member, Jim, who performed the repairs. Jim will also assist Erin with posting another sign with pool rules on the side of the pool.
• Broken Elliptical - If we decide to go with a Sears elliptical machine, we will see if they will haul away the broken machine

Jim

• No business

Voting Record
No votes held during meeting

Votes held between meetings:
Proposed: Cancel Allied recycling and do our recycling with Springville City which will save money
For: Rich, Allison, Erin, Mike, Amber, Emily, and Jim (all)
Opposed: None
-MOTION PASSED-

April 2013 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, April 10, 2013 – Clubhouse at 7p


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

Rich

• Dog owner update/Animal control visit - Officer Fenstermaker with Springville City Animal Control present as well as dog owners. Dog owners are working with city and HOA to control dog issue. HOA will vote on next step and contact dog owners.
• Elliptical/treadmill voting results, one or both - 20 votes from the community members; 13 for elliptical; 7 for treadmill - we will purchase one elliptical after April due to finances. Will consider purchasing another machine (elliptical or treadmill) in the future when funds allow.
• Monthly saving difference from garbage - Thanks to Rich contacting our garbage company and questioning our high rates, they lowered the price for garbage pick-up. We will be purchasing the elliptical machine with these savings. The new rate was not reflected on our March bill, but will be reflected in our April bill along with a credit for March,
• Slow the Flow inspection/visit- Due to a great suggestion by a community member, we are having Slow the Flow (a free extension program of Utah State University) come inspect our sprinkler system to give us ideas on how to conserve water. They will not be scheduling appointments until May, so we will contact them at that time.

Allison

• Documents on blog - new page? - The links provided on our blog (thewilllowsofspringville.blogspot.com) apparently do not work. Allison will create pages on the blog, next to the Home and Welcome page, with these documents included instead of links. Hopefully, this will be a more convenient alternative.

Amber

• Monthly Financial Report - 5 units behind on dues; 6 caught up from last month
• 2012 Taxes filed. None owned.
• 2012 Budget Report - not yet completed, but will be included in the next community newsletter

Mike

• Sprinklers - Mike went on a walk-through with Devin of D&T Landscaping and discussed possible solutions to flooding areas/standing water. Devin will cap off sprinklers on west side of subdivision (behind the units) as well as some on the northwest side. Discussed letting the grass grow longer before being mowed. Also, we will look into cost of a drip system for bushes and water-saving sprinkler heads.

Emily 

• Pest Control - scheduled for Thursday, April 11, 2013
• Carpet Cleaning - Stanley Steemer's came and cleaned the clubhouse carpets on Monday, April 8, 2013; several persistent spots in the main area would not come out - even with strong spot cleaner.
• New Owners/Renters? - a few new renters; keep eyes open for more

Erin

• Outside showers - left shower will be fixed by a resident, but right shower has a pin in place making it problematic; Erin will contact plumber
• Hot Tub - when to open - voting issue (noted below under voting record)
• Unsupervised minors - issue with parents bringing kids to clubhouse to watch a movie and leaving them for awhile. Will put a reminder in newsletter noting residents must be 18 or older to use clubhouse.
• Treadmills/workout room (noted above)
• North pool gate - residents are not shutting gate completely; worried about kids falling in pool; add reminder in newsletter

Jim

• Update code? - after going through the process involving the aforementioned dog issue, should we update our CC&R's concerning dogs such as weight/size limit of dogs allowed in community? Will look into it further. 

Voting Record
Proposed: Accommodate dog owners by allowing all 4 dogs to remain in home for emotional support though it is against city code which allows 2 dogs per household
For: Rich, Allison, Emily
Against: Mike, Amber, Erin, Jim
-MOTION DENIED-

Proposed: Open hot tub immediately (verses waiting for pool to open in May)
For: Rich, Jim, Mike, Allison
Against: Erin, Emily, and Amber
-MOTION PASSED-

No votes held between meetings.
 

Pest Control - Thursday, April 11, 2013

Spring is here, so it's time to spray for bugs! Sage Pest Control will be coming to spray on the morning of Thursday, April 11, 2013. They will spray the playgrounds, clubhouse (inside and out), carports, as well as the foundations and eves of all the units. The playgrounds and clubhouse will be sprayed first so they will be dry for community use that day. 

IMPORTANT: If you do not want your backyard sprayed, please lock your gate! They will spray all backyards with open/unlocked back gates. Due to our wasp problem, as a board, we recommend all units have their backyards sprayed, though it is completely optional. The wasps create nests in the eves and the vents in the eves. If they do not spray your backyard, these areas will not be treated. Make sure to move all toys, equipment, etc. in your backyard away from your home to avoid over-spray.

Remember this spray will not harm your pets, children, home or car. If you have any questions, feel free to email us.

March 2013 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, March 13, 2013 – Clubhouse at 7p

Present: Rich, Allison, Amber, Mike, and Emily
Not Present: Erin and Jim

Rich  

• Landscape prep for Spring (mulching, flower/tree beds, watering) - D&T will be coming within the next week to aerate and do spring clean up; will review watering plan; mulch - $1750; no mulch this year - landscapers will rake and clean-up mulch areas instead
• Unit 74 Dogs - dog owners and board working with city to get issue resolved
• Treasurer Position - current treasurer will still remain on as partially compensated and do the majority of treasurer tasks; will delegate other responsibilities among other members
• Treadmill vs. elliptical - We are getting rid of 1 elliptical machine and 2 bikes in the clubhouse exercise room. Rich had sent out an email to community asking which machine residents prefer; current standing: Treadmill 6, Elliptical 11. Currently doing research to find a good machine for a good price; will continue to collect preferences.
• Mosquito abatement (refer to Pest Control below)

 Allison

• Abandoned car - received a complaint about a possibly abandoned car on 200 E. Car belongs to member of the board and is not abandoned. Will be removed in June.
•  Tree Trimming Questions - Landscapers have been trimming trees. Homeowners can trim the trees in front of their homes, but they will need to contact the DRC or board before taking any action.

 Amber

• Monthly Financial Report - 10 homeowners behind on dues; 3 caught up from previous month
• Yearly Taxes - have been completed and will be filed on Friday
• 2012 Yearly Spending - not completed 

 Mike

• Landscape update (noted above) 

Emily 

• Pest Control - had been included in 2013 budget - will schedule for April
• Clubhouse Carpet Cleaning - will also schedule for April 

Erin (not in attendance)

•  Treadmills (noted above)
• Couches - the feet of the main room couches are broken in the clubhouse - Mike will fix them
• Outside Faucets - hardware needs to be replaced on outside showers before pool opens; may need to remove some tiles; in contact with a member of the community who will attempt to fix them without removing tile

Jim (not in attendance)

• No business

Voting Record


No votes held between meetings or during meeting
 

February 2013 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, February 13, 2013 – Clubhouse at 7p


Present: Rich, Allison, Amber, Erin, Emily, and Jim
Not Present: Mike


Rich

• Garbage company bids - getting bids from other companies to find cheaper price; current bids from Allied and Waste Management
• Fences - Dumpster enclosures fixed
• Treadmill/Elliptical - look into getting rid of bikes and one elliptical in Clubhouse; possibly purchase 1-2 treadmills or an elliptical machine with savings from garbage company?

Allison

• Dog Owner Update: working on resolution with dog owners (renters); will contact home owners
• NW Garbage enclosure (latch) - fixed (noted above)
• Treasurer Position - Amber will retain position, but share duties with previous board member, Michael; will re-evaluate situation in April; both members partial compensation  

Amber

• Monthly Financial Report - 5 Units paid old rate of $122; 4 units behind on monthly dues; 1 unit with lien on household\
• Treasurer Duties (noted above)
• Taxes - Amber will file our taxes before April 1
• Unit 83 - owners notified of lien; Rich and Amber to visit them

Mike (not in attendance)

•  No business

Emily 

• Any new homeowners or renters?
• Work-out room fixture/men's bathroom switch - have supplies; will fix soon

Erin

• Reservations - time limit on "first come, first serve"?
• Treadmills - (noted above); keep current 2; get 1 or 2 more if possible
• Hot Tub Update - maintenance issues; hot tub will open when pool opens in spring
• General Clubhouse Updates

Voting Record

Proposed: With projected savings from changing garbage companies, we would like to purchase 1 treadmill and 1 elliptical machine OR 2 treadmills (after research) for the clubhouse
For: Rich, Allison, Amber, Emily, Erin, and Jim
Opposed: None - Motion passed

January 2013 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, January 9, 2013 – Clubhouse at 7p




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

Rich

• Dog owner update - issue with renter with too many dogs; dogs bark - contacted dog owner and are waiting to hear back; no further complaints from neighbors; will look into kennel licenses
• Garbage enclosures - enclosure on 150 E was full of ice, so garbage truck could get dumpsters out, but not put them back in; landscapers will remove snow/ice when they are here,but will not be called out just for that - too expensive. Mike will remove snow/ice in this circumstance.
• Icicles - knock them down?; too expensive to have landscapers salt everyday (pay by hour) and too much salt will ruin concrete. Encourage residents to get salt to put on their porches and to help elderly neighbors in between when landscapers come and spread salt.

Allison (not in attendance)

• Plowing - any complaints? No complaints.
• Garbage dumpsters left out on 150 E (noted above)
• Non-compensated position available - 2 homeowners interested; Rich will collect bios and board will vote via email

Amber

• Monthly Budget - 7 units behind on fees; 2 will receive liens on their unit if January fees are not paid
• Update PayPal amount on Blog to reflect $134 - Emily and Rich will look into it

Mike

• Icicles (noted above)

Emily

• Heat tape? - Heat tape would be connected to individual units power, so would not be a board project; individual homeowners are welcome to add it to their units, but please give the board a heads up if they are installing it

Erin

• General Clubhouse Update - no violations; furnace in clubhouse not working - Erin will contact Triple T; lock broken on furnace room door - Erin will replace

Michael (not in attendance)

• No business - has moved and will be replaced before next monthly meeting

Voting Record

No votes held between meetings or during meeting