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-