November 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, November 12, 2014 - 7pm at Clubhouse

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

Rich

• RV Parking Guidelines - In an attempt to keep our RV parking lot in order and to avoid having it full of non-resident vehicles, we discussed setting guidelines in order for residents to park in this area. Some guidelines discussed were that vehicles must be registered with the state and pay a $10 a month fee to store in parking lot with $1 more per month depending on length. Issue tabled until next month.
• Outside Property Storage - Discussed reminding the community to store personal items out of sight (backyard or inside) instead of in front of homes. This does not apply to items being used on a daily basis. Anything rarely used or just being stored in front need to be placed elsewhere. 
• General Parking Guidelines - We also need to remind community that trailers and any recreational vehicles need to be parked in the provided RV lot at the far north of the subdivision and not in parking spaces.
• New Resident Checklist/ blogspot FAQS - We will include a check-off list with the key card agreement with reminders such as: Please do not use salt on winter ice, but snow/ice melt only, Recommendation that you do not store anything in your crawl space due to flooding potential, etc. Residents will need to read and initial items and then we can also give them a copy of this checklist for future reference.

Allison

• Google Drive Use - Tabled until next meeting
• Follow Up Survey - Tabled until next meeting

Michael

• Budget and Late Dues - We are scheduled to break even with this year's budget after unexpected expenses. $2500 is owed to HOA in late/unpaid monthly dues.

Jim

• Pond Pump Status - After looking at the retention pond pumps, Jim and Peak Landscaping discovered one of the two pumps is broken and the other does not work at all and needs to be replaced. This is the reason it has risen higher this year than any other year. To replace one pump would cost roughly $5000. Jim found a way to fix the broken pump for $500 and see how the winter goes. He will also have Peak clean out the pump and replace the cover so debris cannot get in. See Voting Record below.
• Snow Removal Potential Issues - We did not come up with any issues for this upcoming snow season.

Emily (Not in Attendance)

• No business

Jenelle

• Pool Cover and Pump - Jenelle was informed by our pool maintenance company that we should have a pump to remove water from the top of the pool cover. We requested more information before making a decision. Allison will also call a pool maintenance company she knows and ask his opinion.
• Recent Cleaning Fine - A unit that recently reserved the clubhouse left tape all over the walls of the clubhouse. We will be issuing a $25 fine for the half hour it took our cleaning guy to pull off all of the tape. Allison will contact unit in question.
• Help Over Christmas - Jenelle will be out of town for Christmas. Emily will handle reservations with help from Allison.

Amber

• Bushes in Front of Home - The bushes planted in front of her unit have died. New owners will replace them in the spring with bushes approved by the board.
• New Board Member - Since Amber has sold her unit and will be moving, the non-compensated voting only position has become available. Allison will send a community email seeking interest in this position.

Voting Record

Proposed: Have Peak Landscaping fix retention pond pump for $500 and get a new cover.
For: Rich, Allison, Jim, Michael, Jenelle, Amber
Abstained: Emily
Against: None
-MOTION PASSED-

2014 Annual HOA Meeting Recap

The Willows of Springville
Home Owners Association Annual Board Meeting
Wednesday, October 8, 2014 - 7pm at Clubhouse

***Due to this annual meeting with the community, the monthly board meeting was not held, but will resume in November.

Board members present: Rich, Allison, Michael, Emily, Jim, Jenelle, and Amber (all)
Count of Home Owners present: 5
Units represented (board members plus residents): 10 units

Meeting proceeded as follows:

Introductions

• Board Members
• Home Owners Present

Rich

• Welcome
• Explanation of Dues Raise - Everyone was given a packet of documents that included a portion of the Reserve Analysis, budget, and notification of dues raise. All of this information, including the full 72 page Reserve Analysis, was emailed to every Home Owner. The included information was explained and discussed with residents during the meeting. Dues will raise to $148 per month starting January 1, 2015.

Jenelle

• Clubhouse Updates

Jim

• Landscaping Updates

Emily

• Current Contact Information Update

Michael

• Projected 2014 Budget (for the remainder of the year)
• Proposed 2015 Budget 

Resident Questions and Concerns

Refreshments Served

**No board positions were up for election and there were no present items requiring a community vote.

We would like to thank the residents who attended. We greatly appreciate your support!

Pest Control Rescheduled for Saturday, Sept. 27

Due to other community projects and weather concerns, the pest control treatment has been moved to Saturday, September 27. Sage Pest Control will be here to spray that morning. We recommend you keep your back gate unlocked in order for them to treat the wasps in the eves. Treatment of your backyard is optional, but the front of the units will be sprayed. See post below for more information regarding treatment. 

Please contact us with any questions or concerns.

September 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, September 10, 2014 - 7pm at Clubhouse

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

Rich

• Budget - See below under Michael
• Annual Meeting Preparation - Discussed the outline for the upcoming annual HOA meeting to be held on Wednesday, October 8, 2014 at 7pm. All home owners in the community are invited. We will send out community newsletter/notification concerning the meeting and items to be presented. No board member positions up for re-election this year. No items will be presented needing a community vote. Topics to be discussed: Year-to-date budget, proposed 2015 budget, reserve analysis, and raise in monthly dues. 
• Bonneville Asphalt - Rich contacted them to come and do the sealant and striping of the entire complex. New quote is raised to $13K from the quote last year of $10K due to rising costs. Board voted via text to go ahead with the project since it needs to be done and was already budgeted for the year. They will come perform the sealing on Friday, September 19 and will re-stripe the morning of Saturday, September 20. We will notify residents their vehicles will need to be removed from the parking lot for 48 hours. See Voting Record below.
• Carports - After the board has researched the last couple years for a company to repair our deteriorating carports without success, Rich was able to contact a powder coating company. They said they could repair them, but we would have to ship each carport to Salt Lake City. Since that is not an option, he referred Rich to a rustic metals company. Rich has contacted them and is waiting to hear back from them.

Allison

• Underground Water Leak - It was determined that there is a slow leak in one of the water pipes running behind the east side of 150 East (by the large playground). Allison is working with Brian with Peak Landscaping to locate the leak and make the repair. The water is currently turned off so the leak will not continue and the area will dry.
• Political Signs - A resident asked permission to place a political sign on 700 North. As a board, we voted "For Sale" signs should be placed in the mulch/dirt in front of the unit and political, business, or other personal signs must be placed in the window of the resident's unit and not in common areas. See Voting Record below.
• Playground - possible future issues - After the recent water pipe break/flooding of the large playground, the structure appears to be leaning. Playground will need to be replaced in the next couple years. We will discuss further at a later date.

Michael

• Proposed 2015 Budget - We discussed the proposed 2015 budget as well as our Year-to-date budget for 2014, how much to raise monthly dues, and reserve analysis in preparation for the October meeting. See Voting Record below regarding dues raise.

Jim

• Pond Water - With the recent rainfall, the retention pond on 800 North has filled up higher than before. Jim has been keeping his eye on it to make sure it is draining.
• Sprinkler Repairs - Discussed the few repairs Peak Landscaping has made to sprinklers during the passed month. Water is currently turned off due to rain. Official date to turn off water is October 1st. We will only turn water back on before then if needed.
• Fall Maintenance - Jim went over the services Peak will perform in preparation for winter including trimming the trees.

Emily

• Resident Info Update - Due to emails sent to home owners with renters, we've been able to get updated contact information for all of the residents in the community except three.
• Pest Control - Sept. 19 - Due to the asphalt repairs being conducted on September 19, Emily will call and reschedule pest control.
• Carpet Cleaning - Emily received the okay from the board to schedule the clubhouse carpet to be cleaned before the annual meeting.  

Jenelle

• Pool Closure - Original plan was to close the pool this coming weekend, but the weather is supposed to be nice. Close date - Monday, September 15. Board will meet that evening at 8pm to put away pool furniture.

Amber

• Personal Items in Front - According to our CC&R's, residents are not to have anything in front of their units, such as: toys, garbage, bikes, etc. We will include a reminder of this in the upcoming newsletter and encourage residents who see this violation to take a picture of the items with the door and number visible and send it to the board so further action can be taken.

Voting Record

Proposed: Have Bonneville Asphalt come seal and re-stripe the parking in the complex for bid price of $13K.
For: Rich, Michael, Allison, Amber, and Emily
Against: None
Abstained: Jim and Jenelle
-MOTION PASSED-

Proposed: Have residents place political, business, or other personal signs in front window of unit and not in common areas.
For: Rich, Allison, Emily, Jim, Jenelle, and Amber
Against: None
Abstained: Michael
-MOTION PASSED-

Proposed: Raise monthly dues from $134 to $148 beginning January 2015.
For: Rich, Allison, Michael, Jim, Emily, Jenelle, and Amber
Against: None
-MOTION PASSED-

Pest Control - Friday, September 19, 2014

Attention! Sage Pest Control will be coming to spray on the morning of Friday, September 19, 2014. 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 contact us.

August 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, August 13, 2014 - 7pm at Clubhouse

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

Rich

• Budget - See below (under Michael)

Allison

• Phone - Several months ago, the HOA phone was switched to Zact mobile. Apparently, this company went out of business and our phone was turned off without notification. Allison switched the phone to a new company, Ting, which will be $12 a month.
• Cat Traps - Springville Animal Control came and picked up the cat traps we've had in the neighborhood and returned our deposit. 
• Pool Gate Locks? - As a board, we had voted to have the locks on the pool gates fixed by Mountain West Security. Jenelle has contacted them several times since then and they say they are not yet available to come out. She will continue to call them.
• Asphalt repair/carports - We had budgeted to have the asphalt in the community re-sealed this year. Rich will contact Bonneville and see when they can come out to perform the work. Then we will notify the community. See Voting Record below. Carports will be in the budget for next year.

Michael

• Proposed 2015 Budget - The majority of this meeting was spent discussing the proposed budget for 2015 as well as the Reserve Analysis received from Complex Solutions, dues increases, and ideas to save or earn money. This will be further discussed at the September monthly meeting in preparation for the annual meeting in October.
• Water Shut-off time - The sprinklers will be turned of during the first of October.

Jim

• General Landscape Update - No repairs performed this month. Jim has been working with Peak to ensure work is done correctly in the community.

Emily

• New owners/renters - We discussed any new residents in the community.
• Pest Control - Emily will contact Sage and get treatment scheduled for September. See Voting Record below.
• Magnets and Resident Info - We currently do not have the contact info for several residents in the community. We had previously discussed purchasing magnets with the HOA contact info on them and delivering them to the community. We decided to get a home owner list from our accountant and then update the resident information that way.

Jenelle

• Theater Room Updates - A Blu-ray player and new Dish receiver have been installed and the sub-woofer re-wired. Jenelle will update the instructions on how to operate the entertainment equipment.
• Clubhouse Cleaning Review - Damian, our clubhouse cleaner, has provided a schedule that he has been following to clean the clubhouse.
• Pool Closure/Painting Day (Sept. 13) - We will watch the weather, but are planning on closing the pool on Friday, Sept. 12 or Saturday, Sept. 13. As a board, we will meet and put away chairs and prepare the pool for closure that day. Jenelle also proposed we touch-up the paint on the baseboards in the clubhouse. It was decided against.
• Spring - Power-wash outside of clubhouse - Jenelle will have Damian spray the outside of the clubhouse and pool deck in the spring with the HOA power-washer.

Amber

• No Business

Voting Record

Proposed: Have Bonneville come lay a sealant/top-coat over the asphalt in the community in the next couple months for between $8000-$11000.
For: Rich, Allison, Michael, Emily, Jim, Jenelle, Amber (all)
Against: None
-MOTION PASSED-

Proposed: Have Sage Pest Control come treat the community in September.
For: Rich, Allison, Emily, Jenelle
Against: Michael
Abstained: Amber and Jim
-MOTION PASSED-  

July 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, July 9, 2014 - 7pm at Clubhouse

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

Rich

• Reserve Analysis - Dale with Complex Solutions performed a reserve analysis and sent us a rough draft. Rich will contact him about the final draft as well as some questions and concerns. We reviewed the rough draft as a board, but will wait to see the final draft before making further decisions.
• Upcoming Meeting Overview (prior to annual meeting) - Michael will have proposed 2015 budget put together to discuss at August board meeting. We will be preparing for the annual meeting during the August meeting and September meeting.
• Unit 31 Renter - Resident's key card was turned off for violation of the clubhouse rules. 

Allison

• Unit 35 Approval - Resident built an add-on in his backyard last summer without following proper procedure. He attended the meeting with the required documents for approval. As a board we approved it with the condition that he provides a letter releasing the board from all liability of the damage/injury the add-on may cause. Letter must be submitted within two weeks. See Voting Record below.
• Trespassing Issue - In the last couple weeks, we had a group of young adults trespass into the pool/hot tub after hours. The police were contacted by a resident. As a board we voted to press charges against the trespassers as well as anyone involved in future trespassing incidents. See Voting Record below. Residents who violate pool/clubhouse rules (ex: letting non-residents borrow their card, letting non-residents into the pool area, etc.) will be subject to our Violation Policy stated in the Clubhouse Guidelines pamphlet hanging in the clubhouse and that they were given upon receiving a key card. 
• Survey before annual meeting - Allison will put together a community survey AFTER the annual meeting in order to find out the opinions of the residents. She will email it to every owner and renter.

Michael

• Q2 Financials - Reviewed expenses/income from June.
• Review Late Dues - Four units caught up on fees from last month; Six behind on dues.
• Unit 88 Lien - Unit is $423 behind in dues. They have until this Friday, July 11, to pay in full or a lien will be filed on their home on Monday, July 14.

Jim

• General Landscaping Updates - Peak fixed a leaky valve at 758 North, a valve by the reserve pond, and reset some sprinkler clocks. They will be laying fertilizer next week. Jim will have dead shrubs outside pool fence removed and will find prices for new shrubs. He will also have a new tree planted in the empty space in front of the clubhouse. See Voting Record below.

Emily 

• New owners/renters? - We discussed any new residents in the community.

Jenelle

• New Reservation Forms/Cleaning List - Jenelle updated the reservation forms as well as the clubhouse cleaning list.
• Theater Room Updates/Repairs - Jenelle and Allison will meet with Jayson on Saturday to re-do the system and to learn how everything operates.
• Pool problems - There has been a lot of issues recently concerning the violation of pool rules. In an effort to stop these problems, Jenelle removed the garbage can so residents will have to go inside to throw away garbage as she felt the can outside was justification for residents to bring food. She will also review security feed with Allison in order to issue violations for residents not obeying pool rules.
• Monthly Maintenance/Project Plans - In an effort to cut down on her monthly meeting agenda items, Jenelle will email the board some of her items throughout the month.
• Pool Gate Locks - Both pool gate locks are no longer working properly. Jenelle received two bids: Arco $1400 per lock ($2800 total) and Mountain West Security $1500 for both. See Voting Record below.
• Security Camera Quotes - Jenelle received a bid from Mountain West Security to install two more infrared outside cameras by the pool gates and move current camera to the theater room. Total cost is $850. Board is interested, but we decided to table this project for the 2015 budget.
• Repairs Needed - The board gave Jenelle permission to purchase an affordable set of tools for clubhouse repairs. Rich will bring a new computer monitor to the clubhouse to replace the current security feed monitor. Board opted against purchasing a water-absorbing mat for the pool door.

Amber

• No Business

Voting Record

Proposed: Let owner of unit 35 keep add-on with the condition he submits a notarized letter relieving the board of any liability of the damage or injury the structure may cause. Letter due by Friday, July 18.
For: Rich, Allison, Emily, Michael
Against: Amber and Jim
Abstained: Jenelle
-MOTION PASSED-

Proposed: Press charges against recent trespassers as well as automatically press charges against any non-resident that trespasses into the pool/hot tub area in the future.
For: Rich, Allison, Michael, Jim, Emily, Jenelle, Amber
Against: None
-MOTION PASSED-

Proposed: Jim will have Peak replace the tree in front of the clubhouse.
For: Rich, Jim, Jenelle, Emily
Abstained: Michael, Allison, Amber
-MOTION PASSED-

Proposed: Purchase a new HD Dish Network receiver and a Blu-Ray player for the clubhouse theater room, plus labor for a total of $300.
For: Rich, Allison, Michael, Jim, Emily, Jenelle, Amber
Against: None
-MOTION PASSED-

Proposed: Have Mountain West Security come and fix broken pool gate locks for $1500.
For: Allison, Michael, Emily, Jim, Jenelle
Against: Rich and Amber
-MOTION PASSED-

June 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, June 11, 2014 - 7pm at Clubhouse

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

Rich (Not in Attendance)

• None

Allison

• Unit 35 - Owners of this unit were supposed to submit a proposal for approval in regards to a pergola already constructed during this meeting in an effort to have them follow proper procedure. These owners did not attend the meeting.
• Basketball Court - The basketball hoop is currently broken. It will not adjust up and down. It is stuck in the lowest position. Jim will look into it and fix it when he returns from vacation.
• Overview of Reserve Analysis Meeting - Allison met with Dale from Complex Solutions who is performing the Reserve Analysis for the community. He was supposed to provide a rough draft before this meeting, but did not. Allison discussed some of the questions Dale asked and gave us an idea of what to expect with the analysis. The actual analysis will be complete and given to the board in July.

Michael

• May Financials - 5 units behind on monthly dues; 1 unit caught up from previous months
• Unit 23 Lien - Homeowners caught up on late payments. Lien will be removed as soon as possible.

Jim

• General Landscaping Update - A couple sprinkler valves have been replaced. He will have the landscapers check the sprinklers on 200 East by dumpster to see if they are watering the road.

Emily

• New owners/renters? - We discussed any new residents in the community.
• Warning for parents of young swimmer - Allison will send a warning to parents of a young boy who came to the swimming pool alone without an adult.
• Emergency Switch Issue - Apparently, the emergency shut-off button by the hot tub was stopping the pool pump and spa pump instead of the spa pump and jet pump. The Health Department required us to get it fixed before running the jets in the hot tub. Emily had an electrician fix this issue on Monday. 

Jenelle (Not in Attendance)

•  Hot Tub Filter and Jets - The pool maintenance company replaced the sand in the filter this week and will look into what needs to be done so the jets work consistently.

Amber

• Bush - Amber asked permission of the board to remove and replace the dead bush in front of her unit. The board unanimously gave her permission. 

Voting Record

Proposed (via email): Hire Damian (manager of a janitorial department at BYU) to clean the clubhouse for a cheaper rate than previous company.
For: Rich, Jenelle, Emily, and Jim
Against: Michael and Allison
Abstained: Amber
-MOTION PASSED- 

May 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, May 14, 2014 - 7pm at Clubhouse

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

Rich (Not in Attendance):

• Mulch - Discussed whether or not we should have Peak lay new mulch this year in the entire complex or in small sections at a time. Also, decided to wait and receive the reserve analysis to create a long-term plan for maintenance of the community. See Voting Record below.
• Reserve Analysis - Michael and Rich had been in contact with a couple different companies concerning having a reserve analysis performed. It was voted that we use Kevin Dwyer who would provide a reserve analysis as well as a legal review. Plans changed and he is no longer able to provide this service for us, so we will be having Dale with Complex Solutions perform the task of the reserve analysis. We also discussed if we should review the analysis via conference call or with the community at the annual board meeting. See Voting Record below.
• Trees - As a board, we are retracting the previous statement asking units with trees in their backyard to have these trees removed by May 31st to prevent future damage or problems. Instead, we will contact these homeowners and have them sign a document relieving the board of any liability regarding these trees. Further discussion is tabled until next meeting when more board members are present. An email will be sent out with this information to those it pertains to.
• Unit 35 - As previously discussed, Rich and Allison will move forward with having this homeowner present a design for the pergola already built to have it approved. It was not presented to the board for approval previously, which is a violation of the CC&R's. This process must be followed in order to maintain consistency amongst the community.

Allison

• Bushes - Regarding the dying or dead bushes in the neighborhood, we decided to wait for the reserve analysis in order to determine the action to take - replace them now or create a long-term plan.
• Building transparency/trust with community - We received a concern from a resident stating there is not currently transparency or trust between the Board and the residents in the community. We discussed possible solutions and also would like to receive some solutions from this resident. This is a constant concern amongst the Board. We will look into refrigerator magnets for all units that include the Board's contact information and blog address.
• Roof Repairs Update - All units in a building on 750 North had small leaks due to the furnace vents not being sealed correctly when the units were built. Elite Construction & Restoration came out quickly and fixed all units for $225. 

Michael

• April Financials - Discussed the financial report from the past month.
• Unit 92 - A lien was placed on this unit because of consecutive missed fees. They caught up with their payments, so the lien will be removed.
• 2 Additional CD's - Michael opened one 6-month CD and one 12-month CD at PHCU.

Jim (Not in Attendance)

• General Landscaping Update 

Emily 

• New Owners/Renters? - We discussed any new residents in the community.
• Twin Mattress in Dumpster - A resident witnessed another resident putting a twin mattress in the dumpster. Dumpster has since been emptied. We will wait to see if a fine was added to the garbage bill before contacting this unit.
• "Houses for sale/rent" list on Blog? - With a lot of recent inquiries about town homes for rent in the community, we discussed putting a list of these units on the blog. Of course, this is only if the homeowner contacts us requesting their unit be listed. Allison will send out a community email asking for interest. See Voting Record below.

Jenelle

• New Cleaning Service Provider - Steph's Cleaning Solutions is no longer able to provide the clubhouse cleaning services. Jenelle has conducted interviews with possible providers and has narrowed it down to two options. We will table the vote and discuss via email.
• Pool Opening - We will be opening the pool on Friday, May 23. Trevor with Liquid Assets has uncovered the pool and will get it ready in preparation for opening day.
• Updated Reservation Forms & Cleaning Checklist - Jenelle has typed up new forms and checklists for clubhouse use. As a board, we went over these documents and approved them.
• Theater Room training session with Jayson Miller - Jayson, a resident in the community, has been helping Jenelle with issues with the theater room. Jenelle is setting up a training session for her (and any other interested board members) to have Jayson teach her how to fix common issues. Board will offer him compensation for his time. See Voting Record below.
• Procedure for issuing fines/violations for the clubhouse - Item tabled until next meeting.
• Authority to spend less than $50 without vote - As a board, we had previously given permission to clubhouse manager to purchase items for the clubhouse under $50 without needing to have the board vote on them. This agreement still stands.
• Considering new cable/satellite service provider - We currently pay $1200 a year to have Dish Network in the clubhouse. Jenelle will get bids from other providers. Dish will not charge us a termination fee.
• Replace light switches with motion sensors/timer switches - Emily will evaluate the light switches in the clubhouse to see if any of them can be replaced with more money saving options.
• Repairs needed: Outlets not working - Emily will look into this as well; baseboard paint and touch-ups - tabled until next meeting; bathroom doorstops and vent in theater room - Jim will fix these items.
• Replace security computer monitor - Allison will look into getting a new/free monitor. If this is not possible, Jenelle will order an affordable one online.

Amber (Not in Attendance)

• None

Voting Record

Proposed: Mulch options -  

1. Entire Complex: Lay mulch down in the whole complex this year.

2. Divide into smaller Areas: Divide the complex into subsets now and start the rotation of mulching this year.

Option 1 - Rich
Option 2 - None
Neither Option - Allison, Michael, Emily, Jim, and Jenelle
Abstained - Amber
-MOTION REJECTED-  

Proposed: Pay for Dale with Complex Solutions to come to the annual board meeting in October to review the completed reserve analysis with the community verses discussing it over a conference call.
For: Rich, Allison, Michael, Emily, and Jenelle
Against: Jim
Abstained: Amber
-MOTION PASSED-

Proposed: Include a list of current town homes in the community for sale or rent on the Blog (optional for the homeowner).
For: Allison, Michael, Emily, and Jenelle
Abstained: Rich, Jim, and Amber
-MOTION PASSED-

Proposed: Offer compensation to Jayson Miller for theater room equipment training session.
For: Allison, Michael, Emily, and Jenelle
Abstained: Rich, Jim, and Amber
-MOTION PASSED-

 
 

April 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, April 9, 2014 - 7pm at Clubhouse

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

Rich

• CC&R Read - Read portion of document appertaining to building structures or planting trees in the backyards.
• Unit 3 Update - Resident is improving in regards to discontinuing to provide food and shelter for feral cats in the community. Springville Animal Control will follow-up with this resident to make sure she is still in compliance with city ordinances.

Allison

• Cat Trap Update - Animal Control has placed 2 traps in the community which resulted in the capture of 15+ cats in a 6 day period.
• Phone Plan Options & New Phone - In an effort to reduce the monthly bill for the HOA cell phone, Allison researched various companies including: Virgin Wireless, Ting, Page Plus, Republic Wireless, and Zact Mobile. We decided to try Zact Mobile which offers a plan for $5.00 a month with no contract. 
• Owner Contacts Update - There are several units in the subdivision that we do not have contact information for. These residents currently do not have a clubhouse key card. With the pool opening soon, we hope to hear from these residents and get their information. Then we will contact the remaining residents in person.
• Attic Insulation Program/ Questar Rebate Program - Allison was contacted by a company that offered to come check out the subdivision to see if the units have adequate insulation. We discussed the email received from this company and decided against it.
• Unit 35 Add-on Discussion - Owners of the unit in question did not follow proper procedure before installing a pergola in their backyard. Spent majority of meeting debating about action to take. Options: Invite homeowner to send in pictures of the pergola and then ask for DRC/Board approval OR tell the homeowner the pergola needs to be modified or removed by the end of May due to not following proper procedures. See Voting Record below.   

Michael

• Craigslist ad for cleaning clubhouse - Concern that we may be paying too much for clubhouse cleaning services. Michael will place ad on Craigslist to see by comparison if there is any interest and for what price.
• P&L, BS, and late dues - Discussed documentation and budget arranged by Michael. Decided to discuss these spreadsheets quarterly vs. monthly.
• Post scrubbed info on Blog - Discussed whether or not it would be a good idea to post P&L and BS sheets on blog to create transparency. Opted not to. Anyone can contact Board at anytime for this information when needed.
• Unit 92 - Lien - The unit in question has missed recent payments which has put their balance over $300. Board has been unsuccessful in contacting the property management company that owns the unit with the current contact information we have. Lien will be put on this unit by Monday if dues have not been paid in full by this Friday.
• Reserve Analysis - Michael received bids from two different law offices concerning a reserve analysis. He has further questions for these companies. We will vote at a later date.
• Investment options (x3) - Michael and Rich researched CD's through a couple different credit unions.
• Lighting Switches Clubhouse - Not discussed.
• Authority to spend money vs. bringing to a vote process - Will table issue until Jenelle is present.
• Pool in May? - Currently planning on opening the pool Memorial Day weekend. We will continue to watch the weather.

Jim (Not in Attendance)

• Peak Landscaping continuing clean up from March - Received bill for work performed in March. More than was expected. We will contact Jim with questions.
• Repairs completed this month - Jim emailed the board a list of the repairs he performed for March throughout the community.

Emily

• New owners/renters? - None that we are aware of.
• Pest Control - Sage pest control will be coming to spray on the morning of Saturday, April 19.
• Clubhouse Carpet Cleaning - Done! - Stanley Steemers came and cleaned the clubhouse carpet on Saturday, April 5.

Jenelle (Not in Attendance)

• No business

Amber

• No business

Voting Record

Proposed: Stay with Sage Pest control with lower price and without granules after receiving a bid from another company.
For: Emily, Allison, Michael, Jim, Amber and Jenelle
Abstained: Rich
-MOTION PASSED-

Proposed: Invite Unit 35 homeowner to provide photos of the pergola in question and seek approval from Board/DRC.
For: Rich, Michael and Allison
Against: Amber and Emily
-MOTION PASSED-

Pest Control - Saturday, April 19, 2014

Attention! Sage Pest Control will be coming to spray on the morning of Saturday, April 19, 2014. 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 contact us.

March 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, March, 12, 2014 - Clubhouse at 7pm

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

Rich

• CC&R Read - We were short on time, so we did not read from the CC&R's this month.
• DRC Update - We did not receive any responses to the community email regarding the formation of a Design Review Commitee (DRC). Therefore, the responsibilities of the DRC will fall to the board.
• Tree Update - Without the DRC, the board will continue to discuss the removal of backyard trees. As of right now, the deadline of May 31st is still in place.
• Annual Meeting Schedule - Rich suggested we talk about each month's community accomplishments for the year as well as big projects and future projects. 
• Calendar - Item was not discussed.
• Cats - Rich spoke with animal control concerning the feral cat issue in the community. They will visit unit in question and will issue a citation if homeowner is not in compliance with city regulations. This citation would result in this resident going before a judge. 

Allison

• Carport Repairs - Jim will look into cost of equipment and material to fix them as a board.

Michael

• YTD Budget/P&L and Balance Sheet - We reviewed and discussed the documents Michael provided.
• Late/Past-due payments - 7 units behind on monthly dues; 3 caught up from last month
• Proposed investment policy to be adopted by the Board - Michael put together an investment policy that we can refer to as a board, now and in the future. See Voting Record below.
• Cash flow analysis & checking/savings analysis - Michael suggested moving around some of the money in the checking account so that we can invest some elsewhere. Rich will look into a CD.
• Proposed adjustment to insurance payments from quarterly to monthly and auto-pay - See Voting Record below.
• Review of expenses generally/ find cost savings/ idea generation- Clubhouse Cleaning: Currently have a good price with Steph's Cleaning Solutions. Trash: Rich handled the cost of garbage pick-up last year which resulted in a substantially lower rate. HOA Phone - Allison will look into a "Pay as You Go" phone from Walmart. Utilities: Jim and/or Emily will walk through the clubhouse to see if we can install timers switches in other areas. Also, Jenelle will contact Questar and Springville City to see if we can get on an "Equal-Pay" program for the clubhouse.
• Entities to contact and request bids to conduct HOA reserve analysis - Michael has contacted four companies and will make a decision once he's spoken to all of them. He will have them walk-through the subdivision and analyze when major repairs will need to be made in the future. Then we can better plan how much money we will need to have in reserves.
• Outstanding payables - Will pay bills for February snow removal and January exercise equipment repair.

Jim

• Snow removal under budget - Due to the dry, warm winter months, we have not needed snow removal services.
• DWR cleanup on North and East fence - We have had issues with the trees and other vegetation from the reserve growing over and through the fence. Since it is protected land, we cannot have our landscapers do any trimming. DWR came and did a walk-through with Jim and will have hunters needing hours for their dedicated permits come and trim the trees.
• Spring Clean-up - Peak has started the spring clean-up. They have been picking up trash, cutting shrubs away from buildings, doing aeration, etc.
• Personal Belongings behind fences - We are having an issue with residents placing furniture, garbage, and other items behind their homes (between the vinyl fence and the chain-link fences on the east side of 200 East and the west side of 150 East). Allison will send a community email reminding residents not to do this.

Emily

• New Owners/Renters? - We discussed any new residents in the community.
• Pest Control - Emily received a bid from another pest control company that is cheaper than the current price we have with Sage. She will contact Sage and see if they can match the price. She will also schedule a treatment for April.
• Clubhouse Carpet Cleaning - Emily will schedule carpet cleaning for the clubhouse with Stanley Steemers in April.

Jenelle

• Hot Tub Heater Bids - Jenelle contacted 7 companies regarding the purchase and installation of a new hot tub heater when the current one breaks. Trevor, our current pool man, gave us a bid of $3300. She was only able to get a hold of one company, Clear Springs, that gave her a bid of $3600. We will discuss further in the future.
• Process of issuing violations/fines for clubhouse - We had an issue this month when a miscommunication occurred between Jenelle, Rich, Allison and the resident in question. We discussed the process that needs to take place before any action against the violator.

Amber

• No business

Voting Record

Proposed: Adopt Board Investment Policy put together by Michael.
For: Rich, Allison, Michael, Emily, Jim, and Jenelle
Opposed: None
Abstained: Amber
-MOTION PASSED-

Proposed: Put $20,000 in savings, $20,000 in checking, and then put $50,000 in a reserve fund.
For: Rich, Allison, Michael, Emily, Jim, and Jenelle
Opposed: None
Abstained: Amber
-MOTION PASSED-

Proposed: Change insurance payments with State Farm to monthly payments instead of quarterly payments and start paying by auto-pay.
For: Rich, Allison, Michael, Emily, Jim, and Jenelle
Opposed: None
Abstained: Amber

February 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, February 12, 2014 - Clubhouse at 7pm

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

Rich:

• CC&R Read - Postponed to next meeting due to attendance of community members
• Unit #003 - cat issues
• Tree Removal - A few concerned residents attended the meeting to discuss backyard tree removal announced in the recent HOA newsletter. We discussed the reasons for our decision to have residents remove their backyard trees by May 31st as well as welcomed suggestions from the residents. A local horticulturist, Nancy, was present to tell us the harm, or lack of, that the trees could cause. It was decided that a Design Review Committee (DRC) will be appointed which will handle the backyard trees as well as other community issues on a case by case basis. See Voting Record below.

 Allison

• Asphalt Update - further discussion as per January Minutes - After reviewing the 2013 budget, it was determined that we have the money to pay for the full seal-coat and re-striping. A date will be discussed at the next meeting. See Voting Record below.

Amber

• Monthly Financial Report - 8 units behind on monthly dues; 7 units caught up from last month
• 2013 Financial Report - reviewed and discussed
• Closing the Bonneville Credit Union Account - Amber will print off meeting minutes and close the account
• Change in Positions - Amber spoke to Michael, our current non-compensated board member, prior to the meeting about trading their positions on the board. He agreed to the change. See Voting Record below.

 Jim

• Snow Removal Monthly Info - Went over services provided by Peak Landscaping since last meeting.
• $25.00 in repairs - Jim was paid for repairs performed around community and clubhouse.

Emily 

• New Owners/Renters? - Discussed whether or not new residents have moved into the community.

Jenelle

• Theater Room Cupboard - Jim will fix hinges on the cupboard doors.
• Hot Tub Heater - Trevor, our pool repairman, informed us our heater needs to be replaced. A new heater will cost about $3000. Discussed replacing the switch that is bad for $300. Then we will replace the heater when it goes out. See Voting Record below.

Michael

• Cat Issues - Discussed above - See Unit #003

Voting Record

Proposed: Send an email to the community seeking interest for members to be appointed to the DRC. We are asking for a one year commitment and a paragraph stating reasons why they would like to be on the committee.
For: Allison, Amber, Emily, Jim, Jenelle, and Michael
Opposed: Rich
-MOTION PASSED-

Proposed: Close account with Bonneville Credit Union.
For: Rich, Allison, Amber, Emily, Jim, and Michael
Opposed: None
Abstained: Jenelle
-MOTION PASSED-

Proposed: Amber and Michael will trade positions on the board. Michael will take over as treasurer and Amber will remain on the board as the non-compensated, voting-only member.
For: Rich, Allison, Amber, Emily, Jim, and Michael
Opposed: None
Abstained: Jenelle
-MOTION PASSED-

Proposed: Have Trevor replace broken part on hot tub heater for approximately $300 with one-year warranty. 
For: Rich, Allison, Amber, Emily, Jim, Jenelle, and Michael
Opposed: None
-MOTION PASSED-

Proposed: Have Bonneville Asphalt do a full seal-coat throughout community as well as re-striping.
For: Rich, Allison, Amber, Jim, and Michael
Opposed: None
Abstained: Jenelle and Emily
-MOTION PASSED-