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