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-