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-