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-