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-