November 2015 Board meeting minutes

November 2015 Board Meeting Minutes

The Willows of Springville

Home Owners Association Board Meeting

Wednesday, November 11, 2015 - 7pm at Clubhouse

Present: Elizabeth, Rich, Michael, Jim, Joel, Meagan and Kristina

Not Present: NA

Elizabeth

• Community wide internet- discussed available options and details from most recent proposal received estimate of $10,000 installation with $20 a month increase in HOA dues. The board will continue to look at options.
• Ideas for community involvement- Christmas party or a community get together in the Spring
• Notices around the community (ex. children left unattended, parents will assume that any injury incurred will not be at the fault of the HOA)
• Removal of Branches/tree behind unit 141. Jim working with Seven Trees to obtain bids.
• Wooden park Broken plastic- Jim fixed it
• Speeding in the neighborhood- discussed options to help.

Rich

• Review 2015 Annual meeting owner comments and concerns.
• RV parking. Fence has been repaired
• Voting on RV Storage Parking Fees. Voting results listed below.
• Incident report from. A new form will be made available online and throughout community as a way to report any incidents. This form can be found here on this Blogspot in the public documents section.
• Vehicles parked in front of the clubhouse-Parking allowed as long as registration is kept current.
• Newsletter Items. November newsletter to be posted and sent out.

Michael

• Budget and Dues
• “Use at your own Risk”-See above discussed placing notices in public use areas.
• Review complex for potential liability risks. Board will pursue options to meet with an attorney to discuss liability risks and options to protect against.
• Dues for exiting board members and new compensated board members.

Jim

• Update
• Unit 141 trees- Jim meeting with Seven Trees to discuss tree and branch removal options for tree behind unit 141 as well as row of trees along the back fence line. Motion will be voted on throughout the month as soon as proposals are received.

Meagan

• Cleaning Services-This will be the last month that Silver cleaning Inc. will be used. Meagan has obtained bids from 2 additional cleaning companies. It was also proposed that cleaning be changed from weekly to once every 2 weeks. Voting on this motion and cleaning company will be postponed until after proposals have been received.
• Lockbox- discussed need for lockbox or secure storage location to keep deposit checks safe.
• Tables and chairs- Discussed condition of the tables and chairs that are being used by members. Proposed fee of $10 to be charged for their use
• Clubhouse mop to be replaced
• Furnace tune up- Meagan will be getting bids from HVAC companies and it will be decided which companies to use after proposals received.
• Timer on Spa- repaired

Joel

• New move ins/move outs

Kristina

• None

Voting Record

Proposed: Fees to be charged to those using the RV parking storage.

$20 Fee for new key and/or for replacement key.

            For: Rich, Michael, Joel, Meagan, Elizabeth, Jim and Kristina

            Against: none

            Abstained: none

                        Motion Passed

Proposed: Monthly or annual dues for use of Storage.

            For: Michael

            Against: Rich, Joel, Meagan, Jim, Kristina and Elizabeth

            Abstained: none

                        Motion Denied

Proposed: $10 fee to be charged for use of additional tables and chairs kept in the clubhouse.

            For: None

            Against: Rich, Joel, Michael, Jim, Kristina, Elizabeth and Meagan

            Abstained: none

Motion Denied, However it was decided to include the cleaning of the chairs and tables as one of the items on the cleaning check off list.

           

September 2015 Board Meeting Minutes

September 2015 Board Meeting Minutes

The Willows of Springville

Home Owners Association Board Meeting

Wednesday, September 16, 2015 9, 2015 - 7pm at Clubhouse

Present: Joel, Michael, Allison and Elizabeth

Not Present: Rich, Jim, Toshi

Rich (Not in attendance)

• Sent in notes on painting and repair of bay windows to be scheduled in Spring.
•  Carport repair updates- Still no contact with company. The board discussed options and open to finding new company. May not be cost feasible to have them replaced.

Allison

• New Non-compensated member of the board introduction- Elizabeth Hylton.
•  Annual Meeting Set up and prep. Meeting to be held October 14, 2015. Will go over the proposed 2016 budget, landscaping, clubhouse, answer concerns and replacement of 4 open positions in the board.

Michael

• Late Dues
• 2015 Budget tracking
• 2016 Proposed budget review.

Jim (Not in attendance)

• NONE

Toshi (Not in attendance)

• NONE

Joel

• New move ins/move outs

Elizabeth

• New to board
• Discussed cars driving too fast through neighborhood and possible solutions including putting more signs up.

Voting Record

No motions to vote on

 

August 2015 Board Meeting Minutes

August 2015 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, August 12, 2015 - 7pm at Clubhouse

Present: Rich, Jim, Joel, Michael, Allison and Toshi
Not Present: Allison and Toshi joined meeting late.

Rich

·         Carports- Continued attempts have been made to contact painting company. If painting company does not respond by the end of the month the board will restart the bidding process for carports repaint and repair.

·         Bay Windows- The board has decided that spring will be the best time to schedule the project. The board has had one of the units painted to test the service.

o   There is some concern about the bushes in front of the units causing issues with the painting project. An attempt will be made to schedule the trimming and removal of these bushes prior to the work.

·         Park Benches- The board has passed a proposal to get new park benches and tables. Rich will continue to search for a quality product that fits within the budget. The benches and tables will be replaced once the right product is located.

·         Annual meeting preparation- The annual meeting will take place October 14^th. A notification will be sent out closer to the meeting.

·         Pool Closures- There is a need to check the pool’s chemicals on a daily basis and keep a log. Toshi has been trained on the process and will conduct the checks. The board also discussed keeping the pool open as long as the weather permits. Previously the pool was being closed in mid September but because of warmer temperatures in late Sept. to early Oct. it was proposed to the board and passed to keep the pool open.

·         Clubhouse cleaning- The board has voted and decided to hire an outside cleaning company to clean the clubhouse. Toshi has contacted several cleaning companies and she will be emailing details to the board for approval of one of these companies in the upcoming week. There is scheduled meeting with Silver Cleaning, INC. the frontrunner for the job.

·         Recycling Bins- The board has discussed the issue of personal bins to residents and possible solutions to control personal bins being used by the community vs the community bins. Toshi will contact the city to see if additional options are available.

Michael

·         Budget Discussion. Reviewed 2014 spending compared to the budget allotted. YTD spending is on track to meet budget set.

·         2016 budget review.

·         Board discussed several upcoming projects. In 2016 the playground area and ground cover replacement is being considered. Both Jim and Allison will work on getting pricing options.

·         Clubhouse computer systems issues and the need to update were discussed. No changes to be made for now but the board will continue to assess.

Jim

·         General Landscaping updates.

·         Edging and Bush Trimming has started.

·         Weed removal in retaining pond.

Allison (joined meeting late)

·         NONE

Toshi (Joined meeting late)

·         Online reservation system. Toshi proposed the use of an HOA website for online use. It may help streamline the clubhouse reservation process. The board is considering the new option.

Joel

·         New move ins/move outs

Voting Record

Proposed: Keep pool open for as long as the warm weather will permit.
For: Rich, Joel, Michael and Jim
Abstained: Toshi and Allison
-MOTION PASSED-

July 2015 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, July 8, 2015 - 7pm at Clubhouse

Present: Allison, Rich, Jim, Jenelle, Joel and Toshi
Not Present: Michael

Rich

·         Priority project: Carport repair to begin as soon as possible. The board has previously voted on this project. Rich negotiated with them and we will do half the complex this year and half next year. It is the hope of the board to schedule the project for July or August. Artistic Metal out of Logan will be doing the repairs. The bid we received for the entire complex was for $26,200 but it is expected that with splitting the project there will be a larger total. 

·         Painting the bay windows. The board has received bids and the project has been voted on the project is expected to begin after the first half of the carports are completed.

·         Replace the benches and picnic tables around playground and picnic areas. Rich has researched pricing and the board voted on having them replaced. See vote results below.

Allison

·           Dumpster Issues and Complaints – Discussed the build-up of trash within the garbage enclosures and around the complex. No new complaints.

·         Bush replacement for entire complex and individual units. Right now with higher priority projects being scheduled the bushes will have to wait. The board will accommodate individuals concerns as needed.

·         A unit owner volunteered to move his own weight equipment into the clubhouse and allow all to use it. The board discussed the idea and came to conclusion that it would not be a good idea to borrow equipment without being able to control all that could happen. The board also discussed the idea of getting new equipment for the fitness room.

·         Went over a few of the new move outs and move-ins.

Michael (Not in Attendance)

·         None

Jim

·         Landscaping Update - Mulch now complete.

·         General Landscaping updates.

Jenelle

·         Moving/Toshi will be taking over her duties as clubhouse manager and is currently in the process of learning clubhouse needs.

·         Minor repairs needed in and around clubhouse. Hot tub jets, Weight room TV and sound system.

·         New cleaner for clubhouse. The board discussed trying to find an experienced/professional cleaner that is a current resident as well as other cleaners that had been interviewed previously. Some training will be required in the use of the commercial grade cleaner that was previously purchased.

Joel

·         Key Card replacement and issue. As well as the need to update both the rules for clubhouse use form and the form filled out to issue cards.

Toshi

·         Basketball hoop repair options.

·         Had suggestions about updating systems used to organize and update contact as well as how to provide current contact information to residents. Toshi will provide proposals in our next  meeting.

Voting Record

Proposed: Replace the benches and picnic tables around playground and picnic areas.
For: Allison, Jenelle, Rich, Joel, Toshi, Jim
Abstained: Michael
-MOTION PASSED-

June Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, June 10, 2015 - 7pm at Clubhouse

Present: Allison, Michael, Jim, Jenelle, and Toshi
Not Present: Rich and Joel

·                     Welcome to Toshi, our new non-compensated member of the board. Brief introductions and board positions.

·                     Dumpster Issues and Complaints – Discussed the build-up of trash within the garbage enclosures and around the complex. Residents will be reminded to throw everything in the dumpsters or dispose of in other more appropriate ways. Peak landscape will continue to clean up enclosures as well.

·                     Unit 54 Repairs – Unit requested repairs which are scheduled to be done on a community wide basis. Repairs will proceed as scheduled.

·                     Bay Window Painting Schedule – Chosen contractor will be contacted to schedule work.

·                     Unit Blue Prints – A resident asked about the availability of blue prints. The builder no longer has them.

·                     Budget – Michael went over the budget. We are currently trending well and projected to be in the green for the year.

·                     Landscaping Update – Bushes, mulch, trash pick up, weed spray will be completed in the next week or so.

Voting Record

Proposed: Replace the bushes around the outside of the pool fence with grass.
For: Allison, Jenelle, Michael, Jim
Abstained: Rich, Joel
-MOTION PASSED-

May 2015 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, May 13, 2015 - 7pm at Clubhouse

Present: Rich, Allison, Emily, Jenelle, and Joel
Not Present: Michael and Jim

Rich

• Emily Transition - See below under Emily.
• Non-compensated Member - With the resignation of the secretary, Joel has moved up to fill the position. We are now in need of a non-compensated, voting only board member. Allison sent out a community email a couple months ago seeking interest, but received no response. She has spoken to a few residents who have voiced their interest, so she will reach out to them.
• Vote and Proceed on Priority Projects - We had previously voted on doing mulch around the community this year. It will be completed when weather allows and when Peak Landscaping is able to do it. The next project will be fixing the carports, which we had also previously voted on. Artistic Metal out of Logan will be doing the repairs. The bid we received for the entire complex was for $26,200. Rich negotiated with them and we will do half the complex this year and half next year. We are hoping to schedule it for July or August. Another project we are planning on getting done will be the re-painting of the front bay windows of all the units this fall. Allison has received bids and we will discuss and vote as it gets closer.
• Unit 41 - Rich spoke with this resident about getting caught up on monthly dues. They worked out a payment plan.
• West Field Development - We discussed the new development going in next to the subdivision and if it will affect home values.

Allison

• Trash can at big park - Briefly discussed this item, but will discuss further in the future.
• Community Facebook Page - A resident suggested to Allison that we get a community Facebook Page. We will discuss it further at the next meeting.
• Revision to Minutes - A resident also mentioned the meeting minutes do not include enough detail. We will attempt to include more detail, but also advise residents to contact us with any further questions or attend the meeting if their schedules allow.

Michael (Not in Attendance)

• Late Dues sent by Email - 13 units currently behind on monthly fees; 2 units have liens on their homes; 5 units caught up from last month.

Jim (Not in Attendance)

• Landscaping Update sent by Email - Interesting weather, but after a few sprinkler repairs, it appears to be going well. Peak has stayed in contact with Jim and will be spraying the weeds as soon as the weather settles down.

Emily

• Moving/Joel taking over - Emily and her family have moved, so she will no longer be serving as secretary. Our non-compensated member, Joel, will be taking over this position. We discussed the responsibilities and duties he will perform. He will be in charge of clubhouse key cards, posting the meeting minutes on the blog, updating resident contact information, as well as being in charge of scheduling pest control and clubhouse carpet cleaning.

Jenelle

• Pool Opening - After one inspection, we will need to have a couple things fixed before opening the pool. Tentatively, we will open the pool this coming Saturday, May 16, if we pass the next inspection. We will notify the community when it opens.
• Stanley Steemer - price for tile and upholstery - Emily had previously gotten a price quote from a representative at Stanley Steemer to clean the tile as well as the furniture upholstery. Jenelle would like to have these things done in the clubhouse. We decided not to spend $500 to get the tile cleaned and pay Damian, who cleans the clubhouse, to do it with Rich's steamer. As for the upholstery, we all voted to have it done after Rich gets a bid from another company. See Voting Record below.
• Changing Tables - Jenelle suggested we get changing tables in the bathrooms. We decided we do not currently have the money in the budget for them right now, but will consider them in the future.

Joel

• None

Voting Record

Proposed: Have furniture upholstery in the clubhouse cleaned as soon as possible.
For: Rich, Allison, Emily, Jenelle, and Joel
Abstained: Michael and Jim
-MOTION PASSED-

Pest Control Rescheduled for Saturday, April 18

See post below for more information regarding treatment.
Please contact us with any questions or concerns.

April 2015 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, April 8, 2015 - 7pm at Clubhouse

Present: Allison, Michael, Jim, Emily, Jenelle, and Joel
Not Present: Rich

Rich (Not in Attendance)

• No Business

Allison

• Paint Bids - Allison obtained three bids from different paint companies to come and re-paint the front bay windows of all the units as one of the projects this year. These bids range from $8500 - $15000. We decided to have this work done in the fall. We will also decide in the future whether or not to do the project in phases.
• Liens - Currently, we put a lien on a unit that is behind on monthly dues over $300. With our fee being raised to $148, it only takes about two months to reach this amount. We discussed changing the amount required to place a lien on the home, but decided to keep it the same. We will also review the CC&R's to see if it specifies this amount.

Michael

• Late Dues - 14 units are currently behind on monthly dues. Two units are at the $300 mark. Two other units already have liens placed on their units. One of these units may be going into foreclosure which could result in the loss of the accrued fees. Michael will research the cost/time of a civil suit against the owner for the fees. 
• Q1 Budget - Michael had previously emailed the budget to the board members and asked if we had any questions. No questions.
• 2015 Project Planning and Bids
• Landscaping - Jim collected a bid for mulch ($6270) and to pull out shrubs around the outside of the pool fence and replace it with sod ($825). We will watch the weather and decide when to lay mulch at next month's meeting. Jim will also look into the cost of putting drip systems in the front of all the buildings.
• Clubhouse - See Jenelle below.
• Units - See Allison above.
• Community - Rich had collected bids for carport repairs/repainting ($26,200 for total project; $6550 in phases), repainting of pool fence ($6240), new picnic tables ($500 - $700), and benches for the playground ($300 per bench). We will vote on when to have this work performed at the next meeting.

Jim

• General Landscaping Updates - Discussed bid for mulch and Jim laid out a plan for the drip systems to see if we would be interested.

Emily

• New Move-Ins - Discussed any new residents to the community.
• Pest Control - Sage Pest Control is scheduled to come next Tuesday, April 14.
• Carpet - Stanley Steemers came and cleaned the clubhouse carpet on Tuesday, April 7.

Jenelle

• Hot Tub Update - Liquid Assets resurfaced the hot tub and installed the new heater recently. It will be ready to open by this coming Saturday.
• Security System - The upgrade to the security system is scheduled for the last week of April.
• TTT & Dish bills - Straightened out some issues with the last bills received from these companies.
• Resident Review of Rules - Discussed giving the residents a review of the pool rules either by emailing them or putting them in the newsletter. Also discussed other ideas.

Joel

• No business

Voting Record

No votes held during or between meetings

Pest Control - Tuesday, April 14, 2015

Attention! Sage Pest Control will be coming to spray on the morning of Tuesday, April 14, 2015. They will spray the playgrounds, clubhouse (inside and out), carports, as well as the foundations and eves of all the units.
IMPORTANT: If you do not want your backyard sprayed, please lock your gate! They will spray all backyards with open/unlocked back gates. Due to our wasp problem, as a board, we recommend all units have their backyards sprayed, though it is completely optional. The wasps create nests in the eves and the vents in the eves. If they do not spray your backyard, these areas will not be treated. Make sure to move all toys, equipment, etc. in your backyard away from your home to avoid over-spray.
  Remember this spray will not harm your pets, children, home or car. If you have any questions, feel free to contact us.

March 2015 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, March 11, 2015 - 7pm at Clubhouse

Present: Rich, Allison, Michael, Jim, Emily, Jenelle, and Joel (all)

Rich

• Gym Feedback - Discussed repairs in the exercise room. We will get a new pin for the weight machine. Stereo is old, but will be discussed in the future.
• Dumpster Damage - Discussed updates on the dumpster enclosure. Police report was filed by a resident on the night of the incident. We have been contacted by the car's owner's mother and are working with her. Peak Landscaping is fixing the enclosure and has installed new posts. They will finish the project on Friday or Saturday.
• Basketball Hoop - The community basketball hoop is broken. We discussed replacing it in the future depending on the budget.

Allison

• Park Vandalism - A hole has been burned in the tube slide on the large playground. It shouldn't cause any issues or injuries to children. We will discuss it further in the future. A new playground is not planned in the budget for this year.
• Cat Traps - Last year, Springville Animal Control set out cat traps during the summer months and caught 40+ cats. It decreased the cat issues in the community. We will wait for feedback from residents before setting the traps out again.

Michael

• Late Dues - 16 units currently behind on monthly dues; 2 units currently have liens on their homes; 2 units are a nearing the $300 mark for liens.
• 2015 Project Schedule
• Landscaping:
• Mulch - Suppliers will not have prices for mulch for a few more weeks. We will discuss further at April meeting.
• Bushes - We need to get a count of what bushes in the community need to be replaced and find bushes to replace them with. We hope to start replacing them in May. We also plan on having Peak pull out the dead bushes on the outside of the pool fence. 
• Trees - Discussed which trees need attention this year. Jim will have Peak replace the tree in front of the clubhouse in the next couple months. They will also remove the berry tree in front of unit 57 this weekend when they come to finish the dumpster enclosure. 

• Clubhouse
• Hot Tub Resurfacing - Jenelle received a bid from a subcontractor of Liquid Assets for approximately $2500. She will have them start as soon as possible so we can open the hot tub.
• Hot Tub Heater - We had previously voted to get a new heater for $3000. Trevor with Liquid Assets will order the heater so it can be installed as soon as the resurfacing is complete.
• Security System - We had also previously voted to do some upgrades on the security cameras at the clubhouse. Mountain West Security already quoted us around $850 for the needed changes. We decided to have this done as soon as possible. Jenelle will contact them.

•  Units
• Front bay window siding repairs/painting - Allison will call around for bids to paint and repair the front bay windows of all the units. Depending on the painters schedule, we hope to have this done during the summer months.

• Community
• Carports - Rich has been in contact with a company who will repair and paint the carports. The whole project will be roughly $25,000. We've discussed doing them in phases over the next few years. Rich will contact the company and see if that will change the price. The project will begin in the summer - depending on the company's availability.
• Metal Fence around the Swimming Pool - Rich will also ask this company about painting the fence around the pool which is worn and rusting. He will get a bid and have them do it at the same time as the carports.
• Picnic Tables - The couple picnic tables in the public areas need to be replaced. Allison suggested looking into just replacing the wood on the tables. She also looked at Costco at new tables. We will keep looking at options and have them replaced for the warm weather season. Along these lines, we will also look at new benches for the playgrounds.

Jim

• General Landscaping Updates - Peak will begin landscaping duties at the first of April.

Emily

• New Move-Ins? - Discussed any new residents to the community.
• Carpet Cleaning - Emily will schedule the clubhouse carpet cleaning for April.
• Pest Control - Discussed whether or not to spend money on pest control this year. See Voting Record below. Emily will also schedule this for April.

Jenelle 

• Hot tub updates - Regarding resurfacing and new heater. See above under Michael.

Joel

• No Business

Voting Record

Proposed: Have Sage Pest Control come and spray the community again this spring.
For: Rich, Allison, Jim, Emily, Jenelle, and Joel
Opposed: Michael
-MOTION PASSED-