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-