April 2016 Board Meeting Minutes

The Willows of Springville

Home Owners Association Board Meeting

Wednesday, April 13, 2016 - 7pm at Clubhouse

Present: Elizabeth, Michael, Joel, Meagan, Kristina

Not Present: Rich, Jim

Elizabeth

·          Garbage Door- South 200 E, Garbage door repair for all fence enclosures around dumpsters. Peak Landscaping to be contacted to review pricing options for fence repair.

·          Violation/Fee for those units with items left out front. Continued discussion about fines for those who are leaving items in front of their units. The board has received several complaints. Unit owners to be contacted and issued warnings.

·           Unit complaints and concerns

o    Broken fence

o    Items in front of units

o    Garbage behind fences

§  Peak landscaping to clean up

o    uniform paitning of all bay windows in front of units

o    Missing shutters

§  An ongoing discussion is being held among the board about options to repair and replace shutters. Motion to be voted on.

·         In an effort to update contact information for current owners and renters of all residents the following steps will be taken. Email to be sent requesting updated info from all, follow up emails to each week as we approach May 13, 2016. On May 13th all issued keycards will be turned off. At this point residents who have updated their information will have keycards reactivated those who haven't will need to contact HOA and update contact information to have clubhouse access reinstated. This process was previously voted on and passed by majority vote among board members.

Rich (NOT PRESENT)

·        Insurance renewal: increases $250 a month/$3000 a year because of claim from unit 77. If no claims this year, we will get a portion of claims discount back which will decrease the premium next year.

·        Bay window painting and carport update: Rob has been great to work with. Carports starting at the end of next week.

·        Broken light fixture in theatre room- total price for repair will be $75

·        Garbage coming before 7am complaint- Rich has contacted Republic Services and they will adjust schedule to arrive just after 7 every week.

·        Shutter repair- To be discussed in upcoming board meeting and motions will be voted upon.

Michael

·        Month and year end budget-

o   If budget holds as is we’re on pace to place $30k in savings. Proposal presented to allocate 6 blocks of $5k (total $30k) into 6 new CDs. We currently have 12-12 month CDs. 6 new CDs will stretch the laddering out to an 18-month cycle and qualify for higher interest rates.

·        Unit 41 – past due update

Jim (NOT PRESENT)

·        Peak Landscaping has started for the season

·        Aeration has been completed. Brian will advise when the first weed and feed will be applied.

Meagan

·        Proposed to increase the frequency of clubhouse cleaning to weekly visits. Cost per visit would be $60 total per month would be $240 which is $40 more than current arrangement of bi- weekly visits.

·        Spa pump replacement

o   Discussion about the frequency that the pumps and pool heaters have needed to be repaired and replaced. Michael to review the budget and further action will be proposed based on necessary changes.

·        Spa reminder to residents. To be included in upcoming email.

Joel

·        Carpet cleaning of the clubhouse- Proposed to clean beginning of May as well as clean clubhouse couch upholstery in waves, beginning with large sofas in common area. Also proposed by board to seek out additional bids in an effort to ensure that Stanley Steamers is the best service to use.

·        Pest control treatment- Proposed to switch to AB pest control after recent bids have been received. The treatment to be scheduled for the first week of May. Residents will be given notice to leave back fences open. Backyard treatment is included in the bid. An opportunity to have individual units treated on the inside will be made available. Individual unit owners will need to contact AB pest control to arrange the schedule to match the scheduled treatment day as well as the payment. Quoted cost for each unit is $20 per home.

·        Move in/move outs

Kristina

·         None

Voting Record

  

Proposed: Necessary steps to update resident contact information. Unit owner and renters will be required to send updated contact information to HOA board prior to May 13, 2016 to avoid keycard interruption.

          For: Michael, Joel, Elizabeth, Kristina, Meagan

          Against: None

          Abstained: Rich, Jim

Proposed: Budget steps to be taken to increase budget reserves. See Discussion points under Michael’s name.

          For: Michael, Joel, Elizabeth, Kristina, Meagan

          Against: None

          Abstained: Rich, Jim

Proposed: Carpet cleaning of clubhouse and clubhouse furniture. With stipulation that additional bids be received for price and value comparison.

          For: Michael, Joel, Elizabeth, Kristina, Meagan

          Against: None

          Abstained: Rich, Jim

Proposed: AB pest control services to be used for May pest control treatment.

          For: Michael, Joel, Elizabeth, Kristina, Meagan

          Against: None

          Abstained: Rich, Jim

To be discussed and voted upon in upcoming meeting: Shutter replacement and repair, Fence and garbage enclosure area repair, Insurance bids for HOA insurance policy currently held by State Farm, Continued use of current pool and spa treatment company, Continued use of current landscaping company.