The Willows HOA
Agenda
9/12/19
Presiding: Janell Hampton for Renae Bowen
Attended: Janell, Cheryl, Kristina, Spencer, Ryan
Not in Attendance: Rich and Rena

Follow up

Clubhouse
 Theatre room furniture (someone needs to spray with Scotchguard – Janell?)
 Broken door to the pool area - Kristina to follow up with a permanent fix
 Showerhead faucet replacement (remove one completely and replace one – for next year)
Kristina
Landscaping
 Bikes and toys left lying around - Renea follow up
 Broken sprinklers (valve was turned off by someone; now working Ryan)
 Dead lawn and dying bushes (some complaints about water not reaching shrubs) Will see
where the problem areas are and if possible, postpone sprinkler issues to next Spring.
 Overgrown Russian olive trees (east side) Ryan will get with landscaper to cut back. May
need an arborist.
 Vinyl fence gate problems?
 Retention pond pumps (Ryan/Brian said he might have someone to do this. Kristina said she
would check with her in-law’s neighborhood with a pond and fountain to see what they do
to make repairs)
 Lifting pine trees (Ryan is working with Brian to get a bid for doing this next year)
Dumpsters
 Signs (clean-up went well) (Ryan says all efforts to adhere signs to vinyl fence have been
unsuccessful. Suggested that he will try one last attempt with a Liquid Nails product. If that
doesn’t work, he will bolt the signs to the fences)
 Trail cams ($25 to $200 depending on quality) (Group discussed and agreed that this is
probably not the best option due to what it will take to monitor and follow up with
consequences for offenders)
Bids
 Clubhouse flooring (got 2 quotes – 1 from Ryan’s family connection and Mtn. West
Wholesale Flooring in PG from Janell. Mountain West’s quote was considerably less so Janell

will be checking with them to make sure that the quotes are comparing the same quality.
The quote was for $6,046.00 for both clubhouse and the workout room. Ryan’s quote was
$7650 for just the clubhouse. Will do further checking to make a decision. Would like to see
if the flooring could be installed in time for the holidays rather than waiting until next year.
There is money in the budget since the furniture in the clubhouse never was replaced.
 Asphalt (Cheryl got 2 bids and Eccles Paving suggested that we don’t need to do anything
with this yet and to hold off. The group decided to hold off on any paving for another year)
 Painting front doors and shutters (Cheryl got 2 quotes and they were far apart in amounts.
She is going to call both back and double check to make sure the quotes are comparing the
same workmanship) We also discussed getting another bid and we didn’t finalize that.
 Small park fix up – Renae got a bid for cement pad ($2600) and Costco pavilion ($1900)
(Ryan said he doesn’t want to work on this project until the regrading bid has come back to
fix the water problems)
Questions??
Proposed budget for voting in 2 weeks (Cheryl was unclear on this and said she would talk to Michael)
Who will be replacing Tawnya? (Cheryl brought in a resume from her son-in-law and he is very qualified to do the job.
The group agreed to have him do it but want to meet with him first at the November meeting.
Tawyna would like to move out of the position by December and get someone trained as soon as possible)
Pool closure date? (Not until the end of September)
Emails? (Janell & Renae will review and respond and/or forward emails to Ryan, Spencer or Kristina depending on the needs. Cheryl will handle the financial emails)
Website updates? (Discussed that we probably don’t need a blog, Facebook and emails – overkill.
Election notifications and other information needed for the October meeting? (October 10 th deadline to submit requests to fill board member positions. Four board positions are open. Annual HOA meeting scheduled for Thurs. Oct. 24 th .
Have to solidify budget and projects for next year for the agenda. Spencer took notes and is spearheading the information for this upcoming meeting)
Discussed clubhouse cleanliness being a problem. Ryan offered to bid out the job himself and clean it since the current cleaners appear to be inconsistent both with billing and asking about cleaning supplies. We all agreed that something needs to be done to follow up and make sure that cleaning is done consistently and as contracted.
Spencer will follow up with current cleaners

Monday October 28, 2019

Monday evening, the board reconvened the annual owners meeting to tally final votes and the results were as follows:

Cheryl Wilson - 26 votes

Kristina Mower - 23 votes

Janell Hampton - 22 votes

Ryan Williams - 20 votes

Mariano Fernandez - 19 votes

Ricky Ramos - 17 votes

Brandi Bennett - 15 votes

We would like to extend sincere thanks to all those who ran for Board Positions and hope that they, along with many others, will continue to come participate in our monthly board meetings and run for future available positions. With these elected persons, the following assignments were made:

Renae Bowen, President

thewillowshoa@gmail.com

801-369-7110 (texts preferred)

Janell Hampton, Vice President

Kristina Mower, Secretary

Cheryl Wilson, Secretary of Finance

Ryan Williams, Landscaping

Spencer Maxfield, Clubhouse Manager

Rich Davis, Non-Compensated Board Member

A list of duties for each board member position is in the process of being finalized and will be distributed with upcoming meeting minutes in an effort to help you know who/how to contact and hold accountable for the various issues you may encounter. Our next regular Board meeting is scheduled for Thursday, November 14th at 7pm in the clubhouse. We hope to see you there!

As always, we welcome your feedback and look forward to serving with you, and for you, this coming year!