December 2020 MEETING AGENDA & MINUTES

December 10, 2020

In Attendance:  Renae, Kristina, Rich, Janell, Morgan

Zoom/Call-In: 

Absent: NA

Community Time:

• 
  

Assignments Review/Tabled Items:

• Dumpster Clean: December = Spencer; January = Morgan

• Shutters - follow up on correct color

• Rain Gutters Follow Up - 200 North was little worse then expected. Very pleased with clearing of cutters.

• Leaves- Approved- to have Peak clear as many leaves as possible.

New Business:

• Move Ins/Outs:

• Move in welcome packet

• When?

• Riley gets something from Title company. Typically has the name address

• Include

• Payment info (the PO Box & dues amount)

• Contact information

• Who to contact for clubhouse keycards

• Include the keycard agreement form

• Move in/outs reminders - when to contact board and what to do.

• 24-48 hour memo

• Board member responsibilities review and training plan

• Blog - double check links - Kristina will message me login info.

ATTENTION COMMUNITY: 

We have scheduled for gutters and downspouts to be cleaned starting TOMORROW, Monday, November 23rd at 8am. They will be climbing on roofs and cleaning out debris and flushing downspouts out with pressurized water. No interaction is needed with them, but if you would like them to wash your windows while they are at it, it is a $45 charge and will include all outside windows.

 Thank you!

 November 2020 MEETING AGENDA & MINUTES

November 12, 2020

In Attendance:  Renae, Janell, Kristina, Cheryl, Spencer, Morgan, Rich

Zoom/Call-In: NA

Absent: NA

Community Time:

• WELCOME Morgan Honeyman as a new member of The Willows HOA Board.

Assignments Review/Tabled Items:

• Dumpster Clean: November = Renae, December = Spencer

• Headboard needs to be repositioned until dump run

• Shutter purchase

• Pool Tiles and Handrail Fix - This has been resolved.

New Business:

• Move Ins/Outs: 

• Fall Landscaping - leaf concern

• Contract ended October 31st

• Trying to manage the retainment pond by cleaning it up now so in spring it doesn’t look overgrown

• Attention to the creek - Spring cleanup

• 40-60 hours of leaves needed - $40 an hour - Rich approved 25 hours

• Snow Removal

• At what depth do we want them to come out?

• 1 to 1 ½ or 2?

• Avg to clear sidewalks is $550

• 2 inches for now

• When do we want them to come out?

• 1st on his route

• Ice melt

• $15 for 50 lb bag of ice melt to help avoid paying when it’s a light snow

• 2021 Landscaping Contract

• Same price except recommends in March, an extra fertilization for weeds and crabgrass (would make it 3 total, roughly $600 an application)

• Unanimous agreement to continue with Peak

• Rain gutters with Leaves 

• Long term maybe look into gutter screens

• Gutter cleaning bids

• Get an evaluation first to determine need and potential problem areas

• Dumpster Sign-Rich

• Sign had fallen down

• Someone took it down

• Kristina is putting sign back up.

• Update contact handout idea?

• Move in welcome packet

• When?

• Riley gets something from Title company. Typically has the name address

• Include

• Payment info (the PO Box & dues amount)

• Contact information

• Who to contact for clubhouse keycards

• Include the keycard agreement form

• *Renae and Kristina to create a draft for December meeting

• Bikes need a final warning note posted with picture and date of removal

• Schedule of clubhouse improvements

• Lights on Christmas tree

• Email/newsletter to announce due increase - Renae

• Junk behind fences & in dumpster areas - Renae

• Board member responsibilities and title changes if any

The next monthly board meeting will be Thursday December 10,2020 @ 7:00 pm by ZOOM. The Zoom link will be sent out the day of meeting. We encourage everyone to join.

 October 2020 MEETING AGENDA & MINUTES

October 22, 2020

In Attendance:  

Zoom/Call-In: 

Absent: 

Welcome:

Board Member Candidates Introduction:

Votes Submission and Tally:

Community Time:

• Community Q&A - Each homeowner gets 3 minutes to speak.

Assignments Review/Tabled Items:

• Dues Increase Decision - 

• September Resolution: Dues increase 10% starting January 2021 - $183 will be new payment.

• Property Management Decision -  

• September Resolution: No property management yet… In 2021 entertain PM co. presentations

• Next Year’s Project Proposals & Budget Discussion

• September Resolution: Board Approved by unanimous vote

• Dumpster Clean: October = Kristina; November = Renae

• Shutter purchase

• Pool Tiles and Handrail Fix

• RV lot cleanup

New Business:

• Move Ins/Outs: 

• Fall Newsletter

• Remove Hoses, snow removal procedures

• Annual Meeting Results/Info.

    

HOA recap meeting/ bank account vote: everyone on board 

Our annual owners meeting is tonight October 22,2020 @ 7:00 pm 

If you are in attendance a MASK MUST BE WORN

Zoom meeting is available for those who would like to attend virtually.  

Meeting ID: 924 1567 9223

Passcode: 908113

There are 3 positions available. Ballots are available in the clubhouse kitchen if you would like to fill yours out and drop it in the mail slot in the office.

  September 2020 MEETING AGENDA & MINUTES

September 17th, 2020

In Attendance:  Renae, Janell, Cheryl, Kristina, Spencer

Call-In: 

Absent: Rich Davis

Community Time:

• Send out notice that balconies are getting looked at.

Assignments Review/Tabled Items:

• Dues Increase Decision - 

• Riley Budget Presentation - 15% increase every other year - water bill comparison 

• Bank sends automatic bill payment info out - send to PO Box 87.

• Resolution: Dues increase 10% starting January 2021 - $183 will be new payment.

• Property Management Decision -  No property management company as of yet… 2021 entertain possible companies.

• Next Year’s Project Proposals & Budget Decision 

• Cameras by dumpsters - Kristina - not right now

• New couches in the main area of clubhouse - Spencer $5k (may come in less)

• New flooring in clubhouse main area - Janell - $6,400k - luxury vinyl plank.

• Crack Seal for asphalt - Cheryl - postpone to next October

• Pool fencing rust - DIY - $800, Contracted - $2,500

• Other pool items (different machines in the pool room)-Spence will ask Brett 

• Chemical controller- won’t be up to code come new rules in 2023

• Needs to be done in the next 2 years ($2k, maybe more with install)

• Speed bumps - Kristina - (2k)

• New treadmill - Spencer ($2k)

• Shrub replacements - pull out and replace for $3k

• Set some budget aside for pool maintenance-

• 
  

• Dumpster Clean: September = Janell ; October = Kristina

• List of Contractors- in the google drive.

• Shutter purchase - Craig is working on this.

• Pool Tiles and Hand railing Fix - $980 

• Hose hookup by pool - done

• RV lot cleanup - Weed killer

• Vehicle registration review - End of September landscape clean up, we will do a prelim organization effort 1 or 2 weeks before. Janell create a note for the missing registration.

New Business:

• Move Ins/Outs: 

• Delinquent Payments: 

• Roofing - when we re-roof can it be done around our new pipes and turtle vent.

• Renae Meeting Email stuff - October 22nd

• Annual HOA October meeting will be held via Zoom this year due to COVID-19. More information to come.

    

COMMUNITY REMINDER:

Our monthly community Board meeting is tomorrow 

Thursday, September 17, 2020

@7:00 p.m. Inside the Clubhouse.

MASKS ARE REQUIRED

Hope to see you there!

 The Willows Community:

Our pool is now CLOSED for the Season.  You will notice that the pool doesn't have the Winter cover on it. There are some repairs scheduled so the pool closed signs are up but the pool is not open to the Community.

PLEASE DO NOT ENTER the pool. Violators will be fined. 

Thank you!

                                                           ATTENTION

                                                THE WILLOWS COMMUNITY  

 We have found a volunteer who is going to help us haul away the large items that have been left laying around the neighborhood. This is a notice for everyone to have all large items you want to keep that are in any common area either moved or disposed of. If any large items (bikes, washers, dryers, grills, etc.) are found on front lawns, side lawns, or “alleyways” behind the homes on Wednesday at noon, they will be loaded up and taken to the dump. Units with large items found in common areas will have $50 fee placed on your unit, due with the September HOA payment. If you would like to leave large items to be hauled away in FRONT of your unit on the sidewalk, it will be disposed of for a $25 fee, which will be placed on your unit and due with the September HOA payment. We are grateful for this volunteer and are grateful for your assistance in getting and keeping our community clean.

Thank you, 

The Willows HOA Board

Th

 August 2020 MEETING AGENDA & MINUTES

August 12th, 2020

In Attendance: Community memebers:  Elizabeth Taylor, Brianne Powner,

Shaun and Jessica Gillen, Riley Galt.

Board members: Kristina, Renae, Cheryl, Janell, Rich, Spencer.

Call-In: 

Absent:

Community Time: As a board we really appreciate the community members coming to the monthly meeting and sharing their thoughts and input.

• Wasps - Renae will go on a killing spree this weekend --- woodchips of small playground have wasps crawling around. The board is addressing this matter.

Assignments Review/Tabled Items:

• Riley Budget Presentation - 15% increase every other year - water bill comparison

• Bank sends automatic bill payment info out - send to PO Box 87.

• Budget Report

• Water Usage Comparison

• Reserves Progress

• Dues increase estimates

• Next Year’s Project Proposals

• Cameras by dumpsters - Kristina- tabled for next meeting.

• New couches in the main area of clubhouse - Spencer $5k (may come in less)

• New flooring in clubhouse main area - Janell- tabled for next meeting.

• Crack Seal for asphalt - Cheryl- tabled for next meeting.

• Pool fencing rust - Renae- tabled for next meeting.

• Other pool items (different machines in the pool room)- spencer will ask Brett 

• Chemical controller- won’t be up to code come new rules in 2023

• Needs to be done in the next 2 years ($2k, maybe more with install)

• Speed bumps - Kristina- tabled for next meeting.

• Painting trim and bay window touch ups - Renae

• New treadmill - Spencer ($2k)

• Shrub replacements - pull out and replace for $3k

• Set some budget aside for pool maintenance-

• Our monthly board meeting ran out of time to topic these items. Reviewing the budget and increase of dues topic was majority of the meeting. These above list of items will be discussed at the September monthly board meeting.

• Management Company Presentation - Board or Owners make final decision on whether we use a management company. - Invite

• Dumpster Clean: August = Cheryl; September = 

• List of Contractors- in the google drive.

• Craig Calderwood Project Tracking Sheet

• Shutter purchase - pass to Craig?

• Pool Tiles and Handrail Fix - $980 - next month’s agenda, talk about keeping

• spa open all winter. Pros and Cons to both.

New Business:

• Move Ins/Outs: Welcome all new people to our community.

• Craigslist Questions:

• Lawn dry spots - Rich is on it!

• Hose hookup by pool - board is purchasing a hose for the pool area to help keep it looking and staying clean. The hose will be stored outside. We ask our community to not touch it or mess with it. If you see an issue that needs to be addressed with the use of the hose, please contact the board. Thank you.

• RV lot cleanup

• Vehicle registration review - End of September landscape clean up, we will do a prelim organization effort 1 or 2 weeks before.

• Wednesday before noon -large item removal.

July 2020 MEETING AGENDA & MINUTES

July 9, 2020

Called to Order: 7:04pm

Adjourned: 9:07pm

In Attendance: Rich, Janell, Cheryl, Spencer, Renae, Morgan Honeyman, Kristina, Rachel Gardner, Elizabeth Taylor

Call-In: 

Absent:

Community Time:

• Dumpsters - Schedule extra friday pickups on 750 North - ask people if they have a truck willing to do monthly dump run. - Renae do community email. - Elizabeth will post facebook live video.
• Benches - Brian can do sprinklers and sod in the old park area for $2960. Bryant would do the sprinklers. Rich will move benches to large park. Resolved: Sod in old park and adjust sprinklers to cover.

Assignments Review/Tabled Items:

• Dumpster Clean: July = Rich; August = Cheryl
• Termites - Spencer, call pest control people - carpenter ants - sprayed hornet spray and it worked. Cover with pest control.
• Open space - Sprinklers and sod for grass??? Concrete & Pavillion???- Grass/sod, Resolved
• List of Contractors- in the google drive.
• https://docs.google.com/spreadsheets/d/1Q91GuFTb-1LyoarL1lt8pFMHt581KIMCL-cL9svDzTg/edit#gid=0
• Craig Calderwood Project Tracking Sheet
• https://docs.google.com/spreadsheets/u/2/d/1y9E-sShtLPPzHlv8YyeSUD5fr-gZsyPPBmBpaBPnSog/edit?usp=drive_web&ouid=115754232952562050499
• Shutter purchase - pass to Craig?
• Pool Tiles Done and Sealed? - still on notice

New Business:

• CC&R Review:
• Move Ins/Outs:
• Pool Furniture - Spencer still needs to look at video footage and let Renae know the resident
• Budget Report
• Water Usage Comparison
• Reserves Progress
• Dues increase estimates?- can only be raised by 15%. Reserve. Last change was roughly a $4 change??
• How are we doing?
• August Meeting - public notice via facebook, blog, email, etc. invite all to the dues increase conversation.
• Next Year’s Project Proposals
• Cameras by dumpsters - Kristina
• New couches in the main area of clubhouse - Spencer
• New flooring in clubhouse main area - Janell
• Crack Seal for asphalt - Cheryl
• Pool fencing rust - Renae
• Other pool items (different machines in the pool room)- spencer will ask brett
• Speed bumps - Kristina
• Painting trim and bay window touch ups - Renae
• New treadmill - Spencer
• Shrub replacements - pull out and replace for $3k
• Management Company Consideration- discussed and will be further discussed in August
• Trash at the pool -  Spencer to talk with cleaning company to see if they can clean/pick up trash around the pool
• Missing Sprinkler Head
• Bush Trimming - maple trees extension office by mailboxes.
• RV park, keys and paperwork
• Broken Treadmill
• Email Follow Ups when an issue is addressed/solved