June 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, June 14, 2011 – Clubhouse at 7p

· Past business/follow-up from May meeting:

· Jamie:
o Door painting update/schedule changes
o Unit #42
o Violations
o Dogs barking and pooping

· Michael:
o Car port update
o Other projects updates
o CC&R amendments

· Amber:
o Financial report
o Request for insurance certifications
o Pool age clarification
o Changing meeting days

· Tyler:
o No business

· Emily:
o No business

· Erin:
o Clubhouse updates

Voting Record

No votes held between meetings.

May 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, May 10, 2011 – Clubhouse at 7p

Present: Jamie, Michael, Erin, Emily, Tyler, Amber, Unit 50

• Past business/follow-up from April meeting:

• Jamie:
o Door painting
 Mike Whiting has been selected for the front door painting project. Project will commence June 2011. Details forthcoming
o Violations
 Unit 96 will receive a special assessment to remove their tree stump from the front yard area
o Pothole repair
 Soliciting bid from Big Red Asphalt for the pothole developing around the manhole cover on 150 E and sealing cracks to prevent additional potholes. Temporary patch kit can be purchased in the meantime
o RV parking lot questions
 It has come to the Board’s attention that details regarding the RV Storage area were not communicated to the community and will be clarified in the July newsletter
o Swap meet
 Saturday, June 4 from 9am-12pm in the north playground area

• Michael:
o Carport bids
 Received a bid of $200 per carport with regard to restoration. There are a total of 40 carports in the community with 5 identified to be in need of urgent restoration/repair
o Unit 42
 Next steps discussed with regard to collecting past dues. Will contact the city for possible consequences and will contact the owner to set up a monthly repayment plan

• Amber:
o Unit 9
 Settled CheckNet relationship for $407. Lien still in place. Prospective buyer has most likely fallen through. The community will likely lose the +$3,600 owed in unpaid dues
o CheckNet
 All CheckNet accounts on delinquent properties have been terminated
o Monthly report
 8 units are delinquent in their HOA dues payments – which is less than last month’s 9 units – for a total uncollected amount of $6,929.55. Access to community amenities has been restricted. Currently, 2 units have liens assessed to the property as payments past due have exceeded $300.00 each. 2 additional units are close to the $300 delinquent limit which would result in liens being placed on those respective properties

• Tyler:
o List of possible CC&R amendments
 Lists from Board members will be consolidated at next month’s meeting and will be amended prior to the October annual meeting
o Gates & fence repairs
 Final bids have been received by 3 companies. Company to be selected this month. One enclosure on 200 E is in need of urgent repair and will be the first project to be requested
o Landscaping survey
 A survey will be placed online for residents to fill out and assess D&T Landscaping’s performance. Soliciting bids for next year will begin this month for discussion/vote at the October annual meeting

• Emily:
o Power washing plan & communication
 Power washing to be completed by Thursday, May 20, weather dependent

• Erin:
o Clubhouse updates
 A lock box will be installed in the Theatre Room over the thermostat to prevent accidental adjustment
 Clubhouse has been sprayed for ants resulting in a decrease of sightings. Please notify Clubhouse Manager if additional spraying is needed
o Pool opening
 Discussion about opening Friday, May 13th
o Reservation form revisions
 Form revised to include both Clubhouse and Pool/Hot tub hours as well as time frame for requesting tables and chairs. Reservation form will be made available on the cool, awesome, new blog
o Clubhouse age limitations/rules
 No changes. Individuals under age 18 require adult supervision
o Security system/alarm power down

 
Voting Record

The following details votes held during the HOA Board meeting on Tuesday, May 10, 2011:

Format:
Proposal/topic
Cost
Votes: For, opposed or abstained

Proposed: Select Mike Whiting for door painting project
$6,050 ($55 per door)
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Proposed: Annual budget for carport preventative maintenance
$2,000 (10 carports annually after winter)
For: Erin, Michael, Emily, Tyler, Jamie and Amber (6). Motion passed

Proposed: Open pool Friday, May 13
$500 (cost to open and heat pool prior to Memorial Day weekend)
For: Erin, Michael, Emily, Tyler, Jamie (5)
Abstained: Amber. Motion passed

Proposed: Purchase pot hole patch kit for temporary fix
$17
For: Michael, Erin, Emily, Jamie, Tyler, Amber (6). Motion passed

The Pool is Opening on May 13th

We just wanted to let you all know that the pool is opening this Friday, May 13th. We are super excited and hope you are too! It is supposed to be in the high 70's on Saturday, so get out and enjoy the hot day in your pool!!

Please let us know if you have any questions.

-The HOA Board

May 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, May 10, 2011 – Clubhouse at 7p

• Past business/follow-up from April meeting:

• Jamie:
o Door painting
o Violations
o Pothole repair
o RV parking lot questions
o Swap meet

• Michael:
o Car port bids
o Unit 42

• Amber:
o Unit 9
o CheckNet
o Monthly report

• Tyler:
o List of possible CC&R amendments
o Gates & fence repairs
o Landscaping survey

• Emily:
o Power washing plan & communication

• Erin:
o Clubhouse updates
o Pool opening
o Reservation form revisions
o Clubhouse age limitations/rules
o Security system/alarm power down
 
Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Tuesday, April 12th and the posting of this Agenda for the May HOA Board meeting:

Format:

Date
Proposal
Cost
Votes – for, opposed or abstained

Monday, April 18th
Proposed: Repair the motion sensor above the Clubhouse front door
$100
For: None
Opposed: Rich, Amber, Erin (3). Motion sensor disables on purpose citing safety concerns
Abstained: Jamie, Michael, Tyler, Emily (4). Motion rejected

Tuesday, April 26th
Proposed: Replace two air filters on heating units in the Clubhouse
$52 ($26 for each filter)
For: Erin, Michael, Emily, Tyler, Rich, Jamie and Amber (7). Motion passed

Tuesday, April 26th
Proposed: Replace part on Clubhouse A/C unit for preventative maintenance
$122
For: Erin, Michael, Emily, Tyler, Rich, Jamie and Amber (7). Motion passed

Tuesday, April 26th
Proposed: Install lock box around Theatre Room thermostat in Clubhouse
$105
For: Michael, Erin, Emily, Amber (4)
Opposed: Tyler, Rich, Jamie (3). Motion passed

April 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, April 12, 2011 – Clubhouse at 8p

• Past business/follow-up from March meeting:
o Door Painting Bids
 Two companies have been identified with competitive offers. The Board will meet with each company individually the week of April 18 to select the company who will perform the project this spring/summer

• Jamie:
o Shrubs
 The deadline for shrub replacement requests is April 15th
 On the 15th, Jamie will email Tyler the list and addresses
 Jamie requested that if D&T Landscaping feels like a shrub does not need to be replaced than we ask that they document and notify us so we can let the homeowner know
o Tree Removal
 Owners will not be allowed to remove residual tree stump through own efforts
 Removal will be completed by D&T Landscaping
 The deadline for Tree removal requests is April 15th
 Homeowner will be asked to send a $30 separate check in with their May dues with a note stating it is for tree removal and the address or unit number
 On the 15th, Jamie will email Tyler the list and addresses and also Amber a list for financial purposes
o Power Washing
 Power washing will commence Saturday, April 30th with the far North complex with addresses 806 through 816 and the complex with addresses 778 through 802
 Based on how this project proceeds on the day listed will determine which other complexes are washed and at what scheduled
 Stay tuned!
o Spring Activity
 Saturday, June 4, 2011 there will be a “Swap Meet” held in the Playground area of the complex from 9am-12pm
 Please bring the items you’d like to swap and come socialize!
o Pool
 Handed in pool furniture receipt.
 Proposed refurbishing four broken lounge chairs into two working lounge chairs
o Specific Assessments for Needed Repairs
 The Board has is responsible for timely repairs with respect to external damages on units
 Should a unit require a repair the Board will inquire with the unit’s owner for a reasonable time frame/plan for repair or offer assistance to manage the unit’s repair and assess a specific assessment for the owner to pay

• Michael:
o Community Internet
 Will pursue at a later date to be determined
 May be an item under consideration during the annual meeting in October 2011
o Car ports...rust, paint, replacement, etc.
 Will begin contacting businesses to get estimates on repair costs to those car ports which stand in most need of rehabilitation
o Warnings for clubhouse misuse/access
 Community members who may have contributed to Clubhouse misuse will be contacted by the HOA President and/or Vice President
 Warnings, if necessary, will be given prior to restriction of Clubhouse access and amenities
• Amber:
o Monthly Treasurer report
 9 units are delinquent in their HOA dues payments – which is less than last month’s 12 units – for a total uncollected amount of $6,742.98 to the community, which is a decrease of approximately $100.00 from last month
 Access to community amenities has been restricted. Currently, 2 units have liens assessed to the property as payments due have exceeded $300.00 each
o Unit 9
 The Board did not receive the agreed payoff amount from Unit 9
 The amount will increase to cover April 2011 dues/fees and the prospective buyer’s agent will be notified of the increase of the payoff amount to remove lien on the property
o Unit 73
 Unit 73 has gone into foreclosure
 The Board was forced to write off $272.60 in bad debt on behalf of the bank that took possession of the property
 Should the property’s dues continue to be uncollected and surpass the amount of $300.00 then a lien will be placed on the bank to collect unpaid dues
o Business Renewal
 The HOA must renew annual paperwork as a non-profit entity
 Cost of filing annual renewal is $10.00
o Checking Account
 HOA President and Vice President need to add and remove all necessary names from the Board’s financial accounts

• Tyler:
o Fence Repairs
 Currently soliciting bids for the Southeast garbage enclosure repairs
 Other garbage enclosures will be repaired as needed
o Hornets/Yellow Jackets
 Funds will be allocated for the purchase of traps and spray
 Board members will be out and about in April and May to engage in preventative population control

• Emily:
o Exterminator for units
 Extermination needs for individual units are up to owner responsibility
o Signs on gates
 Signs affixed near pool gate entrances

• Erin:
o Fence Jumpers
 The pool gates will not be accessible past 10:00pm when the pool and hot tub closes. The front door will be the only entrance and exit past that time
 The green push buttons to exit the pool area will become inactive past 10:20 at night. The pool and hot tub close at 10:00pm
 Clubhouse egress must utilize the front door after the time stated above
o Exterminator
 To maintain expenses, over-the-counter bug spray will be utilized to control pests in the clubhouse
o Clubhouse Updates
 North pool gate is fixed
 Triple T will be coming out the 21st to do their cooling maintenance. While they are out we will inquire about adding a lock box to the thermostat in the Theater room
 Looking into Trevor's (pool) current contract if he is still in the community’s best interest
 Suggested “Outstanding Community Member Award” to be, at least, mentioned in quarterly newsletter
 Will discuss at next month’s meeting
 
Voting Record

The following details votes held during the HOA Board meeting on Tuesday, April 12, 2011:

Format:
Proposal/topic
Cost
Votes: For, opposed or abstained

1. Proposed: Unit 96 to remove tree stump in front yard under own efforts
Cost: Undetermined
For: Tyler (1)
Opposed: Erin, Michael, Emily, Amber, Jamie and Rich (6)

2. Proposed: Refurbish 2 old pool lounge chairs using parts from 2 other old pool chairs
Cost: Minimal (less than $20)
For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

3. Proposed: Pay Triple “T” Heating for fall season maintenance plan on Clubhouse heaters during spring A/C preventative maintenance visit
Cost: $190
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

4. Proposed: Terminate relationship with Collection Agency (CheckNet) with respect to Unit 9 to prevent monthly increases and unnecessary costs to the Community
Cost: $830
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

5. Proposed: Set aside $300 for preventative controls for yellow jacket/hornet maintenance
Cost: $300
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

April 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, April 12, 2011 – Clubhouse at 8p

• Past business/follow-up from March meeting:
o Door Painting Bids

• Jamie:
o Shrubs
o Tree Removal
o Power Washing
o Spring Activity
o Pool
o Specific Assessments for Needed Repairs

• Michael:
o Unit w/ missing window shudder: Time frames for repairs?
o Community Internet
o Car ports...rust, paint, replacement, etc.
o Warnings for clubhouse misuse/access
o Clubhouse exterminator
o Gates/garbage enclosures follow-up
o bids:
 security system
 pool
 fences/garbage enclosures

• Amber:
o Monthly Treasurer report
o Unit 9
o Liens
o Business Renewal
o Checking Account

• Tyler:
o Fence Repairs
o Hornets/Yellow Jackets
o Door Painting Bids/Organization

• Emily:
o Wasps on the playground
o Exterminator for units
o Power washer
o Signs on gates


• Erin:
o Fence Jumpers
o Exterminator
o Clubhouse Updates


Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Tuesday, March 8th and the posting of this Agenda for the April HOA Board meeting:


Format:
Date
Topic
Cost
Votes – for, opposed or abstained


Thursday, March 23rd
Meeting held to determine lien settlement pay out for Unit 9. Original amount owed was approximately $4,500. Negotiated pay out amount with prospective buyer for $2,784.10.
None.
For: Amber, Tyler, Michael and Erin
Not present: Emily, Jamie and Rich

April 2011 Newsletter

We would like to make you aware of the link to a PDF file of the April 2011 newsletter. This is found under the 'Documents' section on the right side of the screen.

If you have any questions regarding the newsletter please feel free to contact the board via e-mail, by calling the HOA phone or by leaving a comment.

Thanks!