July 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, July 13, 2011 – Clubhouse at 7p

• Past business/follow-up from June meeting:

• Jamie:
o Painting
o July newsletter
o Quit claim deed
o Asphalt repairs
o Unit #42
o Clubhouse table
o Cats

• Michael:
o CC&R amendments

• Amber:
o Monthly financial report
o Finances for the year
o October meeting
o Yearly projects

• Tyler:
o General landscaping updates/report
o Unit #96 tree removal

• Emily:
o No business

• Erin:
o Outside faucets
o Universal machine
o Emergency button
o Clubhouse updates
 
Voting Record

Format:

Date
Proposal
Cost
Votes – for, opposed or abstained

Wednesday, June 22nd
Proposed: Subcontract a handy man from Quick Repairs General Service to complete a number of small vinyl fence repairs around the complex
$700
For: Tyler, Jamie, Michael, Rich, Erin, Amber (6)
Opposed: None
Abstained: Emily (1). Motion passed

June 2011 HOA Board Meeting Minutes

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

• Past business/follow-up from May meeting:
o Place Clubhouse Reservation Form on blog

• Jamie:
o Door painting update/schedule changes
 Door painting fell behind schedule. All but 4 doors remain and the painter expects to get the remaining side jobs completed by Friday, July 8
o Unit #42
 Need to follow-up regarding payment plan for back dues
o Violations
 Caught up
o Dogs barking and pooping
 HOA will make sure dog stations are filled with baggies. Like most instances, owners whose pets leave waste in the community will be issued a warning which will be documented. Subsequent occurrences will warrant a violation/fine

• Michael:
o Car port update
 Still in communication with Tate Construction. No firm update at the moment
o CC&R amendments
 July meeting will suggest which articles to amend prior to October annual meeting

• Amber:
o Financial report
 13 units behind for a total of nearly $7,000. Unit 9 went into foreclosure and the community had to write-off almost $4,000 in unpaid dues
 2 units received liens exceeding the $300 threshold in unpaid dues
o Request for insurance certifications
 All residents who may need documentation of HOA insurance will need to contact the State Farm Representative. Contact information is as follows:
• Name: Dean Bowen
• Phone: (801) 489-5636
 This information will also be published in each quarterly newsletter
o Pool age clarification
 Pool requires age 15 and over. Clubhouse requires age 18 and over
o Changing meeting days
 Starting next month (July) HOA Board meetings will be held on the 2nd Wednesday of the month

• Tyler:
o No business

• Emily:
o No business

• Erin:
o Clubhouse updates:
 A lockbox for the Clubhouse Theatre Room thermostat was purchased from Amazon.com for $17 and will be installed
 There were recent complaints that the hot tub wasn’t heating or maintaining temperature. The igniter was fixed by the Clubhouse Pool service company
 A modest first-aid kit has been obtained and placed in the Kitchen cabinet
 An attempt to prevent fence jumpers from entering the Pool area will consist of mounting Plexiglas panels on the fence next to the Clubhouse on the south and west gate area
 Reminder: The Clubhouse is open to the community once a reservation’s time period has elapsed

 
Voting Record

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

Proposed: Puchase first aid kit for Clubhouse and Pool use
$10
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Proposed: Subcontract Best Vinyl for south and west garbage enclosure repair
$1400
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Proposed: Construct plexiglass barrier to prevent fence jumpers from entering Clubhouse Pool
Less than $100
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Just a reminder...

Painting work order forms are due in today! We ask that everyone return one to us, even if you are only getting your front door painted. We hope that by doing this it will help with the efficiency of the project and help to move it along in a timely matter.

We appreciate your patience and understanding as we try to organize this large project.

Thank you!

-The Willows HOA Board

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