The Willows of Springville
Home Owners Association Board Meeting
Wednesday, December 11, 2013 - Clubhouse at 7p
Present: Rich, Allison, Amber, Emily, Jenelle, and Michael
Not Present: Jim
Rich
- CC&R's - At the beginning of each monthly meeting, we will read a portion of our CC&R's in order to re-familiarize ourselves with them. At this meeting, we read over Section 3.
- Unit 35 Add-on - As previously discussed, unit in question has added a trellis in their backyard that does not comply with community standards. Since the temperatures are currently below freezing, as a board, it was decided we would table the issue until March.
Allison
- Icicle Questions - In response to an email the board received from a community resident, we discussed possible solutions with our current icicle issue. We also experienced this issue last year. We have our landscaping company, Peaks Landscaping, shovel and spread ice melt on porches when they come to remove snow. Though it could be done much more often, this would not be cost effective to pay the landscapers hourly to do this. We recommend residents purchase a bag of salt or ice melt and spread it on their porches as needed. Regarding the icicles - residents are welcome to install heat tape on their roofs or gutters (or have it professionally installed). We ask that an email be sent to the board if this is to be done, so we are aware. Since not all units have the icicle issue, it will not be a community project.
Amber
- Charging Car - Verified that our front porch receptacles are connected to our individual units, so that specific unit is paying the electric bill and not the HOA.
- Monthly Financial Report - 7 units behind on dues this month; one caught up from last month.
- Change of Title - Discussed process of how our accountant is aware when a new homeowner has purchased a unit.
Jim (not in attendance)
- Outside Clubhouse Lights - Eve/outside lights on clubhouse are turning on during the day. Timers are not working correctly. Emily will look into it further and maybe look into a photocell instead.
- Repairs for November: Clubhouse - Re-attached rubber carpet strip in theater room and replaced three furnace diffusers. Replaced the gate drop rods in the middle dumpster and then replaced same drop rods again with welded modification after they were stolen. Jim documented his time and supplies and was paid for repairs.
Emily
- New owners/renters - Discussed if any residents have moved in or out since last meeting.
Jenelle
- Hot Tub Heater - Our pool caretaker replaced a few parts on the hot tub heater which got it working again. The heater will need to be replaced next year. Approximate cost: $3000. Last time heater was replaced was in 2007.
- Other Recent Repairs - Someone had messed with the wires in theater room - now they are fixed; Urinal in men's restroom had flooded and broke - plumber came and repaired it for approx. $600; batteries in the security system needed to be replaced - Mountain West Security replaced them.
- Universal Machine and Weight Bench - Intermountain Fitness Repair came and inspected the universal machine. He gave Jenelle a bid for all the repairs. See voting record below. Weight bench is also broken. Rich will purchase a new one and get rid of old one.
- Adding Security Cameras to Dumpsters - Jenelle discussed possibly putting cameras by the dumpster enclosures with Mountain West Security to prevent large items/furniture from being placed in dumpsters or enclosures. To run wires and install cameras to each enclosure would be very expensive. He gave us the option to put dummy cameras up for $100 each. We discussed this and decided against it.
- Contract with Stephanie - Jenelle wants to have Stephanie, who cleans the clubhouse, send her an email with the list of her responsibilities.
- Records - In an effort to organize the clubhouse office/closets, Jenelle discussed with the board which past records should be kept or thrown-away.
Michael
Voting Record
Proposed: Pay Intermountain Fitness Repair to make repairs on universal machine. It will cost $482 to replace cables, cams, knobs, and do some welding.
For: Rich, Allison, Amber, Emily, and Jenelle
Unopposed: Michael and Jim
-MOTION PASSED-
Vote held between meetings-
Proposed: Switch from D&T Landscaping to Peaks Landscaping for snow removal and landscape maintenance.
For: Rich, Allison, Jim, Amber, Jenelle, Michael, and Emily (all)
Against: None
-MOTION PASSED-
The Willows of Springville
Home Owners Association Board Meeting
Wednesday, November 13, 2013 – Clubhouse at 7p
Present: Rich, Allison, Amber, Jim, Emily, Jenelle, and Michael (all)
Rich
- Unit 35 Add On - Homeowner had previously come to the board and asked if they could build an add-on in their backyard. There was a misunderstanding as to what this add-on would look like. Will discuss further action at next month's meeting.
- Backyard Trees - Concern about the trees in some backyards. They are reaching into neighbors backyards and also have the potential to ruin foundations and underground systems. Discussion about when to have homeowners remove them on their dime. Will also discuss further at a later date.
- Community Complaints - Discussion on how best to handle complaints from residents in the community. Rich and Allison respond to these concerns. Any complaint will be forwarded onto the member of the board that handles that specific area such as landscaping, reservations, key cards, etc.
Allison
- Cats Update - Allison returned the cat trap to animal control. Apparently, our greatest cat issue stems from the neighboring trailer park where the animals are coming from. Animal control are working with residents in that area to control the cats which will lessen the number of cats in our neighborhood.
Amber
- Monthly Financial Report - 4 units currently behind on monthly dues; 1 caught up from previous months
Jim
- Repairs completed since last meeting: Gates on dumpsters fixed, steel grate in sidewalk on 750 No. replaced, pond weeds removed, dead trees removed and some other trees trimmed, and Hartman's wasp nest removed.
- Review of meeting with Devin with D&T on 11/4/13 - Jim did a walk-through of the community with Devin to determine a contract, what needs to be done, and what we can expect from his company
- Snow Removal Contract - Presentation for snow removal by Devin with D&T Landscaping at 7:15pm and another presentation by Brian with Peak Landscaping at 8:00pm. Majority of meeting was spent discussing whether or not to stay with Devin or change to Peak. Jim will get a bid on landscaping maintenance from Brian and we will vote after comparing both companies.
Emily
- Retention Pond - Weeds/trees were removed from pond, but garbage was not removed.
- RV parking fence - A slat is constantly being removed by the retention pond into the RV parking where kids are climbing through. Discussed possible fixes for the issue.
- New renters/owners - New residents are asked to contact Emily when they would like their key card activated.
Jenelle
- Universal Machine Update - Erin was previously unable to make contact with Champion Fitness who usually does the repairs. Jenelle will try again to contact Champion, but will also contact other companies to get the machine fixed.
- Clubhouse Clean-up - Issue with people using clubhouse without a reservation not cleaning up after themselves.
- Blank plate on main room floor - Jenelle will replace the current bent plate.
- Chocolate Fountains - We currently have 2 chocolate fountains which were purchased by a previous board sitting in the closet. The board gave Jenelle permission to sell these fountains.
- Power surge to receiver - Recently there was a power surge in the clubhouse which tripped the breaker. Jenelle contacted a resident in the community, Jason Miller, who came and fixed the issue.
Michael
Voting Record
Proposed: Have Jason Miller purchase HDMI cable for approximately $20 for the clubhouse DVD player and install it.
For - Rich, Allison, Amber, Jim, Jenelle, Emily, and Michael (all)
Against - None
-MOTION PASSED-
As a board, we would like to thank everyone who came to our annual HOA board meeting last night, October 9, 2013. We appreciate your support and interest in your community. Hopefully we addressed any questions or concerns you had about the budget, landscaping, clubhouse and the community in general. We were able to collect the needed amount of votes to welcome three new members to the board. We are excited to work with Jim (Landscape Manager), Jennelle (Clubhouse Manager), and Michael (NC Voter)! We will also miss Erin and Mike and thank them for their service on board.
Thank you for being part of such an amazing community!
The annual Willows of Springville HOA Board meeting will be held this coming Wednesday, October 9, 2013 at 7pm at the clubhouse. We will be discussing the 2013 budget as well as the projected 2014 budget. We will also talk about projects we've accomplished throughout the last year as well as address any concerns. We invite all homeowners in the community to attend.
Also, PLEASE turn in your voting form! We currently have 3 positions available on the board - 2 compensated positions and 1 non-compensated, voting only position. You should have received your voting form in the mail or via email. If you did not receive a form, please contact us. You are welcome to bring the form with you to the meeting. If you are unable to attend, please turn it into the clubhouse office or email it to thewillowshoa@gmail.com.
Thank you for your continued support and for being a part of our community!
Pest control has been moved to Saturday, September 28, 2013. Please contact us if you have any questions or concerns.
Attention! Sage Pest
Control will be coming to spray on the morning of Thursday, September 26,
2013. They will spray the playgrounds, clubhouse (inside and out),
carports, as well as the foundations and eves of all the units. The
playgrounds and clubhouse will be sprayed first so they will be dry for
community use that day.
IMPORTANT: If
you do not want your backyard sprayed, please lock your gate! They will
spray all backyards with open/unlocked back gates. Due to our wasp
problem, as a board, we recommend all units have their backyards
sprayed, though it is completely optional. The wasps create nests in the
eves and the vents in the eves. If they do not spray your backyard,
these areas will not be treated. Make sure to move all toys, equipment,
etc. in your backyard away from your home to avoid over-spray.
Remember this spray will not harm your pets, children, home or car. If you have any questions, feel free to email us.
The Willows of Springville
Home Owners Association Board Meeting
Wednesday, September 11, 2013 – Clubhouse at 7p
Present: Rich, Allison, Amber, Erin, and Emily
Not Present: Mike and Jim
Rich
- Annual Meeting Prep - Our annual HOA meeting will be held Wednesday, October 9, 2013 at 7pm at the clubhouse. This meeting is for all homeowners. We will give a recap of what we've accomplished as a board and community in 2013. We will also discuss the budget from 2013 and the projected budget for 2014. We also have two positions available on the board - one compensated, one non-compensated. The community will vote someone into these positions.
- Board Positions - Two positions available. Three members of the community have expressed interest in these positions - two have sent in their brief paragraphs. If you are interested, please send a brief paragraph about yourself to the HOA email: thewillowshoa@gmail.com. To qualify, you must be a homeowner and in good standing with your HOA fees.
- RV Parking - We had a couple recreational vehicles in our parking area that belonged to former members of the community. Rich contacted these individuals and they removed these items.
- Asphalt Treatment - Rich will schedule this treatment with Bonneville Asphalt for the end of September or first of October. They will seal the cracks in the asphalt as well as around the edges and gutters.
Allison
- New Move Ins/Key Card - Discussed recent new owners and renters. When residents move, their key card is turned off to encourage them to contact Emily to sign a key card agreement.
Amber
- Monthly Financial Report - Two units currently behind on dues; two units caught up from last month.
- 2014 Budget Review - Discussed and calculated our 2014 anticipated budget in preparation for annual meeting in October.
Mike (Not in Attendance)
Emily
- Pest Control - Emily will schedule this treatment for the end of September. Will notify community in advance.
- Clubhouse Carpet Cleaning - Members in the community will give Emily contact information for more carpet cleaning companies. She will have the carpet cleaned in October before the annual meeting.
Erin
- Pool Closing - Pool will close the end of September. Projected date: September 30, 2013.
- Update on Champion Fitness - Champion Fitness repairs the universal machine in the clubhouse. Currently a bolt needs to be replaced. Erin has been attempting to get a hold of the representative from Champion Fitness and is currently unable to.
- General Clubhouse Updates: Can bulbs on the outside of the clubhouse need to be replaced - Emily will do this next week; Erin printed off 300 reservation forms for future use; the new elliptical that was delivered without a couple pieces has been repaired by Sears.
Jim
Voting Record
No votes held between meetings or during meeting.
