The Willows of Springville
Home Owners Association Board Meeting
Wednesday, April 9, 2014 - 7pm at Clubhouse
Present: Rich, Allison, Michael, Emily, and Amber
Not Present: Jim and Jenelle
Rich
- CC&R Read - Read portion of document appertaining to building structures or planting trees in the backyards.
- Unit 3 Update - Resident is improving in regards to discontinuing to provide food and shelter for feral cats in the community. Springville Animal Control will follow-up with this resident to make sure she is still in compliance with city ordinances.
Allison
- Cat Trap Update - Animal Control has placed 2 traps in the community which resulted in the capture of 15+ cats in a 6 day period.
- Phone Plan Options & New Phone - In an effort to reduce the monthly bill for the HOA cell phone, Allison researched various companies including: Virgin Wireless, Ting, Page Plus, Republic Wireless, and Zact Mobile. We decided to try Zact Mobile which offers a plan for $5.00 a month with no contract.
- Owner Contacts Update - There are several units in the subdivision that we do not have contact information for. These residents currently do not have a clubhouse key card. With the pool opening soon, we hope to hear from these residents and get their information. Then we will contact the remaining residents in person.
- Attic Insulation Program/ Questar Rebate Program - Allison was contacted by a company that offered to come check out the subdivision to see if the units have adequate insulation. We discussed the email received from this company and decided against it.
- Unit 35 Add-on Discussion - Owners of the unit in question did not follow proper procedure before installing a pergola in their backyard. Spent majority of meeting debating about action to take. Options: Invite homeowner to send in pictures of the pergola and then ask for DRC/Board approval OR tell the homeowner the pergola needs to be modified or removed by the end of May due to not following proper procedures. See Voting Record below.
Michael
- Craigslist ad for cleaning clubhouse - Concern that we may be paying too much for clubhouse cleaning services. Michael will place ad on Craigslist to see by comparison if there is any interest and for what price.
- P&L, BS, and late dues - Discussed documentation and budget arranged by Michael. Decided to discuss these spreadsheets quarterly vs. monthly.
- Post scrubbed info on Blog - Discussed whether or not it would be a good idea to post P&L and BS sheets on blog to create transparency. Opted not to. Anyone can contact Board at anytime for this information when needed.
- Unit 92 - Lien - The unit in question has missed recent payments which has put their balance over $300. Board has been unsuccessful in contacting the property management company that owns the unit with the current contact information we have. Lien will be put on this unit by Monday if dues have not been paid in full by this Friday.
- Reserve Analysis - Michael received bids from two different law offices concerning a reserve analysis. He has further questions for these companies. We will vote at a later date.
- Investment options (x3) - Michael and Rich researched CD's through a couple different credit unions.
- Lighting Switches Clubhouse - Not discussed.
- Authority to spend money vs. bringing to a vote process - Will table issue until Jenelle is present.
- Pool in May? - Currently planning on opening the pool Memorial Day weekend. We will continue to watch the weather.
Jim (Not in Attendance)
- Peak Landscaping continuing clean up from March - Received bill for work performed in March. More than was expected. We will contact Jim with questions.
- Repairs completed this month - Jim emailed the board a list of the repairs he performed for March throughout the community.
Emily
- New owners/renters? - None that we are aware of.
- Pest Control - Sage pest control will be coming to spray on the morning of Saturday, April 19.
- Clubhouse Carpet Cleaning - Done! - Stanley Steemers came and cleaned the clubhouse carpet on Saturday, April 5.
Jenelle (Not in Attendance)
Amber
Voting Record
Proposed: Stay with Sage Pest control with lower price and without granules after receiving a bid from another company.
For: Emily, Allison, Michael, Jim, Amber and Jenelle
Abstained: Rich
-MOTION PASSED-
Proposed: Invite Unit 35 homeowner to provide photos of the pergola in question and seek approval from Board/DRC.
For: Rich, Michael and Allison
Against: Amber and Emily
-MOTION PASSED-
Attention! Sage Pest
Control will be coming to spray on the morning of Saturday, April 19, 2014. 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 contact us.
The Willows of Springville
Home Owners Association Board Meeting
Wednesday, March, 12, 2014 - Clubhouse at 7pm
Present: Rich, Allison, Michael, Jim, Emily, Jenelle, and Amber (all)
Rich
- CC&R Read - We were short on time, so we did not read from the CC&R's this month.
- DRC Update - We did not receive any responses to the community email regarding the formation of a Design Review Commitee (DRC). Therefore, the responsibilities of the DRC will fall to the board.
- Tree Update - Without the DRC, the board will continue to discuss the removal of backyard trees. As of right now, the deadline of May 31st is still in place.
- Annual Meeting Schedule - Rich suggested we talk about each month's community accomplishments for the year as well as big projects and future projects.
- Calendar - Item was not discussed.
- Cats - Rich spoke with animal control concerning the feral cat issue in the community. They will visit unit in question and will issue a citation if homeowner is not in compliance with city regulations. This citation would result in this resident going before a judge.
Allison
- Carport Repairs - Jim will look into cost of equipment and material to fix them as a board.
Michael
- YTD Budget/P&L and Balance Sheet - We reviewed and discussed the documents Michael provided.
- Late/Past-due payments - 7 units behind on monthly dues; 3 caught up from last month
- Proposed investment policy to be adopted by the Board - Michael put together an investment policy that we can refer to as a board, now and in the future. See Voting Record below.
- Cash flow analysis & checking/savings analysis - Michael suggested moving around some of the money in the checking account so that we can invest some elsewhere. Rich will look into a CD.
- Proposed adjustment to insurance payments from quarterly to monthly and auto-pay - See Voting Record below.
- Review of expenses generally/ find cost savings/ idea generation- Clubhouse Cleaning: Currently have a good price with Steph's Cleaning Solutions. Trash: Rich handled the cost of garbage pick-up last year which resulted in a substantially lower rate. HOA Phone - Allison will look into a "Pay as You Go" phone from Walmart. Utilities: Jim and/or Emily will walk through the clubhouse to see if we can install timers switches in other areas. Also, Jenelle will contact Questar and Springville City to see if we can get on an "Equal-Pay" program for the clubhouse.
- Entities to contact and request bids to conduct HOA reserve analysis - Michael has contacted four companies and will make a decision once he's spoken to all of them. He will have them walk-through the subdivision and analyze when major repairs will need to be made in the future. Then we can better plan how much money we will need to have in reserves.
- Outstanding payables - Will pay bills for February snow removal and January exercise equipment repair.
Jim
- Snow removal under budget - Due to the dry, warm winter months, we have not needed snow removal services.
- DWR cleanup on North and East fence - We have had issues with the trees and other vegetation from the reserve growing over and through the fence. Since it is protected land, we cannot have our landscapers do any trimming. DWR came and did a walk-through with Jim and will have hunters needing hours for their dedicated permits come and trim the trees.
- Spring Clean-up - Peak has started the spring clean-up. They have been picking up trash, cutting shrubs away from buildings, doing aeration, etc.
- Personal Belongings behind fences - We are having an issue with residents placing furniture, garbage, and other items behind their homes (between the vinyl fence and the chain-link fences on the east side of 200 East and the west side of 150 East). Allison will send a community email reminding residents not to do this.
Emily
- New Owners/Renters? - We discussed any new residents in the community.
- Pest Control - Emily received a bid from another pest control company that is cheaper than the current price we have with Sage. She will contact Sage and see if they can match the price. She will also schedule a treatment for April.
- Clubhouse Carpet Cleaning - Emily will schedule carpet cleaning for the clubhouse with Stanley Steemers in April.
Jenelle
- Hot Tub Heater Bids - Jenelle contacted 7 companies regarding the purchase and installation of a new hot tub heater when the current one breaks. Trevor, our current pool man, gave us a bid of $3300. She was only able to get a hold of one company, Clear Springs, that gave her a bid of $3600. We will discuss further in the future.
- Process of issuing violations/fines for clubhouse - We had an issue this month when a miscommunication occurred between Jenelle, Rich, Allison and the resident in question. We discussed the process that needs to take place before any action against the violator.
Amber
Voting Record
Proposed: Adopt Board Investment Policy put together by Michael.
For: Rich, Allison, Michael, Emily, Jim, and Jenelle
Opposed: None
Abstained: Amber
-MOTION PASSED-
Proposed: Put $20,000 in savings, $20,000 in checking, and then put $50,000 in a reserve fund.
For: Rich, Allison, Michael, Emily, Jim, and Jenelle
Opposed: None
Abstained: Amber
-MOTION PASSED-
Proposed: Change insurance payments with State Farm to monthly payments instead of quarterly payments and start paying by auto-pay.
For: Rich, Allison, Michael, Emily, Jim, and Jenelle
Opposed: None
Abstained: Amber
The Willows of Springville
Home Owners Association Board Meeting
Wednesday, February 12, 2014 - Clubhouse at 7pm
Present: Rich, Allison, Amber, Emily, Jim, Jenelle, and Michael (all)
Rich:
- CC&R Read - Postponed to next meeting due to attendance of community members
- Unit #003 - cat issues
- Tree Removal - A few concerned residents attended the meeting to discuss backyard tree removal announced in the recent HOA newsletter. We discussed the reasons for our decision to have residents remove their backyard trees by May 31st as well as welcomed suggestions from the residents. A local horticulturist, Nancy, was present to tell us the harm, or lack of, that the trees could cause. It was decided that a Design Review Committee (DRC) will be appointed which will handle the backyard trees as well as other community issues on a case by case basis. See Voting Record below.
Allison
- Asphalt Update - further discussion as per January Minutes - After reviewing the 2013 budget, it was determined that we have the money to pay for the full seal-coat and re-striping. A date will be discussed at the next meeting. See Voting Record below.
Amber
- Monthly Financial Report - 8 units behind on monthly dues; 7 units caught up from last month
- 2013 Financial Report - reviewed and discussed
- Closing the Bonneville Credit Union Account - Amber will print off meeting minutes and close the account
- Change in Positions - Amber spoke to Michael, our current non-compensated board member, prior to the meeting about trading their positions on the board. He agreed to the change. See Voting Record below.
Jim
- Snow Removal Monthly Info - Went over services provided by Peak Landscaping since last meeting.
- $25.00 in repairs - Jim was paid for repairs performed around community and clubhouse.
Emily
- New Owners/Renters? - Discussed whether or not new residents have moved into the community.
Jenelle
- Theater Room Cupboard - Jim will fix hinges on the cupboard doors.
- Hot Tub Heater - Trevor, our pool repairman, informed us our heater needs to be replaced. A new heater will cost about $3000. Discussed replacing the switch that is bad for $300. Then we will replace the heater when it goes out. See Voting Record below.
Michael
- Cat Issues - Discussed above - See Unit #003
Voting Record
Proposed: Send an email to the community seeking interest for members to be appointed to the DRC. We are asking for a one year commitment and a paragraph stating reasons why they would like to be on the committee.
For: Allison, Amber, Emily, Jim, Jenelle, and Michael
Opposed: Rich
-MOTION PASSED-
Proposed: Close account with Bonneville Credit Union.
For: Rich, Allison, Amber, Emily, Jim, and Michael
Opposed: None
Abstained: Jenelle
-MOTION PASSED-
Proposed: Amber and Michael will trade positions on the board. Michael will take over as treasurer and Amber will remain on the board as the non-compensated, voting-only member.
For: Rich, Allison, Amber, Emily, Jim, and Michael
Opposed: None
Abstained: Jenelle
-MOTION PASSED-
Proposed: Have Trevor replace broken part on hot tub heater for approximately $300 with one-year warranty.
For: Rich, Allison, Amber, Emily, Jim, Jenelle, and Michael
Opposed: None
-MOTION PASSED-
Proposed: Have Bonneville Asphalt do a full seal-coat throughout community as well as re-striping.
For: Rich, Allison, Amber, Jim, and Michael
Opposed: None
Abstained: Jenelle and Emily
-MOTION PASSED-
The Willows of Springville
Home Owners Association Board Meeting
Wednesday, January 8, 2014 - Clubhouse at 7pm
Present: Rich, Amber, Emily, Jim, Jenelle, and Michael
Not Present: Allison
Rich
- Asphalt Update - Discussed whether we should pay to re-stripe the asphalt in the subdivision or do the full seal-coat and then re-stripe. Cost for coat from Bonneville Asphalt will be $8500 to do the first coat and $3500 for the second. Not sure if we have the money to pay for it, so we will discuss it further at February meeting when Amber gets the 2013 budget.
Allison (Not in Attendance)
Amber
- Monthly Financial Report - 10 units behind on dues and 3 units caught up from last month
- Taxes - Amber will file the taxes for the HOA this month and run comparison sheets which she will present next meeting.
- Garbage around enclosures - With the holidays and the cold weather, we've had an extra big issue with residents placing garbage around the dumpsters on the ground (inside the enclosures) and not in the actual dumpster. In most cases, the dumpster was only half full, but overflowing on the side that the flap was left open. The garbage company does not pick up garbage left on the ground. Rich will send a community email reminding residents to make sure they place garbage inside dumpsters.
Jim
- Holiday Garbage - (See above). Also wondered if we should have the garbage company empty dumpsters one extra time during the holidays. Will discuss next year.
- RV Parking - Jim will do a walk-through of the RV parking and make sure all vehicles and trailers belong to residents of the community. He is worried that it has just become a storage area. Last time we cleaned out this area was 2010.
- Garbage/Furniture on 200 East - Some residents on east side of 200 East are putting garbage and furniture outside of their backyards between their fence and the reserve fence. Will make sure Peak Landscaping keeps that area clean.
- Overgrown trees from reserve - There are trees from the reserve that are growing over our fence. It is illegal for us or Peak to trim them since they are on protected land. Jim is in contact with the DNR to have them come trim them.
Emily
- New owners/renters - There are no new residents to the community that we are currently aware of.
Jenelle
- Theater Room Cabinet Door - It's currently broken, but Jim will look at it and fix it on Friday.
- New Supplies - Jenelle purchased new supplies for the clubhouse including an new vacuum, mop, and weight bench.
- Clubhouse Cleaning List - Jenelle will update cleaning list for residents who reserve the clubhouse to make sure it is being properly cleaned after each use.
- Universal Machine Update - The parts have been ordered. It will be fixed as soon as parts come in.
Michael
Voting Record
No votes held during meeting or between meetings.
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-
