June 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, June 11, 2014 - 7pm at Clubhouse

Present: Allison, Michael, Jim, Emily, and Amber
Not Present: Rich and Jenelle

Rich (Not in Attendance)

• None

Allison

• Unit 35 - Owners of this unit were supposed to submit a proposal for approval in regards to a pergola already constructed during this meeting in an effort to have them follow proper procedure. These owners did not attend the meeting.
• Basketball Court - The basketball hoop is currently broken. It will not adjust up and down. It is stuck in the lowest position. Jim will look into it and fix it when he returns from vacation.
• Overview of Reserve Analysis Meeting - Allison met with Dale from Complex Solutions who is performing the Reserve Analysis for the community. He was supposed to provide a rough draft before this meeting, but did not. Allison discussed some of the questions Dale asked and gave us an idea of what to expect with the analysis. The actual analysis will be complete and given to the board in July.

Michael

• May Financials - 5 units behind on monthly dues; 1 unit caught up from previous months
• Unit 23 Lien - Homeowners caught up on late payments. Lien will be removed as soon as possible.

Jim

• General Landscaping Update - A couple sprinkler valves have been replaced. He will have the landscapers check the sprinklers on 200 East by dumpster to see if they are watering the road.

Emily

• New owners/renters? - We discussed any new residents in the community.
• Warning for parents of young swimmer - Allison will send a warning to parents of a young boy who came to the swimming pool alone without an adult.
• Emergency Switch Issue - Apparently, the emergency shut-off button by the hot tub was stopping the pool pump and spa pump instead of the spa pump and jet pump. The Health Department required us to get it fixed before running the jets in the hot tub. Emily had an electrician fix this issue on Monday. 

Jenelle (Not in Attendance)

•  Hot Tub Filter and Jets - The pool maintenance company replaced the sand in the filter this week and will look into what needs to be done so the jets work consistently.

Amber

• Bush - Amber asked permission of the board to remove and replace the dead bush in front of her unit. The board unanimously gave her permission. 

Voting Record

Proposed (via email): Hire Damian (manager of a janitorial department at BYU) to clean the clubhouse for a cheaper rate than previous company.
For: Rich, Jenelle, Emily, and Jim
Against: Michael and Allison
Abstained: Amber
-MOTION PASSED- 

May 2014 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, May 14, 2014 - 7pm at Clubhouse

Present: Allison, Michael, Emily, and Jenelle
Not Present: Rich, Jim, and Amber

Rich (Not in Attendance):

• Mulch - Discussed whether or not we should have Peak lay new mulch this year in the entire complex or in small sections at a time. Also, decided to wait and receive the reserve analysis to create a long-term plan for maintenance of the community. See Voting Record below.
• Reserve Analysis - Michael and Rich had been in contact with a couple different companies concerning having a reserve analysis performed. It was voted that we use Kevin Dwyer who would provide a reserve analysis as well as a legal review. Plans changed and he is no longer able to provide this service for us, so we will be having Dale with Complex Solutions perform the task of the reserve analysis. We also discussed if we should review the analysis via conference call or with the community at the annual board meeting. See Voting Record below.
• Trees - As a board, we are retracting the previous statement asking units with trees in their backyard to have these trees removed by May 31st to prevent future damage or problems. Instead, we will contact these homeowners and have them sign a document relieving the board of any liability regarding these trees. Further discussion is tabled until next meeting when more board members are present. An email will be sent out with this information to those it pertains to.
• Unit 35 - As previously discussed, Rich and Allison will move forward with having this homeowner present a design for the pergola already built to have it approved. It was not presented to the board for approval previously, which is a violation of the CC&R's. This process must be followed in order to maintain consistency amongst the community.

Allison

• Bushes - Regarding the dying or dead bushes in the neighborhood, we decided to wait for the reserve analysis in order to determine the action to take - replace them now or create a long-term plan.
• Building transparency/trust with community - We received a concern from a resident stating there is not currently transparency or trust between the Board and the residents in the community. We discussed possible solutions and also would like to receive some solutions from this resident. This is a constant concern amongst the Board. We will look into refrigerator magnets for all units that include the Board's contact information and blog address.
• Roof Repairs Update - All units in a building on 750 North had small leaks due to the furnace vents not being sealed correctly when the units were built. Elite Construction & Restoration came out quickly and fixed all units for $225. 

Michael

• April Financials - Discussed the financial report from the past month.
• Unit 92 - A lien was placed on this unit because of consecutive missed fees. They caught up with their payments, so the lien will be removed.
• 2 Additional CD's - Michael opened one 6-month CD and one 12-month CD at PHCU.

Jim (Not in Attendance)

• General Landscaping Update 

Emily 

• New Owners/Renters? - We discussed any new residents in the community.
• Twin Mattress in Dumpster - A resident witnessed another resident putting a twin mattress in the dumpster. Dumpster has since been emptied. We will wait to see if a fine was added to the garbage bill before contacting this unit.
• "Houses for sale/rent" list on Blog? - With a lot of recent inquiries about town homes for rent in the community, we discussed putting a list of these units on the blog. Of course, this is only if the homeowner contacts us requesting their unit be listed. Allison will send out a community email asking for interest. See Voting Record below.

Jenelle

• New Cleaning Service Provider - Steph's Cleaning Solutions is no longer able to provide the clubhouse cleaning services. Jenelle has conducted interviews with possible providers and has narrowed it down to two options. We will table the vote and discuss via email.
• Pool Opening - We will be opening the pool on Friday, May 23. Trevor with Liquid Assets has uncovered the pool and will get it ready in preparation for opening day.
• Updated Reservation Forms & Cleaning Checklist - Jenelle has typed up new forms and checklists for clubhouse use. As a board, we went over these documents and approved them.
• Theater Room training session with Jayson Miller - Jayson, a resident in the community, has been helping Jenelle with issues with the theater room. Jenelle is setting up a training session for her (and any other interested board members) to have Jayson teach her how to fix common issues. Board will offer him compensation for his time. See Voting Record below.
• Procedure for issuing fines/violations for the clubhouse - Item tabled until next meeting.
• Authority to spend less than $50 without vote - As a board, we had previously given permission to clubhouse manager to purchase items for the clubhouse under $50 without needing to have the board vote on them. This agreement still stands.
• Considering new cable/satellite service provider - We currently pay $1200 a year to have Dish Network in the clubhouse. Jenelle will get bids from other providers. Dish will not charge us a termination fee.
• Replace light switches with motion sensors/timer switches - Emily will evaluate the light switches in the clubhouse to see if any of them can be replaced with more money saving options.
• Repairs needed: Outlets not working - Emily will look into this as well; baseboard paint and touch-ups - tabled until next meeting; bathroom doorstops and vent in theater room - Jim will fix these items.
• Replace security computer monitor - Allison will look into getting a new/free monitor. If this is not possible, Jenelle will order an affordable one online.

Amber (Not in Attendance)

• None

Voting Record

Proposed: Mulch options -  

1. Entire Complex: Lay mulch down in the whole complex this year.

2. Divide into smaller Areas: Divide the complex into subsets now and start the rotation of mulching this year.

Option 1 - Rich
Option 2 - None
Neither Option - Allison, Michael, Emily, Jim, and Jenelle
Abstained - Amber
-MOTION REJECTED-  

Proposed: Pay for Dale with Complex Solutions to come to the annual board meeting in October to review the completed reserve analysis with the community verses discussing it over a conference call.
For: Rich, Allison, Michael, Emily, and Jenelle
Against: Jim
Abstained: Amber
-MOTION PASSED-

Proposed: Include a list of current town homes in the community for sale or rent on the Blog (optional for the homeowner).
For: Allison, Michael, Emily, and Jenelle
Abstained: Rich, Jim, and Amber
-MOTION PASSED-

Proposed: Offer compensation to Jayson Miller for theater room equipment training session.
For: Allison, Michael, Emily, and Jenelle
Abstained: Rich, Jim, and Amber
-MOTION PASSED-

 
 

April 2014 Board Meeting Minutes

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)

• No business

Amber

• No business

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-

Pest Control - Saturday, April 19, 2014

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.

March 2014 Board Meeting Minutes

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

• No business

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

February 2014 Board Meeting Minutes

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-

January 2014 Board Meeting Minutes

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)

• No Business

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

• No Business

Voting Record

No votes held during meeting or between meetings.