The Willows of Springville
Home Owners Association Annual Board Meeting
Wednesday, October 8, 2014 - 7pm at Clubhouse
***Due to this annual meeting with the community, the monthly board meeting was not held, but will resume in November.
Board members present: Rich, Allison, Michael, Emily, Jim, Jenelle, and Amber (all)
Count of Home Owners present: 5
Units represented (board members plus residents): 10 units
Meeting proceeded as follows:
Introductions
- Board Members
- Home Owners Present
Rich
- Welcome
- Explanation of Dues Raise - Everyone was given a packet of documents that included a portion of the Reserve Analysis, budget, and notification of dues raise. All of this information, including the full 72 page Reserve Analysis, was emailed to every Home Owner. The included information was explained and discussed with residents during the meeting. Dues will raise to $148 per month starting January 1, 2015.
Jenelle
Jim
Emily
- Current Contact Information Update
Michael
- Projected 2014 Budget (for the remainder of the year)
- Proposed 2015 Budget
Resident Questions and Concerns
Refreshments Served
**No board positions were up for election and there were no present items requiring a community vote.
We would like to thank the residents who attended. We greatly appreciate your support!
Due to other community projects and weather concerns, the pest control treatment has been moved to Saturday, September 27. Sage Pest Control will be here to spray that morning. We recommend you keep your back gate unlocked in order for them to treat the wasps in the eves. Treatment of your backyard is optional, but the front of the units will be sprayed. See post below for more information regarding treatment.
Please contact us with any questions or concerns.
The Willows of Springville
Home Owners Association Board Meeting
Wednesday, September 10, 2014 - 7pm at Clubhouse
Present: Rich, Allison, Michael, Emily, Jim, Jenelle, and Amber (all)
Rich
- Budget - See below under Michael
- Annual Meeting Preparation - Discussed the outline for the upcoming annual HOA meeting to be held on Wednesday, October 8, 2014 at 7pm. All home owners in the community are invited. We will send out community newsletter/notification concerning the meeting and items to be presented. No board member positions up for re-election this year. No items will be presented needing a community vote. Topics to be discussed: Year-to-date budget, proposed 2015 budget, reserve analysis, and raise in monthly dues.
- Bonneville Asphalt - Rich contacted them to come and do the sealant and striping of the entire complex. New quote is raised to $13K from the quote last year of $10K due to rising costs. Board voted via text to go ahead with the project since it needs to be done and was already budgeted for the year. They will come perform the sealing on Friday, September 19 and will re-stripe the morning of Saturday, September 20. We will notify residents their vehicles will need to be removed from the parking lot for 48 hours. See Voting Record below.
- Carports - After the board has researched the last couple years for a company to repair our deteriorating carports without success, Rich was able to contact a powder coating company. They said they could repair them, but we would have to ship each carport to Salt Lake City. Since that is not an option, he referred Rich to a rustic metals company. Rich has contacted them and is waiting to hear back from them.
Allison
- Underground Water Leak - It was determined that there is a slow leak in one of the water pipes running behind the east side of 150 East (by the large playground). Allison is working with Brian with Peak Landscaping to locate the leak and make the repair. The water is currently turned off so the leak will not continue and the area will dry.
- Political Signs - A resident asked permission to place a political sign on 700 North. As a board, we voted "For Sale" signs should be placed in the mulch/dirt in front of the unit and political, business, or other personal signs must be placed in the window of the resident's unit and not in common areas. See Voting Record below.
- Playground - possible future issues - After the recent water pipe break/flooding of the large playground, the structure appears to be leaning. Playground will need to be replaced in the next couple years. We will discuss further at a later date.
Michael
- Proposed 2015 Budget - We discussed the proposed 2015 budget as well as our Year-to-date budget for 2014, how much to raise monthly dues, and reserve analysis in preparation for the October meeting. See Voting Record below regarding dues raise.
Jim
- Pond Water - With the recent rainfall, the retention pond on 800 North has filled up higher than before. Jim has been keeping his eye on it to make sure it is draining.
- Sprinkler Repairs - Discussed the few repairs Peak Landscaping has made to sprinklers during the passed month. Water is currently turned off due to rain. Official date to turn off water is October 1st. We will only turn water back on before then if needed.
- Fall Maintenance - Jim went over the services Peak will perform in preparation for winter including trimming the trees.
Emily
- Resident Info Update - Due to emails sent to home owners with renters, we've been able to get updated contact information for all of the residents in the community except three.
- Pest Control - Sept. 19 - Due to the asphalt repairs being conducted on September 19, Emily will call and reschedule pest control.
- Carpet Cleaning - Emily received the okay from the board to schedule the clubhouse carpet to be cleaned before the annual meeting.
Jenelle
- Pool Closure - Original plan was to close the pool this coming weekend, but the weather is supposed to be nice. Close date - Monday, September 15. Board will meet that evening at 8pm to put away pool furniture.
Amber
- Personal Items in Front - According to our CC&R's, residents are not to have anything in front of their units, such as: toys, garbage, bikes, etc. We will include a reminder of this in the upcoming newsletter and encourage residents who see this violation to take a picture of the items with the door and number visible and send it to the board so further action can be taken.
Voting Record
Proposed: Have Bonneville Asphalt come seal and re-stripe the parking in the complex for bid price of $13K.
For: Rich, Michael, Allison, Amber, and Emily
Against: None
Abstained: Jim and Jenelle
-MOTION PASSED-
Proposed: Have residents place political, business, or other personal signs in front window of unit and not in common areas.
For: Rich, Allison, Emily, Jim, Jenelle, and Amber
Against: None
Abstained: Michael
-MOTION PASSED-
Proposed: Raise monthly dues from $134 to $148 beginning January 2015.
For: Rich, Allison, Michael, Jim, Emily, Jenelle, and Amber
Against: None
-MOTION PASSED-
Attention!
Sage Pest
Control will be coming to spray on the morning of Friday, September 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, August 13, 2014 - 7pm at Clubhouse
Present: Rich, Allison, Michael, Emily, Jim, Jenelle, and Amber (all)
Rich
- Budget - See below (under Michael)
Allison
- Phone - Several months ago, the HOA phone was switched to Zact mobile. Apparently, this company went out of business and our phone was turned off without notification. Allison switched the phone to a new company, Ting, which will be $12 a month.
- Cat Traps - Springville Animal Control came and picked up the cat traps we've had in the neighborhood and returned our deposit.
- Pool Gate Locks? - As a board, we had voted to have the locks on the pool gates fixed by Mountain West Security. Jenelle has contacted them several times since then and they say they are not yet available to come out. She will continue to call them.
- Asphalt repair/carports - We had budgeted to have the asphalt in the community re-sealed this year. Rich will contact Bonneville and see when they can come out to perform the work. Then we will notify the community. See Voting Record below. Carports will be in the budget for next year.
Michael
- Proposed 2015 Budget - The majority of this meeting was spent discussing the proposed budget for 2015 as well as the Reserve Analysis received from Complex Solutions, dues increases, and ideas to save or earn money. This will be further discussed at the September monthly meeting in preparation for the annual meeting in October.
- Water Shut-off time - The sprinklers will be turned of during the first of October.
Jim
- General Landscape Update - No repairs performed this month. Jim has been working with Peak to ensure work is done correctly in the community.
Emily
- New owners/renters - We discussed any new residents in the community.
- Pest Control - Emily will contact Sage and get treatment scheduled for September. See Voting Record below.
- Magnets and Resident Info - We currently do not have the contact info for several residents in the community. We had previously discussed purchasing magnets with the HOA contact info on them and delivering them to the community. We decided to get a home owner list from our accountant and then update the resident information that way.
Jenelle
- Theater Room Updates - A Blu-ray player and new Dish receiver have been installed and the sub-woofer re-wired. Jenelle will update the instructions on how to operate the entertainment equipment.
- Clubhouse Cleaning Review - Damian, our clubhouse cleaner, has provided a schedule that he has been following to clean the clubhouse.
- Pool Closure/Painting Day (Sept. 13) - We will watch the weather, but are planning on closing the pool on Friday, Sept. 12 or Saturday, Sept. 13. As a board, we will meet and put away chairs and prepare the pool for closure that day. Jenelle also proposed we touch-up the paint on the baseboards in the clubhouse. It was decided against.
- Spring - Power-wash outside of clubhouse - Jenelle will have Damian spray the outside of the clubhouse and pool deck in the spring with the HOA power-washer.
Amber
Voting Record
Proposed: Have Bonneville come lay a sealant/top-coat over the asphalt in the community in the next couple months for between $8000-$11000.
For: Rich, Allison, Michael, Emily, Jim, Jenelle, Amber (all)
Against: None
-MOTION PASSED-
Proposed: Have Sage Pest Control come treat the community in September.
For: Rich, Allison, Emily, Jenelle
Against: Michael
Abstained: Amber and Jim
-MOTION PASSED-
The Willows of Springville
Home Owners Association Board Meeting
Wednesday, July 9, 2014 - 7pm at Clubhouse
Present: Rich, Allison, Michael, Jim, Emily, Jenelle, and Amber (All)
Rich
- Reserve Analysis - Dale with Complex Solutions performed a reserve analysis and sent us a rough draft. Rich will contact him about the final draft as well as some questions and concerns. We reviewed the rough draft as a board, but will wait to see the final draft before making further decisions.
- Upcoming Meeting Overview (prior to annual meeting) - Michael will have proposed 2015 budget put together to discuss at August board meeting. We will be preparing for the annual meeting during the August meeting and September meeting.
- Unit 31 Renter - Resident's key card was turned off for violation of the clubhouse rules.
Allison
- Unit 35 Approval - Resident built an add-on in his backyard last summer without following proper procedure. He attended the meeting with the required documents for approval. As a board we approved it with the condition that he provides a letter releasing the board from all liability of the damage/injury the add-on may cause. Letter must be submitted within two weeks. See Voting Record below.
- Trespassing Issue - In the last couple weeks, we had a group of young adults trespass into the pool/hot tub after hours. The police were contacted by a resident. As a board we voted to press charges against the trespassers as well as anyone involved in future trespassing incidents. See Voting Record below. Residents who violate pool/clubhouse rules (ex: letting non-residents borrow their card, letting non-residents into the pool area, etc.) will be subject to our Violation Policy stated in the Clubhouse Guidelines pamphlet hanging in the clubhouse and that they were given upon receiving a key card.
- Survey before annual meeting - Allison will put together a community survey AFTER the annual meeting in order to find out the opinions of the residents. She will email it to every owner and renter.
Michael
- Q2 Financials - Reviewed expenses/income from June.
- Review Late Dues - Four units caught up on fees from last month; Six behind on dues.
- Unit 88 Lien - Unit is $423 behind in dues. They have until this Friday, July 11, to pay in full or a lien will be filed on their home on Monday, July 14.
Jim
- General Landscaping Updates - Peak fixed a leaky valve at 758 North, a valve by the reserve pond, and reset some sprinkler clocks. They will be laying fertilizer next week. Jim will have dead shrubs outside pool fence removed and will find prices for new shrubs. He will also have a new tree planted in the empty space in front of the clubhouse. See Voting Record below.
Emily
- New owners/renters? - We discussed any new residents in the community.
Jenelle
- New Reservation Forms/Cleaning List - Jenelle updated the reservation forms as well as the clubhouse cleaning list.
- Theater Room Updates/Repairs - Jenelle and Allison will meet with Jayson on Saturday to re-do the system and to learn how everything operates.
- Pool problems - There has been a lot of issues recently concerning the violation of pool rules. In an effort to stop these problems, Jenelle removed the garbage can so residents will have to go inside to throw away garbage as she felt the can outside was justification for residents to bring food. She will also review security feed with Allison in order to issue violations for residents not obeying pool rules.
- Monthly Maintenance/Project Plans - In an effort to cut down on her monthly meeting agenda items, Jenelle will email the board some of her items throughout the month.
- Pool Gate Locks - Both pool gate locks are no longer working properly. Jenelle received two bids: Arco $1400 per lock ($2800 total) and Mountain West Security $1500 for both. See Voting Record below.
- Security Camera Quotes - Jenelle received a bid from Mountain West Security to install two more infrared outside cameras by the pool gates and move current camera to the theater room. Total cost is $850. Board is interested, but we decided to table this project for the 2015 budget.
- Repairs Needed - The board gave Jenelle permission to purchase an affordable set of tools for clubhouse repairs. Rich will bring a new computer monitor to the clubhouse to replace the current security feed monitor. Board opted against purchasing a water-absorbing mat for the pool door.
Amber
Voting Record
Proposed: Let owner of unit 35 keep add-on with the condition he submits a notarized letter relieving the board of any liability of the damage or injury the structure may cause. Letter due by Friday, July 18.
For: Rich, Allison, Emily, Michael
Against: Amber and Jim
Abstained: Jenelle
-MOTION PASSED-
Proposed: Press charges against recent trespassers as well as automatically press charges against any non-resident that trespasses into the pool/hot tub area in the future.
For: Rich, Allison, Michael, Jim, Emily, Jenelle, Amber
Against: None
-MOTION PASSED-
Proposed: Jim will have Peak replace the tree in front of the clubhouse.
For: Rich, Jim, Jenelle, Emily
Abstained: Michael, Allison, Amber
-MOTION PASSED-
Proposed: Purchase a new HD Dish Network receiver and a Blu-Ray player for the clubhouse theater room, plus labor for a total of $300.
For: Rich, Allison, Michael, Jim, Emily, Jenelle, Amber
Against: None
-MOTION PASSED-
Proposed: Have Mountain West Security come and fix broken pool gate locks for $1500.
For: Allison, Michael, Emily, Jim, Jenelle
Against: Rich and Amber
-MOTION PASSED-
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)
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-
