April 2016 Board Meeting Minutes

The Willows of Springville

Home Owners Association Board Meeting

Wednesday, April 13, 2016 - 7pm at Clubhouse

Present: Elizabeth, Michael, Joel, Meagan, Kristina

Not Present: Rich, Jim

Elizabeth

·          Garbage Door- South 200 E, Garbage door repair for all fence enclosures around dumpsters. Peak Landscaping to be contacted to review pricing options for fence repair.

·          Violation/Fee for those units with items left out front. Continued discussion about fines for those who are leaving items in front of their units. The board has received several complaints. Unit owners to be contacted and issued warnings.

·           Unit complaints and concerns

o    Broken fence

o    Items in front of units

o    Garbage behind fences

§  Peak landscaping to clean up

o    uniform paitning of all bay windows in front of units

o    Missing shutters

§  An ongoing discussion is being held among the board about options to repair and replace shutters. Motion to be voted on.

·         In an effort to update contact information for current owners and renters of all residents the following steps will be taken. Email to be sent requesting updated info from all, follow up emails to each week as we approach May 13, 2016. On May 13th all issued keycards will be turned off. At this point residents who have updated their information will have keycards reactivated those who haven't will need to contact HOA and update contact information to have clubhouse access reinstated. This process was previously voted on and passed by majority vote among board members.

Rich (NOT PRESENT)

·        Insurance renewal: increases $250 a month/$3000 a year because of claim from unit 77. If no claims this year, we will get a portion of claims discount back which will decrease the premium next year.

·        Bay window painting and carport update: Rob has been great to work with. Carports starting at the end of next week.

·        Broken light fixture in theatre room- total price for repair will be $75

·        Garbage coming before 7am complaint- Rich has contacted Republic Services and they will adjust schedule to arrive just after 7 every week.

·        Shutter repair- To be discussed in upcoming board meeting and motions will be voted upon.

Michael

·        Month and year end budget-

o   If budget holds as is we’re on pace to place $30k in savings. Proposal presented to allocate 6 blocks of $5k (total $30k) into 6 new CDs. We currently have 12-12 month CDs. 6 new CDs will stretch the laddering out to an 18-month cycle and qualify for higher interest rates.

·        Unit 41 – past due update

Jim (NOT PRESENT)

·        Peak Landscaping has started for the season

·        Aeration has been completed. Brian will advise when the first weed and feed will be applied.

Meagan

·        Proposed to increase the frequency of clubhouse cleaning to weekly visits. Cost per visit would be $60 total per month would be $240 which is $40 more than current arrangement of bi- weekly visits.

·        Spa pump replacement

o   Discussion about the frequency that the pumps and pool heaters have needed to be repaired and replaced. Michael to review the budget and further action will be proposed based on necessary changes.

·        Spa reminder to residents. To be included in upcoming email.

Joel

·        Carpet cleaning of the clubhouse- Proposed to clean beginning of May as well as clean clubhouse couch upholstery in waves, beginning with large sofas in common area. Also proposed by board to seek out additional bids in an effort to ensure that Stanley Steamers is the best service to use.

·        Pest control treatment- Proposed to switch to AB pest control after recent bids have been received. The treatment to be scheduled for the first week of May. Residents will be given notice to leave back fences open. Backyard treatment is included in the bid. An opportunity to have individual units treated on the inside will be made available. Individual unit owners will need to contact AB pest control to arrange the schedule to match the scheduled treatment day as well as the payment. Quoted cost for each unit is $20 per home.

·        Move in/move outs

Kristina

·         None

Voting Record

  

Proposed: Necessary steps to update resident contact information. Unit owner and renters will be required to send updated contact information to HOA board prior to May 13, 2016 to avoid keycard interruption.

          For: Michael, Joel, Elizabeth, Kristina, Meagan

          Against: None

          Abstained: Rich, Jim

Proposed: Budget steps to be taken to increase budget reserves. See Discussion points under Michael’s name.

          For: Michael, Joel, Elizabeth, Kristina, Meagan

          Against: None

          Abstained: Rich, Jim

Proposed: Carpet cleaning of clubhouse and clubhouse furniture. With stipulation that additional bids be received for price and value comparison.

          For: Michael, Joel, Elizabeth, Kristina, Meagan

          Against: None

          Abstained: Rich, Jim

Proposed: AB pest control services to be used for May pest control treatment.

          For: Michael, Joel, Elizabeth, Kristina, Meagan

          Against: None

          Abstained: Rich, Jim

To be discussed and voted upon in upcoming meeting: Shutter replacement and repair, Fence and garbage enclosure area repair, Insurance bids for HOA insurance policy currently held by State Farm, Continued use of current pool and spa treatment company, Continued use of current landscaping company.

January 2016 Board Meeting Minutes

The Willows of Springville

Home Owners Association Board Meeting

Wednesday, January 13, 2016 - 7pm at Clubhouse

Present: Elizabeth, Rich, Michael, Jim, Joel, Meagan, Kristina, Trevor w/ liquid assets and Unit 41 owners the Bowens.

Not Present: N/A

Elizabeth

•  Collection processes and procedures
•  Unit 41--Update lien/Collections options/next step 
•   Liens- To be updated through the county as soon as updated data received
•   Lightbulbs inside and outside the clubhouse need to be replaced

Rich

•  Additional trash pickup during the weeks surrounding Christmas/New Years
•  Normal HOA dues processing. HOA payments that are sent via mail: The mail box is checked on the 10th and the 30th they are deposited shortly after being collected from the mail box. This process will cause a delay in seeing the check clear from your personal checking account, for example if the check is mailed after the 10th it will not be deposited until after the 30th.
• Theater room instructions. (Updated see Meagan's items)

Michael

• 2015 year-in-review. Doubled the HOAs reserves in last 2 years
•  Liens- to be sent to Elizabeth this week
•  Late dues/Key shut-off
•  Unit 41-Michael to contact attorneys. Updated via email 1/20 limited options until the amount owed reaches a higher value
•  New clubhouse cleaning update (Meagan) & last Silver Cleaning invoice for payment

Jim

• Snow removal-update
•  Tree trimming update
•   Landscaping annual review. Comparison in landscaping budget from previous years. Spending has increased has the level of service and quality of work?
•  Bush removal and replacement

Meagan

• Cleaning Services-Silver cleaning no longer to be used 
•  New cleaner to start this week. Kevin Stevens to charge $100 per visit bi-weekly Meagan to get a bid for a weekly clean 
•  Furnace check up 
•  Cleaning check list updates
• Theater room instructions have now been updated. New instructions more user friendly and should make theater room easier to use

Joel

• New move ins/move outs
• No one under 18 to use clubhouse w/o parent supervision

Kristina

• None

Trevor w/ Liquid Assets

• Trevor in attendance to help with questions concerning pool, hot tub, water main and heating control for water. All in attendance did a walk through with Trevor. Went over Water Main shut off procedures, breakers to stop water and Hot Tub alarm system. Also discussed the requirements that HOA must follow to keep pool open this upcoming year. 
•  Will provide a new bid for heater replacement as well as heater repair, board to vote on options in Feb HOA meeting.
• Went over bid for daily visits vs 3 days a week visit from liquid assets. $35 daily visit, $49 full service visit (includes cleaning pool) Only 1 visit a week throughout the winter and 3 a week throughout the summer. Board to vote on changing this process for upcoming year.

Voting Record

  

No motions to vote on this month

November 2015 Board meeting minutes

November 2015 Board Meeting Minutes

The Willows of Springville

Home Owners Association Board Meeting

Wednesday, November 11, 2015 - 7pm at Clubhouse

Present: Elizabeth, Rich, Michael, Jim, Joel, Meagan and Kristina

Not Present: NA

Elizabeth

• Community wide internet- discussed available options and details from most recent proposal received estimate of $10,000 installation with $20 a month increase in HOA dues. The board will continue to look at options.
• Ideas for community involvement- Christmas party or a community get together in the Spring
• Notices around the community (ex. children left unattended, parents will assume that any injury incurred will not be at the fault of the HOA)
• Removal of Branches/tree behind unit 141. Jim working with Seven Trees to obtain bids.
• Wooden park Broken plastic- Jim fixed it
• Speeding in the neighborhood- discussed options to help.

Rich

• Review 2015 Annual meeting owner comments and concerns.
• RV parking. Fence has been repaired
• Voting on RV Storage Parking Fees. Voting results listed below.
• Incident report from. A new form will be made available online and throughout community as a way to report any incidents. This form can be found here on this Blogspot in the public documents section.
• Vehicles parked in front of the clubhouse-Parking allowed as long as registration is kept current.
• Newsletter Items. November newsletter to be posted and sent out.

Michael

• Budget and Dues
• “Use at your own Risk”-See above discussed placing notices in public use areas.
• Review complex for potential liability risks. Board will pursue options to meet with an attorney to discuss liability risks and options to protect against.
• Dues for exiting board members and new compensated board members.

Jim

• Update
• Unit 141 trees- Jim meeting with Seven Trees to discuss tree and branch removal options for tree behind unit 141 as well as row of trees along the back fence line. Motion will be voted on throughout the month as soon as proposals are received.

Meagan

• Cleaning Services-This will be the last month that Silver cleaning Inc. will be used. Meagan has obtained bids from 2 additional cleaning companies. It was also proposed that cleaning be changed from weekly to once every 2 weeks. Voting on this motion and cleaning company will be postponed until after proposals have been received.
• Lockbox- discussed need for lockbox or secure storage location to keep deposit checks safe.
• Tables and chairs- Discussed condition of the tables and chairs that are being used by members. Proposed fee of $10 to be charged for their use
• Clubhouse mop to be replaced
• Furnace tune up- Meagan will be getting bids from HVAC companies and it will be decided which companies to use after proposals received.
• Timer on Spa- repaired

Joel

• New move ins/move outs

Kristina

• None

Voting Record

Proposed: Fees to be charged to those using the RV parking storage.

$20 Fee for new key and/or for replacement key.

            For: Rich, Michael, Joel, Meagan, Elizabeth, Jim and Kristina

            Against: none

            Abstained: none

                        Motion Passed

Proposed: Monthly or annual dues for use of Storage.

            For: Michael

            Against: Rich, Joel, Meagan, Jim, Kristina and Elizabeth

            Abstained: none

                        Motion Denied

Proposed: $10 fee to be charged for use of additional tables and chairs kept in the clubhouse.

            For: None

            Against: Rich, Joel, Michael, Jim, Kristina, Elizabeth and Meagan

            Abstained: none

Motion Denied, However it was decided to include the cleaning of the chairs and tables as one of the items on the cleaning check off list.

           

September 2015 Board Meeting Minutes

September 2015 Board Meeting Minutes

The Willows of Springville

Home Owners Association Board Meeting

Wednesday, September 16, 2015 9, 2015 - 7pm at Clubhouse

Present: Joel, Michael, Allison and Elizabeth

Not Present: Rich, Jim, Toshi

Rich (Not in attendance)

• Sent in notes on painting and repair of bay windows to be scheduled in Spring.
•  Carport repair updates- Still no contact with company. The board discussed options and open to finding new company. May not be cost feasible to have them replaced.

Allison

• New Non-compensated member of the board introduction- Elizabeth Hylton.
•  Annual Meeting Set up and prep. Meeting to be held October 14, 2015. Will go over the proposed 2016 budget, landscaping, clubhouse, answer concerns and replacement of 4 open positions in the board.

Michael

• Late Dues
• 2015 Budget tracking
• 2016 Proposed budget review.

Jim (Not in attendance)

• NONE

Toshi (Not in attendance)

• NONE

Joel

• New move ins/move outs

Elizabeth

• New to board
• Discussed cars driving too fast through neighborhood and possible solutions including putting more signs up.

Voting Record

No motions to vote on

 

August 2015 Board Meeting Minutes

August 2015 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, August 12, 2015 - 7pm at Clubhouse

Present: Rich, Jim, Joel, Michael, Allison and Toshi
Not Present: Allison and Toshi joined meeting late.

Rich

·         Carports- Continued attempts have been made to contact painting company. If painting company does not respond by the end of the month the board will restart the bidding process for carports repaint and repair.

·         Bay Windows- The board has decided that spring will be the best time to schedule the project. The board has had one of the units painted to test the service.

o   There is some concern about the bushes in front of the units causing issues with the painting project. An attempt will be made to schedule the trimming and removal of these bushes prior to the work.

·         Park Benches- The board has passed a proposal to get new park benches and tables. Rich will continue to search for a quality product that fits within the budget. The benches and tables will be replaced once the right product is located.

·         Annual meeting preparation- The annual meeting will take place October 14^th. A notification will be sent out closer to the meeting.

·         Pool Closures- There is a need to check the pool’s chemicals on a daily basis and keep a log. Toshi has been trained on the process and will conduct the checks. The board also discussed keeping the pool open as long as the weather permits. Previously the pool was being closed in mid September but because of warmer temperatures in late Sept. to early Oct. it was proposed to the board and passed to keep the pool open.

·         Clubhouse cleaning- The board has voted and decided to hire an outside cleaning company to clean the clubhouse. Toshi has contacted several cleaning companies and she will be emailing details to the board for approval of one of these companies in the upcoming week. There is scheduled meeting with Silver Cleaning, INC. the frontrunner for the job.

·         Recycling Bins- The board has discussed the issue of personal bins to residents and possible solutions to control personal bins being used by the community vs the community bins. Toshi will contact the city to see if additional options are available.

Michael

·         Budget Discussion. Reviewed 2014 spending compared to the budget allotted. YTD spending is on track to meet budget set.

·         2016 budget review.

·         Board discussed several upcoming projects. In 2016 the playground area and ground cover replacement is being considered. Both Jim and Allison will work on getting pricing options.

·         Clubhouse computer systems issues and the need to update were discussed. No changes to be made for now but the board will continue to assess.

Jim

·         General Landscaping updates.

·         Edging and Bush Trimming has started.

·         Weed removal in retaining pond.

Allison (joined meeting late)

·         NONE

Toshi (Joined meeting late)

·         Online reservation system. Toshi proposed the use of an HOA website for online use. It may help streamline the clubhouse reservation process. The board is considering the new option.

Joel

·         New move ins/move outs

Voting Record

Proposed: Keep pool open for as long as the warm weather will permit.
For: Rich, Joel, Michael and Jim
Abstained: Toshi and Allison
-MOTION PASSED-