The Willows Of Springville 
Home Owners Association Board Meeting

Wednesday April 12, 2017 @ 7:00 p.m in the Clubhouse

December 2016 Board Meeting Minutes 

The Willows Of Springville 
Home Owners Association Board Meeting

Present : Elizabeth, Renae, Michael, Kristina, Jon, Ryan, Rich

Elizabeth:
RV Parking
      Monthly fee?
      Spring Cleaning
      Update form
New landscape bid
Service agreement/Comcast
Community concerns
      Speed bumps
      Dogs
      Trash enclosures
      Shutters (missing screws)
Welcome Packet

Renae:
Board member community meet and greet

Michael:
Budget
Late fees

Ryan:
Off leash dog park
RV parking inventory

Jon:
Security system maintenance
Securing pool cover

Kristina:
Move Ins/outs
   
   
Thank you for all who came to the meeting, as a board we appreciate your input and concerns regarding our community.

REMINDER: 
As of January 1, 2017 HOA dues increase to $166. Paypal amount including fee is $171.27.

UP COMING:
Willows Home Owners Association Meetings are the 2nd Wednesday of every month.

Recap of 2016 Annual Meeting
Held on October 12, 2016

As a board, we would like to thank everyone who came to our annual HOA board meeting. We appreciate your support and interest in the community. We were able to gather enough votes and welcome new board members.

Michael Albright  (Treasurer)
Renae Bowen (Vice President)
Jon Jester (Clubhouse Manager)
Ryan Williams (Landscape Manager)
Rich Davis (NC Voter)

We will miss Jim and Meagan and thank them for their service on the board.

Reminder: HOA board meeting for November will be held on Wednesday November 2, 2016 at 7:00 p.m in the Clubhouse.

September 2016 Board Meeting Minutes 

The Willows Of Springville

Home Owners Association Board Meeting

Wednesday September 14, 2016 - 7 pm at Clubhouse 

Present: Elizabeth, Michael, Jim, Kristina, Meagan, Allison

Not Present: Rich 

Elizabeth 

              Transfer packet for New move-ins: come up assignments to review and date to be done by

               Park benches/ Tables completed

               Water increase 

               Get new bids for wooden playground and mulch from Wilkins Equipment 

               Cleaning of the carpets/chairs in the clubhouse

               Landscaping-what bushes need to be taken out and/or replaced?

               Dumpster on 150 E-Are we replacing the one dumpster with two?

               Need to move Nov 9th HOA meeting to a different time or location

               Newsletter for Oct Meeting

                      Open positions (5)

                      Water usage

                      Possible dues increase

Rich Not in attendance 

Michael 

             Budget

             Late Dues

Jim

Kristina

             Move in/outs

Meagan

             Pool closure

             Window cleaning

              Complaints about vacuum

Allison

            none

           

                

Proposed:
         The budget was reviewed and PASSED for the coming year. HOA dues will increase by 12.1 % starting January 2017.

                For: Michael, Kristina, Meagan, Elizabeth
          Against: Jim, Allison
               Abstained : Rich
                                  *PASSED*


Pool will close for the Summer season on Wednesday September 21,2016

The benches at both parks have be replaced with new metal benches. Also the old wooden tables have been replaces with 2 new metal tables. 



                

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.