July 2019 Board of Directors Meeting

In Attendance: Ryan, Janell, Cheryl, Renae and Spencer

Absent: Rich and Kristina

Community Time & Presentations:

Any Questions/Concerns/Comments?

* concrete and pergola permission request. Unit 795, post by gate askew. Approval to do concrete and make plans, but need final plans before taking action.

Assignments Review/Tabled Items:

• XFinity Pool Party - August 19th - 5-7pm. Renae will confirm.
• Other Hosts on Premises - push back to other time in clubhouse.
• Couches - lots of options - sell what we’ve got on facebook market - Carla and Spencer in charge.
• Calendar with cycles for regular stuff: carpet cleaning, car blitzes, put out lawnchairs meeting before pool opens, lawnchairs put away after pool closes meeting. Ryan community walkthrough with Peak each month. - Renae gather ideas and dates - Cheryl put them together.
• Move In/Outs - 
• Clubhouse Wifi Password
• Email Password
• New Potential Scheduling Software - not rolled out yet.

  

New Business:

• Pool - closure notifications - keycard not working or guys doing chemical..., liability, Board member responsibility, etc.
• Community Clean Up Day - we’re following up with landscaping and no previous 
• Watering/Sprinkler Update - browning is good
• Garbage  Broken on 750 North - Janell working on get bidding.
• Regrade and Grass for the old playground area- Ryan is working to get bid.
• Pool Shower head w/ Kristina - Spencer to follow-up with Kristina
• Lost Items at pool - items left at pool area will be left in lost an found for one month then thrown away or DI if not claimed.
• Board Position Discussion - Janell - temp. VP
• Follow-up with Cleaners about the trash out by the pool- Spencer
• Cheryl - finance transformation proposal - yay: Spencer, Cheryl, Janell, Ryan and Renae. Send Ryan balcony lady contact info. - Renae.
• Get bids for different flooring- Spencer

Monthly HOA Community Meeting- April 2019 @ 7:00 pm

In attendance: Ryan, Renea, Sarah, Rich, Kristina, Cheryl, Spencer

Community Time & Presentations:

Any Questions/Concerns/Comments?

• 
  

Assignments Review/Tabled Items:

• Water Conservation Project Update - Ryan & Sarah -
• Dumpster Signage - Sarah - bumps and humps signage
• Procom Keycard Follow-Up - Kristina - system going offline - come get a new keycard - all 1As don’t work.
• 700 North Cleanup - Renae - follow up with guy to remove branches.
• Pool Opening - Spencer
• Gutters Follow Up - Renae
• Dumpster/Spring Clean - Sarah
• Caution Tape Procural - Ryan - stick it in the back
• Park Repairs & Swings - Ryan, Kristina & Spencer
• Powell Fencing - Ryan
• XFinity Pool Party - June 17th @ 6:30?
• Other Hosts on Premises - one pager with CC&R info as well as highlights of why to get insurance and general homeowner tips and tricks and answer questions. Back end of August (weekend before school starts?)
• Playground update on fix - send out community email with update
• Shower - getting plastic piece directly from Moen otherwise buy from Springville supply place.
• Couches - still looking for great.
• Follow with Debbie for a timeline - Sarah talked about it with Cheryl
• Calendar with cycles for regular stuff: carpet cleaning, car blitzes, put out lawn chairs meeting before pool opens, lawn chairs put away after pool closes meeting.
• Ryan community walk through with Peak each month.
• Landscaping - pool are flowerbeds have weeds.
• Repainting for doors and frames and shutters. - Rich will get contact information for painters. We did carports and bay windows.
• Adjourned 7:42pm

New Business:

• Move In/Outs - nothing solid
• Clubhouse Wifi Password -
• State Farm Deductible Increase -
• Miscellaneous Invoice Approvals - Done

The Willows Monthly HOA Community Meeting
March 2019

In attendance: Michael,Ryan,Kristina,Renea,Sarah,Spencer
Not in attendance: Rich

Community Time & Presentations:

Any Questions/Concerns/Comments?

• Brian from Peak Landscape - Presentation
• Send out schedule to community and will send Peak the sprinkler schedule
• Cattail cleanup along with tree cleanups

Assignments Review/Tabled Items:

• Ryan - The Board voted electronically in favor of Peak landscaping
• Water Conservation Project - Date for turning on water and dewinterize: April 6th  Date for analysis with crew: April 8th.
• Couch Reupholstering - Carla - deadline April
• Roofing Report - Liberty Roofing has made the two contracted repairs. The Board will look further into replacing turtle vents across the community for next year.

New Business:

• Move In/Outs - Albrights - Michael nominate Cheryl Wilson - unanimous in favor
• Dumpster Signs & Outside Trash Being Dumped - will send sign options by April 1st.
• Procom keycard issues - system offline? Kristina will follow up tomorrow
• Grass on 700 North - neighbor emails w/offer to help - Renae will follow up with them
• Pool Opening Date - Friday before Memorial Day, when is hard date we need to confirm in case we want to push it back due to weather?
• Gutters in Parking Structures Clean Out Request - Ryan will follow up on this with landscapers. Renae will email back
• Review parts of the CC&Rs beginning of each meeting.
• Ryan will follow up on spring break dumpster/home depot dump bag
• Buy caution tape to have on hand...

_____________________________________________________________

We would like to thank Michael Albright for his nearly 9 years of service to our community as a board member and the last 5 1/2 years as treasurer. 

Community HOA Monthly Board Meeting

December, Wednesday 12, 2018 @ 7:00 pm

Any Questions/concerns/comments?

* Leave Removal

Assignments Review/ Tabled Items:

Roof Repair Update - process of getting bids to fix this issue.

Cat Traps Update - no update

New Landscape/snow removal company - Peak will be removing snow for the Winter season. Bids for new landscape company will be tabled until closer to Spring season.

HOA Phone Update - phone has been switched out and new one is being used. 

Facebook page - It has been presented to start a Facebook page for our community.

Email Updates 

* Password change

* Contact info. Update

Winter Community Activity - tabled for Spring time community activity.

New Business:

* Move in/ Outs

* Expired registration - please check your email inbox about this. 

A community email was sent out about expired cars in the community.

* New meeting time- it was tabled to possibly change the month community meeting. It was discussed and will remain the same.

* Reupholster theater couches- Spencer and Kristina are working on this matter. Bids to redo, clean, couches in theater room. 

*Shutters/window- unit 88 shutter has fallen off. This matter has been addressed and in the process of being fixed.

                    The Willows of Springville HOA Board Meeting
                                   Wednesday,November 14, 2018

In attendance: Renae, Michael, Spencer, Kristina, Sarah, Ryan and Rich

Renae:

Board Position Assignments: This matter is undecided at this time.
Pest Control: Bids for new pest control company for the up coming spring.
Roof Repair: This matter is being addressed and taken care of.
Cat Traps:  It is in the works with Springville city animal control on setting cat traps throughout the community. Reminder to our community to not feed stray cats.
New Landscape Company: snow- removal in search of a new company for this coming winter season.
HOA phone update: Renae is taking care of this matter and making sure the HOA phone is working properly. We apologize for any inconvenience this has caused.
Facebook page:  It was discussed if it would be beneficial to have a facebook community page. This matter was undecided and tabled for next meeting.
Email updates: ?

Michael: 
Bids/Presentaions
         Bruce - Sprinklers
          Nick - Security system update
Snow removal/ landscaping
MD services for November - contract review/when will leaves be cleaned up?

Spencer :
Winter Community Activity: this matter was tabled for next meeting
Hot Tub Cover: there is a new blue bubble cover on the hot tub. A friendly reminder when you use the hot tub to please properly cover the hot tub when done, it helps hold the heat in the hot tub for the next community member.
Online blog/ Calendar Access: this matter was tabled for next meeting.

Kristina:
Move in/out
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Voting matter: It was presented and voted that Gustavo and Maria Ramos will be our new cleaning company for the clubhouse.
Voted yes: Spencer, Michael, Sarah, Ryan and Rich. Renea and Kristina were not in attendance for this matter.

There are no other matters at this time. Our next monthly HOA meeting will be Wednesday December 12, 2018 @ 7:00 pm.
 

RECAP OF ANNUAL MEETING 

October 24,2018 
Thank you to all those who came to our annual HOA meeting. We were not able to collect all of the necessary votes needed to elect our two vacant Board member positions. According to the CC&Rs we will now have a 48+ hour recess to collect additional votes and reconvene Saturday, October 27th at
8:00 am. We invite any owners who did not submit their votes via email, printed copy in the managers office or in person at the meeting to take advantage of this extra time to do so now.  The Board will meet Saturday morning briefly to tally the votes received and determine the new members.  You are welcome to be present if desired.

October 27, 2018
We were able to tally all votes and would like to extend our welcome to Spencer Maxfield and Sarah Grate to The Willows of Springville HOA Board.

Saturday October 27th 
We were able to get the remaining grass moved from the large park playground area.

 November 3, 2018 
Thank you to the Springcreek 12th ward Young Men and Leaders for their service. Soft fall for the large park was delivered. The Young Men along with HOA Board members were able to haul and spread out all the soft fall within the large park area.  (Follow up- the ADA ramp will be fixed within the next week and half)  The playground is now able to be used and played on. Thank you for your patients in the process.

Reminder that the next HOA meeting will be Wednesday November 14th, 2018 @ 7:00 pm at the clubhouse.

The Willows HOA Monthly Meeting
September 12, 2018 @ 7:00 pm

In attendance : Renae, Michael, Ryan, Spencer, Kristina, Sarah, Rich

* Blue Ray player/ Theater Room
              Updates : Blue-Ray player in theater room is fixed. Thank you for your                                patients in fixing this matter.

*  Pool Company Review
             New pool company we used this year did a great job. Pool will be                         closing the end of September.

*  Turning off Pool Showers
              With the weather changing the pool showers will be turned off at the                    same time as the pool closer for the winter season. The hot tub will                      remain open during the winter season.

*  Cleaning Company Review
              Cleaning company will stay as is.

*  2019 Propose budget review
             * Bid Review

* Playground Update/ Next Step
             Update:  As a board we understand your concern and frustration with this process. It has been frustrating for everyone. Still waiting on the correct ramp to be installed and soft fall to be placed in the playground area. (soft fall is wood chips) Please be patient as we work on getting this all figured out and squared away. Please remember to stay off the playground area until the soft fall is installed. Thank you for your patients as we get this park installed and finished.

* Schedule Pool Closing (this month)
              Pool will be closing Friday September 21, 2018

* Turn off Water/Sprinklers (this month)

* Move in/outs

* keycard/waiting on bids
              waiting on a bid from Procom Security. Updating and getting new 
               key cards.

* Sign on door
            Updating information