The Willows HOA
Agenda
9/12/19
Presiding: Janell Hampton for Renae Bowen
Attended: Janell, Cheryl, Kristina, Spencer, Ryan
Not in Attendance: Rich and Rena

Follow up

Clubhouse
 Theatre room furniture (someone needs to spray with Scotchguard – Janell?)
 Broken door to the pool area - Kristina to follow up with a permanent fix
 Showerhead faucet replacement (remove one completely and replace one – for next year)
Kristina
Landscaping
 Bikes and toys left lying around - Renea follow up
 Broken sprinklers (valve was turned off by someone; now working Ryan)
 Dead lawn and dying bushes (some complaints about water not reaching shrubs) Will see
where the problem areas are and if possible, postpone sprinkler issues to next Spring.
 Overgrown Russian olive trees (east side) Ryan will get with landscaper to cut back. May
need an arborist.
 Vinyl fence gate problems?
 Retention pond pumps (Ryan/Brian said he might have someone to do this. Kristina said she
would check with her in-law’s neighborhood with a pond and fountain to see what they do
to make repairs)
 Lifting pine trees (Ryan is working with Brian to get a bid for doing this next year)
Dumpsters
 Signs (clean-up went well) (Ryan says all efforts to adhere signs to vinyl fence have been
unsuccessful. Suggested that he will try one last attempt with a Liquid Nails product. If that
doesn’t work, he will bolt the signs to the fences)
 Trail cams ($25 to $200 depending on quality) (Group discussed and agreed that this is
probably not the best option due to what it will take to monitor and follow up with
consequences for offenders)
Bids
 Clubhouse flooring (got 2 quotes – 1 from Ryan’s family connection and Mtn. West
Wholesale Flooring in PG from Janell. Mountain West’s quote was considerably less so Janell

will be checking with them to make sure that the quotes are comparing the same quality.
The quote was for $6,046.00 for both clubhouse and the workout room. Ryan’s quote was
$7650 for just the clubhouse. Will do further checking to make a decision. Would like to see
if the flooring could be installed in time for the holidays rather than waiting until next year.
There is money in the budget since the furniture in the clubhouse never was replaced.
 Asphalt (Cheryl got 2 bids and Eccles Paving suggested that we don’t need to do anything
with this yet and to hold off. The group decided to hold off on any paving for another year)
 Painting front doors and shutters (Cheryl got 2 quotes and they were far apart in amounts.
She is going to call both back and double check to make sure the quotes are comparing the
same workmanship) We also discussed getting another bid and we didn’t finalize that.
 Small park fix up – Renae got a bid for cement pad ($2600) and Costco pavilion ($1900)
(Ryan said he doesn’t want to work on this project until the regrading bid has come back to
fix the water problems)
Questions??
Proposed budget for voting in 2 weeks (Cheryl was unclear on this and said she would talk to Michael)
Who will be replacing Tawnya? (Cheryl brought in a resume from her son-in-law and he is very qualified to do the job.
The group agreed to have him do it but want to meet with him first at the November meeting.
Tawyna would like to move out of the position by December and get someone trained as soon as possible)
Pool closure date? (Not until the end of September)
Emails? (Janell & Renae will review and respond and/or forward emails to Ryan, Spencer or Kristina depending on the needs. Cheryl will handle the financial emails)
Website updates? (Discussed that we probably don’t need a blog, Facebook and emails – overkill.
Election notifications and other information needed for the October meeting? (October 10 th deadline to submit requests to fill board member positions. Four board positions are open. Annual HOA meeting scheduled for Thurs. Oct. 24 th .
Have to solidify budget and projects for next year for the agenda. Spencer took notes and is spearheading the information for this upcoming meeting)
Discussed clubhouse cleanliness being a problem. Ryan offered to bid out the job himself and clean it since the current cleaners appear to be inconsistent both with billing and asking about cleaning supplies. We all agreed that something needs to be done to follow up and make sure that cleaning is done consistently and as contracted.
Spencer will follow up with current cleaners

Monday October 28, 2019

Monday evening, the board reconvened the annual owners meeting to tally final votes and the results were as follows:

Cheryl Wilson - 26 votes

Kristina Mower - 23 votes

Janell Hampton - 22 votes

Ryan Williams - 20 votes

Mariano Fernandez - 19 votes

Ricky Ramos - 17 votes

Brandi Bennett - 15 votes

We would like to extend sincere thanks to all those who ran for Board Positions and hope that they, along with many others, will continue to come participate in our monthly board meetings and run for future available positions. With these elected persons, the following assignments were made:

Renae Bowen, President

thewillowshoa@gmail.com

801-369-7110 (texts preferred)

Janell Hampton, Vice President

Kristina Mower, Secretary

Cheryl Wilson, Secretary of Finance

Ryan Williams, Landscaping

Spencer Maxfield, Clubhouse Manager

Rich Davis, Non-Compensated Board Member

A list of duties for each board member position is in the process of being finalized and will be distributed with upcoming meeting minutes in an effort to help you know who/how to contact and hold accountable for the various issues you may encounter. Our next regular Board meeting is scheduled for Thursday, November 14th at 7pm in the clubhouse. We hope to see you there!

As always, we welcome your feedback and look forward to serving with you, and for you, this coming year!

August 2019 Board of Directors Meeting

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

Absent: Rich and Ryan

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 - Move to October Owners Meeting
• 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 - SO MANY Holy Cow!. Welcome all new residents.
• New Potential Scheduling Software - not rolled out yet.
• Watering/Sprinkler Update - Options1 - till and zeroscape; option 2 - reseed in fall - bring up in October meeting - table until next spring to see if it comes back. If not, we reseed
• Regrade and Grass for the old playground area- Ryan to get bid - 2 appointments next week. 
• Pool Showerhead w/ Kristina- shower head is broken in pool area. For now we are down to one shower head until board can find a more permanent solution.
• 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- clorox wipes in gym?
• Foam floor - Ryan - Luxury Vinyl -

 Rubber flooring…. For the gym….

  

New Business:

• Doreen Dark Mulch Request - go for it Doreen!
• Password
• Budget Bids

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.