June 2021 MEETING AGENDA & MINUTES

June 17, 2021

Called to Order: 7:12pm

Adjourned: 9:33pm

In Attendance: Renae, Cheryl, Kristina, Morgan, Rachael and Janell

Absent: Rich

Community Time:

• NA

Assignments Review/Tabled Items:

• Dumpster Clean: June = Rachael; July = Rich - Janell, can you find out if dumpster lids can be replaced?

• Digital Calendar: Done

• CC&R Updates: - Renae Review and authorize Cheryl to send it.

• Transfer Fee - on wish list

• Board Vacancies - on wish list

• Backyard regulations

• Wasps: seems better but can revisit

• Gates: all done!

New Business:

• Move Ins/Outs:

• 728 is up for rent.

• Move in at 178 and 800 North -  needs to remove backyard tree.

• Furniture Delivery and Switch Out - 2nd week of July - Cheryl gets notice - activate HOA: Morgan - FB, Kristina - blog, Janell - email.  We will let the community know when the new furniture is to arrive. 

• Summer Pool Party - Monday, August 2nd @ 6pm we will be having a Summer Pool party for all community members. A great time to come together and get to know our neighbors.  Renae will reach out to xfinity.

• Clear Divisions of Responsibility - Post contact info.

• Final Decision on keycard blocking - Anything over $100 = keycard off and contact Morgan for renewal and update of keycard.

• Landscaping and Water Schedule - Backflows - $4500 each and we have 5… this will likely be required from the city within the next 3-5 years. Tabled for coming months discussion.

• Tree problems - mulch around trees with exposed roots,considering  flip strips to dry scaping? Parking strips on 800 so sprinklers don’t get blocked. - Tree west did Melanie’s tree, Peterson west - great people but more pricing. 

• Clubhouse bulletin board update of rules - updated a meeting or 2 ago.

• Cleaning - happening and getting better. Big outdoor push broom- Morgan will get this.

• Pool Tiles and Replacements- Replacing the chemical controller ASAP with the ~$1500 chemical controller. Utah Pools needs about 3 days to replace the tiles, we asked if he can do it 6/21--waiting on reply. UPDATE: Tiles will be replaced at the end of the pool season. Longer time is needed to replace tiles and let them dry. Instead of closing the pool for a couple days the board has decided to replace tiles at the end of the season.

• Blog (RV reservation form, welcome packet) - emailed it to all board.

• Trash at Pool - cleaners empty once a week.  Another trash can will be added to the pool area. Please remember food and drinks besides water are not allowed in the pool area. 

• Update on ducks - no duck sightings! Owls are doing their job!

• Renae’s Maternity Leave

• Try a trail cam on 200 east south side trash - Rachael will let us know where a good brand and price range.

• Ant Spray 

• Phase 2 bushes and dryscaping tree only areas - proposed for 2022

                              May 2021 MEETING AGENDA & MINUTES

May 12, 2021

In Attendance: Janell, Renea, Rich, Rachael, and Kristina

Absent: Morgan, and Cheryl

Community Time:

• No community members in attendance

Assignments Review/Tabled Items:

• Dumpster Clean: May = Renae; June = Rachael

• Shutters - done!

• Website (online bill pay, online calendar, etc.) - tabled

• Digital Calendar: There is a new way to check reservation dates and times for the clubhouse without having to go into the clubhouse. There is a google calendar now connected to the blog under the FAQS tab. You will see a clubhouse key card form link and below that a clubhouse reservation link.

• CC&R Updates: - Renae Review and authorize Cheryl to send it.

•  Transfer Fee - on wish list

• Board Vacancies - on wish list

• Backyard regulations

• Melanie Tree - removing tomorrow! Parkland Birch - tall and narrow - 

• Wasps- Spray is in cleaning closet. Need to buy traps.

• Speeding - When we resurface road, get speed dips quoted? - present for 2022 budget and get community approval.

• Community Garden - no follow up.

• Blog Updated? - Done

New Business:

• Move Ins/Outs: no news

• Craig’s List/Updates:

• Dumpster Signs: permission to drill bigger holes approved.

• Fencing & Dumpsters: 

• Furniture Delivery - new clubhouse couches are on schedule for delivery the first week on July. Sell, and or removal of current furniture.

• Landscaping: Bushes are trimmed twice a year, everything is on track. Reminded that bushes need to be cared for inside pool area. Next fertilizer coming this week or next.

• Sprinkler Update: Bryant was here. 4-5 broken rotors on half way mark. We may need to replace some of the controllers, possible power surges. Returns next Wednesday for bush review and will try to get our evaporation back up where it should be. In a good spot.

• Gates - work in progress, and hopefully it will be done next week.

• Tree on basketball court - 30 days to remove.

• Bushes - 80 community wide - $58 -$70 per bush

• Security Cameras Working? - is it recording? Gabriel check?

• Shrub Replacements- working with landscaping company on replacing dead bushes throughout our community.

• Water Turn On

• On Site Auto Shop Follow Up

• Problem Neighbors?- If you have an issue or concern please email the board.

• Office Organization-work in progress

• Welcome Packet- work in progress

• Ticket Awareness for landscaping replacement

• Proposition for budget transfer

• Pool Opening and Cover Cleaning- pool is scheduled to open the last weekend of May. Some issues with the pool and showers for the pool have come up.

• Update on pool- showers are on and working. Still on target for May 28th opening but will keep community informed as the date comes closer.

• Take Pool Furniture Out- pool furniture has been set out for the up coming pool season.

MONTHLY HOA MEETINGS- help every second Wednesday of each month. Next meeting will be Wednesday, June 9th @ 7:00 pm

                                             The Willows Monthly HOA Meeting

       April 21, 2021 @ 7:00 PM

In attendance: Kristina, Janelle, Rich, Morgan, Cheryl, Rachel

Absent: Renae- Best wishes for a full recovery from Covid!

Community Time: 

Bryan- concern about wasp. Trap or foam for wasps around shutters.

Speeding and driving too fast.  What’s the best solution?

Idea’s suggested- Speed trap/sign/kid stand.

Rodrigo- water proposal/ great ideas. Garden in the common area: (This has been tabled for future meeting once more details have been addressed. Getting proposals and bids from the community and out sources who have done this before.)

Melanie Appleton- tree removal in front of her unit.- tabled for another meeting. Possible discount for multiple trees. 

786- sprinkler not working. Bushes are dead. Need to check all sprinklers.

Assignments Review/Tabled Items:

• Dumpster clean April:  Kristina

• Shutters:  Did the shutters arrive? Yes, figuring out paint with PPG paint of getting the correct color.  We also have new ones that have blown off and need to be replaced/or reattached. This issue is being addressed and being taken care of. 

• Craig to straighten the ducts vent. New ones are in the office. Kristina

• Clubhouse: When is the new furniture delivered? Oversee the project and make arrangements for the old furniture to be sold or dumped? (Cheryl purchasing, Morgan coordinating old furniture.)- Update: new furniture has been ordered and should arrive in the first part of July.

• Gym equipment: Plan is for 4/27 at 6:30 PM to have volunteers put things back together and build the rower. Rachael Dial has offered to oversee the project and will be checking the rower for damages. It is at her house. Follow up with Rachael on this. She is looking for a larger socket wrench for the squat rack- Please meet at the clubhouse Tuesday @ 6:30 pm if you are able to help. More hands will make this project go quickly. Please wear a mask if you are able to help. 

• Cleaning? Review their contract  Morgan will get in touch

• Security system problem resolved? Key card issues if any? Morgan and Kristina have resolved this matter. 

• Landscaping and fence repairs- Update:150 front dumpster fences fixed and repaired. 

• 750 and 200 north dumpsters still need repaired.  

• Irrigation 747 unit bushes and fence. 

• 794 fence, 772 N. 150 E. landscaping is aware of this. (Overseeing: Rich.) 

• Pest control in unit- matter has been addressed and taken care of.

• Roof repairs- consider the possibility to patch it as is or do one half this year then second half next year. (Table it for next month.)

• Walk thru status for landscaping concerns? Dead shrubs and soil complaints. Pine tree problem update? Rich is working with the landscaping company to address and fix these matters. 

• working with a fencing company to give us a quote for privacy chain link fencing for broken    down dumpster surrounds. (Janelle is overseeing this.) 

• Next date for pest control? Reminder to spray playground equipment for wasps.

• Speed bumps- addressed in earlier comments. 

• Move ins/move outs-Welcome all new people to our community. 

• CC&R's meeting and updates - (Cheryl, Renae and Rich)

• Welcome packet - (Renae)

• Digital calendar for reserving the clubhouse, notice of meetings ( Morgan)

• Updating dues and info in clubhouse and on blog ( Kristina)

• Contact pool company to make plans for opening on May 28 (Morgan)

 

New Items:

• A big THANK YOU to Spencer Maxfield for all his hard work and dedication to serving on the Willows HOA board for the last couple years. Good luck to him and his family on their next adventures. 

• Rachael Dial has been voted in as temp board member. 

Voting record: Kristina, Janelle, Morgan and Cheryl

Unanimous

NEXT MONTHLY HOA MEETING: Wednesday May 12, 2021 @ 7:00 pm in the Clubhouse

                 March 2021 MEETING AGENDA & MINUTES

March 11, 2021

In Attendance: Renae, Kristina, Janell, Rich, Spencer, Morgan Cheryl

Community member: Rachael

Community Time:

• NA

Assignments Review/Tabled Items:

• Dumpster Clean: March = Janell; April = Kristina

• Shutters: Shutters should arrive on the 29th and painter will get us a gallon of the grey paint. - Cheryl, reach out to Tyler…

• Clubhouse Flooring Decisions: Cheryl will get check to Janell and start the scheduling process. We need to organize moving out furniture.

• Truck with Flat Tire: gone!

• Website: Reached out to community member who has experience.

• Digital Calendar: Google Calendar connected to gmail.

• Treadmill/Rowing Machine: Majority in favor.

• Pest Control Spray Review: overall pleased with job done.2 units missed backyard spray. Spray company coming back out to spray those yards missed.

New Business:

• Move Ins/Outs: Still working on Hatches new residents

• Hoses can be put back on with warmer weather

• Community Email Update Needed:

• HOA dues reminder

• Bikes and personal objects cannot be on front yards

• Dumpsters - how to get better before summer surge

• Springville Community Cleanup Dates for 2021

• Fencing - Janell will get quotes.

• April 15th - new meeting date virtually unless otherwise found.

• Transfer Fee - adjust and look into CC&Rs updates

• Trees - berry blockers? Proposal to willows email.

• Landscaping - reach out to past board applicants - Rachael could be interested.

 February 2021 MEETING AGENDA & MINUTES

February 11, 2021

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

Absent: Rich Davis

Community Time:

• NA

Assignments Review/Tabled Items:

• Dumpster Clean: February = Cheryl; March = Janell

• Dumpster Enclosure Discussion: 

• Shutters - Shutters should arrive on the 29th and painter will get us a gallon of the grey paint.

• Clubhouse Flooring Decisions - Renae, Janell and Kristina go check out flooring options - material with lifetime warranty - material strong enough to move furniture

New Business:

• Truck with flat tire notice - towing by Feb. 18th - Janell will send pic for community email.

• Move Ins/Outs: Welcome all new move ins.

• Website- Ideas for a website instead of blog.

• Digital Calendar - Ideas for new ways to schedule the clubhouse calendar. Calendly - can request and schedule - Google Calendar.

• Streaming Device

• Treadmill Options

• Pest Control Spray - 3rd option and communication - 18th additional info sent out via email, facebook and blog.

• New Passwords

 January 2021 MEETING AGENDA & MINUTES

January 14, 2020

In Attendance: Renae Bowen, Janell Hampton, Cheryl Wilson, Kristina Mower, Spencer Maxfield, Morgan Honeyman, Rich Davis

Absent: NA

Community Time:

• NA

Assignments Review/Tabled Items:

• Dumpster Clean: January = Morgan; February = Cheryl

• Shutters - Shutters should arrive on the 29th and painter will get us a gallon of the grey paint.

New Business:

• Move Ins/Outs: 

• Welcome Packet Update

• When?

• Riley gets something from Title company. Typically has the name address

• Include

• Payment info (the PO Box & dues amount)

• Contact information

• Who to contact for clubhouse keycards

• Include the keycard agreement form

• Move in/outs reminders - when to contact board and what to do.

• 24-48 hour memo

• Fines for Dumpster and Illegal Parking Violators

• Email/Text/Call Renter AND Owner about fine and inform Treasurer of fine amount to come in with HOA dues

• Inform Morgan of fine to turn off keycard

• *** Kristina will get contact info. To Renae for van parking.

HOA Fine Policy

 

First offense:  Key card access revoked for two weeks or pay $25 for early activation.

Second offense:  Key card access will be revoked for one month or pay $50 for early activation.

Third offense:  A $50 fine will be assessed for each successive infraction

• Deck Repairs

• 2nd Flooring Quote

• Treadmill Replacement - part replacement for $100 or buy a new treadmill

• Beehives - Feb. Agenda - decide on beehive marking process and send out first notice. Hornet traps?

• Treasurer - Submit Accounting File to Tax Prep - probably submitting by last year.