March 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
March 2011 Meeting

Present: Jamie, Michael, Amber, Emily, Erin, Tyler and Rich (all)

• Past business/follow-up:
o Discussion on which sections to amend in the CC&Rs. Further discussion slated for the April meeting

• Jamie:
o Vacation: March 15-29
 Michael will have the HOA phone during Jamie’s absence
o Clubhouse construction
 Internal construction is finished. Remaining repairs left are hardware to external showers. Construction should be completed by end-of-month
o Door painting
 External, front doors are slated for painting starting on May 1st, dependent upon weather. All community units will receive this service. Further details to come as to the exact date which color doors will be serviced and accessible
 Backdoors may be repainted at owner’s expense upon owner notifying the Board. This service will not be communal nor paid for by the HOA
o 6 compensated Board members
 Reevaluation of 6 compensated and 1 non-compensated Board member structure will be postponed until September and a full 12-month seasonal cycle has passed
o DRC
 A 3-person committee to review community projects has been established according to guidelines stated in the CC&Rs. Upon necessity, special projects that are brought to the Board’s attention will be discussed through the DRC and voted upon. Current DRC members: HOA Board President & Vice President (1 vote), Taylor Pinegar (1 vote) and a community member to be chosen upon necessity (1 vote). 2-out-of-3 vote majority will approve/deny project implementation
o Trees
 Owners are encouraged to contact the Board to have any trees removed from their property. Tree removal will be at owner expense through D&T Landscaping. Notification to the Board due by April 15th. If an owner misses the deadline stated then owner will need to wait until next year for tree removal/service. April newsletter will include a reminder
o Power washing
 Community power washer will be repaired this month and spraying will commence in April, prior to door painting
o Rental fee for table & chairs
 Effective immediately rental fee for tables and chairs during Clubhouse reservations are eliminated
 Prior reservations and fees assessed will not be refunded
 Should it be determined by the Board that tables and chairs break from abuse and misuse during a Unit’s reservation then the owner’s deposit will be kept and used to replace the furniture damaged
 If tables and chairs break from normal wear and tear during a Unit’s reservation then no charge will be assessed
o Spring activity
 Community activity sponsored by the Board will be discussed and voted upon in April meeting
o “Children at Play” signs
 Discussion about placing visible signs around the community to encourage drivers to slow down. Consensus on the matter was not reached during the conversation

• Michael:
o Power washing & repair
 Discussed previously
o Community project vote
 During Annual October meeting projects brought to the Board’s attention from home owners will be presented upon and voted on by those present at the meeting
o D&T Landscaping (please invite Devon to the meeting)
 Contract status
• Contract received and final revisions due no later than March 15th
 Snow removal/duties
• Discussion if D&T is the best service for, specifically, snow removal. Bids for other services will be solicited. Consensus will also be sought for during Annual meeting to outline expectations for the following winter
 Community input/survey into snow removal duties/expectations
• All owners are encouraged to complete a survey to create expectations for which snow removal methods and time frames are most widely acceptable by the community at large to provide D&T Landscaping community preferences. Link: Snow Removal
 Tree removal
• Discussed previously
 Spring cleaning/dead shrub replacement
• Owners are encouraged to contact the Board for any needed replacements to unit landscaping. Deadline for Board notification is April 15th. If an owner misses the stated deadline, owner will need to wait until next year for service. April newsletter will include a reminder
o CC&R amendments
 Discussed previously
o Bank removal letter
 In progress. Please refer to voting section of these minutes for further detail
o Clubhouse repairs/projects & receiver
 Discussed previously by Erin
o Overall Board responsiveness and communication
 Request made for all Board members to execute more frequent communication to all other Board members to keep full information flow and disclosure

• Amber:
o Monthly financial reports:
 12 Units are delinquent in their HOA dues payments for a total uncollected amount of $6,807.30 to the community, which is an increase of $228.81 from last month. Access to community amenities has been restricted. Currently, 2 units have liens assessed to the property as payments due have exceeded $300.00 each
 Unit 9 is going through the short-sale process. United Title Services has contacted the HOA to clear the lien on the property. The community should receive the full balance of $3,483.76 returned no later than March 16th

• Tyler:
o No business

• Emily:
o No business

• Erin:
o Theater room fixes
 Discussion held about replacing old receiver and replacing with a new receiver
o Reservation form
 Updates suggested from February meeting have been received well. A few additional, minor changes will need to be made
o Cats
 Discussion about the number of cats viewed in the area and around the Clubhouse. Measures discussed with respect to curbing cat population
o Ants
 Bids will be solicited for an exterminator to come to the Clubhouse and spray both internal and external. The Clubhouse will likely need to close for a period of time to allow for service. Details forthcoming
 
Voting Record

The following details votes held during the HOA Board meeting on Tuesday, March 8, 2011:


Format:
Proposal/topic
Cost
Votes: For, opposed or abstained


1. Proposed: Purchase a new receiver for the Clubhouse Theatre room to replace old and malfunctioning receiver
$400
For: Erin, Michael, Tyler, Emily, Amber, Jamie and Rich (all)

2. Proposed: Grant Jamie, Michael and Amber access to Board checking account (authority to write checks/remit payment, etc.)
None
For: Jamie, Michael, Amber, Emily, Erin, Tyler and Rich (all)

3. Proposed: Remove any and all former Board members from Board checking account/access
None
For: For: Jamie, Michael, Amber, Emily, Erin, Tyler and Rich (all)

4. Proposed: Purchase new pool furniture. Source: Sam’s Club. Type: Aluminum.
$990 (not including tax): $115 for lounge chairs (6) and $50 for regular char (6)
For: Jamie, Michael, Amber, Emily, Erin, Tyler and Rich (all)

5. Proposed: Remove table/chair fee for Clubhouse reservations starting immediately (date of meeting was Tuesday, March 8th.)
None
For: Jamie, Emily, Erin, Tyler, Rich (5)
Abstained: Amber, Michael (2)

March 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, March 8, 2011 – Clubhouse at 8p

•Past business/follow-up from February meeting:

•Jamie:
oVacation: March 15-29
oClubhouse construction
oDoor painting
o6 compensated Board members
oDRC
oTrees
oPower washing
oRental fee for table & chairs
oSpring activity
o“Children at Play” signs

•Michael:
oPower washing & repair
oCommunity project vote
oD&T Landscaping (please invite Devon to the meeting)
Contract status
Snow removal/duties
Community input/survey into snow removal duties/expectations
Tree removal
Spring cleaning/dead shrub replacement
oCC&R amendments
oBank removal letter
oClubhouse repairs/projects & receiver
oOverall Board responsiveness and communication

•Amber:
oMonthly financial reports

•Tyler:
oNo business

•Emily:
oNo business

•Erin:
oTheater room fixes
oReservation form
oCats
oAnts

Voting Record
No votes held between meetings.

February HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting Minutes
February 2011 Meeting

Present: Jamie, Michael, Amber, Emily, Erin and Tyler (all)

We are happy to announce that Rich Davis will serve in the capacity of the Board’s 7th, and non-compensated, member position. The non-compensated position will vote on any agenda items, or matters that arise in between meetings if necessary, but will otherwise not be involved in community day-to-day affairs.

• Past business/follow-up:
o Specific Assessment – Unit 80
 No specific assessment will be issued
o Broken fence – Unit 67
 D&T Landscaping needs to assess damages and provide an estimate for repair. Tyler will report on findings and next steps by March meeting

• Jamie:
o Follow up from January Meeting:
 Proposal to move reserve funds to a financial account with higher interest rate. Still researching institutions and accounts at the moment. No changes made
 Proposal to amend CC&Rs. To add clarity to portions of the CC&Rs which are vague or have not been adhered to due to prior Board decisions, certain sections will be considered for revision. Board members will consider which sections to amend and then it is proposed that the CC&Rs be amended this summer and the public notified of the changes prior to the next General meeting in October
 Proposal to add the Theatre Room to a modified reservation list for Clubhouse reservation for community members
o Clubhouse construction update:
 The clubhouse will be receiving new carpet in the large room. That section of the clubhouse will be, in essence, closed to reservations for a one-week period for carpet installation and any other repair needs
o Painting of Doors – postponed until March meeting
o RV Parking Lot:
 Community members with belongings in the lot have filed their belongings with the Board. The gate has been shut and locked. Members with belongings have been issued a key to access the lot as needed. If a community member has an item they wish to store in the lot they may contact the Board to register their item to obtain a key
o Power Washing – postponed until March meeting
o Involving Community – postponed until March meeting
o Removal of Trees – postponed until March meeting
o Rental of Table & Chairs – postponed until March meeting

• Michael:
o Reserve budget policy/procedures:
 Discussion on how the Board sets aside reserve monies for future needs (asphalt, concrete, roof repair, etc.) Proposal to implement a “pay yourself first” method to set aside some amount of money each month – say $1,000 – into the Board’s coffers
o Community visits:
 Jamie and I have started visiting units to both introduce ourselves to community members as well as field concerns that can be proactively addressed and resolved. Last week we visited 22 units meeting 7 residents. We will continue making day-time visits. Once we’ve gone around the entire community we will make evening visits to those whom we were unable to meet during the day visits. We look forward to meeting you!

• Amber:
o Monthly financial reports:
 13 Units are delinquent in their HOA dues payments for a total uncollected amount of $6,578.49 to the community. Access to communal amenities have been restricted. In the case of 3 Units, Liens will be assessed to the properties as payments due have exceeded $300.00 each
o Bonneville checking account:
 Still conducting research into more favorable institutions and investment accounts to earn higher interest rates for the reserve account

• Tyler:
o CC&R Amendments:
 Go over the procedure to amend the CC&R's. Possibly propose a few amendment ideas such as:
• How proxy voting should be set up to be more democratic
• Eliminating “violations” and “fines” and sticking to assessments and restriction of community benefits
o Landscaping Agreement:
 D&T Landscaping is in possession of a proposed contract for 2011. D&T Landscaping will submit any corrections or requests, and contract will be finalized prior to end-of-month
o Community projects and reserve budget:
 In the next community newsletter the reserve budget for special projects will be published along with a list of proposed projects the Board can undertake for the year. Community members will be invited to vote on which projects will be completed

• Emily – no business.

• Erin:
o Workout room repairs/upkeep:
 The elliptical machine - right moving handle, all the screws were replaced.
 The universal machine - Champion fitness came out and rewired machine. A week later it was broken again. The pins were taken as a precaution so no more damage was done. Luckily a resident fixed it so that Champion fitness did not have to come out again. The pins have been put back.
 The bench had some loose screws, they are now tightened.
 There was a complaint about the temperature in the workout room. The mystery has been solved. The thermostat in the theater room also controls the workout room, and was being mistaken as the volume. We are talking about getting a lockbox for the thermostat.
o Furniture
 A chair in the great room was loose, it is now fixed.
 The couch bottoms on the couch facing the window were missing, they are now back.
o Outside lights
 Attempting to locate the timing box for the Clubhouse outside lights has been unsuccessful.

Additional items outside of the original agenda:
• Unit 36, Unit 39 and Unit 50 voiced complaints against the level of noise generated at 4:30am on Tuesday, February 8th by D&T Landscaping’s snow removal crew. Specifically mentioned was the unnecessary engine revving of the vehicle used to move snow from parking areas and sidewalks. Tyler reported having talked to Devon about the incident the same day and that Devon will address his crew and seek a solution to when and how the vehicle is used in the future
• Qwest has proposed outfitting all units in the community with the capacity for internet service at a discounted rate. Residents would have the choice to opt-in or opt-out of the service. Preliminary costs are estimated to range from $15-20 per unit
• Unit 36 proposed revising how proxy votes are gathered and limiting the amount, or limiting the % one person can accumulate, to prevent one-person from having a majority of the representation during the yearly general meeting
• The receiver in the Clubhouse Theatre room will need to be replaced and the system rewired. Technicians have been contacted to assess the scope of work to repair the current system. A new receiver is estimated to start at $500 to replace
• Either a link to the most recent January Newsletter will be provided on the blog website or copy/pasted in its entirety
• A proposal to put a plastic box over the thermostat in the Theatre room to prevent unintended, or intended, temperature changes which unnecessarily increase heating costs for the community
 
Voting record of the meeting

The following details votes held during the HOA Board meeting on Tuesday, February 8, 2011:


Format:
Topic
Cost
Votes – for, opposed or abstained


Proposal to amend CC&Rs at a later date (June tentatively set as target timeframe). Members to begin identifying areas to clarify and provide verbiage to be voted upon prior to amending.
None.
For: Erin, Michael, Tyler, Emily, Amber, Jamie (all)

February 2011 HOA Board Meeting Agenda

The following agenda will be posted by the front door display case today, February 2, 2011.

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, February 8, 2011 – Clubhouse at 7p

•Past business/follow-up:
o Specific Assessment: Attic
o Broken fence – Unit #67

•Jamie:
o Follow up from January Meeting
o Clubhouse Construction
o Painting of Doors
o RV Parking Lot
o Power Washing
o Revising of Violations
o Involving Community
o Removal of Trees
o Rental of Table & Chairs
o Special Assessment for Unit #81

•Michael:
o Reserve budget policy/procedures
o Community visits
o Cats and dogs, and cats and dogs
o Abandoned Unit
o Clubhouse reservations and theatre room reservations

•Amber:
o Monthly financial reports
o Bonneville checking account

•Tyler:
o Violations - Eliminating fines and sticking to assessments and restriction of community benefits
o Amendments - Go over the procedure to amend the CC&R's. Possibly propose a few amendment ideas such as how Proxy Voting is set up, etc.
o Landscaping Agreement
o Community Projects and Reserve budget

•Emily:

•Erin:
o Workout room repairs/upkeep
o Furniture
o Outside lights


Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Thursday, January 6th and the posting of this Agenda for the February HOA Board meeting:

Format:
Date
Topic
Cost
Votes – for, opposed or abstained

Monday, January 14th
Locksmith to make key for entertainment system panel
$65
For: Erin, Michael, Tyler, Emily, Amber, Jamie (all)

Friday, January 25th
Repair frozen pipe/water leak in the Clubhouse
$3,000: $2,500 insurance deductible plus $500 modification to drain pipes on pool shower heads. Total repairs for damage to clubhouse in excess of $5,000.
For: Jamie, Emily, Amber, Tyler, Erin, Michael (all)

Dear Willows Residents:

We want to inform you that due to some pipes freezing and breaking in the outside showers we have incurred some water damage in the HOA office and in the hallway to the hot tub and weight room.

For the next couple of weeks there will be repairs taking place. We will be painting and replacing baseboards, taking out old and putting in new carpet, and replacing the tile on the outside showers.

Please be careful when using the clubhouse while construction is taking place. We ask you to please proceed with caution and enter at your own risk when by the areas of repair.

We thank you for your patience and understanding while we get this fixed. Please feel free to email us at thewillowshoa@gmail.com or call us with any questions at 801-427-8037.

Sincerely,

The Willows of Springville HOA Board

Clubhouse Update 1/26/11

Monday evening Emily noticed the Clubhouse Office floor was wet. Long story made short: A water pipe froze and cracked. The main water supply has been turned off and a plumber has been contacted for repairs. More details to come.

-Michael

Clubhouse Update 1/17/11

Happy New Year everyone! A quick update:

-The universal workout machine: Champion Fitness came by this morning and made final repairs. The machine is now fully operational for your use! The elliptical machine requires a little maintenance but that should be resolved today as well. With the gym completely up and running please let us know if any thing comes up with any of the equipment, or any other issues!

-The entertainment system functionality: We're scheduling a locksmith to come out and make a key for the latching mechanism that will open the wall to allow us to rewire the system, or replace the receiver, so the projector and other components will all function correctly for all who wish to view television in the TV room. We appreciate your patience with this matter.

-Men's washroom toilet: I received word this morning that the men's restroom toilet is not operating. I will take a look at the toilet Thursday morning on my next day off and see if I can make the repairs or see if it will be necessary to call a plumber. Hopefully it's nothing over my head so we can save the community some money.

The minutes from January's HOA meeting last Thursday will be typed up and provided for review along side the calendar box in the clubhouse main entrance by the end of this week.

With thanks,
Michael