May 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, May 10, 2011 – Clubhouse at 7p

Present: Jamie, Michael, Erin, Emily, Tyler, Amber, Unit 50

• Past business/follow-up from April meeting:

• Jamie:
o Door painting
 Mike Whiting has been selected for the front door painting project. Project will commence June 2011. Details forthcoming
o Violations
 Unit 96 will receive a special assessment to remove their tree stump from the front yard area
o Pothole repair
 Soliciting bid from Big Red Asphalt for the pothole developing around the manhole cover on 150 E and sealing cracks to prevent additional potholes. Temporary patch kit can be purchased in the meantime
o RV parking lot questions
 It has come to the Board’s attention that details regarding the RV Storage area were not communicated to the community and will be clarified in the July newsletter
o Swap meet
 Saturday, June 4 from 9am-12pm in the north playground area

• Michael:
o Carport bids
 Received a bid of $200 per carport with regard to restoration. There are a total of 40 carports in the community with 5 identified to be in need of urgent restoration/repair
o Unit 42
 Next steps discussed with regard to collecting past dues. Will contact the city for possible consequences and will contact the owner to set up a monthly repayment plan

• Amber:
o Unit 9
 Settled CheckNet relationship for $407. Lien still in place. Prospective buyer has most likely fallen through. The community will likely lose the +$3,600 owed in unpaid dues
o CheckNet
 All CheckNet accounts on delinquent properties have been terminated
o Monthly report
 8 units are delinquent in their HOA dues payments – which is less than last month’s 9 units – for a total uncollected amount of $6,929.55. Access to community amenities has been restricted. Currently, 2 units have liens assessed to the property as payments past due have exceeded $300.00 each. 2 additional units are close to the $300 delinquent limit which would result in liens being placed on those respective properties

• Tyler:
o List of possible CC&R amendments
 Lists from Board members will be consolidated at next month’s meeting and will be amended prior to the October annual meeting
o Gates & fence repairs
 Final bids have been received by 3 companies. Company to be selected this month. One enclosure on 200 E is in need of urgent repair and will be the first project to be requested
o Landscaping survey
 A survey will be placed online for residents to fill out and assess D&T Landscaping’s performance. Soliciting bids for next year will begin this month for discussion/vote at the October annual meeting

• Emily:
o Power washing plan & communication
 Power washing to be completed by Thursday, May 20, weather dependent

• Erin:
o Clubhouse updates
 A lock box will be installed in the Theatre Room over the thermostat to prevent accidental adjustment
 Clubhouse has been sprayed for ants resulting in a decrease of sightings. Please notify Clubhouse Manager if additional spraying is needed
o Pool opening
 Discussion about opening Friday, May 13th
o Reservation form revisions
 Form revised to include both Clubhouse and Pool/Hot tub hours as well as time frame for requesting tables and chairs. Reservation form will be made available on the cool, awesome, new blog
o Clubhouse age limitations/rules
 No changes. Individuals under age 18 require adult supervision
o Security system/alarm power down

 
Voting Record

The following details votes held during the HOA Board meeting on Tuesday, May 10, 2011:

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

Proposed: Select Mike Whiting for door painting project
$6,050 ($55 per door)
For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Proposed: Annual budget for carport preventative maintenance
$2,000 (10 carports annually after winter)
For: Erin, Michael, Emily, Tyler, Jamie and Amber (6). Motion passed

Proposed: Open pool Friday, May 13
$500 (cost to open and heat pool prior to Memorial Day weekend)
For: Erin, Michael, Emily, Tyler, Jamie (5)
Abstained: Amber. Motion passed

Proposed: Purchase pot hole patch kit for temporary fix
$17
For: Michael, Erin, Emily, Jamie, Tyler, Amber (6). Motion passed

The Pool is Opening on May 13th

We just wanted to let you all know that the pool is opening this Friday, May 13th. We are super excited and hope you are too! It is supposed to be in the high 70's on Saturday, so get out and enjoy the hot day in your pool!!

Please let us know if you have any questions.

-The HOA Board

May 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, May 10, 2011 – Clubhouse at 7p

• Past business/follow-up from April meeting:

• Jamie:
o Door painting
o Violations
o Pothole repair
o RV parking lot questions
o Swap meet

• Michael:
o Car port bids
o Unit 42

• Amber:
o Unit 9
o CheckNet
o Monthly report

• Tyler:
o List of possible CC&R amendments
o Gates & fence repairs
o Landscaping survey

• Emily:
o Power washing plan & communication

• Erin:
o Clubhouse updates
o Pool opening
o Reservation form revisions
o Clubhouse age limitations/rules
o Security system/alarm power down
 
Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Tuesday, April 12th and the posting of this Agenda for the May HOA Board meeting:

Format:

Date
Proposal
Cost
Votes – for, opposed or abstained

Monday, April 18th
Proposed: Repair the motion sensor above the Clubhouse front door
$100
For: None
Opposed: Rich, Amber, Erin (3). Motion sensor disables on purpose citing safety concerns
Abstained: Jamie, Michael, Tyler, Emily (4). Motion rejected

Tuesday, April 26th
Proposed: Replace two air filters on heating units in the Clubhouse
$52 ($26 for each filter)
For: Erin, Michael, Emily, Tyler, Rich, Jamie and Amber (7). Motion passed

Tuesday, April 26th
Proposed: Replace part on Clubhouse A/C unit for preventative maintenance
$122
For: Erin, Michael, Emily, Tyler, Rich, Jamie and Amber (7). Motion passed

Tuesday, April 26th
Proposed: Install lock box around Theatre Room thermostat in Clubhouse
$105
For: Michael, Erin, Emily, Amber (4)
Opposed: Tyler, Rich, Jamie (3). Motion passed

April 2011 HOA Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, April 12, 2011 – Clubhouse at 8p

• Past business/follow-up from March meeting:
o Door Painting Bids
 Two companies have been identified with competitive offers. The Board will meet with each company individually the week of April 18 to select the company who will perform the project this spring/summer

• Jamie:
o Shrubs
 The deadline for shrub replacement requests is April 15th
 On the 15th, Jamie will email Tyler the list and addresses
 Jamie requested that if D&T Landscaping feels like a shrub does not need to be replaced than we ask that they document and notify us so we can let the homeowner know
o Tree Removal
 Owners will not be allowed to remove residual tree stump through own efforts
 Removal will be completed by D&T Landscaping
 The deadline for Tree removal requests is April 15th
 Homeowner will be asked to send a $30 separate check in with their May dues with a note stating it is for tree removal and the address or unit number
 On the 15th, Jamie will email Tyler the list and addresses and also Amber a list for financial purposes
o Power Washing
 Power washing will commence Saturday, April 30th with the far North complex with addresses 806 through 816 and the complex with addresses 778 through 802
 Based on how this project proceeds on the day listed will determine which other complexes are washed and at what scheduled
 Stay tuned!
o Spring Activity
 Saturday, June 4, 2011 there will be a “Swap Meet” held in the Playground area of the complex from 9am-12pm
 Please bring the items you’d like to swap and come socialize!
o Pool
 Handed in pool furniture receipt.
 Proposed refurbishing four broken lounge chairs into two working lounge chairs
o Specific Assessments for Needed Repairs
 The Board has is responsible for timely repairs with respect to external damages on units
 Should a unit require a repair the Board will inquire with the unit’s owner for a reasonable time frame/plan for repair or offer assistance to manage the unit’s repair and assess a specific assessment for the owner to pay

• Michael:
o Community Internet
 Will pursue at a later date to be determined
 May be an item under consideration during the annual meeting in October 2011
o Car ports...rust, paint, replacement, etc.
 Will begin contacting businesses to get estimates on repair costs to those car ports which stand in most need of rehabilitation
o Warnings for clubhouse misuse/access
 Community members who may have contributed to Clubhouse misuse will be contacted by the HOA President and/or Vice President
 Warnings, if necessary, will be given prior to restriction of Clubhouse access and amenities
• Amber:
o Monthly Treasurer report
 9 units are delinquent in their HOA dues payments – which is less than last month’s 12 units – for a total uncollected amount of $6,742.98 to the community, which is a decrease of approximately $100.00 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
o Unit 9
 The Board did not receive the agreed payoff amount from Unit 9
 The amount will increase to cover April 2011 dues/fees and the prospective buyer’s agent will be notified of the increase of the payoff amount to remove lien on the property
o Unit 73
 Unit 73 has gone into foreclosure
 The Board was forced to write off $272.60 in bad debt on behalf of the bank that took possession of the property
 Should the property’s dues continue to be uncollected and surpass the amount of $300.00 then a lien will be placed on the bank to collect unpaid dues
o Business Renewal
 The HOA must renew annual paperwork as a non-profit entity
 Cost of filing annual renewal is $10.00
o Checking Account
 HOA President and Vice President need to add and remove all necessary names from the Board’s financial accounts

• Tyler:
o Fence Repairs
 Currently soliciting bids for the Southeast garbage enclosure repairs
 Other garbage enclosures will be repaired as needed
o Hornets/Yellow Jackets
 Funds will be allocated for the purchase of traps and spray
 Board members will be out and about in April and May to engage in preventative population control

• Emily:
o Exterminator for units
 Extermination needs for individual units are up to owner responsibility
o Signs on gates
 Signs affixed near pool gate entrances

• Erin:
o Fence Jumpers
 The pool gates will not be accessible past 10:00pm when the pool and hot tub closes. The front door will be the only entrance and exit past that time
 The green push buttons to exit the pool area will become inactive past 10:20 at night. The pool and hot tub close at 10:00pm
 Clubhouse egress must utilize the front door after the time stated above
o Exterminator
 To maintain expenses, over-the-counter bug spray will be utilized to control pests in the clubhouse
o Clubhouse Updates
 North pool gate is fixed
 Triple T will be coming out the 21st to do their cooling maintenance. While they are out we will inquire about adding a lock box to the thermostat in the Theater room
 Looking into Trevor's (pool) current contract if he is still in the community’s best interest
 Suggested “Outstanding Community Member Award” to be, at least, mentioned in quarterly newsletter
 Will discuss at next month’s meeting
 
Voting Record

The following details votes held during the HOA Board meeting on Tuesday, April 12, 2011:

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

1. Proposed: Unit 96 to remove tree stump in front yard under own efforts
Cost: Undetermined
For: Tyler (1)
Opposed: Erin, Michael, Emily, Amber, Jamie and Rich (6)

2. Proposed: Refurbish 2 old pool lounge chairs using parts from 2 other old pool chairs
Cost: Minimal (less than $20)
For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

3. Proposed: Pay Triple “T” Heating for fall season maintenance plan on Clubhouse heaters during spring A/C preventative maintenance visit
Cost: $190
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

4. Proposed: Terminate relationship with Collection Agency (CheckNet) with respect to Unit 9 to prevent monthly increases and unnecessary costs to the Community
Cost: $830
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

5. Proposed: Set aside $300 for preventative controls for yellow jacket/hornet maintenance
Cost: $300
For: For: Erin, Michael, Jamie, Emily, Amber, Tyler and Rich (7)

April 2011 Board Meeting Agenda

The Willows of Springville
Home Owners Association Board Meeting
Tuesday, April 12, 2011 – Clubhouse at 8p

• Past business/follow-up from March meeting:
o Door Painting Bids

• Jamie:
o Shrubs
o Tree Removal
o Power Washing
o Spring Activity
o Pool
o Specific Assessments for Needed Repairs

• Michael:
o Unit w/ missing window shudder: Time frames for repairs?
o Community Internet
o Car ports...rust, paint, replacement, etc.
o Warnings for clubhouse misuse/access
o Clubhouse exterminator
o Gates/garbage enclosures follow-up
o bids:
 security system
 pool
 fences/garbage enclosures

• Amber:
o Monthly Treasurer report
o Unit 9
o Liens
o Business Renewal
o Checking Account

• Tyler:
o Fence Repairs
o Hornets/Yellow Jackets
o Door Painting Bids/Organization

• Emily:
o Wasps on the playground
o Exterminator for units
o Power washer
o Signs on gates


• Erin:
o Fence Jumpers
o Exterminator
o Clubhouse Updates


Voting Record

The following details votes held over email correspondence between Board members that occurred after the last HOA Board meeting held on Tuesday, March 8th and the posting of this Agenda for the April HOA Board meeting:


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


Thursday, March 23rd
Meeting held to determine lien settlement pay out for Unit 9. Original amount owed was approximately $4,500. Negotiated pay out amount with prospective buyer for $2,784.10.
None.
For: Amber, Tyler, Michael and Erin
Not present: Emily, Jamie and Rich

April 2011 Newsletter

We would like to make you aware of the link to a PDF file of the April 2011 newsletter. This is found under the 'Documents' section on the right side of the screen.

If you have any questions regarding the newsletter please feel free to contact the board via e-mail, by calling the HOA phone or by leaving a comment.

Thanks!

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)