August 2013 Board Meeting Minutes

The Willows of Springville  
Home Owners Association Board Meeting      
Wednesday, August 14, 2013 – Clubhouse at 7p

Present: Rich, Amber, Erin, Emily, Mike and Jim
Not Present: Allison

Rich

• Elliptical - New elliptical machine was delivered last Saturday. A couple small pieces were missing. Sears will return to fix or replace the machine.
• Bonneville Asphalt - Rich and Jim did a walk-around with representative who gave them a quote for service of sealing cracks, sealing gutters/edges, striping and doing a top layer. All prices were cheaper than previous quote from two years ago. See voting record below.
• Unit 38 wind damage - broken fence; HOA will work with resident
• 793 North roof leak - need more information from homeowner to determine if it's HOA responsibility.
• Water Report - Received report from "Slow the Flow" concerning our water usage

Allison (Not in Attendance)

• Cat Owner update/ Cat repellant - We have caught 10 cats in our cat trap in the last month. Animal control has taken the cats to the pound. Allison is unable to find the cat repellant we've previously purchased.
• Trash Dumpster Signs - Residents are concerned about large items/furniture being placed around dumpsters. The garbage company will not pick up items not in the dumpster which creates issue for community. The suggestion to place signs on the dumpster gates was places. See voting record below.
• Dog waste (D&T)/ Dog DNA - Mike will remind landscapers to empty dog waste containers. Will discuss dog DNA further at another time. This was suggested to locate the owners who do not pick up after their pets.
• Reserve Analysis - A realtor requested to see our "Reserve Analysis" which none of us had heard of. Amber researched the subject, thoroughly, and cannot find any official documentation - only blogs concerning this report. End of discussion.

Amber

• Monthly Financial Report - 1 resident did not pay dues for July and 2 units did not pay the late fee; 2 units caught up on dues from last month
• Accounts Update - Amber was able to close account with America First. Currently money is at Bonneville until paperwork is completed with UCCU.

Mike

• Landscaping Update - Mike will contact Devin with D&T and have him remove/replace dead bushes on 175 East; also to remove dead tree in front of clubhouse

Emily

• New owners/renters - discussed who's moved so key card can be deactivated
• Pest Control - HOA has not received complaints about wasps this year, so we will not do a separate treatment like we did last year. Emily will schedule routine treatment in September.

Erin

• No Business

Voting Record
Proposed: Have Bonneville Asphalt come and seal cracks, gutters/edges, and re-stripe at the end of September/first of October.
For: Rich, Amber, Erin, Emily, and Jim
Abstained: Mike
-MOTION PASSED-

Proposed: Increase transfer fees from 2 months to 3 months upon buying a unit effective October 1.
For: Rich, Mike, Amber, Jim, and Erin
Abstained: Emily 
-MOTION PASSED-

Proposed: Make signs for the dumpster gates to discourage the placing of large items/furniture around dumpsters.
For: Allison
Against: Emily, Erin, Mike, Jim
Abstained: Rich
-MOTION REJECTED-
 

Pictures

Just thought we would add some pictures of our beautiful development!

Large gathering area

Picnic area

Front of clubhouse

Theater Room

Exercise Room

Large playground area

Pool area

         

Pool with view

July 2013 Board Meeting Minutes

The Willows of Springville  
Home Owners Association Board Meeting    
Wednesday, July 10, 2013 – Clubhouse at 7p

Present: Rich, Allison, Amber, Erin, and Mike
Not Present: Emily and Jim

Rich

• Elliptical Update - We will be purchasing a new elliptical machine for the clubhouse this month.

Allison

• Cats - We will be setting traps for feral cats and purchasing additional cat repellant materials to combat the feral cat populations.
• Backyard Trees - We will send out an email to various unit owners regarding their responsibility towards the trees in the back yards. The concern is that the roots are growing too deep and will end up spreading into the foundations, other units' property, and common areas. If this occurs, it would be extremely costly to fix. This would NOT fall under the responsibility of the HOA to pay for damages caused by trees.

Amber

• Monthly Financial Report - 3 units with past dues for a total of $265.60.
• Change Credit Union - We will be setting up a new business account with UCCU, see Voting Record.

Mike

• Landscape Update - Mike will contact Devin about cleaning dumpsters, getting rid of growing mushrooms, and unevenness of bushes.
• Dumpster flaps - Mike will contact Allied Waste about getting the flaps of the dumpsters replaced.

Emily (Not in Attendance)

• No business

Erin

• Broken Showers - Erin will contact Jim about the showers to get them fixed.
• Universal Machine - Erin will purchase new caps for the cables. Pulleys have been replaced.
• Reservations - If guests stay past the 4 hours, they will be charged $10 per hour. This charge will be put on their account. Amber will contact Tawnya for each unit.

Jim (Not in Attendance)

• No business

Voting Record
Proposed: To close checking account with Bonneville and to close savings account with America First and to open a business account and savings account with UCCU. 
For - Rich, Allison, Amber, Mike 
Opposed - None  -MOTION PASSED-

No votes held between meetings. 

June 2013 Board Meeting Minutes

The Willows of Springville  
Home Owners Association Board Meeting  
Wednesday, June 12, 2013 – Clubhouse at 7p

Present: Rich, Allison, Amber, Mike, Emily, Erin, and Jim (all)

Rich

• Dish Network Update - received clubhouse Dish bill; paid annually
• Elliptical Update - Warranty for commercial elliptical machine not available; lifetime warranty available on personal use machine; board voted to purchase commercial machine for durability and quality for $1699 + $100 installation. Elliptical will be purchased in July with money from garbage/recycling savings. (voting record listed below)
• City Bills Update - slight water savings for April; significant savings on sewage bill for April
• Asphalt Work, Carports - Rich contacted Bonneville, who sealed the cracks in the asphalt 2 years ago; he left a message and has not heard back; he will contact them again to see if we can do more work with asphalt; Rich will also call around for bids on carport repairs.
• Reserve Account - refer to Amber below

Allison

• FHA Loan Approval - A potential home buyer contacted board stating she cannot purchase an FHA loan in the subdivision because we are not approved. As a board we are skeptical about the third party company. Allison, Amber, and Rich will do further research into the company and claim before taking further action.
• Doggie Pail Across the Street - Receptacle has been missed by landscaping company. Mike will contact Devin to have it emptied.
• Recycle Bin by Mailbox - Residents have been using recycling bin as garbage can; Springville City has not emptied it; decided by the board to move it back to the back of the subdivision with other cans.
• Cats - Officer Fenstermaker of animal control will provide one trap to catch feral cats. Allison will send community email so cat owners will be aware of traps.

Amber

• Monthly Financial Report - Due to swimming pool being open, only 3 units are behind on dues; 6 units caught up.
• Reserve Account - Board opted to move $11,000 from savings account to operational checking account; will also research different credit unions to move savings and checking accounts to. 

Mike

• Landscaping/watering update - Discussed complaints by residents and well as compliments

Emily

• New owners and renters? -  Discussed residents who have moved out/in
• Mattress by Dumpster - Emily will take care of after failed attempt by board to find who left it
• Pool Age Limit - Members using pool must by at least 14 years old. Residents must be at least 18 years old to use clubhouse.

Erin

• Universal Machine - Cables/pulleys need repairs; parts ordered and will arrive in 2 weeks; Erin will add "Out of Order" or "Use at Own Risk" sign on machine to avoid injuries
• Signs for Theater Room - due to recent issue of residents pulling out plugs and causing many problems with projector and other systems, Erin will add a sign in front of the plugs to avoid the issue again.
• Pool and Hot Tub Heaters - breakers powering the water heaters keep tripping resulting in the heaters turning off. Emily will look into it.
• Clubhouse Parking - Issue with residents and non-residents parking along mailbox curb. This issue results in problems with cars in parking spots being unable to back out as well as thru traffic being congested. Board decided there is nothing affective that we can do to prevent this.

Jim

• No business

 Voting Record  
Proposed: Purchase commercial-grade elliptical machine instead of personal-use elliptical machine
For: Rich, Jim, Allison, Mike, Emily, Erin, and Amber (all)
Against: None
-MOTION PASSED-

Votes held between meetings:
Proposed: Purchase parts needed to repair universal machine in clubhouse (board viewed invoice)
For: Rich, Allison, Amber, Emily, and Erin
No vote: Jim and Mike
-MOTION PASSED-

May 2013 Board Meeting Minutes

The Willows of Springville  
Home Owners Association Board Meeting  
Wednesday, May 8, 2013 – Clubhouse at 7p

Present: Rich, Allison, Amber, Mike, Emily, Erin, and Jim (all)

Rich

• Returned payment from extra hours reservation - will contact resident and have them pay again
• Elliptical - Rich has been researching machines by Soul at Sears. Model 30 holds up to 375 lbs and is $999. Model 35 holds up to 425 lbs and is $1299. Both commercial grade machines. Sears 5-year warranty is $120. Board interested in model 35, so Rich will do further research.
• Traffic cones - Rich researched various options for signs to alert drivers to slow down in subdivision. Rich found two affordable and durable options which the board decided between. Two cones have been placed on our roads - one on 200 East and one on 150 East.

Allison

• Noisy dogs, Unit 85 - Rich will email dog owners and let them know we will advise neighbors to immediately contact animal control when needed. The fines issued by animal control should help with the issue.
• Cats - After sticking to the city ordinance of 2 dogs per household, we will also enforce this with 2 cats (also city ordinance). Allison will contact animal control officer, Officer Fenstermaker, to work with home in question. Currently neighbors of this home are experiencing smell issues and are willing to have Officer Fenstermaker enter their unit for verification. Animal control will also provide traps to catch some of the feral cats in the community.

Amber

• Monthly Financial Report - 9 units currently behind on monthly payments; 4 units caught up from last month
• HOA fee amount on PayPal is incorrect. Mike will adjust it, so it will be correct.
• Cancel with Allied recycling - Springville City offers recycling pick-up and it is much cheaper.
• Dish Network at Clubhouse - Dish has raised our rates. Rich will contact them and see what we can do to lower the payment.

Mike

• Landscaping - Mike and Jim are working together to create a new and more specific contract for landscaping company, D&T. This will hopefully fix some of the current frustrations by board and landscapers.

Emily

• No business

Erin

• Pool Opening - Will have pool guy, Trevor, start pool prep on May 17 in order to have the pool open on May 25, 2013 for Memorial Day weekend. Due to the weather, it will not be opened prior to this date.
• Clubhouse Updates - Pool showers are finally fixed with much appreciation to board member, Jim, who performed the repairs. Jim will also assist Erin with posting another sign with pool rules on the side of the pool.
• Broken Elliptical - If we decide to go with a Sears elliptical machine, we will see if they will haul away the broken machine

Jim

• No business

Voting Record
No votes held during meeting

Votes held between meetings:
Proposed: Cancel Allied recycling and do our recycling with Springville City which will save money
For: Rich, Allison, Erin, Mike, Amber, Emily, and Jim (all)
Opposed: None
-MOTION PASSED-

April 2013 Board Meeting Minutes

The Willows of Springville
Home Owners Association Board Meeting
Wednesday, April 10, 2013 – Clubhouse at 7p


Present: Rich, Allison, Amber, Mike, Emily, Erin, and Jim (all)

Rich

• Dog owner update/Animal control visit - Officer Fenstermaker with Springville City Animal Control present as well as dog owners. Dog owners are working with city and HOA to control dog issue. HOA will vote on next step and contact dog owners.
• Elliptical/treadmill voting results, one or both - 20 votes from the community members; 13 for elliptical; 7 for treadmill - we will purchase one elliptical after April due to finances. Will consider purchasing another machine (elliptical or treadmill) in the future when funds allow.
• Monthly saving difference from garbage - Thanks to Rich contacting our garbage company and questioning our high rates, they lowered the price for garbage pick-up. We will be purchasing the elliptical machine with these savings. The new rate was not reflected on our March bill, but will be reflected in our April bill along with a credit for March,
• Slow the Flow inspection/visit- Due to a great suggestion by a community member, we are having Slow the Flow (a free extension program of Utah State University) come inspect our sprinkler system to give us ideas on how to conserve water. They will not be scheduling appointments until May, so we will contact them at that time.

Allison

• Documents on blog - new page? - The links provided on our blog (thewilllowsofspringville.blogspot.com) apparently do not work. Allison will create pages on the blog, next to the Home and Welcome page, with these documents included instead of links. Hopefully, this will be a more convenient alternative.

Amber

• Monthly Financial Report - 5 units behind on dues; 6 caught up from last month
• 2012 Taxes filed. None owned.
• 2012 Budget Report - not yet completed, but will be included in the next community newsletter

Mike

• Sprinklers - Mike went on a walk-through with Devin of D&T Landscaping and discussed possible solutions to flooding areas/standing water. Devin will cap off sprinklers on west side of subdivision (behind the units) as well as some on the northwest side. Discussed letting the grass grow longer before being mowed. Also, we will look into cost of a drip system for bushes and water-saving sprinkler heads.

Emily 

• Pest Control - scheduled for Thursday, April 11, 2013
• Carpet Cleaning - Stanley Steemer's came and cleaned the clubhouse carpets on Monday, April 8, 2013; several persistent spots in the main area would not come out - even with strong spot cleaner.
• New Owners/Renters? - a few new renters; keep eyes open for more

Erin

• Outside showers - left shower will be fixed by a resident, but right shower has a pin in place making it problematic; Erin will contact plumber
• Hot Tub - when to open - voting issue (noted below under voting record)
• Unsupervised minors - issue with parents bringing kids to clubhouse to watch a movie and leaving them for awhile. Will put a reminder in newsletter noting residents must be 18 or older to use clubhouse.
• Treadmills/workout room (noted above)
• North pool gate - residents are not shutting gate completely; worried about kids falling in pool; add reminder in newsletter

Jim

• Update code? - after going through the process involving the aforementioned dog issue, should we update our CC&R's concerning dogs such as weight/size limit of dogs allowed in community? Will look into it further. 

Voting Record
Proposed: Accommodate dog owners by allowing all 4 dogs to remain in home for emotional support though it is against city code which allows 2 dogs per household
For: Rich, Allison, Emily
Against: Mike, Amber, Erin, Jim
-MOTION DENIED-

Proposed: Open hot tub immediately (verses waiting for pool to open in May)
For: Rich, Jim, Mike, Allison
Against: Erin, Emily, and Amber
-MOTION PASSED-

No votes held between meetings.
 

Pest Control - Thursday, April 11, 2013

Spring is here, so it's time to spray for bugs! Sage Pest Control will be coming to spray on the morning of Thursday, April 11, 2013. They will spray the playgrounds, clubhouse (inside and out), carports, as well as the foundations and eves of all the units. The playgrounds and clubhouse will be sprayed first so they will be dry for community use that day. 

IMPORTANT: If you do not want your backyard sprayed, please lock your gate! They will spray all backyards with open/unlocked back gates. Due to our wasp problem, as a board, we recommend all units have their backyards sprayed, though it is completely optional. The wasps create nests in the eves and the vents in the eves. If they do not spray your backyard, these areas will not be treated. Make sure to move all toys, equipment, etc. in your backyard away from your home to avoid over-spray.

Remember this spray will not harm your pets, children, home or car. If you have any questions, feel free to email us.