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.

 December 2020 MEETING AGENDA & MINUTES

December 10, 2020

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

Zoom/Call-In: 

Absent: NA

Community Time:

• 
  

Assignments Review/Tabled Items:

• Dumpster Clean: December = Spencer; January = Morgan

• Shutters - follow up on correct color

• Rain Gutters Follow Up - 200 North was little worse then expected. Very pleased with clearing of cutters.

• Leaves- Approved- to have Peak clear as many leaves as possible.

New Business:

• Move Ins/Outs:

• Move in welcome packet

• 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

• Board member responsibilities review and training plan

• Blog - double check links - Kristina will message me login info.

ATTENTION COMMUNITY: 

We have scheduled for gutters and downspouts to be cleaned starting TOMORROW, Monday, November 23rd at 8am. They will be climbing on roofs and cleaning out debris and flushing downspouts out with pressurized water. No interaction is needed with them, but if you would like them to wash your windows while they are at it, it is a $45 charge and will include all outside windows.

 Thank you!

 November 2020 MEETING AGENDA & MINUTES

November 12, 2020

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

Zoom/Call-In: NA

Absent: NA

Community Time:

• WELCOME Morgan Honeyman as a new member of The Willows HOA Board.

Assignments Review/Tabled Items:

• Dumpster Clean: November = Renae, December = Spencer

• Headboard needs to be repositioned until dump run

• Shutter purchase

• Pool Tiles and Handrail Fix - This has been resolved.

New Business:

• Move Ins/Outs: 

• Fall Landscaping - leaf concern

• Contract ended October 31st

• Trying to manage the retainment pond by cleaning it up now so in spring it doesn’t look overgrown

• Attention to the creek - Spring cleanup

• 40-60 hours of leaves needed - $40 an hour - Rich approved 25 hours

• Snow Removal

• At what depth do we want them to come out?

• 1 to 1 ½ or 2?

• Avg to clear sidewalks is $550

• 2 inches for now

• When do we want them to come out?

• 1st on his route

• Ice melt

• $15 for 50 lb bag of ice melt to help avoid paying when it’s a light snow

• 2021 Landscaping Contract

• Same price except recommends in March, an extra fertilization for weeds and crabgrass (would make it 3 total, roughly $600 an application)

• Unanimous agreement to continue with Peak

• Rain gutters with Leaves 

• Long term maybe look into gutter screens

• Gutter cleaning bids

• Get an evaluation first to determine need and potential problem areas

• Dumpster Sign-Rich

• Sign had fallen down

• Someone took it down

• Kristina is putting sign back up.

• Update contact handout idea?

• Move in welcome packet

• 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

• *Renae and Kristina to create a draft for December meeting

• Bikes need a final warning note posted with picture and date of removal

• Schedule of clubhouse improvements

• Lights on Christmas tree

• Email/newsletter to announce due increase - Renae

• Junk behind fences & in dumpster areas - Renae

• Board member responsibilities and title changes if any

The next monthly board meeting will be Thursday December 10,2020 @ 7:00 pm by ZOOM. The Zoom link will be sent out the day of meeting. We encourage everyone to join.

 October 2020 MEETING AGENDA & MINUTES

October 22, 2020

In Attendance:  

Zoom/Call-In: 

Absent: 

Welcome:

Board Member Candidates Introduction:

Votes Submission and Tally:

Community Time:

• Community Q&A - Each homeowner gets 3 minutes to speak.

Assignments Review/Tabled Items:

• Dues Increase Decision - 

• September Resolution: Dues increase 10% starting January 2021 - $183 will be new payment.

• Property Management Decision -  

• September Resolution: No property management yet… In 2021 entertain PM co. presentations

• Next Year’s Project Proposals & Budget Discussion

• September Resolution: Board Approved by unanimous vote

• Dumpster Clean: October = Kristina; November = Renae

• Shutter purchase

• Pool Tiles and Handrail Fix

• RV lot cleanup

New Business:

• Move Ins/Outs: 

• Fall Newsletter

• Remove Hoses, snow removal procedures

• Annual Meeting Results/Info.

    

HOA recap meeting/ bank account vote: everyone on board 

Our annual owners meeting is tonight October 22,2020 @ 7:00 pm 

If you are in attendance a MASK MUST BE WORN

Zoom meeting is available for those who would like to attend virtually.  

Meeting ID: 924 1567 9223

Passcode: 908113

There are 3 positions available. Ballots are available in the clubhouse kitchen if you would like to fill yours out and drop it in the mail slot in the office.

  September 2020 MEETING AGENDA & MINUTES

September 17th, 2020

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

Call-In: 

Absent: Rich Davis

Community Time:

• Send out notice that balconies are getting looked at.

Assignments Review/Tabled Items:

• Dues Increase Decision - 

• Riley Budget Presentation - 15% increase every other year - water bill comparison 

• Bank sends automatic bill payment info out - send to PO Box 87.

• Resolution: Dues increase 10% starting January 2021 - $183 will be new payment.

• Property Management Decision -  No property management company as of yet… 2021 entertain possible companies.

• Next Year’s Project Proposals & Budget Decision 

• Cameras by dumpsters - Kristina - not right now

• New couches in the main area of clubhouse - Spencer $5k (may come in less)

• New flooring in clubhouse main area - Janell - $6,400k - luxury vinyl plank.

• Crack Seal for asphalt - Cheryl - postpone to next October

• Pool fencing rust - DIY - $800, Contracted - $2,500

• Other pool items (different machines in the pool room)-Spence will ask Brett 

• Chemical controller- won’t be up to code come new rules in 2023

• Needs to be done in the next 2 years ($2k, maybe more with install)

• Speed bumps - Kristina - (2k)

• New treadmill - Spencer ($2k)

• Shrub replacements - pull out and replace for $3k

• Set some budget aside for pool maintenance-

• 
  

• Dumpster Clean: September = Janell ; October = Kristina

• List of Contractors- in the google drive.

• Shutter purchase - Craig is working on this.

• Pool Tiles and Hand railing Fix - $980 

• Hose hookup by pool - done

• RV lot cleanup - Weed killer

• Vehicle registration review - End of September landscape clean up, we will do a prelim organization effort 1 or 2 weeks before. Janell create a note for the missing registration.

New Business:

• Move Ins/Outs: 

• Delinquent Payments: 

• Roofing - when we re-roof can it be done around our new pipes and turtle vent.

• Renae Meeting Email stuff - October 22nd

• Annual HOA October meeting will be held via Zoom this year due to COVID-19. More information to come.