July 2024 Agenda & Meeting Minutes

Bi-Monthly HOA Meeting

July 10, 2024 @ 7:00 PM

1. CALL TO ORDER

• HOA Meeting began at 7:02 PM conducted by Rachel Gardner who serves as Board Vice President.

1. PM ROLL CALL

• Board In Attendance: Rachel, Kristina, Jessica, Cheryl

• Board Not in Attendance: Renae

• Community Members in Attendance: Leslie Nance #163,  Sean Gilliland #175, Bree & John Whitney #747, and Sara Phenix #780. 

1. MOVE IN/OUTS

• New renter on 200 E

1. FINANCIAL REPORT

• Assets & Operating Fund: Reviewed

• Reserve Expenses: Reviewed

• Profit & Loss Reports: Reviewed

1. PROJECTS

Completed:

• Rain Gutter & Downspout Cleaning (Completed by Renae)

• Clubhouse Interior Painted (Completed by Renae)

• Bay Windows Painted (Completed by Renae)

• Insurance Deductible Updated (Completed by Cheryl)

• Liens on all accounts in default over $1,000 (Completed by Cheryl)

• Past-Due Invoices Mailed (Completed by Cheryl) 

• Paint Parking Stall Lines, RV Parking Lot, and Crack Seal (Completed by Cheryl)

• Clubhouse HVAC System Replaced (Completed by Jessica)

• Life Saver Ring Purchased (Completed by Jessica)

• Branch broken on 750 N (Completed by Jessica)

• Pool & Hot Tub Opened (Completed by Jessica)

• Hot Tub Light Replaced (Completed by Jessica)

• Weeds Sprayed in RV Parking Lot (Completed by Jessica)

• Update Website (Completed by Rachel & Kristina)

• Meet w/ Republic Services Representative (Completed by Rachel - unable to attend board meeting)

• Access to Review Clubhouse Security Camera Footage (Completed by Rachel)

• Display Case in Clubhouse Updated (Completed by Rachel)

• Google Form for Community Maintenance Requests posted on website & Facebook page (Completed by Rachel)

• Spreadsheet for Contractors (Completed by Rachel)

• Spring Newsletter emailed & posted on Facebook & website (Completed by Rachel)

• Firewood Removal in RV lot (Completed by Rachel)

• Towing Contract Signed & Signs Posted on Entry to Property (Completed by Rachel)

• Clubhouse Hallway Electrical Repaired (Completed by Rachel)

• Hose Faucet in Pool Shower Area Repaired (Completed by Rachel)

• Update Email Listserv (Completed by Rachel)

• Clubhouse Modem Replaced (Completed by Rachel)

• Women’s bathroom: large stall toilet not flushing (Repaired by Clubhouse Manager)

• Smell from Women’s Bathroom Drain Maintenanced (Completed by Clubhouse Manager)

• Broken Pool Furniture Taken to the Dump (Completed by Clubhouse Manager)

• Theater Room Couch Tore Sewn (Completed by Clubhouse Manager)

• #814 Water Spicket Repaired (Completed by Craig)

• #241 Faucet Repaired (Completed by Craig)

• 3 Siding & 8 Shutters Repaired (Completed by Craig)

• 7 Rain Gutters Sealed (Completed by Craig)

• 4 Gates Adjusted (Completed by Craig)

• 4 GFI Electrical Plugs Replaced (Completed by Craig)

Updates:

• Theater Room Equipment (Renae got bids - will review budget & schedule to update equipment in September)

• Thermostat Covers in Clubhouse (Ordered by Clubhouse Manager)

• Womens Bathroom Fan in Clubhouse (Inspected by Clubhouse Manager)

• Theater Room Carpet Repair (Jesica will get it stapled & repaired)

• Xfinity Representative re Pool Party (Rachel will follow up to see if this is required as part of our contractual agreement)

• RV Parking Lines (Cheryl will follow up to schedule them to complete the job)

• Landscaping needed on 700 N by Betos (Renae contacted surveyors & verified not our land, foliage has also already been remedies by Betos)

• Trees in Backyards (Jessica will reach out to owners to remove by 9/1/2024)

• Contracts in Google Drive (Rachel will update for pool maintenance, snow removal, landscaping, insurance, Xfinity, Mountain Security Alarm, etc.)

• Organize Office Paperwork (Kristina will toss out 8+ year old outdated  documents)

New: 

• Trash Issue 800 N/200 E (Renae will follow up with suspected culprits)

• Cigarette butts being left on ground in between two buildings of #784-788 (Kristina will follow up)

• Update Contacts List & Resolve Return Mail Issue (Kristina will ensure contacts for each unit is updated) 

• Fines for Alcohol in Clubhouse (Jessica & Renae will follow up with resident & have Accountant add fines to their account) & Keycard Access Restricted (Rachel will suspend keycard to resident)

• Tracking System for Rule Infraction (Rachel will create a tracking list)

• Paint Rusted Pool Fence (Kristina will paint the rusted fence)

• Replace West facing shutters on 150 E (Rachel will follow up with Craig about ordering & installing new shutters on a case by case basis)

• Abandoned Vehicles & Current Car Registration Checks (Rachel will follow up)

• Removal of Bushes (Jessica will follow up with landscapers)

• Remove Wood in RV area (Rachel will follow up)

1. COMMUNITY MEMBER ITEMS

• Bree & John Whitney #747 Request Hot Tub Open for Winter (Follow up with Renae about process to determine feasibility) 

1. MOTIONS & VOTES

• None

1. MAINTENANCE LIST (Craig)

• #753 Broken Window Shutter 

1. NEXT HOA MEETING

• September 11, 2024 @ 7PM in The Willows Clubhouse & via Zoom

1. MEETING ADJOURNED

• Rachel adjourned the HOA meeting at 8:14 PM.