December 2013 Board Meeting Minutes

The Willows of Springville Home Owners Association Board Meeting Wednesday, December 11, 2013 – Clubhouse at 7p

Present: Rich, Allison, Amber, Emily, Jenelle, and Michael Not Present: Jim

Rich

1. CC&R’s – At the beginning of each monthly meeting, we will read a portion of our CC&R’s in order to re-familiarize ourselves with them. At this meeting, we read over Section 3.

2. Unit 35 Add-on – As previously discussed, unit in question has added a trellis in their backyard that does not comply with community standards. Since the temperatures are currently below freezing, as a board, it was decided we would table the issue until March.

Allison

1. Icicle Questions – In response to an email the board received from a community resident, we discussed possible solutions with our current icicle issue. We also experienced this issue last year. We have our landscaping company, Peaks Landscaping, shovel and spread ice melt on porches when they come to remove snow. Though it could be done much more often, this would not be cost effective to pay the landscapers hourly to do this. We recommend residents purchase a bag of salt or ice melt and spread it on their porches as needed. Regarding the icicles – residents are welcome to install heat tape on their roofs or gutters (or have it professionally installed). We ask that an email be sent to the board if this is to be done, so we are aware. Since not all units have the icicle issue, it will not be a community project.

Amber

1. Charging Car – Verified that our front porch receptacles are connected to our individual units, so that specific unit is paying the electric bill and not the HOA.

2. Monthly Financial Report – 7 units behind on dues this month; one caught up from last month.

3. Change of Title – Discussed process of how our accountant is aware when a new homeowner has purchased a unit.

Jim (not in attendance)

1. Outside Clubhouse Lights – Eve/outside lights on clubhouse are turning on during the day. Timers are not working correctly. Emily will look into it further and maybe look into a photocell instead. 

2. Repairs for November: Clubhouse – Re-attached rubber carpet strip in theater room and replaced three furnace diffusers. Replaced the gate drop rods in the middle dumpster and then replaced same drop rods again with welded modification after they were stolen. Jim documented his time and supplies and was paid for repairs.

Emily

1. New owners/renters – Discussed if any residents have moved in or out since last meeting.

Jenelle

1. Hot Tub Heater – Our pool caretaker replaced a few parts on the hot tub heater which got it working again. The heater will need to be replaced next year. Approximate cost: $3000. Last time heater was replaced was in 2007.

2. Other Recent Repairs – Someone had messed with the wires in theater room – now they are fixed; Urinal in men’s restroom had flooded and broke – plumber came and repaired it for approx. $600; batteries in the security system needed to be replaced – Mountain West Security replaced them.

3. Universal Machine and Weight Bench – Intermountain Fitness Repair came and inspected the universal machine. He gave Jenelle a bid for all the repairs. See voting record below. Weight bench is also broken. Rich will purchase a new one and get rid of old one.

4. Adding Security Cameras to Dumpsters – Jenelle discussed possibly putting cameras by the dumpster enclosures with Mountain West Security to prevent large items/furniture from being placed in dumpsters or enclosures. To run wires and install cameras to each enclosure would be very expensive. He gave us the option to put dummy cameras up for $100 each. We discussed this and decided against it.

5. Contract with Stephanie – Jenelle wants to have Stephanie, who cleans the clubhouse, send her an email with the list of her responsibilities.

6. Records – In an effort to organize the clubhouse office/closets, Jenelle discussed with the board which past records should be kept or thrown-away.

Michael

1. No business

Voting Record

Proposed: Pay Intermountain Fitness Repair to make repairs on universal machine. It will cost $482 to replace cables, cams, knobs, and do some welding. For: Rich, Allison, Amber, Emily, and Jenelle Unopposed: Michael and Jim -MOTION PASSED-

Vote held between meetings- Proposed: Switch from D&T Landscaping to Peaks Landscaping for snow removal and landscape maintenance. For: Rich, Allison, Jim, Amber, Jenelle, Michael, and Emily (all) Against: None -MOTION PASSED-