January 2016 Board Meeting Minutes

January 2016 Board Meeting Minutes

The Willows of Springville

Home Owners Association Board Meeting

Wednesday, January 13, 2016 – 7pm at Clubhouse

Present: Elizabeth, Rich, Michael, Jim, Joel, Meagan, Kristina, Trevor w/ liquid assets and Unit 41 owners the Bowens.

Not Present: N/A

Elizabeth

1.  Collection processes and procedures

2.  Unit 41–Update lien/Collections options/next step

3.   Liens- To be updated through the county as soon as updated data received

4.   Lightbulbs inside and outside the clubhouse need to be replaced

Rich

1.  Additional trash pickup during the weeks surrounding Christmas/New Years

2.  Normal HOA dues processing. HOA payments that are sent via mail: The mail box is checked on the 10th and the 30th they are deposited shortly after being collected from the mail box. This process will cause a delay in seeing the check clear from your personal checking account, for example if the check is mailed after the 10th it will not be deposited until after the 30th.

3. Theater room instructions. (Updated see Meagan’s items)

Michael

1. 2015 year-in-review. Doubled the HOAs reserves in last 2 years

2.  Liens- to be sent to Elizabeth this week

3.  Late dues/Key shut-off

4.  Unit 41-Michael to contact attorneys. Updated via email 1/20 limited options until the amount owed reaches a higher value

5.  New clubhouse cleaning update (Meagan) & last Silver Cleaning invoice for payment

Jim

1. Snow removal-update

2.  Tree trimming update

3.   Landscaping annual review. Comparison in landscaping budget from previous years. Spending has increased has the level of service and quality of work?

4.  Bush removal and replacement

Meagan

1. Cleaning Services-Silver cleaning no longer to be used

2.  New cleaner to start this week. Kevin Stevens to charge $100 per visit bi-weekly Meagan to get a bid for a weekly clean

3.  Furnace check up

4.  Cleaning check list updates

5. Theater room instructions have now been updated. New instructions more user friendly and should make theater room easier to use

Joel

1. New move ins/move outs

2. No one under 18 to use clubhouse w/o parent supervision

Kristina

1. None

Trevor w/ Liquid Assets

1. Trevor in attendance to help with questions concerning pool, hot tub, water main and heating control for water. All in attendance did a walk through with Trevor. Went over Water Main shut off procedures, breakers to stop water and Hot Tub alarm system. Also discussed the requirements that HOA must follow to keep pool open this upcoming year.

2.  Will provide a new bid for heater replacement as well as heater repair, board to vote on options in Feb HOA meeting.

3. Went over bid for daily visits vs 3 days a week visit from liquid assets. $35 daily visit, $49 full service visit (includes cleaning pool) Only 1 visit a week throughout the winter and 3 a week throughout the summer. Board to vote on changing this process for upcoming year.

Voting Record

No motions to vote on this month