JULY 2026 Agenda & Meeting Minutes

The Willows HOA

Board Meeting Agenda & Minutes

Date: July 8, 2026

Location: Clubhouse

Meeting Type: Board Meeting

Roll Call

Board Members Present: Jessica, Karmen, Cheryl, Rachael, and Kristina

Board Members Absent: None

Community Members Present: None

Agenda Items & Discussion

1. Financial Review

• The Board reviewed the Association's current financial statements.

• The Board reviewed Association receivables and collection matters in accordance with applicable governing documents and Association procedures.

• Recent maintenance and repair expenditures were reviewed, including:

  • Pool equipment replacement and related repairs

  • Clubhouse HVAC repairs

  • Tree removal

2. Legal & Professional Services

• The Board received an update regarding an ongoing legal matter.

• The Board discussed the Association's ongoing need for timely professional communication and support.

• The Board discussed evaluating additional legal counsel options to assist the Association as appropriate.

• The Board will continue to handle legal matters in accordance with applicable law, the governing documents, and advice from Association counsel.

3. Maintenance & Community Requests

Chimney Repair

• The Board received an update regarding the chimney repair project.

• The contractor has completed the majority of the work, with remaining trim work to be completed.

Sprinkler System

• The Board reviewed and approved necessary sprinkler system repairs.

Pool Safety Equipment

• The Board confirmed replacement of damaged pool safety equipment.

• The Board discussed reviewing available information concerning the incident for Association purposes.

4. Community Occupancy

• The Board reviewed recent move-in and move-out activity as part of routine Association administration.

5. Key Card Access & Community Reminders

• The Board discussed maintaining an appropriate supply of activated access cards for Association administrative needs.

• The Board discussed issuing a general community reminder regarding:

  • Proper storage of bicycles and personal property

  • Compliance with pool rules and applicable enforcement provisions

  • Proper disposal of garbage

  • Restrictions regarding access cards

• The Board discussed potential updates to the distribution and communication of Association Rules & Regulations.

6. Electric Vehicle Safety

• The Board discussed general safety considerations relating to electric vehicles within the community.

• Karmen will research applicable recommendations and potential policy considerations for future Board review.

7. Theater Room Flooring

• The Board discussed potential repair or replacement of the theater room flooring.

• The Board will obtain estimates for consideration before determining next steps.

Assignments & Follow-Up

Assignment	Responsible Party
Research additional legal counsel options	Karmen
Contact title company regarding Association-related matters	Cheryl
Monitor completion of remaining chimney work	Cheryl
Review available information regarding damaged pool safety equipment	Board/Management
Obtain theater room flooring estimates	Jessica

Adjournment

The meeting was adjourned