May 2011 HOA Board Meeting Minutes

The Willows of Springville Home Owners Association Board Meeting Tuesday, May 10, 2011 – Clubhouse at 7p

Present: Jamie, Michael, Erin, Emily, Tyler, Amber, Unit 50

• Past business/follow-up from April meeting:

• Jamie: o Door painting  Mike Whiting has been selected for the front door painting project. Project will commence June 2011. Details forthcoming o Violations  Unit 96 will receive a special assessment to remove their tree stump from the front yard area o Pothole repair  Soliciting bid from Big Red Asphalt for the pothole developing around the manhole cover on 150 E and sealing cracks to prevent additional potholes. Temporary patch kit can be purchased in the meantime o RV parking lot questions  It has come to the Board’s attention that details regarding the RV Storage area were not communicated to the community and will be clarified in the July newsletter o Swap meet  Saturday, June 4 from 9am-12pm in the north playground area

• Michael: o Carport bids  Received a bid of $200 per carport with regard to restoration. There are a total of 40 carports in the community with 5 identified to be in need of urgent restoration/repair o Unit 42  Next steps discussed with regard to collecting past dues. Will contact the city for possible consequences and will contact the owner to set up a monthly repayment plan

• Amber: o Unit 9  Settled CheckNet relationship for $407. Lien still in place. Prospective buyer has most likely fallen through. The community will likely lose the +$3,600 owed in unpaid dues o CheckNet  All CheckNet accounts on delinquent properties have been terminated o Monthly report  8 units are delinquent in their HOA dues payments – which is less than last month’s 9 units – for a total uncollected amount of $6,929.55. Access to community amenities has been restricted. Currently, 2 units have liens assessed to the property as payments past due have exceeded $300.00 each. 2 additional units are close to the $300 delinquent limit which would result in liens being placed on those respective properties

• Tyler: o List of possible CC&R amendments  Lists from Board members will be consolidated at next month’s meeting and will be amended prior to the October annual meeting o Gates & fence repairs  Final bids have been received by 3 companies. Company to be selected this month. One enclosure on 200 E is in need of urgent repair and will be the first project to be requested o Landscaping survey  A survey will be placed online for residents to fill out and assess D&T Landscaping’s performance. Soliciting bids for next year will begin this month for discussion/vote at the October annual meeting

• Emily: o Power washing plan & communication  Power washing to be completed by Thursday, May 20, weather dependent

• Erin: o Clubhouse updates  A lock box will be installed in the Theatre Room over the thermostat to prevent accidental adjustment  Clubhouse has been sprayed for ants resulting in a decrease of sightings. Please notify Clubhouse Manager if additional spraying is needed o Pool opening  Discussion about opening Friday, May 13th o Reservation form revisions  Form revised to include both Clubhouse and Pool/Hot tub hours as well as time frame for requesting tables and chairs. Reservation form will be made available on the cool, awesome, new blog o Clubhouse age limitations/rules  No changes. Individuals under age 18 require adult supervision o Security system/alarm power down

Voting Record

The following details votes held during the HOA Board meeting on Tuesday, May 10, 2011:

Format: Proposal/topic Cost Votes: For, opposed or abstained

Proposed: Select Mike Whiting for door painting project $6,050 ($55 per door) For: Jamie, Emily, Erin, Michael, Amber, Tyler (6). Motion passed

Proposed: Annual budget for carport preventative maintenance $2,000 (10 carports annually after winter) For: Erin, Michael, Emily, Tyler, Jamie and Amber (6). Motion passed

Proposed: Open pool Friday, May 13 $500 (cost to open and heat pool prior to Memorial Day weekend) For: Erin, Michael, Emily, Tyler, Jamie (5) Abstained: Amber. Motion passed

Proposed: Purchase pot hole patch kit for temporary fix $17 For: Michael, Erin, Emily, Jamie, Tyler, Amber (6). Motion passed