Bi-Monthly HOA Meeting
May 8, 2024 @ 7:00 PM
CALL TO ORDER
HOA Meeting began at 7:00 PM conducted by Renae Bowen who serves as Board President.
ROLL CALL
Board In Attendance: Renae, Rachel, Jessica, Cheryl
Board Not in Attendance: Kristina
BOARD ITEMS
Sensitive matters: N/A
MOVE IN/OUTS
None
FINANCIAL REPORT
Assets & Operating Fund: Reviewed
Reserve Expenses: Reviewed
Profit & Loss Reports: Reviewed
MOTIONS & VOTES
Clubhouse Interior Painting & Complex Exterior Bay Windows Painting proposed by Renae, voted & approved by all board members.
MAINTENANCE LIST (Craig)
Women’s bathroom: large stall toilet not flushing
Clubhouse hallway electrical (5/16/2024 afternoon)
Take broken pool furniture to dump
PROJECTS
Completed:
Copies of Office Keys to Board Members (Completed by Renae)
Replenish Clubhouse Supplies (Completed by Renae)
Finalize March Meeting Minutes & Post on Website (Completed by Renae)
Trailer on 800 N Removed (Completed by Cheryl)
Landscaping Bids & Contract Signed (Completed by Jessica)
Hot Tub Cover Replaced (Completed by Jessica)
Wasp Spray (Jessica purchased & put in clubhouse)
Outdated Vehicle Registration on 150 E & 800 N (Completed by Rachel)
Clubhouse Storage Closet Organized (Completed by Rachel)
Clubhouse Lost & Found Cleared (Completed by Rachel)
Google Drive & Email Folders Organized (Completed by Rachel)
Update Online Clubhouse Reservation Form (Completed by Rachel)
Broken Sidewalk Grate on 800 N (Repaired by Craig)
#166 Rain Gutter Issue (Repaired by Craig)
Clubhouse Rain Gutters Cleaned (Completed by Craig)
Clubhouse Exit Signs (Repaired by Craig)
Clubhouse Men’s Bathroom Toilet (Repaired by Craig)
Clubhouse Furnace Filter Changed (Completed by Craig)
Updates:
Theater Room Equipment (Renae got bids - will schedule to update equipment)
Clubhouse Interior Painting (Renae will follow up with Unforgettable Coatings to get clarity on warranty and whether they might reduce their bid)
Theater Room Carpet Repair (Renae will contact Mountain West)
Clubhouse Electrical in Hallway (Renae contacted electrician scheduled for 5/16/2024)
Abandoned Vehicles (Rachel is signing tow contract, signs posted on property need to be fixed)
New:
Meet w/ Republic Services Representative (Rachel will schedule for them to attend the next board meeting)
Meet w/ Xfinity Representative Pool Party (Renae will schedule for 6/3/2024 @ 5:30PM - 7:30PM)
Pool & Hot Tub Opening (Jessica scheduled tentatively for 5/25/2024 pending weather)
Rain Gutter & Downspout Cleaning (Renae will reach out to Sun Valley Services 385-265-9115 for quote)
Paint Parking Stall Lines, RV Parking Lot, and Crack Seal (Cheryl will reach out to Ryan Briggs at Eccles Paving to schedule)
Theater Room Couch Torn (Clubhouse Manager will fix)
Access to Review Clubhouse Security Camera Footage (Renae & Rachel)
Life Saver Ring (Jessica will purchase)
Display Case in Clubhouse (Rachel will post updated rules, prices, and reservation instructions)
Google Form for Community Maintenance Requests (Rachel will post link on Facebook & website)
Spreadsheet for Contractors (Rachel will update)
Contracts in Google Drive (Rachel will update for pool maintenance, snow removal, landscaping, insurance, Xfinity, Mountain Security Alarm, etc.)
Insurance Deductible (Cheryl will get new contract)
Spring Newsletter (Renae & Rachel will publish)
Firewood Removal in RV lot (Rachel will take picture and post on Facebook)
Trees in Backyards (Jessica will reach out to owners to remove by 7/1/2024)
Update Website (Renae will follow up with Breana)
Accounts in default over $1,000 (Cheryl will put liens on homeowners)
COMMUNITY MEMBER ITEMS
Branch broken on 750 N (Jessica will follow up with landscaping company for removal)
Landscaping needed on 700 N by Betos (Renae will contact surveyors to verify land ownership)
NEXT HOA MEETING
July 10, 2024 @ 7PM in The Willows Clubhouse
MEETING ADJOURNED
Renae adjourned the HOA meeting at 8:22 PM.
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