September 2024 Agenda and Meeting Minutes

September HOA Bi-Monthly HOA Meeting

September 11, 2024 @ 7:00 PM

CALL TO ORDER

• HOA Meeting began at 7:00 PM conducted by Rachel who serves as Board Vice President.

1. ROLL CALL

2. Board In Attendance: Renae, Rachel, Kristina, Jessica, Cheryl (Zoom)

3. Board Not in Attendance: N/A

4. Community Members in Attendance: Michael Hastriter #766 & #763, Gabriella Morales & Ricky #762, Jessica Cowden #755, Linda Needham #784, Paul & Shelley Nance #163, Sara Phenix #780, Rachael (Zoom) & Adam Dial #812, Debbie Woolstenhulme #160, LaDawn Graves #162, Lance Allington #778, Angi Davis #727, Michelle Landers #167, Micah #?(Zoom), Stephanie Fano #164 (Zoom)

1. “CAUGHT-YA” DRAWING

2. Nominations: Bowen Black, Brock Mower, Kathy Rice, Logan Lund, Melanie Appleton, Zack Mower, Anthony (DNR), Craig Calderwood x3, Sara Phenix

3. Raffle Winner: Logan Lund 

1. MOVE IN/OUTS

2. Move In: 761 N 200 E (Amy & Anthony Palethorpe)

3. Move In: 799 N 200 E (Gary Steven Puente & Kathryn Leithead)

4. For Rent: 181 E 700 N

1. FINANCIAL REPORT

2. Assets & Operating Fund: Reviewed

3. Reserve Expenses: Reviewed

4. Profit & Loss Reports: Reviewed

1. PROJECTS

Completed:

• Theater Room Equipment Upgraded (Completed by Renae)

• Theater Room Carpet Repaired (Completed by Jessica)

• Pool & Hot Tub Winterized & Closed for Season (Completed by Jessica)

• Broken Branches on Trees near 700 N/200 E Trimmed (Completed by Jessica)

• Laminate AV Instructions & Post in Theater Room (Completed by Cheryl)

• RV Parking Lines Painted (Completed by Cheryl)

• Spray Wasps in Common Areas (Completed by Kristina)

• Dumpster Fence Repaired on 750 N/200 E (Completed by Kristina)

• Website Updated Re New Insurance Contract (Completed by Kristina)

• Cigarette butts picked up between buildings of #784-788 (Kristina notified resident)

• Organize Office Paperwork (Rachel tossed out 8+ year old outdated documents & Kristina shredded paperwork)

• Spreadsheet Tracking System for Rule Infraction (Completed by Rachel)

• Abandoned Vehicles & Current Car Registration Checks (Rachel put notices on 36 vehicles – 4 towed)

• Clubhouse Internet Repaired (Completed by Rachel)

• Update Welcome Packet w/ New RV Contract (Completed by Rachel)

• Facebook post re AV instructions (Completed by Rachel)

• Trash Issue (Rachel sent written warnings to culprits)

• Contracts Updated in Google Drive (Completed by Rachel)

• Responded to #747 Request Hot Tub Open for Winter from last meeting (Completed by Rachel) 

• Fence Repair Quote (Completed by Rachel)

• Street Light on 700 N/200 E blocked by trees (Reviewed by Rachel)

• Wood in RV Area Removed (Completed by Craig & Rachel)

• Weeds & Trees Trimmed in RV Area (Completed by Craig & Rachel)

• Junk Removed Behind 150 E and 200 E Fenceline (Completed by Craig & Rachel)

• Dumpster Fence on 150 E 750 N Repaired (Completed by Craig & Rachel)

• #704 External Plug Cover Repaired (Completed by Craig)

• #736 Fence Repaired (Completed by Craig)

• #736 Brown Grass in Front Yard (Jessica followed up with landscaping company and they ruled out any issues with grubs and said it was likely a chemical burn) 

• #747 Carport Creaking Repaired & Trees Trimmed (Completed by Craig)

• #761 Fence & Latch Repaired (Completed by Craig)

• #775 Front Porch Light Cover Repaired (Completed by Craig)

• Women’s Toilet in Clubhouse Repaired (Completed by Sean)

• Womens Bathroom Fan in Clubhouse (Inspected by Sean)

• Thermostat Covers in Clubhouse (Installed by Sean)

Updates:

• Contacts List (Kristina is continuing to update the list) 

• Remove Dead Bushes (Jessica will oversee - might do during a community day of service)

• Replace #753 Shutter (Kristina/Jessica will order & Craig will paint and install)

• Paint Rusted Pool Fence (Kristina will oversee - might do during a community day of service)

• Xfinity Representative (Rachel will reach out to see if they will sponsor a community day of service)

• Trees in Backyards Removed by 11/1/2024 (Jessica is in the process of individually reaching out to owners)

New: 

• Snow Removal Contract (Jessica is working on contracting with new company)

• Hot Tub Pump Broken (Jessica will get fixed in Spring)

• Pool lights need to be replaced (Jessica will get fixed in Spring)

• Pavement Cracked & Lifting (Renae will get quotes in Spring)

• Pool Net Broken (Jessica will replace in the Spring)

• Electrical Boxes (Kristina will reach out to company to fix & remove wasps)

• HOA Comps (Cheryl will review what other local HOA’s offer & charge)

• Bricks on Clubhouse Chimney (Sean will seal & repair)

• ‘No Alcohol’ sign in clubhouse (Sean will order)

• Coupons for the dump & doing a fall/winter clean up (Rachel will review options with Springville City)

• Contract/Release for Craig to have access to the Pool (Renae will create a form)

• Furnace Filter Monthly Replacement (Sean will manage)

• Clubhouse Manager position (Kristina will add position to website)

• Board Member Responsibilities & Standard Operating Procedures (All board members will review & type up SOP by 9/18)

  • Renae, Cheryl & Kristina up for reelection in January 2025 (President, Treasurer, and Secretary)

  • Rachel & Jessica up for reelection in January 2027 (VP and Landscaping)

1. COMMUNITY MEMBER ITEMS

2. #784 Linda Needham paid $20 for new keycard (Kristina will issue new keycard)

3. #778 Reported an overgrown tree & problems with roots (Jessica will follow up)

4. #782 Reported a diseased tree that needs to be removed (Jessica will follow up)

5. Discussed that Recycling Bins are maintained by the city and not the HOA

6. Residents requested that drivers Slow Down, discussed options for removable speed bumps in summer months (Kristina will follow up)

7. Discussed that the HOA doesn’t do pest control anymore but does provide Wasp Spray which is kept in the clubhouse kitchen for residents to use in common areas. (Kristina is planning on removing nests during winter)

8. #762 recommended HOA use Telegram app to give updates about the complex instead of Facebook (Rachel will review options)

9. #763 & #766 Recommended that all uses use a Water Heater Overflow Valve to save $ on the community water bill.  (Rachel will look into possibly getting a group discount with a vendor) 

1. INSURANCE DEDUCTIBLE

2. Renae discussed the options to keep $25K & amend CC&Rs or change back to $10K which will increase the premium by $5,557 (Board approved to amend CC&Rs)

3. #812 recommended that we keep the policy with an insurance company within Springville to keep our $ locally (Cheryl will review options)

1. 2025 DUES

2. Renae discussed the need to increase monthly dues to keep up with inflation and to build our reserves to cover upcoming expenses that are outlined in the reserve analysis report.  Renae clarified that the HOA Board can increase monthly dues up to 15% per the CC&R’s but that the Board is reviewing all financial options before making a decision (e.g., temporarily closing amenities, changing insurance deductible, increasing policing & enforcing fines, community service projects, etc).

1. MOTIONS & VOTES

2. Renae motioned to update CC&R’s to increase the insurance deductible to $25K, approved by all board members 

3. Renae motioned to approve Sean as the permanent Clubhouse Manager, approved by all board members

1. NEXT HOA MEETING

2. November 13, 2024 @ 7PM in The Willows Clubhouse & via Zoom

1. MEETING ADJOURNED

2. Renae, who serves as Board President, adjourned the HOA meeting at 8:39 PM.