October Meeting Questions

To ask a question at our Oct. 25 general HOA meeting anonymously:

1. Click the comments link below
2. Type your question into the comment box
3. Choose Anonymous from the "Comment as" drop down menu
4. Click Publish button

HOA Board Meeting Minutes - July 22, 2014

July 22, 2014

Present: Kapin Anthony, Lori Conaway, Jamin Jones, Frank Lee, Chris McMiller, Sandee Pelchat
Next meeting: Early September

1. Minutes from previous meeting
• Motion to approve minutes from July 7 meeting carried unanimously.
2. Appointment of new president
• With the resignation of Chad Chelf a new HOA board president must be appointed.
• Chris McMiller nominated by Frank Lee
• Jamin Jones nominated by Sandee Pelchat
• Kapin Anthony nominated by Jamin Jones (Kapin withdrew herself from the running)
• Board voted four to two to appoint Jamin Jones as president.
• Sandee nominated Chris McMiller for vice president
• Board voted unanimously in favor of this appointment
3. Open board seat
• Board needs odd number of members to prevent tie votes
• Board agreed to send letter to homeowners and post a notice on the official HOA Facebook page requesting volunteers for open seat.
• [Update 7/25/2014] With the resignation of Chris McMiller on July 24, 2014, the remaining five board members agreed via email communication not to replace the two vacated positions.
4. Fine Schedule
• Lori presented proposed fine schedule in order to address existing and future covenants violations.
• Board reviewed proposed fines and suggested changes.
• Board agreed to send letter announcing board changes and offering 30 day comment period on fine schedule before approving and implementing. 
5. Next meeting
• Early September. Exact date TBD.

HOA Board Meeting Minutes - July 7, 2014

July 7, 2014

Present: Kapin Anthony, Chad Chelf, Lori Conaway, Jamin Jones, Frank Lee, Chris McMiller, Sandee Pelchat, Cliff Pelchat
Next meeting: TBD

1. Minutes from previous meeting
• Motion to approve minutes from May 19 meeting carried unanimously.
2. Treasurer’s report
• Reviewed overall
• Delinquent dues
• Three households still owe
• Sandee will send another letter to those households including late fees.
3. Old Business
• Park
• Several homeowners have indicated interest in having benches and a picnic table at the park.
• Chad offered to build and install benches
• Motion carried unanimously to fund this project
• Discussion of park landscaping including long-term maintenance-free options.
• Discussion of park fundraiser to pay for potential landscape upgrades and additional play equipment.
• Speed bumps/speed limit signs
• Chris and Chad researched speed bumps and found they can tear up pavement and lead to lawsuits. Board agreed not to pursue speed bumps.
• Chad suggested adding stop signs at the intersections of Shady Tree and Timberline Trail and Shady Tree and Woodridge Trail.
• Frank suggested adding speed signs to the stop sign poles as reinforcement of the speed limit.
• Jamin will look into pricing for DOT size stop signs and speed limit signs and poles that match the street sign poles.
• Dead shrubs in entrance beds
• Motion to have Chris buy shrubs at cost and replace dead plants carried unanimously.
4. New Business
• General meeting
• Motion to have two annual member meetings in April and October carried unanimously.
• Fireworks
• Discussion of homeowner complaints related to pre- and post-Independence Day fireworks activity
• Suggestion made to restrict the use of fireworks in some way
• Suggestion made to assess fines based on noise and/or dangerous activity outlined in Article 2, Section 2.4.6.
• Suggestion to send letter to all homeowners regarding the details of Article 2, Section 2.4.6 and the state statute regarding excessive noise in hopes that residents would willing act with more respect for their neighbors in the future.
• Motion to have Chad draft and send letter to send to all homeowners carried.
• Architectural Committee Report
• Cliff Pelchat reviewed the findings of the committee’s research into the existing covenants violations.
• Based on those findings, Chad will contact attorney about assessing fines, etc. to ensure proper procedures when we move forward.
• Next meeting
• Motion to have a meeting in the next 30 days to determine actual fines to be assessed for existing violations carried unanimously. Date to be determined.

HOA Board Meeting Minutes - May 19, 2014

May 19, 2014

Present: Kapin Anthony, Chad Chelf, Lori Conaway, Jamin Jones, Frank Lee, Chris McMiller, Sandee Pelchat, Amberlea Smith, Liz
Next meeting: June/July (exact date and location TBD)

1. Old Business
• Mowing/landscape contract
• Several bids were presented from other vendors. None could match Heartland’s price and there was no objection to their service level.
• Motion to continue with Heartland carried unanimously.
• Delinquent HOA dues
• Attorney says we can collect up to five prior years.
• Motion to assess the following fees for home owners who do not pay within 30 days of receiving delinquency notice: 1.5% interest plus $10 per month. Motion carried unanimously.
• Sandee will mail out letters to those home owners who owe dues for 2014 and prior years by Friday, May 23.
• Architectural committee
• Cliff Pelchat, Charlie Bell and Amberlea Smith unanimously appointed to serve.
• Covenant violations
• We must decide on the penalty schedule for violations prior to sending out letters to home owners in violation.
• Chad will check with the attorney about the legal requirements for setting up that schedule.
• Neighborhood complaints
• Lori will set up a complaint form on the website where homeowners can submit questions, concerns and complaints. 
• Park
• Suggestion to create a committee to ensure park safety.
• Chad will ask 4Corners about installing the fence as promised at the April general meeting.
• Board member terms
• Motion to have all board members serve 2 year terms carried 6 to 1. 
• Motion to stagger board member terms carried unanimously.
2. New Business
• Speed signs/bumps  
• There have been a number of complaints about cars speeding through the neighborhood especially at the bottom of the hills on Woodridge Trail and Timberline Trail.
• Frank will look into the cost for additional larger speed limit signs.
• Chad will contact the insurance company about additional liability if we install speed bumps.
• Chris will look into the cost for purchasing/installing speed bumps.
• Next meeting
• The board will meet again in June or July. Chad will contact board members to determine an exact date and time.

HOA Board Meeting Minutes - April 22, 2014

April 22, 2014

Present: Kapin Anthony, Chad Chelf, Lori Conaway, Jamin Jones, Frank Lee, Chris McMiller, Sandee Pelchat
Next meeting: May/June (exact date and location TBD)

1. Announcements
• None
2. Discussion
• Election of Officers
• The board members unanimously elected:
• Chad Chelf – President
• Jamin Jones – Vice President
• Sandee Pelchat – Treasurer
• Lori Conaway – Secretary
• Bank Accounts for HOA funds
• Open new checking account where annual HOA dues will be deposited.
• Open new savings account where all road repair funds will be deposited.
• Bank location – Sandee will research various fees, benefits at different banks to determine the best option.
• Account Access – Sandee Pelchat and Chad Chelf will be signatories on both accounts and have access to manage funds.
• P.O. Box
• Lori will be responsible for checking the P.O. Box weekly.
• Sandee also has a key and will check the box if/when Lori is unable.
• Landscaping/Snow Removal
• The current contract with Heartland is up for renewal the first of May. Chris, Frank and Kapin will solicit bids from Heartland and other landscaping companies and determine the best option for the next 12 months.
• Architectural Committee
• The board will serve as the architectural committee with input from Dusty Boren of 4 Corners until such time that the remaining undeveloped lots are sold. Homeowners will be told to submit all outdoor structural build requests to the board for approval.
• Neighborhood Files
• Kapin will create files for each home in the neighborhood to store and track all correspondence and other documentation as needed.
• Violations of Covenants/Bylaws
• Chad will set meeting with 4Corners as the head of the architectural committee to determine action already taken and next steps
• The HOA newsletter will include reminder to all homeowners to read and abide by neighborhood covenants as it relates to the following:
• Above ground pools
• Propane tanks
• Delinquent HOA fees
• Unattended pet complaints
• Communications Vehicles
• Lori will create a quarterly neighborhood newsletter that will be hand delivered to each home
• Jamin will create an official Facebook page (not a group) managed by the HOA
• Lori will update the website and let Sandee know when it’s time re-register the domain.
• Next meeting
• The board will plan to meet again in June. Chad will contact all members to determine an exact date and time.

General HOA Meeting Minutes - April 17, 2014

Date: April 17, 2014

1. Welcome and introduction. Dusty Boren with 4Corners Construction introduced Block One Communities reps, Luke and L. Dusty introduced Matthew Winton, HOA attorney for Block One.
2. Discussion by Matthew L. Winton, HOA Attorney. Matthew discussed what an HOA does and what an HOA board does. He emphasized the importance of maintaining an insurance policy. Explained that the board must have at least three members and no more than nine and that a change of amendments requires a 75 percent vote.
3. Appointment of HOA board of directors. Kapin Anthony, Chris McMiller, Sandee Pelchat, Chad Chelf, Frank Lee, Jamin Jones and Lori Conaway were appointed to the board.
4. Financial Review. Information provided to the new HOA board in hard and soft copy and is available to all residents on the Block One website.

General HOA Meeting Minutes - May 28, 2013

Date: May 28, 2013

1. Welcome and introduction. Block One Communities staff introduced themselves then each homeowner introduced themselves.
   
2. The 2012 financials, 2013 budget, and Heartland contract were passed out to each homeowner and discussed. The homeowners would like a breakdown of the Heartland bill for each service they provide, i.e. mowing, weeding, edging, etc.
   
3. The homeowners expressed concern about construction trash and concrete piles in the neighborhood.
   
4. A communication committee was elected; Lori Conaway, Chris McMiller, and Frank Lee. The sign in sheet will be emailed to each of the committee members.
   
5. The homeowners are unhappy with the current company doing ice removal during the winter and would like for us to get some bids. They will get some bids as well.
6. There was discussion as to whether or not homes will be built on lots parallel to Douglas.
7. There were concerns that the sales representative was telling people that the school district was changing to Edmond Schools rather than Guthrie Schools.
8. The homeowners expressed concerns about pot holes and drainage issues and the overall quality of the roads. They would like a designated construction entrance. They would like to know if there is a warranty on the roads.
9. The homeowners would like 20 MPH speed limit signs as well as children playing signs posted in the neighborhood. There was discussion regarding 4 foot drop north of entrance where grass is obscuring the view.
10. There was discussion regarding the architectural committee and the homeowners expressed interest in wanting to be on that committee. There was discussion of cedar siding not being an option any longer.

Neighborhood garage sale June 28

Contact Keri Chelf on Facebook for additional details.

DIY landscaping to save money for other projects

The single largest HOA budget item is landscaping of the common areas. We have had two different suggestions from neighbors on how we might save on this cost to build up our budget for other projects (no projects have been identified, but we all certainly have ideas).

1. Have a quarterly community work day to maintain the common area flower beds and pay landscapers for mowing, edging and snow/ice removal only. 
2. Create a landscaping committee of homeowners who would take over the entire landscaping job (except snow/ice removal). Volunteers for this committee would take turns mowing and gardening and be reimbursed by the HOA for gas, plants, mulch, fertilizer, etc. 

Obviously, these are just ideas that we want to pose to all of the homeowners for discussion. If we do not get enough interest in either option within a week, the board will move forward with a landscaping contract for maintenance of all common areas. 

2014 Annual Cookout

For the last three years, the residents (and future residents) of Woodland Farms have gathered for an evening cookout to meet and get to know one another. The cookout for 2014 has not been planned yet, and we’d like to ask for some input from you on the following items:

1. We’ve had suggestions to host the event in May or September to avoid the scorching summer temperatures we often experience in June and July. 
2. Would anyone like to volunteer to host? Previously, we've had the party at the homes of Chad and Keri Chelf, Cliff and Sandee Pelchat and Chris and Brooke McMiller. 

Please post your ideas or suggestions in the comments.

Roads and Playground Update

We wanted to let you know about a couple of things that will be happening in the coming weeks in Woodland Farms:

1. Next week a contractor will be repairing areas of the road.  They think it will take them one day to complete repairs.  

2. In the next week or two the playground will be installed in phase 3.  It will be located on common area "A" at the corner of Glenwood Ln. and Rover Wood Ln.  For safety reasons, please do not disturb the area until the playground is complete. The contractor will notify us when install is complete, then we will let you know as well.