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.