Woodland Farms HOA Official Ballot Letter

 

Proposed:  That the Woodland Farms Homeowners Association dues be raised by $160.00, for a total yearly fee of $400.00, effective January 1, 2016 and continuing thereafter.

 ______  I agree to the above proposal.

 ______  I disagree with the above proposal.

 Signature: ________________________________   Date: _____________

 Printed Name:  ______________________________________

 Address:              ______________________________________

 Phone:                 ______________________________________

 Email:                    ______________________________________

Please mail a signed and completed copy of this Official Ballot Letter to the Woodland Farms HOA at: P.O. Box 30174, Edmond, OK, 73012. If it is more convenient to email your response, please scan a signed and completed copy of this Official Ballot Letter and send to info@woodlandfarmshoa.com. Please be sure to include your address, phone number and email address in your response.

The deadline for all responses is December 15, 2015.

Thank you for your participation in this important decision

Woodland Farms HOA Board

 

2016 HOA Dues Increase Letter

November 18, 2015

Woodland Farms HOA
Notice to all Woodland Farms Homeowners

Thanks to everyone who attended the picnic and HOA meeting held in the community park on Sunday, October 25, 2015. It was our highest turnout ever, but unfortunately not the fifty percent participation necessary to make any final decisions regarding how best to fund the repair and future maintenance of our roads. The Woodland Farms HOA Board of Directors (“the Board”) has been working on a plan for the repair and ongoing maintenance of our roads since taking over the HOA from Block One in 2014. There were many questions and concerns raised by the homeowners that the Board had to consider in order to create a comprehensive plan going forward:
     1.         Were the roads adequately constructed?
     2.         Could 4Corners be held responsible for any of the damaged areas?
     3.         Where would funds come from for repair and maintenance?
     4.         Should repairs start while the construction of new homes was on-going?


The roads in Phases I and II are now over five years old and have held up relatively well considering all the construction traffic. 4Corners did repair several areas when there was obvious construction damage prior to turning the roads over to the neighborhood. Since then, 4Corners has made it clear to the Board that it was our responsibility to identify any construction vehicle damage and address it with individual subcontractors. Phase III roads were poorly constructed and the Board investigated the possibility of filing a lawsuit against the builder.


Information obtained by contacting other neighborhoods has shown that the road situation in Woodland Farms is not unique. Some surrounding neighborhoods have had to make the difficult decision to propose a mandatory special assessments of up to $12,000.00 per household to completely replace their roads (Bella Terra). Sources have also reported that other neighborhoods have spent in excess of $100,000 to pursue legal action against their developers only to lose.


Based upon the information we have at present, the Board feels that now is not the time to pursue legal action against 4Corners, although it is not out of the question in future. Efforts will continue on that front, but our most pressing need is to commence the repair of the considerable damage that has been done to our roads before winter sets in. Now that the majority of the construction in our neighborhood has been completed, it is prudent for the Board to pursue a plan to repair the damaged areas and adopt a long term strategy to effectively maintain the roads going forward.


At the HOA meeting, the Board discussed our options with the homeowners, and based on previous cost estimates, there was a favorable response to raise our annual dues by $100 (to $340 a year) beginning in 2016. Several contractors were contacted to solicit bids to solidify the repair costs and to develop a long-term financial plan for ongoing maintenance.


Howard’s Excavation and Fuller Paving to get repair bids for the most critical areas. Total cost quoted by Howard’s was $54,788 and Fuller Paving’s estimate was $15,795 (some of the difference in price was due to the actual areas being repaired. Fuller’s quote was not as extensive as Howards but a map of the proposed repair areas will be posted on the HOA website).  The contractors also suggested that as our roads age, they dry out, making them more prone to damage, so sealing should be done about every five years. Both companies quoted approximately $40,000 to completely patch and seal the roads to protect against future damage and were willing to split the sealing process over 2 years so that the homeowners do not have to incur the total cost all in one year.


Fuller Paving was the lowest cost per area quoted and has already completed road repairs in our neighborhood, which gives us an example of the quality of their work.  For this reason, the Board voted to contract Fuller Paving to repair our most critical areas, as well as maintain our roads going forward. The critical repairs will be commenced in late November 2015 and the patching and sealing will be stretched out over 2016 and 2017, if the funding is approved. Based on the current estimates, the $100 increase discussed at the HOA meeting will not be adequate to keep up with the future repair and maintenance of the roads. The Board has determined that raising our annual dues by $160 (to $400 per year) will enable the proper maintenance of all the roads in Phases I, II, and III and will build a fund necessary for the repair of any subsequent damage that may occur.


With all the above in mind, you will find attached an Official Ballot Letter asking for your vote regarding the increase to the Woodland Farms Homeowners Association dues. Our covenants require at least 51% of the homeowners to vote for this proposal before it can be implemented. Also attached is a spreadsheet showing our annual dues and expenditures and how this increase will be spent.
Please take time and consider your vote carefully, then fill out the attached Official Ballot Letter and mail to the Woodland Farms HOA at P.O. Box 30174, Edmond, OK, 73003. If it is more convenient, you may also return your completed Official Ballot Letter to any board member or email it to info@woodlandfarmshoa.com. Please remember to include your name, address, phone number and email address on the Official Ballot Letter so we can maintain the best contact information for our homeowners.  


Speaking of communication within our neighborhood, Scot Trower volunteered at the HOA meeting to help facilitate a mass communication method for us in order to create a more cohesive neighborhood.  More information on that process will follow. It was also brought to our attention that some homeowners’ aerobic septic systems spray into the street instead of on lawns where intended.  In winter this becomes a potential slip hazard, as well as the water permeating the street and with freezing and thawing creating more damage to our roads.  We ask that everyone please inspect your system’s spray pattern and reposition the heads accordingly, or call Red Dirt Septic for help.


Thank you for your attention to these important neighborhood issues that affect all our home values.
Best regards,
Woodland Farms HOA Board

General HOA meeting and picnic on October 25, 2015

Sept 17, 2015

Hi Neighbors!! The HOA Board will be hosting a general HOA meeting and picnic on October 25, 2015. This is a Sunday afternoon to avoid interference with college football and, hopefully, most other commitments. We will begin at 3:00 pm with a picnic, and some fun games and activities especially for the children to celebrate fall!  There will be a photo booth if the children want to dress up! A short business meeting will follow. YOUR ATTENDANCE IS VERY IMPORTANT AS WE HAVE SOME IMPORTANT ITEMS TO DISCUSS AND DECISIONS TO MAKE THAT WILL IMPACT EVERYONE AND COULD EFFECT FUTURE PROPERTY VALUES.

HOA Meeting/Barbecue details

·       Oct 25, 2015

·       3:00 p.m.

·       Woodland Farms playground (please bring chairs for your family)

·       HOA will provide meat and buns for hamburgers and hot dogs, chips, and bottled water.

·       Please bring any other drinks for your family and a side dish/dessert to share.

·       RSVP to info@woodlandfarmshoa.com with how many family members will attend so we can purchase meat and buns.

Meeting Agenda

      .     Introduction of new board members.

      .     Review of HOA financials.

      .     Update on road repair issues.

      .     Proposal to increase current dues to handle ongoing road maintenance.

      .     Proposal to purchase a larger sign for the entrance to announce meetings, etc.

      .     Volunteers for committees on Covenants, Maintenance, and Social Activities.

      .     Q&A

To make Woodland Farms the very best place it can be needs all our participation. With this in mind, we ask that you make every effort to attend and contribute. Your voice is important so please join your neighbors for an afternoon of fellowship, fun, and a time of discussion about some truly pressing issues.

Once again we would like to remind everyone to please familiarize yourself with the covenants and bylaws and contact us with any questions you may have.

Sincerely,

Board of Directors

Woodland Farms Home Owners Association

HOA Board Meeting Minutes - June 27, 2015

Woodland Farms HOA Annual Membership Meeting
Meeting Minutes
June 27, 2015
Present: Frank Lee, Kapin Anthony, Sandee Pelchat – Board Members Cliff Pelchat, Robert and Laurel Glendening, Kelly and Austin Smith, Dale and Gerre Slaton, Liz  and Bob Lewis,  Chuck and Crystal Coak, Jeff Anthony, Tim Harwell, Jimmy and Amberlea Smith, Joey and Susan McMillan, Kelly and Lisa Toombs, Archie Boykins,  Chad and Cacie Stewart, Mark and Jeanie Joecks,  Scott Trower,  Randy and Brenda Carleton, and others - Homeowners


I. Opening remarks
A. Frank Lee explained that HOA president was regrettably unable to attend the meeting and Frank would lead the meeting in his place.

II. Treasurer’s Report
A. Sandee Pelchat gave financial information on checking and savings accounts and passed around handouts
     a. Largest expense is common area maintenance, $7,140.00 annually
     b. Spent over $1,000 on snow and ice removal
     c. Project $20,000 in HOA dues for 2016
     d. Additional $2,400 in special assessments from new homeowners when remaining lots are sold and closed
     e. Also made a plea for someone to fill our Secretary position


III. Neighborhood road repair
A. Jimmy Smith reviewed problems with existing roads
     a. Phase 3 roads were not built according to any specifications
     b. County will not cover road repair because of this
     c. Discussed possibility of filing a lawsuit but not carrying it out as rumor has it that another 4Corners neighborhood (Highland Trails) successfully settled with 4Corners on having roads re-done but no specifics were known – Jimmy Smith and Tim Harwell will get contact information for Jamin to pursue (this did not lead anywhere and road repairs will begin after construction is completed in Phase 3)
     d. Discussed probability of raising dues to cover costs at some point and also explained why we haven’t purchased additional stop signs or swingset due to concerns about the road repair expense.


IV. Work Day
A. Frank announced there would be another work day on July 18th and asked for volunteers
B. Explained there was work we would have to pay extra to Heartland unless we could do it ourselves
C. Explained costs involved in options available to manage the bar ditch area (across from the Railhead) and that Heartland cannot mow it because of the rocks. To clear, level, add grass, sprinklers and fencing would cost at least $10,000.

V. Miscellaneous
A. Board is doing the best it can and we are not getting much input from the neighborhood
     a. Jimmy suggested we email the agenda for our quarterly meetings so if homeowners have an interest, question, or suggestion they would know what meetings to attend
B. Board elections are set for next year and we will need to elect some new members.
     a. It was agreed to stagger replacements so there would not be an all new board
C. Speeding in the neighborhood has been a problem, particularly with construction vehicles. Several have actually waved down trucks to ask them to slow down. Homeowners were asked to adhere to the 20 mph speed limit as well.
D. Sandee thanked the Welcome Committee (Gerre Slaton, Janette Bell, and Kapin Anthony) for welcoming all new homeowners since January 1st. Everyone gave a round of applause

VI. Q & A
A. A question was asked about when homeowners could actually shoot fireworks according         
to the new regulations that were sent out to all homeowners
     a. Explained the issues we had last year and how the board attempted to compromise while trying to look out for everyone’s safety and also try to keep noise and disturbance to a minimum. The consensus of opinion at last year’s annual meeting in October was that we put some restrictions in place to try and satisfy everyone.
     b. Explained fireworks could be discharged July 3, 4, and 5 until midnight on Friday and Saturday nights and 10 pm on Sunday. No fireworks in the common areas or that could land outside of your lot.
     c. Several homeowners were upset at being told they could not shoot aerial fireworks that might land outside their lot but no one had a problem with the times allowed.
     d. Much discussion ensued and it was suggested that we let everyone vote on having one big fireworks display at a designated place on a certain day and time.


VII. Next board meeting
A. Third quarter 2015 to be announced

HOA Board Meeting Minutes - Nov. 24, 2014

November 24, 2014

Present: Kapin Anthony, Jamin Jones, Frank Lee, Sandee Pelchat, Natalie Jones, Jon Smith
Next meeting: January 2015

1. Annual dues letters and possible assessment for road repair
• Dues letters won't go out until January 1 so we can include information regarding road repairs and possible assessment.
• Discussed raising dues or doing a one time assessment.
• Jon Smith explained that he had contacted Block One/4 Corners and they would not be helping with road damage.
• Lawsuit against 4Corners would probably be expensive and unsuccessful.
• Jon Smith offered to get road repair estimates – road committee is also working on this.
• Discussed new homeowners who have paid one time assessment for roads of $240 be credited for that amount on special assessment.
2. Bar ditch
• Discussed information from Heartland regarding maintenance.
• Options are expensive and roads need to be a priority.
• Frank will get his dozer guy to come in and give us an estimate to bulldoze the area to eliminate blocking visibility down Douglas Blvd from our entrance.
3. Open board seat
• Board agrees to continue to try and get another board member to fill the secretary position and to alleviate a possible tie vote. 
• Dues letter will include this information.
4. Next board meeting
• January 2015 or before to discuss road repairs.

Woodland Farms HOA Annual Membership Meeting Minutes

October 25, 2014

Present: Lori Conaway, Jamin Jones, Sandee Pelchat - Board Members
Cliff Pelchat, Justin Conaway, Natalie Jones, Randy and Brenda Carleton, Jon and Elizabeth Smith, Jim and Linda Mills, Cathy and David Turnipseed, Robert and Laurel Glendening, Kelly Smith, Dale and Gerre Slaton, Liz Hill Lewis, Autumn Friedmansky, Larry and Tammy Stanford - Homeowners

1. Introduction of board members present
• Resignation of Lori Conaway from the board
• Explanation of not filling previously vacated board positions
• Request for interested parties to fill vacated secretarial position
2. Neighborhood road repair
• Road committee (Jimmy Smith and Bob Lewis) are getting estimates for short- and long-term road repair costs.
• Discussed possibility of banning large trucks from entering the neighborhood
• Discussed possibility of suing 4 Corners
• Discussed probability of raising dues to cover costs
3. Treasurer's report
• Sandee Pelchat gave financial information on checking and savings accounts and passed around handouts 
4. Responses to anonymous questions posted on website
• Legality of motorized vehicles in pipeline right of way
• Neighbors informed us this is private property and that Phillips, owner of the pipeline told them it was illegal and unacceptable to have motor vehicles in the right of way. Will try to get some no trespassing signs posted there.
• Burning grass
• It was suggested if homeowners do this a fire truck should be on standby in case of emergency to surrounding property. While burning grass may be legal we can ban it in our neighborhood if there are safety concerns.
• Fireworks
• Discussion ensued. Consensus was to come to a compromise and possibly ban aerial fireworks as well as have a curfew and limit occurrences to the 4th of July week. Further discussion will be held and homeowners notified of the outcome.
• Swing set for playground
• Monies for this are dependent on our road repair budget as that is a priority
• Construction trash
• Will contact BlockOne about this as they have been responsive in the past.
• No confidence clause and embezzlement possibilities regarding the board
• We already have a no confidence clause in our bylaws and financial information is readily available and given out regularly
• Bar ditch north on Douglas
• We are getting estimates to have this area maintained. Some were told by salespeople that 4Corners would be taking care of this when the front lots were cleared but this is not the case. If nothing else, the weeds will be weed whacked.
• Violations
• It was explained that the board is not here to police everyone in the neighborhood and what they do. Fines are assessed for flagrant violations that are brought to our attention. One delinquent homeowner is being fined for non-payment of dues and another homeowner has been notified that his above ground pool is in violation and he has agreed to take it down before the end of the month. If not, there will be a fine levied. Unpaid fines will result in liens placed on the properties.
5. Next meeting
• There will be another board meeting before year end.

HOA Board Meeting Minutes - Sept. 8, 2014

September 8, 2014

Present: Kapin Anthony, Lori Conaway, Jamin Jones, Frank Lee, Sandee Pelchat
Next meeting: General meeting Oct. 25; board meeting TBD

1. Call to order
• Roll call. All board members present.
2. Treasurer's report
• Review of current financials
• Still have one board member in arrears on dues.
• Sandee will send another letter.
3. Old Business
• Fine schedule
• Board received no comments from homeowners on proposed fine schedule.
• Motion to approve fine schedule carried unanimously.
• Motion to send notification of fines to homeowners with existing covenants violations carried unanimously
• Replacement of dead plants at entry
• Motion to have landscape company replace as needed in the spring carried unanimously.
• Stop signs
• Cost to get sign poles to match existing street sign poles much too costly. Jamin will contact other vendors to research alternatives.
• Kapin will take inventory of exactly what is needed to post all necessary signs (3 at entrance roundabout and 2 each at the intersections of Shady Tree and Timberline Trail and Shady Tree and Woodridge Trail).
4. New Business
• Handling of vacated board seats
• Homeowner requested that we revisit filling the two seats vacated in July.
• Board discussed and is still in agreement that a five member board is more productive.
• Motion to continue with five board members carried unanimously.
• October general member meeting
• Logistics: event will be at 4 p.m., Oct. 25 at the Woodland Farms park/playground area.
• Will combine with annual neighborhood barbecue event.
• Agenda topics:
• Board member seats, terms, etc.
• Request homeowner email addresses
• Review of HOA financials
• Review of road repair bids
• Q&A
• Roads committee
• No one volunteered, but board members have spoken to at least two homeowners who seemed interested.
• Jamin will reach out to Jimmy Smith and Bob Hill and ask them to serve.
• Legal representation
• Discussion around securing an attorney who is not affiliated with 4Corners or BlockOne to represent the HOA should we encounter legal issues in the future.
• Frank and Kapin will ask attorneys they know for referrals.
5. Next Board Meeting
• TBD