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