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
