Agenda for Nov. 13, 2016 Board Meeting

Agenda for HOA, November 13, 2016, 6:00, 4155 Woodridge Trail

Meeting Called To Order

September minutes read and approved

OLD BUSINESS

Financial Report  ( Delinquent Dues & Status of 2017 Billing Timeframes)

Report from the Roads Committee

Reports from the Welcome & Architectural Committees
   Looking for a new member for the Welcome Committee

Roundabout Issues

Stop Signs/Speeding

Completion of spreading of rip rap (rocks) at park

Tacking of metal grate in front of 4045 Timberline Trail

NEW BUSINESS

Bond Money

Individual who can meet with road repair people when work is being done

Written criteria for road repairs to be provided to bidders

Financial/Annual Meeting – set date, location, details

Letter to home owners in regard to updates

Communication of home owners – web page or Facebook???

Previous months minutes posted on web page

NEXT MEETING – SUNDAY, DECEMBER 11, 2016, 6:00 PM    

HOA Board Meeting Agenda - Sept. 11, 2016

Time: 6 p.m.

Location: 4155 Woodridge Trail

Meeting Called To Order

August minutes read and approved

Old Business

• Financial Report
• Report from Roads Committee
• Road Committee member addition
• Stop signs/speeding update
• 4Corners - rip-rap & signs at entrance
• Heartland Landscape - bushes at turn around
• Street sweeping

New Business

• No solicitation sign at entrance
• New Board member
• Welcoming Committee Member rotating off after 1st of year

HOA Board Meeting Agenda - August 14

The August HOA board meeting will be held on Aug. 14 at 6 p.m. at 4155 Woodridge Trail.

1. Meeting called to order
2. Read and Approve the July meeting minutes
3. Old Business
• Treasurer's Report
• Secretary's Report
• Update from the Road Committee
• Fall Festival
• Garage Sale - September 24
• Rip Rap at Park
4. New Business
• Neighborhood Directory

Neighborhood Improvements and Activities - Suggestions Wanted

The Woodland Farms HOA Board is in the budget planning stages for 2016 - 2017 and we are looking for suggestions from the homeowners of things you would like to see happen within the neighborhood. 

If you have suggestions for improvements or activities you'd like to see supported, please email them to info@woodlandfarmshoa.com or post them in the comments below by Wednesday, July 20. 

Agenda for HOA Meeting, July 10, 2016

Meeting location: Jan Cooley's home, 4155 Woodridge Trail
Meeting time: 6 p.m.

Meeting Called To Order

• Reading of the June 12 meeting minutes

Old Business

• Parking Ticket issue
• HOA Dues/Checks for Kelli Smith & HOA Handbook
• Roads Committee report
• Architectural Committee report
• Sprinklers at the park
• Wash out at the park resolution
• Home owners work day

New Business

• Division of duties
• Fall Festival & Fall Garage Sale
• 
Open Questions

Meeting Adjourned

Changes or Additions to Property

If making changes or additions to your property, please submit a request to the Architectural Committee prior to beginning any work. This will help us all maintain maximum property values and ensure compliance with the HOA Covenants.

You can email your request directly to a committee member (all homeowners have received those email addresses in a letter at your closing or via mail in the last 12 months) or send it to info@woodlandfarmshoa.com so a board member can pass it along.

Neighborhood Safety Notices

As a reminder, the speed limit on all neighborhood roads is 20 mph. Speeding seems to be an ongoing issue and we want to do all we can to prevent accidents. Please always observe the speed limit, and ask your visitors to do the same.

Additionally, there has been a reported incident of a care bing broken into while it was parked on a driveway. Be sure and remove your valuables from your vehicle and keep it locked if you cannot park it in your garage. With vacation season upon us, consider letting a neighbor know if you are going to be out of town for any length of time so they can keep an eye on your home for you.

Last, but not least, please be respectful of your neighbors when shooting off fireworks this 4th of July holiday.

Have a safe and happy holiday, and enjoy your time with your family and friends!

County to Work on Bar Ditch June 21

Logan County contacted the architectural committee this morning to inform the neighborhood that they will be working on the bar ditch in front of the neighborhood tomorrow. Please be aware and use caution driving down Douglas.

HOA Board Meeting Agenda - June 12, 2016

1. Call to Order
2. Review previous meeting minutes
3. Old Business
• Treasurer’s report Road Committee update
• Architectural committee update
• Sprinklers at the park
• Update on washing issues at the park
• Work day schedule
• Stop signs
• Garage Sale
4. New Business
• Purchase of HOA Handbook
• Fireworks/Picnic/Back to School
• Parking Violation Warnings
• Definition and Delegation of Board Duties
• Proper Liens

HOA Board Meeting Minutes - May 15, 2016

May 15, 2016

Present: 2016-2018 HOA Board - Jan Cooley, President; Jeff Anthony, Vice President; Kathleen Custiss, Secretary; Jimmy Smith, Treasurer; Rodney Phillips, Member; Tim Harwell, Member; Biran Heil, Member; Brenda Carleton, Member
Past Board Members - Jamin Jones, Sandee Pelchat, Kapin Anthony
Other Homeowners

1. Jan Cooley called the meeting to order an announced the resignation of Dale Slaton as Secretary. Kathleen Custis volunteered to fill the position and was unanimously approved to serve as Secretary. 
2. Old Business 
• Jan asked previous board members to introduce themselves and share pertinent information regarding . 
• Roads: The previous bid for $36,000 to repair the roads has expired. This was for the crack and seal solution.  It was noted that additional cracks have formed and need to be repaired. Cliff Pelchat will get new bids.
• Welcome Committee: Gerre Slaton explained the committee's duties and process to the new board members and  noted other committee members are Kapin Anthony and Janette Bell. 
3. New Business
• Discussed adding sprinklers at the park to keep the grass green.
• With the HOA approval Four Corners agreed to provide a truckload of rip rap to fill the washed out area around the park. Jimmy Smith will follow up with Four Corners and report at the next meeting.
• Landscaping outside the neighborhood: Suggestion was made to commit to 4 workdays per yer to maintain the flowerbeds and keeping the weeds under control.
• Additional stop signs within the neighborhood was discussed. The cost is $1000 per pole.  It was decided that six additional signs were needed for safety. Cheaper alternatives were discussed.
• There was discussion to confirm the increase in HOA dues to $400. The new HOA dues are due by June 2.
• There was a report from the Architectural Committee and the Roads Committee.
• Lori Conaway volunteered to continue to maintain the Woodland Farms HOA website.
• Regularly scheduled Board Meetings – Once per month on the 2nd Sunday of the month at 6:00 pm. The next meeting of he HOA Board of Directors is June 12, 2016 at Jan Cooley's house 4155 Woodland Trail.
4. Meeting adjourned.

Annual Membership Meeting Minutes - April 2016

April 24, 2016

Present: Board Members - Jamin Jones, Brenda Carleton, Kapin Anthony, Sandee Pelchat

Homeowners - Cliff Pelchat, Jan Cooley, Rodney Phillips, Keith and Roma Tilghman, Barry and Donna Cossey, Jim and Jennifer Belobraydic, Josh and Randa Warton, Mark and Jean Joecks,  Joey and Susan McMillan, Kathleen and Charles Custis, David Holman, Cathy and David Turnipseed, James and Briann  Wallace, Dennis  and Pamela Doner, Robert Glendening, Dale and Gerre Slaton, Liz Lewis, Jeff Anthony, Tim Harwell, Jimmy Smith, Mark and Jeanie Joecks, Randy Carleton, and others

1. President Jamin Jones called the meeting to order and reviewed the past 2 years of discussions on the situation with our roads leading up to tonight’s vote.
• Roads in Phases I, II, and III are in various degrees of disrepair with the Phase III roads not being built to any standards.
• Numerous inquiries were made about the possibility of suing the builder but the majority of the neighborhoods we researched had lost their lawsuits and had to pay for their roads anyway.
• Bids were obtained by the Roads Committee to repair and maintain the roads.
• The board determined the only way to cover the cost to repair and maintain the roads was to raise the dues from the current $240 to $400 effective with the next annual dues assessment.
• A annual homeowner meeting and picnic was held in Oct 2015 in hopes of having enough people present to vote on the increase and have the necessary quorum but we did not so ballots were sent out to all homeowners to vote on this issue.
• We received ballots from 73% of the homeowners with 57% of those in favor and 14% against the proposition.
• Dues invoices were sent out explaining the result of the vote and giving homeowners the required 30 days to pay their increased dues amount of $400.00. 
• After about 25% of the residents paid their dues, several homeowners questioned the steps taken for the vote so dues were refunded to those who had already paid and we are here tonight to re-do the vote to raise our annual dues for 2016.
• The homeowners present were then asked to cast their vote if they had not already done so by proxy ballot.
2. The nominations committee reported that all 9 nominees were approved by the committee to serve on the board and a motion was made by the Committee Chair, Sandee Pelchat for the homeowners to approve the 9 nominees for the new HOA Board of Directors. Dave Holman seconded the motion. All in favor and no one opposed. Motion carried and the new board was elected.
3. It was announced that a neighborhood garage sale was being discussed and anyone interested should contact Kelly Smith.
4. One of the homeowners asked it the road repair would be a one time fix or a 3 phase fix as we had mentioned in our letter regarding the road repair and subsequent need to raise the annual dues. Jamin explained it would be a 3 phase project and that we had already successfully repaired the worst area (in Phase III) late last year at a cost of $15,000.00.
5. Cliff Pelchat had volunteered to research the status of the bar ditch area in front of our neighborhood and spoke to representatives from Logan County as well as the builder. Repairs will be made to correct the current erosion and flooding issues as well as to re-grade areas that had build up under the fence. They are waiting on approval from the pipeline company who owns the right of way to do the work.
6. One of the homeowners had several questions about the bar ditch repairs and the continuing problem of ice removal on the entrance. We explained what the current procedures were by our landscaping company, Heartland and asked the homeowner to let us know of any suggestions he has to handle it better.
7. The vote to increase the dues was competed with 65% of the homeowners participating in the vote. 83% yes and 17% no so the annual dues will be increased to $400.00 for 2016.
8. The meeting was adjourned.

Woodland Farms HOA Board Meeting Minutes - February 1, 2016

Woodland Farms HOA Board

Meeting Minutes

February 1, 2016

Present:	Board members present were Jamin Jones, Sandee Pelchat, Brenda Carleton, Kapin Anthony, and Kelly Toombs joined in by phone.  Also attending were homeowners Jeff Anthony, Natalie Jones, Laurel Glendening, Jim and Linda Mills, David Turnipseed, Charlie and Janette Bell, Cliff Pelchat, Gerre and Dale Slaton, Jan Cooley and Frank Lee.

• Results of the vote to raise the annual dues to $400 per year

          a.  The neighborhood voted on this issue and we received 73% participation. 59% voted in favor of raising the dues with 14% voting against it.
          b.  Dues invoices will go out shortly via U.S. mail with an extended due date of March 31st.
          c.  The usual late fee will be enforced after that date.
          d.  If someone needs to set up a payment plan ($240 due by March 31^st with the balance due within a reasonable timeframe) this will be acceptable. (Note: Please notify the Treasurer, Sandee Pelchat).
          e.  All of the $160 increase will be put into our savings account along with monies collected from new residents paying a one time assessment and will be used for the road fund.

• Workday for bar ditch area

          a.  A workday was discussed to occur in early March.

• Elections for new board members

          a.  Elections will be held for new board members to take over in April.
          b.  Elections for new board members will be in April and a nominating committee was chosen consisting of Cliff Pelchat, Sandee Pelchat, Jeff Anthony and Janette Bell (Janette was added later as we needed at least 3 members of the community along with one board member).
          c. A cover letter with information regarding these elections will be sent out soon. (Note: A letter and nomination form was emailed to all residents on Feb 4th. Anyone who has not provided their email address will received the information via U.S. mail. Nominations are due back by March 15^th. 

• Questions

          a.  It was mentioned whether or not we could have a neighborhood directory.  Several people expressed concern about the advisability of sharing email addresses or phone numbers due to privacy issues. No decision was made.
          b.  Some homeowners were concerned about speeding in the neighborhood and it was decided that the HOA would contact the local sheriff and ask him to have his department come and watch from time to time. 
          c.  Others were concerned about noise, trash and speeding on the part of contractors working in the neighborhood.  It was decided that someone would contact Block One regarding this.  (Note: Sandee Pelchat made that contact and spoke with the superintendent of building who was very apologetic and responsive)
          d.  It was revealed that the board has received an email regarding noise from the road grate on Timberline.  The board will contact someone to check on the functionality of this grate and the proper fit to see if something can be done to correct the issue.
          e.  One attendee questioned if one or both of the wells for the corner houses near the front entrance were placed within the common areas.  Jamin checked the plat and it appears there may not be a common area there.  As the HOA is responsible for mowing and maintaining the common areas, it is important to know where these areas are and this will be followed up on by the board. (Note: The Architectural Committee verified the wells are not in the common area after all).
          f.  A homeowner asked if the board sends a response when they receive questions from homeowners by email.   The answer was “yes.”
          g.  One homeowner had a question regarding a seven, five and three year road plan to which Cliff Pelchat responded with a thorough explanation.  Jamin Jones described why our roads failed in the first place and Cliff Pelchat mentioned the need for homeowners to check sprinklers that sometimes spray at night and onto the streets which  can cause the pavement to breakdown due to freezing and thawing. 
          h.  A question was raised as to whether we even still have a roads committee and if not, the need to have one.  Cliff Pelchat and Jeff Anthony volunteered to fill this need. 
          i.  An inquiry was made regarding the feasibility of having chickens and for adding additions to shops in order to cover travel vehicles.  This was addressed by Cliff Pelchat who is on the Architectural Committee. He suggested the homeowner canvas his neighbors about how they feel about having chickens since it is currently against our HOA covenants. He also suggested the homeowner submit plans for the addition he would like to build.
          j.  Board member Kelly Toombs was present by phone and related that he had reached out to legal persons regarding possible actions we could take on our road situation.  They advised that if we lost on arbitration we would have to pay the legal fees for 4corners.  It will cost $5000.00 for engineers to come out and make an assessment and write up a report concerning damage.  Legal fees could amount to fifteen to twenty thousand dollars.
          k.  A report was given by one homeowner regarding plans for I-35 and Waterloo Road. 
          l.  A question was raised regarding the feasibility of having neighborhood picnics that do not include HOA meetings.  It was also suggested that we have neighborhood meetings at a separate location from the neighborhood.  No decision was made on this but one member volunteered to check with Elks Lodge regarding use of their facility.
          m.  One homeowner thanked the board for all their work which was met with applause by all.

• President Jamin Jones then closed the meeting.