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 31st 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 15th.
- 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.
