Minutes of the HOA Board meeting, 10-8-17

Board members present: Jan Cooley, President; Jeff Anthony, Vice-President; Jimmy Smith, Treasurer; Brian Hiel, and Rodney Phillips.  Dale Slaton was present and acted as Secretary.

Meeting was called to order by Jan Cooley.

Minutes from the previous meeting were approved without objection.

OLD BUSINESS

1.        Jimmy Smith gave a report on the status of overdue HOA dues, and status of collection efforts.

2.         There was consideration of a proposed policy for handling the collection of HOA dues and fees in the future.  Jimmy Smith made a motion to adopt the proposed policy; Jeff Anthony seconded the motion.  The policy was adopted without objection.  The adopted Collection Practices Policy is attached to these minutes.

3.      There was discussion about the repair and sealing of the stone walls at the entry of the neighborhood.

4.      Roadway Specialties has begun the planned road repairs in the neighborhood.  The work should be completed within two weeks, weather permitting.

5.      There were positive reports about the neighborhood garage sale.

6.      There was discussion about the dirt washing out at the fence line just north of the entrance to the neighborhood, and ways to mitigate the erosion.

NEW BUSINESS

1.       There was discussion about planning for the election of HOA Board Members in 2018, which included the possibility of staggered terms for Board members, and the feasibility of holding an informational meeting for those who might be interested in serving on the Board.

The meeting was adjourned without objection after motion and second.

The next meeting of the Woodland Farms HOA Board of Directors will be on Thursday, November 16, 2017.  Notice of the time and location of the meeting will be posted in accordance with the HOA By-laws.

Minutes prepared and submitted by Dale Slaton.

The Collection Practices Policy adopted by the Board at this meeting follows below:

Woodland Farms Homeowners Association

Collection Practices Policy

Whereas, Section 3.17 of the By-Laws of the Woodland Farms Homeowners Association grants power to the Board of Directors to conduct Association business; and

Whereas, Article 6 of the Declaration creates the covenant for Members to pay assessments to the Association as provided for therein; and

Whereas, The Association’s economic well-being relies on the timely payment of assessments and other allowable charges; and

Whereas, It is the Board’s duty to use its best efforts to collect funds owed to the Association;

It is therefore resolved that these collection practices shall be adopted as the Collection Practices Policy for the Woodland Farms Homeowners Association, and shall be followed.

1.       AMOUNTS DUE TO THE ASSOCIATION

Amounts due include, but are not limited to, regular assessments, special assessments, rules enforcement fees or fines, repairs to the common area that are the responsibility of the homeowner, interest, legal fees and other costs associated with collection of funds on behalf of the Association.

2.      IN ACCORDANCE WITH SECTION 6.7 OF THE WOODLAND FARMS DECLARATION:

(a)    Any assessment that is not paid when due shall be delinquent;

(b)   If an assessment is not paid within 30 days of its due date, the assessment shall bear interest from its due date at an annual rate of one and one-half percent (1 ½%) per month plus a late fee of $10.00 per month;

(c)    The Association may bring an action at law against the Owner personally obligated to pay same, and/or foreclose the lien against the property as provided by the laws of the State of Oklahoma;

(d)   Reasonable attorney’s fees pursuant to legal collection actions may be added to the amount of the assessment.

3.       ORDER OF CREDITING PAYMENTS:

Payments received shall be first applied to assessments owed, then to late charges, interest, or collection expenses.

4.      PROCESS FOR DELINQUENCY NOTIFICATION:

For all balances that are 30 days past due, the following notification process applies:

(a)     FIRST NOTICE:  First Notice of Past Due Charges, including a detailed account of assessments, late fees, interest, or other charges that apply, will be sent by First Class Mail to the owner whose balance is 30 days past due.

(b)   SECOND NOTICE:  Second Notice of Past Due Charges, including the same detailed account of the amounts owed as was contained in the First Notice of Past Due Charges, shall be sent by First Class Mail to the owner whose balance is 60 days past due.

(c)    10-DAY DEMAND:  A 10-day demand for payment shall be sent by certified mail, return receipt requested, to the owner whose balance is 90 days past due.  This notice will inform the owner that this is their final notice to pay prior to the initiation of legal action to collect the amounts owed.

5.      LEGAL ACTION:

Once the steps for Delinquency Notification, contained in paragraph 4 above, have been completed, and the amount owed is 120 days past due, the Board may initiate legal action of collect the amounts owed.

This policy was adopted at a meeting of the Woodland Farms HOA Board of Directors held on _________________________, 2017, in accordance with the By-Laws of the Association.

__________________________________                             ______________________________

Jan Cooley, President                                                              Attested by,

                                                                                                Dale Slaton, Secretary

Minutes of the HOA Board Meeting 9-10-17

Board members present: Jan Cooley, President; Jeff Anthony, Vice-President; Jimmy Smith, Treasurer; Brian Hiel, and Rodney Phillips.  Dale Slaton was present and acted as Secretary.

Meeting was called to order by Jan Cooley.

Minutes from the previous meeting were approved without objection.

OLD BUSINESS

1.       Jimmy Smith gave a report on the status of overdue HOA dues, and status of collection efforts.  There was discussion about the need for a uniform policy for handling the collection of HOA dues and fees in the future.

2.      There was discussion about the repair and sealing of the stone walls at the entry of the neighborhood.

3.      A resident took down a speed limit sign that had been put up by the HOA, and is holding that sign.  Jeff Anthony said that he will recover the sign.

4.      Jimmy Smith went over the bid submitted by Roadway Specialties to do repair work on the roads in the neighborhood.  There were seven areas specified to be repaired and some area of centerline separation that were included in the bid, totaling $29, 552.00.  Jimmy Smith moved that the bid be accepted, Brian Hiel seconded the motion, and the Board approved the motion without objection.  The work will be scheduled and notice will be given to the residents as more information is known.

5.      The Woodland Farms Community Garage Sale will be held on Saturday, September 23, 2017.  There was discussion about how to communicate this information more effectively to the neighborhood.

6.      There was discussion about a permanent HOA sign to be placed at the entry to the neighborhood.  The Board agreed that such a sign would be helpful, but questions remain concerning the size, construction, function, and control of the sign.

7.      The Board decided not to sponsor a community get-together on October 7, 2017, due to time constraints and other concerns.

8.      The rip-rap at the park has been spread out and appears to be working to control erosion.

9.      The Board discussed the desirability and feasibility of amending to the Woodland Farms Declaration of , noting that any proposed amendment would require the approval of seventy-five percent (75%) of the homeowners.

NEW BUSINESS

1.      There was discussion about planning for the election of HOA Board Members in 2018.

2.      The Board discussed the most effective way to communicate to Woodland Farm homeowners, whether by handing out flyers door-to-door, or by e-mail, website, or social media.  The Board would welcome any suggestions or help in improving access to and dissemination of HOA information.

The meeting was adjourned without objection after motion and second.

The next meeting of the Woodland Farms HOA Board of Directors will be on Sunday, October 8, 2017.  Notice of the time and location of the meeting will be posted in accordance with the HOA By-laws.

Minutes prepared and submitted by Dale Slaton.

Minutes of the Annual Membership Meeting 7-23-17

The Membership meeting of the Woodland Farms HOA on June 25, 2017, was adjourned because a quorum was not present.  After notice, the meeting was reconvened on July 23, 2017, in accordance with Article 2.7 of the Bylaws of the Woodland Farms HOA.

1.     Jan Cooley, President of the Association, called the meeting to order at 6:00 p.m.  Other members of the Board present were Jeff Anthony, Vice-President; Jimmy Smith, Treasurer and Brian Hiel.  Dale Slaton was present and served as Secretary. 

2.     The minutes of the meeting held on June 25, 2017, were read and approved by the Board. 

3.     There was a report from the Architecture Committee noting that repairs are needed on the wall at the entry to the neighborhood.  The Board will seek volunteers and materials to take care of that issue. 

4.     The Roads Committee reported that they should have prices for the proposed road repairs for the Board to consider at the next Board meeting. 

5.     The Covenants Committee reported on the resolution of issues that had been forwarded to the Committee from the Board. 

6.     The Treasurer gave a report on the status of the collection of the annual assessment for the current year, and for delinquent accounts.  The Board discussed developing a uniform procedure for handling past-due accounts. 

7.     The Board agreed to promote a community-wide Garage Sale on Saturday, September 23, 2017. 

8.     The Board agreed to commission the construction of some form of permanent sign board or other method of disseminating information to the neighborhood to be permanently installed at the entrance to the neighborhood. 

9.     The Board agreed to host a Community Get-Together on Saturday afternoon, October 7, 2017.  The Association will provide hot dogs, buns, and water, and everyone is encouraged to bring a dessert or side item. 

10.  It was determined that there was a quorum present, and balloting was opened on the proposal to raise the maximum allowable assessment of the Association to $400.00 per year.  The proposal received the necessary votes and was approved in accordance with Section 6.3 of the Declaration of Covenants, Conditions, and Restrictions for Woodland Farms, as amended on January 17, 2013. 

11.   The Board agreed to set their next Board meeting for September 17, 2017, at a    time and place to be determined. 

12.   The meeting was adjourned. 

Prepared and Submitted by:

Dale Slaton

Minutes of the Annual Membership Meeting 6-25-17

1.  The meeting was called to order by Jan Cooley, the President of the Association.  The members of the Board of Directors of the Association were introduced:  Jeff Anthony, Vice-President; Jimmy Smith, Treasurer; Brian Hiel and Rodney Phillips.  Dale Slaton was introduced as serving as Secretary.

2.  Jan Cooley intorduced the members of the Architecture Committee, the Welcoming Committee, and the Roads Committee.

3.  Jan Cooley spoke about the formation of the Covenants Committee, and introduced Dale Slaton as the lone current member of that committee.  Dale Slaton spoke about the purpose and proposed operation of the Covenants Committee, and solicited those interested in serving on the committee to talk to a Board member.

4.  Jan Cooley spoke about the new stop signs that have been installed in the neighborhood.

5.  Jimmy Smith spoke about the status of the road repair issues, and gave a financial report, explaining how the two issues are directly related.  This led to a discussion of options and different approaches to the issue of repairing the roads, and how to pay for the repairs.

6.  Jan Cooley addressed the issue of communication with the membership, and called for suggestions on how to best achieve that.

7.  Jan Cooley mentioned the 4th of July coming up, and asked that we all be safe and considerate of our neighbors as we enjoy the holiday.

8.  There was a time for members to ask the Board members questions.

9.  Jimmy Smith explained the purpose for voting to increase the maximum allowable assessment of the Association to $400.00 per year, and then opened the balloting.

10.  The balloting was closed, and it was determined that a Quorum was not present at the meeting and no business could be conducted.

11.  The meeting was adjourned by a majority of the Members present.  The meeting will be reconvened at a time to be determined in accordance with Article 2.7 of the Association By-laws.

12.  Once it is determined, notice of the time and place for reconvening the meeting shall be given in the manner prescribed for regular meetings.


Minutes prepared and submitted by Dale Slaton

WOODLAND FARMS HOA MONTHLY BOARD MEETING MINUTES



July 10, 2016

PRESENT:  Jan Cooley, Rodney Phillips, Kathleen Custis, Jeff Anthony, Jimmy Smith,
Gerre Slaton, Jamin Jones, Jannette Bell, Brian Heil

I. OLD BUSINESS:

a.  The meeting was called to order by Jan Cooley. The meeting minutes from the previous meeting was read and approved.

b.  Jimmy Smith gave a financial report stating savings balance and accounts payable for the previous month. There are still families who owe HOA fees. One of the four owes only half.  Numerous letters have been sent with no results.  The HOA will seek legal advice as to what further actions need to be taken.  The statute of limitations is 4 years to file a lien for non-payment of HOA fees. The next bills go out in January 2017 and the bill is due in March 2017.

c.  Jimmy Smith also reported that stop signs and posts are in (7 signs, 6 post).  Electrical lines must be located and marked at least 8 hours prior to installation.

d.  Roads Committee:  The Fuller company repaired the roads that were previously done.  This work was completed under warranty.

e.  Welcome Committee:  Allison Bentley and Kathy Turnipseed are our new volunteers.  Jannette Bell, will develop instructions for our new volunteers.

f.  Round-a-bout Issues:  In lieu of paying Heartland an exhorbitant amount of  money to remove the  overgrown plants from the circle, it was voted on and approved that Jimmy Smith would remove them at his expense.  He will keep all plants that are dug up.  The vegetation has grown out of control and has become a traffic safety hazzard. A determination will be made in the spring as to what  plants will be planted.

g.  Just a reminder...the speed limit is 25 mph in the neighborhood. Slow down!

h.  Four Corners has dumped rip rap in the park and several neighbors are working hard to place them where they will do the best in controlling the erosion.

i.  Tacking of metal grate in front of 4045 Timberline:  We currently are looking for estimates/options.

II.  NEW BUSINESS:

a.  The possibility of borrowing bond money to complete all of the roads was discussed vs. completing the roads in stages (open).

b.  We're looking for someone who can meet with the road repair company when work is being done to make sure the work is completed to our specifications.  Rodney Phillips volunteered. (closed),  The road committee will establish criteria for road repairs and set priorities for work to be done (open).

c.  Financial/Annual Meeting:  The next annual meeting is tentatively scheduled for March 12, 2017. All financial information will be available for viewing, questions, comments.

d.  Communication to Homeowners:  Would you prefer web page , Facebook or a newsletter?

III.  The meeting was adjourned. We will not have a meeting in December because of the holidays. The next meeting is scheduled for January 8, 2017.

Woodland Farms HOA Monthly Board Meeting Minutes

August 14, 2016

I. Board Members Present: Jan Cooley, Luke Martin, Kathleen Custis, Jimmy Smith, Brenda Carleton

Members Present: Cliff Pelchat, Sandy Pelchat, Jannette Bell, Gerre Slaton, Jim Belobraydic

II. The meeting was called to order. The meeting minutes from July 10 meeting were read and approved.

III. OLD BUSINESS:

a. Jimmy Smith gave a financial report and an update on uncollected HOA dues. In addition, he reported posts for stop signs were ordered.

b. Cliff Pelchat gave an architectural committee report. He talked with the road contractors who did the previous work and there are spots in some streets that need to be redone and are covered under warranty. They also discussed price quotes for Phase I repairs. All repairs will be prioritized and should be completed prior to winter.

c. Sunday, October 30 is the proposed date for the Neighborhood Fall Festival.

IV. NEW BUSINESS:

a. A proposal for a neighborhood directory was discussed. The proposal was not approved by the committee.

b. Cliff Pelchat resigned his post on the architectural committee. Volunteers for replacement is requested. In addition, Brenda Carleton resigned her post for personal reasons.

V. The date for the next meeting is September 11 at 6:00.

VI. The meeting was adjourned.

Woodland Farms HOA Monthly Board of Directors Meeting Minutes

November 13, 2016

Present: Jan Cooley, Rodney Phillips, Kathleen Custis, Jeff Anthony, Jimmy Smith, Gerre Slaton, Jamin Jones, Janette Bell, Brian Heil

I. OLD BUSINESS:

a. The meeting was called to order by Jan Cooley. The meeting minutes from the previous meeting was read and approved.

b. Jimmy Smith gave a financial report stating savings balance and accounts payable for the previous month. There are still 4 families who owe the full amount in HOA fees. Two of the four have paid half. Numerous letters have been sent with no results. The HOA will seek legal advice as to what further actions need to be taken. The statute of limitations is 4 years to file a lien for non-payment of HOA fees. The next bills go out in January 2017 and the bill is due in March.

c. Jimmy also reported that stop signs and posts are in (7 signs, 6 posts). Electrical lines must be located and marked at least 48 hours prior to installation.

d. Roads Committee: The Fuller Company repaired the roads that were previously done. This work was completed under warranty.

e. Welcoming Committee: Allison Bentley and Kathy Turnipseed are our new volunteers. Janette Bell, one of our previous volunteers will develop instructions for our new volunteers.

f. Roundabout Issues: In lieu of paying Heartland an exorbitant amount of money to remove the plants from the circle, it was voted and approved that Jimmy Smith would remove them at his expense with the condition that he keeps everything dug up. The vegetation has grown out of control and has become a traffic safety hazard.

A determination will be made in the spring what other plants will be planted.

g. Just as a reminder...the speed limit is 25mph in the neighborhood. Slow down!

h. Four Corners has dumped rip rap in the park and several neighbors are working hard to place them where they will do the best in controlling the erosion.

I. Tacking of metal grate in front of 4045 Timberline: We currently are looking for estimates/options.

II. NEW BUSINESS:

a. The possibility of borrowing bond money to complete all of the roads was discussed vs. completing the roads in stages (open).

b. We’re looking for someone who can meet with the road repair company when work is being done to make sure the work is completed to our specifications. Rodney Phillips volunteered (closed). The roads committee will establish criteria for road repairs and set priorities for work to be done (open).

c. Financial /Annual meeting: The next annual meeting is tentatively scheduled for March 12, 2017. All financial information will be available for viewing, questions, comments.

d. Communication to homeowners: Would you prefer web page or Facebook?

III. The meeting was adjourned. We will not have a meeting in December because of the holidays. The next meeting is scheduled for January 8, 2017.

Woodland Farms HOA Monthly Board of Directors Meeting Minutes October 23, 2016

Present: Jan Cooley, Jeff Anthony, Kathleen Custis, Rodney Phillips, Tim Harwell, Barney Cossey

I. OLD BUSINESS:

a. The meeting was called to order by Jan Cooley. The meeting minutes from the previous meeting was read and approved.

b. Jimmy Smith was not in attendance, therefore no financial report was given

c. There are some HOA fees hat have not been paid as of this meeting. Contact has been made to ensure collections are paid.

d. We still have a problem with speeding in the neighborhood. We discussed what can be done as an HOA to help keep speeding down. Monitoring the neighborhood by Logan County police was given as an option. Te best option was for each homeowner to police themselves and adhere to the posed speed limits of the neighborhood.

e. Four Corners has decided to provide rip rap for the park. Jimmy will give an update next meeting.

f. We have received a proposal for landscaping at the entrance circle. The bid was a little high and the solution to save money would be to schedule a neighborhood work day to remove the plant in the circle.

II. NEW BUSINESS:

a. The group discussed the problem with solicitors in the neighborhood. The solution could be to put up a “no solicitors” sign at the entrance.

b. Luke Martin has expressed a desire to be on the Roads Committee via Woodland Farms web page. However, Rodney Phillips volunteered at the meeting to be on the Roads Committee.

c. We are looking for volunteers to replace Gerre Slaton on the welcoming committee. Her term expires in January.

d. The Fall Festival has been put on hold for this year.

III. The meeting was adjourned. The next meeting is scheduled for November 13, 2016.

Woodland Farms HOA Monthly Board Meeting Minutes

August 14, 2016

I. Board Members Present: Jan Cooley, Luke Martin, Kathleen Custis, Jimmy Smith, Brenda Carleton

Members Present: Jeff Pelchat, Sandy Pelchat, Jannette Bell, Gerre Slaton, Jim Belobraydic

II. The meeting was called to order. The meeting minutes from July 10 meeting were read and approved.

III. OLD BUSINESS:

a. Jimmy Smith gave a financial report and an update on uncollected HOA dues. In addition, he reported posts for stop signs were ordered.

b. Jeff Pelchat gave an architectural committee report. He talked with the road contractors who did the previous work and there are spots in some streets that need to be redone and are covered under warranty. They also discussed price quotes for Phase I repairs. All repairs will be prioritized and should be completed prior to winter.

c. Sunday, October 30 is the proposed date for the Neighborhood Fall Festival.

IV. NEW BUSINESS:

a. A proposal for a neighborhood directory was discussed. The proposal was not approved by the committee.

b. Jeff Pelchat resigned his post on the architectural committee. Volunteers for replacement is requested. In addition, Brenda Carleton resigned her post for personal reasons.

V. The date for the next meeting is September 11 at 6:00.

VI. The meeting was adjourned.

Woodland Farms HOA Monthly Board of Directors Meeting

Meeting Minutes

June 12, 2016

Present: Jan Cooley, Jeff Anthony, Jimmy Smith, Kathleen Custis, Brenda Carleton-

Members

Jamin Jones, Sandee Pelchat, Cliff Pelchat, Gerre Slaton Brian Heil– Homeowners

Opening Remarks: President Jan Cooley called the meeting to order. The previous meeting minutes were read and approved.

I. OLD BUSINESS:

a. A financial report was given by Jimmy Smith:

(1) All information to support financial transactions has been converted to quick books. This will make it easier to maintain.

2) A reminder letter will be sent to homeowners who have not paid their HOA fee. A $10 late fee will be assessed plus 1 ½%.

b. Road Committee Update: Cliff Pelchat has been in contact with agencies concerning some options:

(1) If the decision is made to seal the roads, the roads could not be driven on for several days which would cause a problem for homeowners getting in and out of their driveways.

(2)The option of replacing the asphalt with concrete (in phases) which would be more durable. The cost for concrete is comparable to asphalt.

(3) The company that completed the patches in Phase I will be contacted because the patches are failing in some areas.

(4) Other contractors were contacted for a bid on the work that needs to be done, however none of them responded. We need to get additional bids. OPEN

(5) Reminder to homeowners: Slow down...The speed limit is 20MPH.

c. Architectural Committee Update:

(1) An official request from a homeowner has been submitted to regrade his backyard. However, additional information is required to ensure it is done in accordance with HOA guidelines. OPEN

(2) A reminder to homeowners to review the website for proper approval when making improvements to their property (ie. fences, underground swimming pools, etc.)

f. Sprinklers at the park: No decision has been made: OPEN

g. Update on the excessive water wash out at the park: OPEN

h. There was discussion in regards to homeowners workday: OPEN

I. Stop Signs: Poles still need to be priced. OPEN

g. Garage Sale: The garage sale was very successful. We are looking into having another neighborhood garage sale during the Wildlife Expo at the Lazy E Arena.

NEW BUSINESS

1. A decision was made to purchase the OKC Community Association Handbook.

2. A decision was made to reimburse Kelly Smith for material for the garage sale banner.

3. Fireworks: July is coming up. Please be considerate of your neighbors in respect to the time you shoot off fireworks.

4. There was a discussion about a possible social event in the fall or the spring.

5. The HOA covenant specifically states there is to be no long term parking on the streets.

6. We will table the Definitions and Delegations of Board Member duties until the next meeting. OPEN

The next meeting is scheduled for July 10, 2016. The meeting was adjourned.

Woodland Farms HOA Meeting Minutes

May 15, 2016

The first meeting of the newly elected Board of Directors of the Woodland Farms HOA for the 2016 – 2018 met at the home of the President, Jan Cooley.

I. Present: Jan Cooley - President

Jeff Anthony - Vice President

Kathleen Custis – Secretary

Jimmie Smith – Treasurer

Rodney Phillips – Board Member

Tim Harwell – Board Member

Brian Heil – Board Member

Brenda Carleton – Board Member

Other Homeowners

II. The meeting began with the previous Board Members introducing themselves and shared information to the new board members. The new board members introduced themselves.

III. Dale Slaton resigned as Secretary of the HOA. Kathleen Custis was voted as the new Secretary to prepare a record of the proceedings.

IV. Discussion of Old Business:

1. 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.

2. Cliff Pelchat will get new bids.

4. Gerre Slaton reported on the welcome committee. Other members of the welcome committee are Capin Anthony and Janette Bell.

V. New Business:

1. Discussed adding sprinklers at the park to keep the grass green.

2. With the HOA approval Four Corners agreed to provide a truckload of rip rap to fill the washed out area a the park. Jimmie Smith will follow up with Four Corners and report at the next meeting.

3. Landscaping outside the neighborhood: Suggestion was made to commit to 4 workdays per yer to maintain the flowerbeds and keeping the weeds under control.

4. 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.

5. There was discussion to confirm the increase in HOA dues to$400. The new HOA dues are due by June 2.

6. There was a report from the Architectural Committee and the Roads Committee.

7. Lorie Conaway volunteered to continue to maintain the Woodland Farms website.

8. Regularly scheduled Board Meetings – Once per month on the 2^nd 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.