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.
Saturday, February 18, 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 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.
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