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