HOA Annual Meeting Minutes, 4-29-18

The Woodland Farms HOA Annual Membership

Meeting was held at the Edmond Elks Club, 5925 E.

Waterloo Rd., Edmond, OK on Sunday, April 29,

2018, at 6:00 p.m. 

1.      The meeting was called to order by Jan Cooley, President of the Association.

2.     The current HOA Board members were introduced: Jan Cooley, President; Jeff Anthony, Vice-President; Jimmy Smith, Treasurer; and Bryan Hiel.
3.     Jimmy Smith presented the HOA’s financial statement.
4.     The Board discussed future expenditures that the HOA might undertake regarding road maintenance and repair, and possible enhancements or additions to common areas.
5.     The Board spoke about the Welcome Committee, the Architecture Committee, and the Covenants Committee, mentioning their purpose and soliciting participation from interested members.
6.     The Board opened the balloting for the election of new members to the HOA Board of Directors.  Janette Bell served as Election Inspector and oversaw the voting and certified the results of the election.
7.     The newly-elected members of the Board of Directors were introduced;  Allison Bentley, Kathy Nelson, Bryan Hiel, Jimmy Smith, Liz Lewis, Lisa Kraft, and Gerre Slaton were elected to serve two-year terms as HOA Board members.
8.     The meeting was adjourned.

HOA Board Meeting Minutes, 1-11-18

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

1.       The meeting was called to order by Jan Cooley.

2.       Minutes from the previous Board meeting were read and approved without objection.

3.      Jimmy Smith gave a financial report, including the status of unpaid dues.  Jimmy said that the invoices for the 2018 HOA dues would be sent out in the next week.

4.       Jimmy Smith made a motion to file a claim against Wade Iven in the Logan County District Court for unpaid HOA dues, interest, and penalties.  The motion was seconded by Rodney Phillips and approved without objection.

5.      Jan Cooley said that she was still waiting on information on what would be needed to maintain the stone wall at the entrance to Woodland Farms.

6.      The Board decided to include a copy of a nomination form for the upcoming Board elections, and a copy of the HOA collection policy, in the dues invoice mailings.

7.      The Board discussed accepting monthly payments for HOA dues payments.  The Board decided to not adopt a formal policy on accepting monthly payments, but to address specific situations as they come up.

8.      The Board discussed setting a time for the Annual HOA Membership meeting, but no decision was made.

9.      The Board discussed starting a Neighborhood Watch program.  They will continue to gather information on the subject.

10.  The Board forwarded two complaints about Covenants violations to the Covenants Committee.

11.  Jan Cooley adjourned the meeting.

HOA Board Meeting Minutes, 11-16-17

Board members present: Jan Cooley, President; Jeff Anthony, Vice-President; Jimmy Smith, Treasurer; Bryan Hiel and Rodney Phillips.

Dale Slaton was present and acted as Secretary.

Jan Cooley called the meeting to order.
The minutes of the last meeting were read and approved without objection.

Old Business:

1. Jimmy Smith gave a financial report, providing the Board with a Profit/Loss statement for the Association, and a Balance Sheet for the Woodland Farms HOA, current as of 11-14-17. These documents are attached to the end of these minutes.

2. The Board discussed the maintenance that was needed on the stone wall at the entrance to the neighborhood. They will try to determine what it will take to secure the loose stones and find someone to do the work.

3. The Board discussed the erosion problems on the fence line just north of the entrance to the neighborhood. They discussed possible solutions and finding someone to do the work.

New Business:

1. Jimmy Smith presented the Board with a proposed budget for the Association for 2018. The proposed budget was adopted by the Board without objection. A copy of the 2018 HOA budget is attached to these minutes.

2. Jan Cooley moved to increase the maximum allowable assessment of the Association to $480.00 per year, in accordance with section 6.3 of the Woodland Farms HOA Declaration of Covenants, Conditions, and Restrictions, as amended. Jimmy Smith seconded the motion. The motion was passed without objection.

3. In accordance with section 6.3 of the Declaration, the Board set the HOA annual assessment for 2018 at $400.00. Assessment notices with be sent to all members of the Association not later than January 18, 2018, and payment of the annual assessment will be due by March 31, 2018.

4. The Board determined that Board meetings will be held on the first Thursday of each month, beginning in January 2018. Accordingly, the next scheduled meeting of the Association’s Board will be on Thursday, January 4, 2018. Notice of the time and location of the meeting will be given in accordance with the By-laws of the Association.

5. Jan Cooley provided the Board with a letter to solicit members of the Association to serve as Board members or committee members. The Board approved the letter and decided to include the letter in the annual assessment invoice letters that will be mailed in January 2018.

6. There was discussion about placing some sort of light in the Round-about at the entrance to the neighborhood. Jan Cooley said that she would look into options and cost.

The meeting was adjourned.