HOA Board Meeting Minutes, 6-7-18

- Call to order:

• The meeting was called to order by President, Gerre Slaton at 7:00 PM on Thursday, June 7, 2018 at 4221 Woodland Boulevard.

- Those present:

• Those present were Gerre Slaton, President; Kathy Nelson, Co-Treasurer; Jimmy Smith, Treasurer; Allison Bentley, Board Member; Diana and Francis Brewer, Homeowners.

- Approval of minutes:
• Board Member, Allison Bentley read the minutes from the previous HOA board meeting held on Thursday, May 6, 2018.

- The minutes were motioned to be approved by Gerre Slaton with a second by Jimmy Smith.

- Agenda items:

• Website, FB page, Next Door app update:

- The Woodland Farms HOA website was recently updated.
- E-mail addresses need to be updated so that e-mails sent to the Woodland Farms Accounting e-mail address are forwarded to the correct individuals.
- Gerre now has administrative access to the Woodland Farms FaceBook page.

- Gerre also has administrative access to the Woodland Farms community on the Next Door application, and she will continue to post information related to the neighborhood.

• Update on committees:
- The Welcome committee members, Allison Bentley, Jannette Bell, Kathy Turnipseed, and Mary Jo Jones were approved with a motion made by Gerre Slaton with a second by Kathy Nelson.
- The Architectural Committee members, Amberlea Smith, Michael Riat, and Steve Vanarsdel were approved with a motion made by Gerre Slaton with a second by Allison Bentley.

• Sprinkler system repairs:

- Sprinkler system repairs were recently done, and a bill was presented and approved with a motion made by Gerre Slaton with a second by Jimmy Smith.

• Mowing ditch north of entrance:
- The brush in the ditch on the north side of the neighborhood entrance can create a safety hazard when it gets too high.

- Jimmy was able to provide Gerre with contact information for the Logan County Commissioner, and Gerre will contact the County Commissioner in the event that the brush creates a safety hazard.

• Prime Bank update:
- Kathy Donald at Prime Bank is the contact person for the Woodland Farms HOA accounts.
- In order for new officers to gain access to the accounts, a copy of the meeting minutes outlining the new board officers is needed along with a signature from each person.

- Jimmy currently has a debit card which will be transferred into Gerre’s name.

• This was motioned by Allison Bentley with a second by Kathy Nelson.

• HOA Treasurer Position:
- Jimmy Smith has decided to resign from his current position as Treasure, but will remain on the Board.

- Kathy Nelson and Allison Bentley volunteered to fill the position as CoTreasurers.

• Gerre Slaton motioned to approve with a second by Jimmy Smith.

• Audit/Compilation of Finances, Hale and Company:
- Gerre spoke with Rusty Hale at Hale and Company (located on 15th and Bryant in Edmond) in regards to providing a checks and balances for the Woodland Farms HOA books.

• An estimate of $400 to $500 was quoted.

• Several items were requested by Hale and Company in order to begin the process, and Jimmy will send the requested information.

• Gerre will also ask if a tax return needs to be filed.

- Gerre Slaton motioned to approve using Hale and Company for the compilation of finances and Kathy Nelson seconded.

• Purchase of laptop, Quick Books and Microsoft Office

- Jimmy Smith motioned to approve a $1000 budget for the laptop and $200 budget for Quick Books with a second by Gerre Slaton.

• Update on overdue dues, notice letters:
- There are currently three homeowners with overdue dues; two homeowners are overdue for 2018 and one for 2018 and 2017.

- Gerre motioned mailing a certified letter indicating that late fees for 2018 will not begin to accrue until after July 1.  

• The board members unanimously agreed to approve the motion.

• HOA budget:

- Jimmy will review the 2018 budget that was approved by the previous Board at the next board meeting when all members are present.

• Entrance sign:

- Allison’s husband, J.L. Bentley, does metal and woodworking.  She will speak to him in regards to materials and expenses needed for building an entrance sign and will report back to the Board.

• Visitor’s comments:

- Visitors, Diana and Francis Brewer, spoke about their concern with speeding cars and cars not stopping at stop signs. 

 

• It was suggested to record the make and model of the vehicles not obeying the signs, and post the information to FaceBook and/or Next Door.

- Old business:

• The Neighborhood Watch will not be implemented due to the location of our neighborhood. 
- Logan County does not offer a neighborhood watch, and Edmond will not offer it because we are located in Logan county.

- Adjournment of meeting:

• The meeting was adjourned at 8:05 PM with a motion made by Gerre Slaton and seconded by Kathy Nelson.