Opening
Present
Board Members: Allison Bentley, Bryan Hiel, Lisa Kraft, Liz
Lewis, Jimmy Smith, Kathy Nelson and Gerre Slaton with neighborhood guests Ashley
and Brad Havenar and outgoing President Jan Cooley
Approval of Agenda
The only item of business was to approve officers among the
new Board. This was the first meeting of the new HOA Board after election
results of the Woodland Farms HOA Annual Meeting held on April 29, 2018.
Approval of Minutes
None
New Business
1.
The Board elected new officers. These candidates
were all approved by the Board unanimously:
a.
President – Gerre Slaton, motion made by Kathy
Nelson with a second by Bryan Hiel
b.
Vice President – Bryan Hiel, motion made by
Gerre Slaton with a second by Jimmy Smith
c.
Secretary – Lisa Kraft, motion made by Gerre
Slaton with a second by Liz Lewis
d.
Treasurer – Jimmy Smith, motion made by Gerre
Slaton with a second by Bryan Hiel
e.
Co-Treasurer – Kathy Nelson to appointed to assist
with collecting HOA dues and sending out past due notices
f.
Social Committee – Liz Lewis and Allison Bentley
were appointed by the Board to create neighborhood activities sponsored by the
HOA
2.
Jimmy Smith gave a presentation on the status of
overdue HOA dues (5 people out of 85 homes) and a discussion ensued regarding procedures
to file a small claim for recovery. It was explained that the HOA collects both
annual dues ($400) and a fee ($240) each time a home is sold in Woodland Farms.
The role of Treasurer is the most active role on the HOA and the Board agreed
that the position needed a Co-Treasurer to assist in the accounting of HOA paid
and outstanding dues and the communication associated with each. Jimmy will
email the form letter templates to Kathy. The Board discussed the need to purchase
a laptop with operating software, Office suite for communications, and
QuickBooks to keep the finances. The laptop would remain with the Treasurer of
the HOA to capture the data through board tenures. More discussion will take place at the next
meeting to identify costs and to propose the procurement approval.
3.
HOA Audit: Jimmy Smith and Gerre Slaton will
look into the costs to hire an accountant to perform a review of the HOA
finances as is required in the covenants. Costs will be discussed at the next
regular meeting. The HOA is on a calendar fiscal year (Jan 1-Dec 31) for audit
purposes.
4.
Co-HOA Board officers will share positions with
a co- for the following seats: Treasurer Jimmy Smith assisted by Kathy Nelson;
Secretary Lisa Kraft assisted by Liz Lewis; and Allison Bentley to assist the
President Gerre Slaton as needed
5.
HOA Accounts and Information Dissemination – The
HOA has two accounts (savings and checking). The names on the accounts need to
be updated at the bank with the new President and Co-Treasurer. The FaceBook
password needs to be reset to gain entry to change and update. The Next Door
App was also mentioned as a great source to advertise neighborhood businesses
and locate lost pets. More homes are encouraged to sign up. A post office box
key is needed from Four Corners or Tracey Williams. Discussion regarding the
installation of a locked HOA community notice board at the entrance will be
continued at the next meeting.
6.
Housekeeping: Email addresses for the new board
were provided to update the HOA contact sheet. The President and Treasurer will
forward a listing of names and addresses to Woodland Farms homeowners. Gerre
has a map that she would like to share to help the board get to know the
neighbors. The WFHOA letterhead will be emailed to the new Secretary. Monthly
meetings of the HOA are now set for the first Thursday of each month from
7:00-8:00 PM.
Discussion Items for Next Meeting:
*These items may or
may not be on the agenda.
1.
Discussion of upcoming social events
2.
Discussion of forming a neighborhood crime watch
3.
Discussion of completing the fence along the
north frontage of Woodland Farms along Douglas
4.
Discussion of how to deal with speeding in the
neighborhood
5.
Discussion of future road project priorities
6.
Updates on obtaining access to FaceBook, the
Post Office box, bank accounts, and the purchase of a laptop and software
7.
Update on outstanding HOA dues
8.
Discussion of neighborhood community board at
entrance
9.
Discussion of audit requirements
10. Committee
Updates
Adjournment
Minutes submitted by:
|
Lisa Kraft, WFHOA Secretary
|
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