HOA Meeting Minutes 11-5-19

Opening:



The meeting was called to order at 6:20 PM on Tuesday, November 5, 2019.  Those present were Board members, Allison Bentley, Bryan Hiel, Gerre Slaton, Kathy Nelson, Lisa Kraft, and Liz Lewis.





Approval of Minutes:



The October 1, 2019 meeting minutes were read and approved by the Board with a motion made by Hiel and a second by Slaton.





Old Business:

•   Pizza in the Park:  There was a lot of pizza left over; more people RSVP’d than attended, but we stayed well under budget.  The weather was chilly, and the event may need to be moved up earlier in the month/year going forward.

New Business:

•   Treasurer’s Report:  The Treasurer’s report stated the month-end fund balance for October was $20,020.49.  Last year, additional expenses, such as taxes and snow removal, were paid during the month of December; taxes are expected, again, and snow removal may occur as well.

•   Holiday Lighting at the Entrance:  Three price quotes were obtained and discussed.  The Board chose to move forward with a company called TQI with a motion made by Bentley and second by Kraft.  The cost for holiday lighting will come from funds set aside for Miscellaneous expenses.  Kraft will make arrangements with TQI.

•   Budget Meeting for 2020:  The 2020 Budget meeting was set for Wednesday, November 20th at 6:00 PM.

Committee Updates:

•   Architectural: No new requests.

•   Covenants:  No new violations

•   Welcome:  No new requests.

•   Roads:  Estell with Ameri Seal came out to reevaluate the condition of the roads, but did not contact the Board prior to or during his visit.  He did provide a quote for additional work to be done, but he has not completed the previous job.  Gerre will follow up with him.

            Armor Asphalt came out and met with Gerre to discuss the current condition of our roads and a maintenance plan.  They provided multiple quotes.  However, the Board chose to table this this discussion until after the 2020 budget is complied and approved.





Comments/Questions from Neighborhood Members:



There were no neighborhood members present.





Adjournment:



The meeting was adjourned at 7:33 PM with a motion made by Hiel and a second by Nelson.





Minutes submitted by: Allison Bentley

Board Meeting Agenda 11-5-19

1. Call meeting to order

2. Read and approve previous minutes

OLD BUSINESS

      3. Recap – Pizza in the Park



NEW BUSINESS

       4. Treasurer report

       5. Holiday lightning at entrance

       6. Date for budget meeting



COMMITTEE UPDATES

        7. Welcome

        8. Architectural

        9. Covenants

      10. Roads



Comments/Questions from neighborhood members

HOA Meeting Minutes 10-1-19

Opening:



The meeting was called to order at 6:15 PM on Tuesday, October 1, 2019.  Those present were Board members, Allison Bentley, Bryan Hiel, Gerre Slaton, Kathy Nelson, Lisa Kraft, and Liz Lewis.





Approval of Minutes:



The August 1, 2019 meeting minutes were read and approved by the Board with a motion made by Hiel and a second by Kraft.





Old Business:

•   Special Meeting Outcome:  The Special Meeting held on September 17th in regards to voting towards an amendment to the Woodland Farms Covenants concerning Section 3.5r; swimming pools did not pass.  Sixty-five ‘yes’ votes were needed in order for the amendment to pass; 49 homeowners voted ‘yes’, and four voted ‘no’. 

•   Neighborhood Garage Sale:  A neighborhood garage sale was held on Saturday, September 28th, the same weekend the Wildlife Expo took place at the Lazy E Arena.  Lewis hung a banner at the front entrance prior to the event.  Slaton counted approximately eight homes that participated on Saturday, and two homes that participated on Sunday. 

New Business:

•   Treasurer’s Report:  The Treasurer’s report stated the month-end fund balance for September was $20,995.84. 

•   Fall Social Event:  The Board discussed having ‘Pizza in the Park’ on the Sunday before Halloween, October 27th, from 4:00 PM to 6:00 PM.  The Board has budgeted $500 for the Social Committee for 2019.  Lewis will make the arrangements, and send out flyers to the neighbors.

•   Holiday Lighting at the Entrance:  The Board discussed decorating the front entrance with holiday decorations and lights.  Lewis motioned to request price quotes from at least two vendors for light displays and Slaton seconded.  Kraft recommended possibly asking for donations for lights from homeowners, and Nelson recommended holding a ‘decorating day’ for volunteers to install the donated lights.  The Board will discuss further once the price quotes are received.

•   Budget Meeting for 2020:  The Board will need to meet in November to discuss a budget for 2020. 

Committee Updates:

•   Architectural: Four new requests were received; three have been approved, and one was in  regards to landscaping which did not require the Board’s approval.

•   Covenants:  No new violations

•   Welcome:  No new homeowners

•   Roads:  Gerre would like to have another locally-owned company, Amor Asphalt, come out and evaluate our roads for an additional opinion and price quote.  Armor Asphalt was considered prior to the Board’s decision to use Ameri Seal for the 2019 road repairs.  Bella Terra, a housing addition off of Waterloo Road, has utilized Armor Asphalt in the past, and also provided a recommendation for them. Ameriseal will be contacted as well to provide a quote.    Bentley motioned to have Amor Asphalt and Ameriseal evaluate the current condition of our roads and receive a price quote.  Kraft seconded the motion. 

Comments/Questions from Neighborhood Members:



Neighborhood members present were Simone and Frank Paradise and Garet Earles.

•   Simone and Frank Paradise proposed questions in regards to removing unwanted/dead trees from their property.  The Board responded that there is no need to submit formal requests in regards to landscaping, and homeowners are allowed to remove trees as long as they abide by the Woodland Farms Covenants and Bylaws.  A copy of the Covenants and Bylaws can be found on the HOA website at woodlandfarmsHOA.com.

•   Garet Earles would like to know which well pump the common area’s sprinkler system is utilizing.  The Board was unsure of where the water is coming from, but Slaton later determined the common area has its own well pump that can be found on the south side of the entrance, behind the sprinkler control box.

Adjournment:



The meeting was adjourned at 7:23 PM with a motion made by Slaton and a second by Lewis.





Minutes submitted by: Allison Bentley

Board Meeting Agenda 10-1-19

       

    1. Call meeting to order
     2.  Read and approve previous minutes



OLD BUSINESS

      3. Special meeting outcome

      4. Neighborhood garage sale



NEW BUSINESS

       5. Treasurer report

       6. Fall social event

       7. Holiday lighting at entrance

       8. Budget meeting for 2020



COMMITTEE UPDATES

       9. Welcome

     10.  Roads

     11.  Architectural

     12.  Covenants



Comments/Questions from neighborhood members

HOA Meeting Minutes 8-1-19

The meeting was called to order at 6:18 PM on Thursday, August 1, 2019.  Those present were Board members, Allison Bentley, Bryan Hiel, Liz Lewis, Kathy Nelson, and Gerre Slaton.

Approval of Minutes:

The May 2, 2019 meeting minutes were read and approved by the Board with a motion made by Hiel and a second by Nelson.

Old Business:

1.    Dues Collection Update:  The remaining checks for 2019 Annual Dues have been collected and will be deposited by the end of the week. 

2.    a.  Erosion on Common Area:  Slaton contacted and spoke with a civil engineer, Doug Hooten, in regards to the erosion taking place on the hill to the south of the entryway along Douglas.  After viewing the affected area, Hooten advised no action should be taken by the Board until the homeowners have addressed the affected areas on their properties.

b.  Mr. Roseberry at 14340 Glennwood reached out to the Board asking if the erosion beginning to take place underneath the road between his property and his neighbors to the south will be his responsibility or that of the Board.  Slaton will ask Estell with Ameriseal to view the area and provide his professional opinion.  Slaton will also contact Doug Hooten for his recommendations.

New Business:

1.    Treasurer’s Report:  The Treasurer’s report stated the month-end fund balance for July was $20,279.59. 

2.    Secretary Position:  Lisa Kraft has decided to resign as the Woodland Farms HOA Secretary, and Allison Bentley has volunteered to fill the position.  Slaton made a motion to name Bentley as the new Secretary, and Hiel seconded the motion.

Committee Updates:

3.    Architectural:  No new requests.

4.    Covenants:  No new violations.

5.    Welcome:  Five homes have recently sold.

6.    Roads:  Ameriseal will be out in the near future to fill cracks and do touchups to the sealer that was previously applied to the roads.

Comments/Questions from Neighborhood Members:

Neighborhood members present were Jamin Jones, Jeff Anthony, Brad and Ashely Havenar, Robert and Glenda Gesell, and Steve and Lori Coughran.

Jamin Jones expressed some concern in regards to the Covenants Committee and how many members are currently serving on the committee.  Those currently serving are Brad Havenar and Dale Slaton.  Brad Havenar explained how the process of a filed complaint is handled with a visit to the homeowner(s) believed to be in violation, and a written report is then submitted to the Board.  Gerre Slaton stated that no decisions are made by the Covenants Committee and any action taken, or lack thereof, is decided upon by the Board.

Robert and Glenda Gesell are wanting to install a small storage building on their property.  They asked how to submit a formal request, and the Board explained that documents such as a plat map indicating where the building will be installed, the dimensions of the building, and what materials will be used must be submitted to the HOA e-mail address (info@woodlandfarmshoa.com) for the members of the Architectural Committee to review.  The Architectural Committee will then inform them if their project has been approved.

Jamin Jones and Liz Lewis have put together a proposal to amend the Woodland Farms Covenant 3.4.r in regards to swimming pools.  The amendment has already been signed by the required number of homeowners, and the next step is for the President to call a Special Meeting.  Hiel motioned for Slaton to call a Special Meeting and Bentley seconded.  A date for the Special Meeting will be decided upon in the near future.

Adjournment:

The meeting was adjourned at approximately 6:49 PM with a motion made by Slaton and a second by Bentley.

The Board members then held a closed discussion in regards to a letter that was formally submitted to them.

Minutes submitted by: Allison Bentley

Board Meeting Agenda 8-1-19

1.     Call meeting to order

2.     Read and approve previous minutes

OLD BUSINESS

      

3.     Dues collection update

4.     Erosion on common area

NEW BUSINESS

5.     Treasurer report

6.     Secretary position

COMMITTEE UPDATES

7.     Welcome

8.     Roads

9.     Architectural

   10.  Covenants

Comments/Questions from neighborhood members

Minutes of the HOA Annual Meeting, 4-25-19

1.       The Meeting was called to order and the members of the Woodland Farms HOA Board of Directors were introduced.

2.      The Treasurer presented the Association budget for 2019, and a budget update current through the date of the meeting.

3.      The President presented an update on the road work in the neighborhood, and the plans for future road repair and maintenance.

4.      The Vice-President spoke about the contract with Heartland for common area maintenance, including services provided and costs.

5.      Reports were presented regarding the function and activities of the committees of the Association, consisting of the Welcome Committee, the Architectural Committee, the Social Committee, and the Covenants Committee.

6.      There was a presentation of the methods of communication available for the Board and members to communicate more effectively.  The methods discussed were e-mail, the Next Door app, Facebook, the HOA blog, and the sign at the entrance to the neighborhood.

7.      The President recognized several members for their contributions and efforts for the betterment of the neighborhood.

8.      The Board heard comments and questions from members.

9.      The meeting was adjourned.

HOA Board Meeting Agenda 5-2-19

1.      Call meeting to order

2.      Read and approve previous minutes

  

OLD BUSINESS

 3.      Roads Update

  

NEW BUSINESS

 4.      Treasurer Report

5.      Dues collection update

6.      Covenants Complaint Reports

7.      Resignation of a board member

8.      Annual meeting recap – concerns from neighbors

COMMITTEE UPDATES

 9.      Architectural

10.  Covenants

11.  Welcome

 Comments/Questions from neighborhood members

2019 Annual Membership Meeting AGENDA

April 25, 2019

1.    Welcome; Introduction of Board Members

2.    Treasurer Report

a.     2019 Budget

b.    Budget for April 2019

3.    Roads Update

a.     Work completed

b.    Future plans

4.    Common area maintenance (Heartland)

5.    Committee Reports

a.     Welcome Committee

b.    Architectural Committee

c.     Social Committee

d.    Covenants Committee

6.     Association Communications

a.     E-mail

b.    Next-door app

c.     Facebook

d.    Entrance sign

e.     Woodland Farms Blog

7.     Recognitions

8.    Comments or questions from Members

9.    Adjournment

HOA Board Meeting Minutes 4-4-19

Opening:

The meeting was called to order at approximately 7:00 PM on Thursday, April 4, 2019.  Those present were Board members, Allison Bentley, Bryan Hiel, Liz Lewis, Jimmy Smith, Kathy Nelson, and Gerre Slaton.  Homeowners present were Jeff and Kapin Anthony, Jamin Jones, and Barry Cossey.

Approval of Minutes:

The March 7, 2019 meeting minutes were read and approved by the Board with a motion made by Slaton and a second made by Hiel.

Old Business:

1.    Silt Issues: Drainage problems are already apparent due to the silt buildup in the ditch south of the entryway running along Douglas.  The Logan County Commissioner was contacted but has not addressed the issue.  Smith motioned for the Board to contact Heartland to obtain a quote so that the issue is addressed properly and sprinkler heads are not damaged during the process.  Lewis seconded the motion. 

2.    Picnic Tables: Rodney Phillips has begun constructing the picnic tables for the playground common area.

3.    Entry Sign: Heartland has agreed to install the new entryway sign but has not yet done so.  They have cancelled several times, but Slaton will continue to contact them.

New Business:

1.    Treasurer’s Report: The Treasurer’s report stated the month-end fund balance for March was $39,778.39.  The 2019 projected budget was also updated to include price increases from the previous year.  The HOA annual dues deadline was March 31st, however, there are nine homeowners with outstanding balances.

2.    Annual Meeting: The Elk’s Lodge has been reserved for Thursday, April 25th at 7:00 PM.  The rental fee is the same as last year which was $50.  The meeting must be advertised two weeks prior to the meeting, and Slaton will post an announcement on the entry sign and send e-mails out.

Committee Updates:

1.    Roads: Ameri Seal is ready to begin seal coating the roads.  The current quote to do all of the roads exceeds the amount currently budgeted.  Ameri Seal will do an assessment of the current road conditions and identify if additional repairs are needed; if so, a new quote will be needed.  The Board will table this item until after Ameri Seal has a chance to evaluate the current road conditions.

2.    Architectural: No new requests

3.    Covenants: A violation form with four homeowner’s signatures was received in regards to barking dogs.  Hiel motioned to send the Covenants Committee to the dog owner’s home and Nelson seconded.

4.    Welcome: There has been one home sell in the addition since the last HOA Board meeting, and the Welcome Committee will visit them soon.

Adjournment:

The meeting was adjourned at approximately 8:00 PM with a motion made by Slaton and a second by Hiel.

The next meeting will be the Annual HOA Meeting held on April 25th at 7:00 PM at the Elk’s Lodge.

Minutes submitted by: Allison Bentley

HOA Board Meeting Agenda 4-4-19

1.    Call meeting to order

2.    Read and approve previous minutes

OLD BUSINESS

    

3.    Silt issues, picnic tables, and entry sign

 NEW BUSINESS

4.    Treasurer Report

5.    Annual Meeting

COMMITTEE UPDATES

6.    Roads

7.    Architectural

8.    Covenants

9.    Welcome

COMMENTS/QUESTIONS FROM NEIGHBORHOOD MEMBERS

HOA Board Meeting Minutes 3-7-19

                              

 Opening                                     

The HOA Board Meeting was called to order at 6:17pm

Present

Board members present were Allison Bentley, Bryan Hiel, Lisa Kraft, Liz Lewis, Kathy Nelson and Gerre Slaton. Member Jimmy Smith was absent. A quorum was present.

Neighborhood member(s) in attendance: None

Approval of Minutes

The February 7, 2019, minutes were read and approved by the Board with a motion made by Nelson with a second by Hiel.

Old Business

1.      Silt Removal: The HOA President contacted Logan County Commissioner (upon recommendation) and they will excavate the fill dirt from the ditch, south of the entrance and running along Douglas, at no cost.

New Business

1.      Picnic Tables at the Park: The Board voted to purchase two tables based on gathered quotes with a motion made by Hiel and a second by Slaton.

2.      Landscaping: The Board approved Heartland’s continued contract for neighborhood lawn services and seasonal ice removal with a motion made by Hiel and a second by Bentley.

3.      Entrance Sign Placement: Heartland was approved to set the new HOA sign in the entrance easement with a motion made by Slaton and a second by Hiel.

4.      Annual Meeting Date: Lewis is reserving the Elk’s Lodge meeting room for the annual HOA meeting tentatively set for Thursday, April 25 at 7:00.

5.      Treasurer’s Report: The Treasurer presented the month-end financial report for February indicating an HOA fund balance of $28,410.16. HOA dues are required by March 31. Letters have been mailed and a late notice has been approved unanimously by the Board.

Committee Updates

1.      Roads – cracks will be filled (with asphalt) throughout this year as needed, sectional repairs (concrete), identified on the maintenance plan, will be made in the spring, and seal coating (black overlay) will be considered on the oldest roads first as funding becomes available

2.      Architectural – no new requests

3.      Covenants – no new issues

 

Adjournment

Meeting was adjourned at 7:19 PM with a motion made by Slaton and a second by Hiel.

The next HOA monthly meeting will be held on April 4 at 6:15.

Minutes submitted by:	Lisa Kraft, WFHOA Secretary

HOA Board Meeting Agenda 3-7-19

      1.     Call meeting to order

2.     Read and approve previous minutes

OLD BUSINESS

3.     Silt removal south of entrance

4.     Above ground pools

NEW BUSINESS

5.     Picnic tables in the park

6.     Landscape maintenance bids

7.     Entrance sign placement bid

8.     Annual Meeting date and time

9.    Treasurer report

COMMITTEE UPDATES

10.                       Roads

11.                       Architectural

12.                       Covenants

Comments/Questions from neighborhood members

HOA Board Meeting Minutes 2-7-19

Opening

Ameeting of the Woodland Farms HOA Board was called to order at 6:17 PM.

Present

Board members present were Allison Bentley, Bryan Hiel, Lisa Kraft, Liz Lewis, Kathy Nelson and Gerre Slaton. Member Jimmy Smith was absent. A quorum was present.

Neighborhood member(s) in attendance: Rodney Phillips

Approval of Minutes

The January 10, 2019, minutes were read and approved by the Board with a motion made by Hiel and a second by Bentley.

Old Business

1.      Swing set: The purchase and installation of a park swing set will be tabled due to costs. The Board approved the purchase of two wooden picnic tables. Motion made by Hiel with a second by Nelson.

2.      Entrance Sign: Placement of the sign is still under discussion.

3.      Directors and Officers Insurance: The Board voted unanimously not to purchase a policy and to rebudget the FY19 funds.

4.      Above-ground Pool: The board voted to seek another legal opinion on this covenant with a motion made by Kraft and a second by Nelson. Motion carried in favor, with one opposing.

New Business

1.      Treasurer’s Report: The Treasurer presented the month-end financial report for January indicating an HOA fund balance of $24,071.14. HOA dues are due March 31. Letters have been mailed.

2.      Landscaping: The Board is seeking bids for holiday lighting at the entrance.

3.      Committee Updates:

a.       Roads – cracks will be filled (with asphalt) throughout this year as needed, sectional repairs (concrete), identified on the maintenance plan, will be made in the spring, and seal coating (black overlay) will be considered on the oldest roads first as funding becomes available

b.      Architectural – A homeowner is providing a drainage plan for consideration. The Board is also checking with the county about repairs to the ditch along Douglas.

 

Adjournment

Meeting was adjourned at 7:37 PM with a motion made by Hiel and a second by Nelson.

The next HOA monthly meeting will be held on March 7 at 6:15.

Minutes submitted by:	Lisa Kraft, WFHOA Secretary

HOA Board Meeting Agenda 2-7-19

1.    Call meeting to order

2.    Read and approve previous meeting minutes

 OLD BUSINESS

3.    Swing set update

4.    Entrance sign placement

5.    D & O Insurance

6.    Above ground pools

NEW BUSINESS

7.    Treasurer report

8.    Heartland Landscape – renewal, silt removal, erosion on far south side of entrance

9.    Committee updates

Roads

Architectural

Covenants

  

Comments/Questions from neighborhood members

HOA Board Meeting Minutes 1/10/19

A regular meeting of the Woodland Farms HOA Board was called to order at 6:15 PM.

Present

Board members present were Allison Bentley, Bryan Hiel, Lisa Kraft, Liz Lewis, and Gerre Slaton. Absent members were Jimmy Smith and Kathy Nelson. A quorum was present.

Neighborhood members in attendance were Melodi and Scot Trower, and Dale Slaton

Approval of Minutes

The November 1, 2018 minutes were read and approved by the Board with a motion made by Hiel and a second by Bentley.

Old Business

1.      Entrance Sign is completed: JL Bentley did a great job on the metal information board that will be installed at the entry/exit area. He also came in $200 less than was expected. The Board thanks the Bentleys for their time and fine design.

2.      Swing set and tables at park is tabled: An updated bid for the park’s swing set equipment, freight, installation, and woodchip bedding was higher than budgeted. Additional quotes will be sought. Motion to table the discussion made by Hiel and seconded by Kraft.

3.      Above-ground pool covenant restriction determination is ongoing: Legal counsel is being sought to provide a legal opinion on the reading of the covenants. This will be voted on at the next board meeting. 

New Business

1.      Treasurer’s Report: The Treasurer presented the month-end financial report for December indicating an HOA fund balance of $18,483.52. HOA Dues are due March 31. Invoices were mailed out the 14th of January. There are 86 homes paying $400 each for a total of $34,400. Of the $400, $160 is set aside for road maintenance and improvements of $13,760 for 2019.

2.      Ice/Snow Removal was provided last month by Heartland Landscape Group. The maintenance crew under contract with the HOA salted and scraped the entrance three times.

3.      Roads are no longer cracking and washing out: The company hired to make repairs and provide maintenance of our neighborhood streets sealed all of the cracks prior to the rain we received over the last two months. Sectional repairs will continue this spring. The HOA is budgeting for a black seal-coat over all the surface (through the annual assessments) over the next three (3) years.

4.      Lawn maintenance bids will be sought in the spring: The HOA will also ask for pricing to install holiday lighting at the entrance in 2019.

5.      Covenants Committee:

a.       Boat and trailer storage: The Board voted to send the Covenants Committee out for a violation check with a motion made by Slaton and a second by Bentley.

b.      Pet without owner: The Board voted to fine for violation with a motion made by Hiel and a second by Bentley.

c.       Excessive dog barking covenant complaint process is ongoing: The Board and neighborhood members heard from the Covenant’s Committee representative, Dale Slaton, about his follow up to a written violation complaint.

 

Adjournment

Meeting was adjourned at 8:01 PM with a motion made by Kraft and a second by Bentley.

The next HOA monthly meeting will be held on February 7 at 6:15.

Minutes submitted by:	Lisa Kraft, WFHOA Secretary