Board Meeting 10/22/2020

 Meeting Called to Order 7:03

Attendance: Kapin, Jamin, Jeff, Gerre, Liz, Roma and Bradley Heavner

Kristen Stout submitted her resignation effective 09/01/2020.

Previous minutes read and approved

Old Business:

Front Lights: Electrician said they were fine

Front Drainage: Kapin meet with Josh about installing flexamat to stop drainage. Cost would be $5000.00 for just our part of  property if they went all the way up to street it would be $12,000.00. Bradley Heavner spoke about his property. He had someone come in and fill in erosion and create a pathway for water to flow down to drainage ditch, he then sprinkled grass seeds in hopes of helping.

New business: 

Liz painted  the letters for the front entrance and we will get an estimate for someone to install the letters on the wall again.

Get estimate for rip rap to help with the soil erosion from the street to our drainage ditch.

Meeting adjourned: 8:15

 

Board Meeting 09/01/2020

 

Called to Order 7:02

Previous minutes read: Jamin motion to accept Kapin 2nd

Attendance:  Kapin, Jamin, Kathy, Gerre, Roma, Jimmy, Liz, Les, Jeff

Old Busines: 

Front Wall-Quote to repair of $1550.00 

Road Repair: moved to next meeting

Survey: Jimmy will get new quote for survey

New Business

Kapin spoke to Mike and north Douglas mowing still in que to be done.

Jimmy motioned to approve $2000.00 for front wall repair, Jamin 2nd will go with quote provided by Sergio. 

Jamin and Kapin will discuss with the Heavners about the intention to fix their property contributing to erosion of dirt flowing into ditch along Douglas. The Heavners previously has a lot of dirt put into yard crevice which promptly wash down into ditch causing a road hazard.

Meeting Adjourned: 8:11   

Board Meeting 08/20/2020

Call Meeting to Order 7:02 

Attendence: Kapin, Kathy, Gerre, Roma, Les, Jeff

Jamin approved minutes and Kapin 2nd 

Old Business: Late Dues paid 

                        Playground finished

New Business: 

Front Wall- Claim denied due to poor workmanship and water damage over time. Get quotes to repair or removing wall. 

Road Repair: will get estimates for either repair with asphalt or concrete

Survey: Quote for survey was $1500.00 so we are looking into other options for survey

We will cancel the official garage sale and pizza in the park due to Covid

We will have a neighborhood clean up day on Sunday Sept 12,2020 starting at 7:00.

Roses in island has Rose Disease and need to be removed. Heartland wanted $200.00 to remove them. We will include that in the work day clean up. 

We will call Mike Pearson (county commissioner ) about mowing north side of addition at Douglas and clean out of ditch from dirt 

Pipeline has been mowed but we will need to reach out to homeowners to let them know that OGE will not be able to continue to mow so they will have to start doing it. 

Meeting closed at 8:26

HOA Board Meeting 07-09-2020

HOA Board Meeting 07-09-2020

Call meeting to order:

 

Read and approve previous minutes:

 

OLD BUSINESS:

            Delinquent Due:

      Repairs:

Front Entrance Repair

                        Playground Repair

                        Timberline Road Repair, other areas

             Dirt Work for ditch along Douglas

Safety

NEW BUSINESS:

Adding New language to Welcome Letters

Work Day

                       

Comments/Questions from Neighborhood members

HOA Board Meeting Minutes 6-11-20

Call meeting to order:

 

Read and approve previous minutes:

 

OLD BUSINESS:

            Delinquent Dues

NEW BUSINESS:

            Repairs:

Front Entrance Repair

                        Playground Repair

                        Timberline Road Repair, other areas

Architectural requests:

                        Jamin Jones – new roof and gutters

                        Fran Brewer – 16x12 shed with composite shingles

Dirt Work for ditch along Douglas

Safety

COMMITTEE UPDATES:

Welcome:

Architectural:

            Confirm volunteers

Amberlea Smith, Jeff Anthony & Les Moore

Covenants:

            Volunteers

                       

Comments/Questions from Neighborhood members

HOA Board Meeting Agenda 6/11/20

Call meeting to order:

 

Read and approve previous minutes:

 

OLD BUSINESS:

            Delinquent Dues

NEW BUSINESS:

            Repairs:

Front Entrance Repair

                        Playground Repair

                        Timberline Road Repair, other areas

Architectural requests:

                        Jamin Jones – new roof and gutters

                        Fran Brewer – 16x12 shed with composite shingles

Dirt Work for ditch along Douglas

Safety

COMMITTEE UPDATES:

Welcome:

Architectural:

            Confirm volunteers

Amberlea Smith, Jeff Anthony & Les Moore

Covenants:

            Volunteers

                       

Comments/Questions from Neighborhood members

Organizational Meeting Minutes 5-11-20

The Woodland Farms HOA elected new members of the Association Board of Directors at its Annual Membership Meeting on May 4, 2020.  


1.  The newly-elected members of the HOA Board of Directors held an organizational meeting on May 11, 2020, at 7:30 pm, in accordance with Article 3.7 of the Association By-laws for the purpose electing officers of the Board.


2.  The results of the officer elections are as follows:

Kapin Anthony was elected to the office of President of the Board;

Jamin Jones was elected to the office of Vice-President of the Board;

Roma Tilghman was elected to the position of Secretary of the Board;

Kathy Nelson and Gerre Slaton were elected to the positions of Co-Treasurers.


3.  The Board scheduled a regular meeting of the Board of Directors to be held on June 11, 2020, at 7:00 pm.  


4.  The meeting was adjourned.

ANNUAL MEETING MINUTES 5-4-20

Opening:

•   The meeting was called to order at 7:04 PM on Monday, May 4, 2020. 

•   Voting for New Board Members:  All homeowners present received an agenda, a copy of the 2020 Operating Budget, and a copy of the April 2020 Treasurer’s Report. One homeowner per household received a ballot for voting in new Board members. Ballots were also distributed for those that turned in a proxy form. The ballots were then filled in and submitted to Janette Bell, who was appointed as Election Inspector.

•   Welcome:  The current Board members were introduced. Those present were Gerre Slaton, Allison Bentley, Bryan Hiel, Kathy Nelson, and Liz Lewis. Not present was Lisa Kraft.

Business Updates:

•   Treasurer Report:  Kathy Nelson reviewed the 2020 Operating Budget and the Treasurer Report for April 2020.  The month-end fund balance for April was $39,254.19.

•   2020 Dues:  Allison Bentley provided the 2020 dues updating stating there is only one homeowner that has not paid their dues. The first collection letter was mailed on May1st.

•   Roads:  Bryan Hiel gave an overview of the roadwork that was recently completed by Armor Asphalt. Additional roadwork will be done throughout the year now that dues have been collected. 

•   Common Area Maintenance:  The contract with Heartland Landscape was renewed for 2020. 

•    

   A homeowner recently suggested installing a Children’s Free Lending Library, and it will be    placed in the park area near the swing set.





Committees:

•   Architectural:  The Board members currently serve as the Architectural Committee.  Architectural requests are submitted to the Board through the info@woodlandfarms.com e-mail address.

•   Covenants:  Brad Havenar is currently serving on the Covenants Committee. In the past, when a covenants complaint has been filed with the board, the board will make a decision on whether to send the request to the covenants committee.

•   Welcome:  Janette Bell and Mary Jo Jones currently serve on the Welcome Committee.  They visit new homeowners and provide handouts in regards to the neighborhood as well as a small gift such as candy or cookies.

•   Social:  Liz Lewis is currently serving on the Social Committee. She plans to organize a Fall event such as the ‘Pizza in the Park’ and the annual garage sale both of which have taken place in previous years.  This year she would like add additional activities to coincide with seasonal holidays.

Association Communications:

•   Gerre has maintained a list of e-mail addresses for current homeowners; e-mail addresses are requested by the Welcome Committee when a new homeowner is visited.

•   NextDoor App:  Some homeowners have chosen not to use this form of communication due to negative or inappropriate comments. Notifications from surrounding housing additions are also sent through this app which can be overwhelming. However, there is a way to change the settings to were only notifications from Woodland Farms are sent.

•   Facebook:  The Facebook page for Woodland Farms was created when Four Corners was in charge of the HOA, and it is somewhat difficult to use, especially for an admin to the page. Some homeowners have mentioned that notifications sent through this site are often not seen or are overlooked depending on the way the post was linked to the page.

•   Entrance Sign:  This seems to be the most effective line of communication for the neighborhood and is currently maintained by the Board.

•   Woodland Farms Blog:  Woodland Farms has a website that is currently used to post information from the Board such as meeting agendas and meeting minutes. Blog address is: www.woodlandfarmshoa.com

 

Recognitions:



Gerre mentioned several homeowners, Jeff Anthony, Jamin Jones, and Francis Brewer, for assisting with sprinkler repairs and mowing the area north of the entrance. Their help is greatly appreciated. Kathy Zabloudil was also recognized for suggesting the free library that will be installed at the park. Gideon Hiel has picked up trash around our neighborhood and out on Douglas Blvd.    





Introduction of New Board Members:



The votes were tallied and there are eight new Board members:  Kapin Anthony, Jamin Jones, Liz Lewis, Kathy Nelson, Gerre Slaton, Jimmy Smith, Kiersten Strout, and Roma Tilghman. 





Adjournment:



The meeting was adjourned at 7:39 PM.





Minutes submitted by: Allison Bentley

HOA ANNUAL MEETING AGENDA - MAY 4, 2020

     

  1.   Voting for new board members

  2.  Welcome; Introduction of Current Board Members

  3.  Treasurer Report

a.      2020 Budget

b.     Budget for April 2020

    4. Roads Update

a.    Work completed

b.     Future plans

5. Common area maintenance (Heartland)

         6.  Committee Reports

a.      Welcome Committee

b.     Architectural Committee

c.      Social Committee

d.     Covenants Committee

          7.   Association Communications

a.      E-mail

b.     Next-door app

c.      Facebook

d.     Entrance sign

e.      Woodland Farms Blog

           8.  Recognitions



           9.  Introduction of New Board Members



         10.  Comments/questions from Neighborhood Members



         11.  Adjournment

HOA Meeting Minutes 3-12-20

Opening:



The meeting was called to order at 6:18 PM on Thursday, March 12, 2020.  Those present were Board members, Allison Bentley, Bryan Hiel, Gerre Slaton, and Kathy Nelson.





Approval of Minutes:



The February 18, 2020 meeting minutes were read and approved by the Board with a motion made by Slaton and a second by Nelson.





Old Business:

•   Erosion on North Side of Entrance:  Heartland came out to assist with the erosion on the north side of the entryway along Douglas after the Board’s last meeting.

New Business:

•   Treasurer’s Report:  The Treasurer’s report stated the month-end fund balance for February was $26,986.21.

•   2020 Dues Update:  A total of 48 (out of 86) checks have been received to date.

•   Heartland Landscape Contract for 2020:  A copy of the Woodland Farms’ 2020 contract from Heartland Landscape was received after the Board’s last meeting.  Heartland has already been to the neighborhood to do their first mowing. Slaton motioned to vote on the contract and Hiel seconded.  The Board unanimously voted to accept the contract provided by Heartland for 2020.

•   Annual Meeting:  April 23rd at 7:00 PM has been tentatively set for the 2020 Annual Meeting and Board Member Elections. The meeting will be held at the Elk’s Lodge which is where it has been held previously. The cost to rent a room at the lodge is $50. The Board must announce the meeting date and location anywhere from 60 to 10 days prior to the meeting. The Board plans to send out a mailing prior to the meeting and will meet again in April to discuss the details of the Annual Meeting.

Committee Updates:

•   Architectural:  No new requests.

•   Covenants:  One new violation was received as of the last Board Meeting. The violation was sent to the Covenants Committee for further review. Brad Havenar, a member of the Covenants Committee, received the violation complaint and made multiple visits to the Homeowner’s home who was believed to be in violation. Havenar was not able to confirm the homeowner was in violation of the Covenants. During his last visit, he spoke with the homeowner to let him know a complaint had been filed. Havenar presented his findings to the Board, and the Board unanimously voted to close the complaint without any further action.  Havenar will send a summary of his findings to both the homeowner believed to be in violation as well as the homeowner that filed the complaint.

•   Welcome:  No new requests.

•   Roads:  Amour Asphalt has been out to fill cracks, and an invoice was received.

Comments/Questions from Neighborhood Members:



Neighborhood members present were Brad Havenar.



Havenar asked if a request should to be submitted to the Architectural Committee in regards to dirt fill. The Board responded that dirt fill falls under landscaping, and therefore, a request to the Architectural Committee is not required. However, if a structure is being installed, a request must be submitted.





Adjournment:



The meeting was adjourned at 7:15 PM.





Minutes submitted by: Allison Bentley

HOA Board Meeting Agenda 3-12-20

1.  Call meeting to order

2.  Read and approve previous minutes



OLD BUSINESS

3.  Erosion on north side of entrance



NEW BUSINESS

4. Treasurer report

5.  2020 dues update

6.  Vote on Heartland Landscape contract for 2020

7.  Annual Meeting – where, when, nominations, procedures for board election



COMMITTEE UPDATES

8.   Welcome

9.   Architectural

10. Roads – Crack fill work completed

11. Covenants – 1 complaint 



Comments/Questions from neighborhood members

HOA Meeting Minutes 2-18-2020

Opening:



The meeting was called to order at 6:17 PM on Tuesday, February 18, 2020.  Those present were Board members, Allison Bentley, Bryan Hiel, Gerre Slaton, Kathy Nelson, and Liz Lewis.





Approval of Minutes:



The January 9, 2019 meeting minutes were read and approved by the Board with a motion made by Hiel and a second by Nelson.





Old Business:

•   E-mail to Ameri Seal: Slaton sent an e-mail to Estell with Ameri Seal on February 13th in regards to the Woodland Farms’ 2020 contract notifying him the Board will be moving forward with a different company. A response was not received prior to the meeting.

New Business:

•   Treasurer’s Report:  The Treasurer’s report stated the month-end fund balance for January was $21,948.91.

•   2020 Dues Update:  A total of 28 checks have been received to date.

•   Road Maintenance:  Amor Asphalt previously submitted a bid for multiple jobs.  When Amor Asphalt contacted Slaton after the last Board meeting, they stated they would allow us to piecemeal the bid and pay after the job(s) has been completed.  Slaton motioned for a vote, and Hiel seconded.  The Board unanimously voted to move forward with Amor Asphalt for 2020 road repairs.

•   Heartland Landscape:  A maintenance contact for 2020 has not been received which is abnormal from previous years.  Slaton will contact Heartland to inquire about our 2020 contract.

            A bid for $644.53 was received from Heartland for maintenance to help with the erosion on the north side of the entrance along Douglas.  Slaton motioned to vote on the bid, and Bentley seconded.  The Board unanimously voted to accept the bid and allow Heartland to begin working on the area.

            Another bid in regards to flowerbed and mulch maintenance was received from Heartland without an inquiry from the Board.  The Board believes this work should be included in our 2020 contract. Therefore, the Board did not motion to vote on this bid.

•   Parent Concern:  Due to an unrecognized car approaching an homeowner’s child playing in their yard, a parent suggested the Board enhance security in the neighborhood.  Several options were discussed such as all homeowners be required to have a decal on their cars so parents and homeowners know which cars belong to neighbors, but the Board believes that would be very difficult to enforce.

Committee Updates:

•   Architectural: Two new requests have been reviewed and approved since the previous Board meeting.

•   Covenants:  One new violation was received. Hiel motioned to send the violation complaint on to the Covenants Committee, and Bentley seconded the motion.

•   Welcome:  No new requests.

•   Roads:  See ‘Road Maintenance’ under New Business.

Comments/Questions from Neighborhood Members:



Neighborhood members present were Jan Cooley and Jamin Jones.



Jones inquired about Board member elections which will be held at the annual meeting in April. All homeowners are welcome to run for the Board. Anywhere from three to nine members are needed. Jones also had a question in regards to a homeowner’s fence that was recently installed. The Board provided a visual aid which illustrated the fence was indeed in compliance with the Woodland Farms Covenants, Conditions, and Restrictions.





Adjournment:



The meeting was adjourned at 7:36 PM.





Minutes submitted by: Allison Bentley

HOA Board Meeting Agenda 2-18-2020

1.  Call meeting to order

2.  Read and approve previous minutes



OLD BUSINESS

3.  email to Ameri-seal



NEW BUSINESS

4.  Treasurer Report

5.  2020 Dues update

6.  Road Maintenance – Vote on Armor Asphalt bid

7.  Heartland Landscape –
(a) Vote on 2020 Maintenance Contract

(b) Vote on bid for erosion on north side of entrance

(c)  Vote on redoing mulch in flower beds  


8.  A parent concern



COMMITTEE UPDATES

9.   Welcome

10.  Architectural

11.  Covenants

12.  Roads



Comments/Questions from Neighborhood Members

HOA Meeting Minutes 1-9-20

 Opening:



The meeting was called to order at 6:17 PM on Thursday, January 9, 2020.  Those present were Board members, Allison Bentley, Bryan Hiel, Gerre Slaton, Kathy Nelson, Lisa Kraft, and Liz Lewis.





Approval of Minutes:



The November 5, 2019 meeting minutes were read and approved by the Board with a motion made by Nelson and a second by Kraft.





Old Business:

•   Erosion on the Hill:  There are several areas along Douglas on both sides (north and south) of the front entrance where erosion issues are visible.  The erosion looks to be on common area on the north side of the entrance, and Gerre will call Heartland to see if they may be able to address it prior to Spring.  Silt is building up in the ditch along the south side of the entrance, and if Heartland will not assist, the county commissioner may be able to help with this.

•   Christmas Lights:  The Christmas lights at the front entrance were taken down by TQI on January 3rd.  Woodland Farms homeowners seemed to enjoy the lights, and the Board believes TQI did an excellent job.

New Business:

•   Treasurer’s Report:  The Treasurer’s report stated the month-end fund balance for December was $15,890.80.  This amount will be carried over into 2020.

•   2020 Budget:  The 2020 Budget meeting was held on November 20th at 6:00 PM.  A budget was compiled and Nelson presented the final draft for approval at the board meeting.  Expenses for a book audit were not included in the 2020 budget, but this expense can be paid from the Miscellaneous category, if needed.  Slaton motioned to approve the 2020 Budget, and Nelson seconded..

•   HOA Dues for 2020:  Bentley will mail out invoices for the 2020 dues this weekend. 

Committee Updates:

•   Architectural: No new requests.

•   Covenants:  No new violations

•   Welcome:  No new requests.

•   Roads:  Estell with Ameri Seal has not come out to complete work previously promised.  Kraft contacted him multiple times after the November HOA meeting, and did not have any luck.  Slaton will contact Ameri Seal to inform them the Board will be moving forward with a different company.

            Slaton will also contact Armor Asphalt to see if they can prioritize the items listed on the quote previously provided.  The dues deadline is March 31st, therefore, the Board does not know the amount of funds available for road repairs before then.





Additional Discussions:

•   Phillips 66 sent a letter to the HOA and homeowners along the right-of-way to inform them they will be walking the pipeline in the near future.  Slaton will post this information on NextDoor so homeowners are not alarmed.

•   HOA Board Officers will be elected in April at the annual meeting.

Comments/Questions from Neighborhood Members:



There were no neighborhood members present.





Adjournment:

The meeting was adjourned at 7:24 PM with a motion made by Hiel and a second by Nelson.

Minutes submitted by: Allison Bentley

Board Meeting Agenda 1-9-20

1.  Call meeting to order

2.  Read and approve previous minutes (Nov.)



OLD BUSINESS

3.  Erosion on the hill

4.  Christmas lights



NEW BUSINESS

5.  Treasurer Report

6.  2020 Budget -vote

7.  HOA Dues for 2020



COMMITTEE UPDATES

8.  Welcome

9.  Architectural

10. Covenants

11.  Roads



Comments/Questions from neighborhood members