WOODLAND FARMS HOA MONTHLY BOARD MEETING MINUTES



July 10, 2016

PRESENT:  Jan Cooley, Rodney Phillips, Kathleen Custis, Jeff Anthony, Jimmy Smith,
Gerre Slaton, Jamin Jones, Jannette Bell, Brian Heil

I. OLD BUSINESS:

a.  The meeting was called to order by Jan Cooley. The meeting minutes from the previous meeting was read and approved.

b.  Jimmy Smith gave a financial report stating savings balance and accounts payable for the previous month. There are still families who owe HOA fees. One of the four owes only half.  Numerous letters have been sent with no results.  The HOA will seek legal advice as to what further actions need to be taken.  The statute of limitations is 4 years to file a lien for non-payment of HOA fees. The next bills go out in January 2017 and the bill is due in March 2017.

c.  Jimmy Smith also reported that stop signs and posts are in (7 signs, 6 post).  Electrical lines must be located and marked at least 8 hours prior to installation.

d.  Roads Committee:  The Fuller company repaired the roads that were previously done.  This work was completed under warranty.

e.  Welcome Committee:  Allison Bentley and Kathy Turnipseed are our new volunteers.  Jannette Bell, will develop instructions for our new volunteers.

f.  Round-a-bout Issues:  In lieu of paying Heartland an exhorbitant amount of  money to remove the  overgrown plants from the circle, it was voted on and approved that Jimmy Smith would remove them at his expense.  He will keep all plants that are dug up.  The vegetation has grown out of control and has become a traffic safety hazzard. A determination will be made in the spring as to what  plants will be planted.

g.  Just a reminder...the speed limit is 25 mph in the neighborhood. Slow down!

h.  Four Corners has dumped rip rap in the park and several neighbors are working hard to place them where they will do the best in controlling the erosion.

i.  Tacking of metal grate in front of 4045 Timberline:  We currently are looking for estimates/options.

II.  NEW BUSINESS:

a.  The possibility of borrowing bond money to complete all of the roads was discussed vs. completing the roads in stages (open).

b.  We're looking for someone who can meet with the road repair company when work is being done to make sure the work is completed to our specifications.  Rodney Phillips volunteered. (closed),  The road committee will establish criteria for road repairs and set priorities for work to be done (open).

c.  Financial/Annual Meeting:  The next annual meeting is tentatively scheduled for March 12, 2017. All financial information will be available for viewing, questions, comments.

d.  Communication to Homeowners:  Would you prefer web page , Facebook or a newsletter?

III.  The meeting was adjourned. We will not have a meeting in December because of the holidays. The next meeting is scheduled for January 8, 2017.

Woodland Farms HOA Monthly Board Meeting Minutes

August 14, 2016

I. Board Members Present: Jan Cooley, Luke Martin, Kathleen Custis, Jimmy Smith, Brenda Carleton

Members Present: Cliff Pelchat, Sandy Pelchat, Jannette Bell, Gerre Slaton, Jim Belobraydic

II. The meeting was called to order. The meeting minutes from July 10 meeting were read and approved.

III. OLD BUSINESS:

a. Jimmy Smith gave a financial report and an update on uncollected HOA dues. In addition, he reported posts for stop signs were ordered.

b. Cliff Pelchat gave an architectural committee report. He talked with the road contractors who did the previous work and there are spots in some streets that need to be redone and are covered under warranty. They also discussed price quotes for Phase I repairs. All repairs will be prioritized and should be completed prior to winter.

c. Sunday, October 30 is the proposed date for the Neighborhood Fall Festival.

IV. NEW BUSINESS:

a. A proposal for a neighborhood directory was discussed. The proposal was not approved by the committee.

b. Cliff Pelchat resigned his post on the architectural committee. Volunteers for replacement is requested. In addition, Brenda Carleton resigned her post for personal reasons.

V. The date for the next meeting is September 11 at 6:00.

VI. The meeting was adjourned.

Woodland Farms HOA Monthly Board of Directors Meeting Minutes

November 13, 2016

Present: Jan Cooley, Rodney Phillips, Kathleen Custis, Jeff Anthony, Jimmy Smith, Gerre Slaton, Jamin Jones, Janette Bell, Brian Heil

I. OLD BUSINESS:

a. The meeting was called to order by Jan Cooley. The meeting minutes from the previous meeting was read and approved.

b. Jimmy Smith gave a financial report stating savings balance and accounts payable for the previous month. There are still 4 families who owe the full amount in HOA fees. Two of the four have paid half. Numerous letters have been sent with no results. The HOA will seek legal advice as to what further actions need to be taken. The statute of limitations is 4 years to file a lien for non-payment of HOA fees. The next bills go out in January 2017 and the bill is due in March.

c. Jimmy also reported that stop signs and posts are in (7 signs, 6 posts). Electrical lines must be located and marked at least 48 hours prior to installation.

d. Roads Committee: The Fuller Company repaired the roads that were previously done. This work was completed under warranty.

e. Welcoming Committee: Allison Bentley and Kathy Turnipseed are our new volunteers. Janette Bell, one of our previous volunteers will develop instructions for our new volunteers.

f. Roundabout Issues: In lieu of paying Heartland an exorbitant amount of money to remove the plants from the circle, it was voted and approved that Jimmy Smith would remove them at his expense with the condition that he keeps everything dug up. The vegetation has grown out of control and has become a traffic safety hazard.

A determination will be made in the spring what other plants will be planted.

g. Just as a reminder...the speed limit is 25mph in the neighborhood. Slow down!

h. Four Corners has dumped rip rap in the park and several neighbors are working hard to place them where they will do the best in controlling the erosion.

I. Tacking of metal grate in front of 4045 Timberline: We currently are looking for estimates/options.

II. NEW BUSINESS:

a. The possibility of borrowing bond money to complete all of the roads was discussed vs. completing the roads in stages (open).

b. We’re looking for someone who can meet with the road repair company when work is being done to make sure the work is completed to our specifications. Rodney Phillips volunteered (closed). The roads committee will establish criteria for road repairs and set priorities for work to be done (open).

c. Financial /Annual meeting: The next annual meeting is tentatively scheduled for March 12, 2017. All financial information will be available for viewing, questions, comments.

d. Communication to homeowners: Would you prefer web page or Facebook?

III. The meeting was adjourned. We will not have a meeting in December because of the holidays. The next meeting is scheduled for January 8, 2017.

Woodland Farms HOA Monthly Board of Directors Meeting Minutes October 23, 2016

Present: Jan Cooley, Jeff Anthony, Kathleen Custis, Rodney Phillips, Tim Harwell, Barney Cossey

I. OLD BUSINESS:

a. The meeting was called to order by Jan Cooley. The meeting minutes from the previous meeting was read and approved.

b. Jimmy Smith was not in attendance, therefore no financial report was given

c. There are some HOA fees hat have not been paid as of this meeting. Contact has been made to ensure collections are paid.

d. We still have a problem with speeding in the neighborhood. We discussed what can be done as an HOA to help keep speeding down. Monitoring the neighborhood by Logan County police was given as an option. Te best option was for each homeowner to police themselves and adhere to the posed speed limits of the neighborhood.

e. Four Corners has decided to provide rip rap for the park. Jimmy will give an update next meeting.

f. We have received a proposal for landscaping at the entrance circle. The bid was a little high and the solution to save money would be to schedule a neighborhood work day to remove the plant in the circle.

II. NEW BUSINESS:

a. The group discussed the problem with solicitors in the neighborhood. The solution could be to put up a “no solicitors” sign at the entrance.

b. Luke Martin has expressed a desire to be on the Roads Committee via Woodland Farms web page. However, Rodney Phillips volunteered at the meeting to be on the Roads Committee.

c. We are looking for volunteers to replace Gerre Slaton on the welcoming committee. Her term expires in January.

d. The Fall Festival has been put on hold for this year.

III. The meeting was adjourned. The next meeting is scheduled for November 13, 2016.

Woodland Farms HOA Monthly Board Meeting Minutes

August 14, 2016

I. Board Members Present: Jan Cooley, Luke Martin, Kathleen Custis, Jimmy Smith, Brenda Carleton

Members Present: Jeff Pelchat, Sandy Pelchat, Jannette Bell, Gerre Slaton, Jim Belobraydic

II. The meeting was called to order. The meeting minutes from July 10 meeting were read and approved.

III. OLD BUSINESS:

a. Jimmy Smith gave a financial report and an update on uncollected HOA dues. In addition, he reported posts for stop signs were ordered.

b. Jeff Pelchat gave an architectural committee report. He talked with the road contractors who did the previous work and there are spots in some streets that need to be redone and are covered under warranty. They also discussed price quotes for Phase I repairs. All repairs will be prioritized and should be completed prior to winter.

c. Sunday, October 30 is the proposed date for the Neighborhood Fall Festival.

IV. NEW BUSINESS:

a. A proposal for a neighborhood directory was discussed. The proposal was not approved by the committee.

b. Jeff Pelchat resigned his post on the architectural committee. Volunteers for replacement is requested. In addition, Brenda Carleton resigned her post for personal reasons.

V. The date for the next meeting is September 11 at 6:00.

VI. The meeting was adjourned.