HOA Board Meeting Minutes 9-6-18

The Woodland Farms HOA Board met on September 6, 2018 at 4221 Woodland Blvd.  The meeting was called to order at 7:00 p.m.

 Present

Board Members: Allison Bentley, Bryan Hiel, Lisa Kraft, Liz Lewis, Jimmy Smith, Kathy Nelson and Gerre Slaton with neighborhood members Francis and Diana Brewer, Allen Roseberry, and Coby and Jim Sena.

Approval of Minutes

The July 12, 2018 HOA Board meeting minutes were read and approved by the Board with a motion made by Smith and a second by Hiel.

Old Business

1.      Collections Update: Only one homeowner has not paid annual dues. This is set to be paid the week of September 10-14. HOA Treasurer will research adding VENMO and PayPal as ways to pay HOA dues.

2.      Entrance Sign Update: A bid is being obtained from a resident metalworker and a design is pending presentation to the Board. The HOA Board unanimously approved a $500 budget for the new sign.

3.      Neighborhood Garage Sale: The Woodland Farms annual garage sale is scheduled for the weekend of September 22 to coincide with the Lazy E Fish and Wildlife Expo. A banner will be set out to help advertise.

4.      October Fall Festival at the Woodland Farms Park. A tentative date of October 28 is being considered for a neighborhood pizza party sponsored by the HOA. More details to follow via neighborhood flyer or sign.

5.      Ditch Erosion (at entrance): The HOA has a bid to install erosion measures at the entrance that is washing out on the north side from storm water runoff along Douglas. The HOA is asking the contractor to bid installing measures at both sides to increase the flow of water through the tinhorn.

6.      Covenants Violations: The homeowner in violation of covenants is now in compliance with HOA regulations.

New Business:

1.      Treasurer’s Report: The Treasurer presented the month-end financial for August indicating an HOA fund balance of $53,507.94.

2.      No Soliciting Sign: A “No Soliciting” plaque was discussed that would bolt to the speed limit sign at the entrance. A quote will be obtained for discussion at the next meeting.

3.      Road Repairs: The HOA is in receipt of one quote to take corrective measures to repair the neighborhood roads and provide maintenance for the future. Smith and Kraft will work to get two more quotes. 

4.      Maximum Allowable Assessment: The HOA Board voted unanimously to increase the maximum allowable assessment to $576 with a motion made by Slaton and a second by Smith.

New Business introduced by Neighborhood Members:

1.      Swimming pool restrictions

2.      Storm water runoff and road washout

3.      Landscaping requirements to correct retaining wall erosion

 Adjournment

Meeting was adjourned at 8:20 PM with a motion made by Smith and a second by Heil.

The next HOA monthly meeting will be scheduled October 4 at 6:30.

Minutes submitted by:	Lisa Kraft, WFHOA Secretary

HOA Board Meeting Minutes 7-12-18

Opening

The regular meeting of the Woodland Farms HOA Board was called to order at 7:03 PM.

Present

Board Members: Allison Bentley, Bryan Hiel, Lisa Kraft, Liz Lewis, Jimmy Smith, Kathy Nelson and Gerre Slaton with neighborhood homeowners, Steve Vanarsdel and Pam Doner.

Approval of Minutes

The June 8, 2018 minutes were read and approved with a motion by Bentley and a second by Hiel.

Old Business

1.      FB Page – There was discussion over making the Woodland Farms Facebook page a closed group for residents only. No action taken.

2.      Update on Committees –

a.       Covenants – The Covenants Committee voted to take action on a homeowner for violations and a letter was served. The Board voted unanimously to approve fines if corrective action is not taken by the homeowner within the time allowance. The Board approved the appointment of Brad Havenar to the Covenants Committee.

b.      Architectural – The Architectural Committee received a request and are scheduling a meeting to vote the request out of committee prior to being heard by the Board. No action taken at this time.

c.       Welcome – The Welcome Committee will provide new homeowners with information to stay connected with neighborhood news by joining the NextDoor App for Woodland Farms, liking the Woodland Farms FB page and checking out the blog.

d.      Social – The social committee is planning the September Neighborhood Garage Sale, Sept. 22^nd   to coincide with the Lazy E’s Fish and Wildlife Expo dates. They are also planning an afternoon at the park for an Octoberfest celebration.

3.      Prime Bank Update – The new Board has updated the HOA checking account and bank card contact information and signatory requirements.

4.      Audit Update – The Board will not seek independent reconciliation of the year-ending 2017 HOA finances at this time.

5.      Laptop, QuickBooks Update – A laptop and QuickBooks software has been purchased.

6.      Collections Update – There is one homeowner with outstanding dues.

7.      Entrance Sign Update – The Board is currently obtaining quotes to build and install a neighborhood sign to post information.

New Business:

1.      Treasurer’s Report – The Treasurer presented the month-end financial indicating a balance of $56,900.01 in the HOA fund.

2.      Budget Workshop – The President made a motion to hold a HOA Budget Workshop for the Board and was seconded by Hiel.

3.      Estimates on Ditch Erosion – The Board has received two bids to make repairs to the exposed piping along the entrance frontage. The Board voted to go with Heartland Landscape. Motion was made by Smith and seconded by Slaton. Work will be completed the week of July 23^rd.

4.      Pipeline Mowing – The President contacted Philips 66 to inquire about the frequency of mowing the pipeline easement north of Woodridge Trail. They indicated they may have someone out in 2-3 weeks. Update- This was done on July 24^th.

5.      Covenants Violations – See discussion above in committee updates.

6.      Member’s Comments/Questions – One neighbor presented their views on banning fireworks. No action was taken. The Board recommended the neighbor hand out flyers next year asking for neighbors to pick up their firework debris and shut down fireworks at a reasonable hour to be courteous.

 

Adjournment

Meeting was adjourned at 8:55 PM with a motion made by Slaton and a second by Heil.

The next HOA monthly meeting will be scheduled in September unless there is new or active committee business brought to the Board.

Minutes submitted by:	Lisa Kraft, WFHOA Secretary

HOA Board Meeting Minutes 5-6-18

Opening

The regular meeting of the Woodland Farms HOA Board was called to order at 6:07 PM on May 6, 2018 by Gerre Slaton, HOA Board Member, at 4221 Woodland Boulevard.

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

Meeting was adjourned at 7:21 PM with a motion made by Jimmy Smith and seconded by Gerre Slaton. The next HOA monthly meeting will be on June 7 from 7:00 to 8:00 PM at 4221 Woodland Boulevard.

Minutes submitted by:	Lisa Kraft, WFHOA Secretary

HOA Board Meeting 7-12-18 AGENDA

         Call Meeting to Order

Read and Approve Previous Meeting Minutes

  

                                              OLD BUSINESS

FB Page

Update on Committees

Prime Bank Update

Audit Update

Laptop, Quick Books Update

Collections Update

Entrance Sign Update

NEW BUSINESS

         Treasurer Report

         Reserve Assessments

Budget Workshop

         Neighborhood Social Events

Go Daddy Renewal

Estimates for Ditch Erosion

Drainage Concern from Resident

Pipeline Area Mowing

Architectural Committee Request

Covenants Violations

Members’ Comments/Questions

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.