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