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

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