March, 2024
- loneoakcreek
- Mar 4, 2024
- 4 min read
Lone Oak Creek Homeowners’ Association Minutes
March 4, 2024
1. The meeting was called to order at 7:07 PM.
2. Quorum was certified. Board members present were Brandon Jackson, Keith Hill, Debbie Hill, Stacy Moorhead, Jingying Zhou, and Mary Bohn. Rushali Kale was also present.
3. Minutes from the prior meeting were approved.
4. Treasurer’s Report
a. Seventeen dues had not been paid as of the meeting.
b. Expenses for the month included utilities and the gate monthly fee.
5. Ad Hoc Committee Reports
a. Rushali Kale is organizing a community event for Easter, with the event being held are March 30th. She will send out a flyer with details of the event.
6. Old Business
a. Repair to the brick wall along Lone Oak Drive – approved work completed. The contractor has not provided detail for the final invoice, which was over the approved amount. The contractor has been contacted many times since October of 2023, and is not responding. $4K is included in the 2024 budget in the event that he provides detail and the amount is approved by the Board.
i. Adam J attempted again to contact the contractor, with no response. We will retain the money for this in the budget but will drop it from the agenda and minutes.
b. A section of the brick wall on the north side of the entrance, which was excluded from the original brick wall repair, requires further investigation and bids. We believe that the current footings for that section are insufficient, so the work will be extensive. (Mary will request bids so we can determine the cost and the nature of the repairs.)
c. Automatic payment of the water bills (attempts in 2023 were not successful. (Brandon will work with Debbie to initiate automatic payment)
d. Mulch for the playground – The Board previously priced mulch from Lowe’s, which will be substantially cheaper than a quote provided by a vendor in 2023. We will spread the mulch ourselves with community assistance. (Keith will investigate the best pricing for 100 bags. Our target is the end of March for spreading the mulch)
e. The bases of our street signs need to be painted. Due to the price quoted in 2023 by the person who did prior painting, the Board decided to paint the signs ourselves. (Adam J will obtain the Rustoleum paint and schedule painting the signs. Our target is April.)
f. Identify someone qualified to audit the HOA financials and determine the cost.
i. Debbie will request recommendations from friends who are CPAs. Result: the job is too small, none were interested.
ii. Mary will ask if Beverly Botchlet, leader of the Lone Oak Network meetings, knows of any auditor used by other HOAs.
1. Beverly provided the name of an auditor used by Lone Oak Park, which has been provided to Debbie.
2. The attorney used by the Lone Oak HOAs did not have any suggestions.
3. The self-audit tool from the Neighborhood Alliance of Central Oklahoma. (https://nacok.org/), made specifically by a CPA for HOA’s, may be helpful to us. The link for the tool did not work, so Mary has emailed the Executive Director and will forward the tool to the Board when she receives it.
g. The Board would like to suggest that all owners of leased homes have a lawn service to care for their yard. (Mary will send letters)
h. We plan to bring to the HOA Network meeting a concern regarding the condition of the flower beds at the north and south ends of Lone Oak and will suggest that all Lone Oak neighborhoods share a reasonable cost to improve these areas. There is no irrigation in those areas, so it is more difficult to maintain flowers and shrubs. (Mary has emailed Beverly requesting this be added to the agenda for the next Network meeting, but one of us should attend the next Network meeting)
i. Discuss how/when the HOA should step in and perform lawn maintenance and landscaping when the owner/renter has severely neglected the yard.
i. Keith will identify homes that need sod since this is the time of year for adding sod. (Keith’s findings were reviewed in the meeting, and Mary will send letters to those identified)
ii. Mary will add to the non-compliance letters wording that the homeowner should let us know if there are extenuating circumstances.
iii. In addition to non-compliance letters, homeowners of rental homes will be contacted by phone.
j. Inform Beverly Botchlet of the 2024 Board members so she can update her Lone Oak Network directory (Mary – complete)
k. Landscape bids for 2024
i. Debbie will ask LPs, our current vendor, to provide a quote. (in progress, Debbie will email the quote when she receives it)
ii. Mary will email to the Board the landscape requirements (Mary – done)
iii. Keith and Mary will request additional quotes from the Lone Oak Network vendor list. (The two contractors that Keith contacted did not reply. Mary provided a quote from LandScapingKings)
l. It was suggested during the annual meeting that it would be helpful to have a community vendor list that homeowners could use and update.
i. Adam J has created a google document with our current list of Lone Oak Network vendors (document created, but all Board members should be able to edit it.)
ii. Mary will add a link to the web site and Facebook.
7. New Business
a. Debbie and Brandon will coordinate adding Brandon to the HOA checking account.
b. Jingying will work with Debbie to start digitizing invoicing as of 2024, for placement on a google drive which can be shared with the Board.
c. We will plan to obtain and plant flowers around mid-April.
8. Date and time of the next meeting – Monday, April 15th, at 7:00 PM at Mary’s house.
_______________________________________ ____________________________________
Brandon Jackson, President Date Mary Bohn, Secretary Date
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