May 2022 HOA meeting minutes

Summarization of the May 4, 2022 Southern Oaks HOA meeting

• Election of officers 
  • Jack Andy and Mark George agreed to serve another year in their capacities as President and Treasurer of the HOA respectively and Bob Huff graciously agreed to be our Vice-President after strong encouragement from his wife Penne.

• Consider improving the pathway beyond the concrete pathway leading to the park area.
  • There was strong sentiment for improving this area of access to Northeast Park Complex
  • It was expressed that we would not want to make this area too obvious so as to advertise an entrance to our neighborhood from this area
  • Consideration for a ramp was given but it was felt it may entail quite an obvious structure if it was made to decrease the slope decline hence it was felt a step structure of some sort would probably be best.
  • Ultimately Bob Huff volunteered to bird dog this project and get back to the HOA with his findings. 
  • Jack Andy stated he would price some steps at Lowes the next time he was there.
  • If anyone has any ideas or skills to help with this project please let us know.

• Dues adjustment
  • Consideration was given to lowering the yearly dues however when considering our current account sum of $1500 and the plans for the back entrance improvement and perhaps other unforeseen expenses down the road it was felt best to keep them at the present rate.
  • Consideration was given to decreasing HOA expenses by getting rid of the front area lighting and sprinkler system which costs ~$75 monthly (50 for electricity and 25 fro water) but ultimately it was felt best to continue these services.
  • The HOA’s liability insurance was discussed as well which currently costs $500 yearly down from $1500 thanks to some price shopping by the Huffs. It was felt best to continue this policy for every neighbor’s protection.

• Website content
  • Jack Andy mentioned how he has a hobby website and had created a southern oaks subdomain on that site. He suggested using it to publicize neighborhood related stuff. Since the meeting I have posted the covenants with a clickable contents on the website.
  • Dr. Neil Porter stated he had a copy of the covenants if needed. Subsequently Mark George was able to locate a copy which will be posted to the neighborhood website, so.bracketman.com.
  • We also need a copy of the HOA bylaws for publication. It was thought that Will Parker may have a copy of this and he will be reached out to for this.

• Neighborhood directory
  • Dr. Andy stated he had updated and revised the Neighborhood directory and would email a copy of this along with the neighborhood layout diagram to the residents.
  • He also mentioned he would like to list all family members living in the respective houses as well as the ages of the kids but did not want to do so without the consent of the involved parties. There did not seem to be any objections to this by the meeting attendees.

• Structural Impingement on common areas and sidewalks 
  • It was mentioned how some areas in the common areas had impediments that needed attention such as bushes, shrubs, branches that impinge on the sidewalk. Dr. Andy stated he would contact the involved residents regarding these issues.
• Motion to approve
  • Bob Huff mentioned a need to approve the ideas and actions taken during the meeting subsequently a motion was made to do so by Dr. Andy which was seconded by Bob Huff. There were no dissenters and the motions were carried unanimously.

• Summer get together
  • Dr. Andy mentioned he was looking forward to seeing everyone at the summer neighborhood get together. Date to be determined.

• Dues collection
  • Mark George asked that I list his contact info here for the residents and asked that they submit their yearly dues to him through the mail or by dropping them off in person. The dues remain $250 monthly.
    • Make the check out to Southern Oaks HOA 
    • His address is: 
  • Please be considerate and get these in by the end of the month, sooner if possible. Thank you.

• Areas that were not covered during the meeting but bare mentioning
  • Pro-rating dues for homeowners that sell their home?  
    • At first blush I thought pro-ration might be a good idea but upon further contemplation I don’t think the HOA needs to get involved with tracking down when the sale of a house is complete etc. 
    • We should probably just say whoever occupies the house at the end of March (if this is when payment for the next years dues are to be collected by) is responsible for the dues. 
    • If a homeowner sales after March they are responsible for sorting out with their buyer how to handle reimbursement for the dues.
    • HOA officers are checking with Will Parker to see if this is covered in the HOA bylaws
  • Pet excrement
    • Be considerate and pick up after your pet.
  • Neighborhood directory
    • I decided to add the month and birth year of the kids. If you would like these listed for your children let me know. This directory will not be shared on the website although I do plan on posting the neighborhood layout diagram on the website
  • Past HOA officers
    • I am trying to put together a listing of past officers on the neighborhood website. If you have any recollection of who served in what capacity before 2019 let me know. I’m also unsure of who our VP was for 2019 & 2020