Minutes of the 2025 Annual Meeting Woodfield Homes Association
 
Call to Order: The meeting was held at 7:00 PM  January 30, 2025 at Dan Bibbey’s home (1025 Old Wood Ct.) and via Zoom. There were 42 members in attendance (13 on the call and 29 proxies to Dan Bibbey, Nell Campbell, and Jason Pyne). 
 
Attending were Dan Bibbey, Ray Depa,  Donna Meers, Jason Pyne, Keith Raney, Faith Cordray, Marc Frank, Nell Cambell, Jeff Hood, Andrew Rutherford, Art and Clara Connolly, Larry and Kristin Dyson, and Greg Herbert. Olivia Grigsby, Legislative Aide to 12th District Councilmember, Hil Boone was also on the call. Having established a quorum the meeting was called to order at 7:05.
 
Budget: Review and discussion included 2 questions:
 
Q: What is the target for the reserve? A: Dan Bibbey replied that a minimum of $10,000 is a good rule of thumb.  Our reserves have dropped  the last couple of years but we should still finish above $10K.
 
Q: Why not raise dues this year? A: We decided to hold the line and defer some needed items. Dan stated that he thinks we will be obliged to raise dues next year. A motion to continue annual dues at $375 was passed without dissent. The budget and other financial documents are available:
 
2025 Budget with 2024 Budget to Actual
Balance Sheet 12/31/2024
P&L 12/31/2024
P&L Detail 12/31/2024
 
General business:  Dan mentioned that he had received a question about common area holiday lighting, and why it is not specifically budgeted. A discussion ensued with Larry Dyson, who has provided front entrance lighting, and said he will do so in the future. New lights may need to be purchased; We last purchased lights in 2017. Larry says a lot of them have died and have been discarded. Joe Fields, a former resident, used to string lights in the trees using a bucket truck. We no longer have that option. We took a ToDo to see what we can do to improve things this holiday season without breaking the budget.
 
Landscaping:  We replanted the entrance island following removal of storm damaged shrubs in late 2023. That cost a bit more than budgeted (but not as much as it appears since it was budgeted on the Tree, Shrub, … line but it was expensed on the Island Renovation line).  A Corridors grant from LFUCG of $1,040 helped to defray cost of implementation. Nell Campbell suggested a planting day for neighbors to volunteer and plant flowering plants, etc. in common areas. Kristin Dyson recommended she contact Tammy Marsh for help on this. Several of the homeowners present said they would help with this planting day and will get together to plan the date and what to plant. Additionally, Nell discussed that she and her son, Luke, put together a Lex Grow Trees grant application in 2024. Nell explained that we were not awarded primarily because last year’s focus was on different areas. We will be submitting again this year.
 
Electrical and Fountain: Thanks to Art and Clara Connolly for getting the fountain and lighting working again. This was a major  effort done on a totally volunteer basis. 
 
Pond: The Pond Lady, a local lake management company, did algae and invasive weed treatments last year with better success than we’ve had with our prior maintenance companies - albeit at a higher cost. Additionally we installed an aeration system which accounted for a large part of our budget overage. We hope that will help improve the health of the pond. We plan to use The Pond Lady again this year.
 
Gazebo: We realized that the gazebo condition had deteriorated significantly and that repairs were needed before it got worse.  Jason Pyne and family were recognized for painting the gazebo on a volunteer basis after repairs had been made by a contractor. Additionally, Jason has cleared much of the January storm damage. Dan estimates his work has saved us several thousand dollars. 
 
Board Election: A motion to elect the slate of candidates was passed without dissent. The 2025 Board: Dan Bibbey, Jason Pyne, Faith Cordray, Marc Frank, Nell Campbell, Donna Meers, all returning, along with new members, Jeff Hood and Clara Connolly.
12th District Council: Olivia Grigsby was introduced as Legislative Aide for our 12th District  council person, Hil Boone.  She was apprised of traffic problems at the subdivision entrance onto Tates Creek.                                         
The meeting was adjourned at 7:50 PM.
 
 
 
MINUTES of the 2024 ANNUAL MEETING of the Woodfield Homes Association
 
The Annual Meeting of the Members of the Woodfield Homes Assn, Inc was held Tuesday, January 30, 2024, at 7:00 PM via Zoom, and at the Bibbey residence (1025 Old Wood Ct).
A quorum was established with 15 members in person plus 29 via proxy (33 are required), and the meeting was called to order by Dan Bibbey, President. 
Charles Martin, LFUCG Director of Water Quality, provided a detailed update on the ongoing sewer odor situation, and took questions for around 30 minutes. See linked presentation for a summary.
Budget The proposed budget was discussed and approved with 43 Aye. 1 Nay (via proxy). 
2023 Financials can be viewed on the woodfieldowners.com web site or the links below: Profit and Loss
Profit and Loss Detail
Balance Sheet
2023 Budget to Actual is included in the 2024 Budget
DUES $375 AND ARE PAYABLE NET 30 DAYS of invoice.  Member dues 90 days or more past due will be turned over to the Assn’s attorney for collection. All legal expenses are charged back to the member.
We can now receive dues payments from homeowners using Zelle through their financial institution. Zelle payments should be sent to woodfieldlexky@gmail.com.
The Association has a lien on one property at 4713 Saron Drive in the amount of $900 because of unpaid dues and legal expenses. Two additional properties owe smaller amounts for legal expenses that are carried over from 2023. 
Freeze Damage to LandscapingExtensive freeze damage to the common area landscaping was discussed.
Our landscaping company recently removed the dead and damaged shrubs (mostly boxwoods) in preparation for replanting to begin next spring. Plantings will be less dense than before. We have been soliciting bids, and we are likely to  spread the work over a couple of years.
We applied for a Corridors Grant and were awarded $1043. 
Pond / FountainWe discussed ongoing issues with the pond and fountain.
We plan to switch lake management companies yet again to the Pond Lady. They will treat it more aggressively (and somewhat more expensively). We hope to have a better response since their company is local.
None of the lake management companies that service our area, including the Pond Lady, will work on the fountain. When it dies, we’ll assess our options. A replacement is likely to cost around $8 - $10K which we have not budgeted. 
Call for Board Candidates and Election of OfficersA slate of the following Directors was approved unanimously.Dan Bibbey, Donna Meers, Faith Cordray, Jason Pyne, Keith Raney, Marc Frank, Nell Campbell, Ray Depa
Officers will be chosen by the Board as specified in the By-Laws.
The meeting was adjourned.
 
 
 

Minutes of the 2023 Annual and Special Meeting of the Woodfield Homes Association

 

The Annual and Special Meeting of the Woodfield Homes Association was held via Zoom at 7:00 PM, Thursday, January 26th, 2023. A quorum of 15 members live and 29 members that designated proxies (21 held by Dan Bibbey. 8 by Ray Depa) was established, and the meeting was called to order by Dan Bibbey, President.

 

Some procedural ground rules were established related to Zoom, and the votes that were to be taken.

 

The first agenda item was street trees. Dan provided a brief overview of why the Board views the remaining 9 viable ash trees as valuable assets worthy of the cost of treatment, while recognizing that some members view the expenditure to be a waste of money. Dan also explained why the money budgeted for tree treatment in 2022 was deferred to Spring of 2023 (at the recommendation of an arborist). 

 

Next we discussed the retention basin, aka the “pond”. Dan explained that controlling algae is extremely difficult during summer months because the pond is so shallow, and gets extensive  fertilizer runoff from upstream. Over and above the usual, Dan noted that 2022 was a very trying and expensive year related to the pond and fountain:

We had to buy a motor for the fountain that seemingly should have been covered by warranty. The fountain’s manufacturer is difficult to work with, and most lake management companies will not make repairs on their fountains.
Our longtime lake management company informed us that they would no longer service the fountain, so we fired them and hired a new company mid-summer. 
We had to repair the fountain’s electrical service.
Because the algae management regime that the companies employed was ineffective, we could not keep the fountain running because the intakes would quickly clog.
We have hired a third lake management company (Aqua Doc). They will add a biologic to the algaecide / herbicide regime, and will clean the fountain intakes each visit (approximately every other week).
 

We then discussed the 2023 budget and dues. Dan explained that the budget is prepared to aid in the development of the annual dues. The members do not vote on the budget, but rather, must approve dues. Several budget line items had previously been discussed in the above topics. Dan noted that Ann Cheek corresponded with him and had questioned expenditures for tree treatment, accounting expenses, meeting room rental, and copying / office supplies, noting that we had not made significant expenditures for the latter two items. Dan responded that we’d reduce or eliminate those going forward.

 

The main focus of discussion was the need to rebuild our reserves, which have dropped from about $42K to just over $13K over the last few years. In particular, we discussed the fact that the association owns Woodsong Way, and that LFUCG will not assume maintenance of it. Dan noted that he had pursued that avenue via Councilperson Plomin in 2022, and they will not reconsider. We were able to get a $1200 grant that we used along $7200 of our own funds to make urgent repairs. We hope that will allow us to forestall major work for 10 years or so. The Board believe that gradually rebuilding reserves is preferable to a very large special assessment down the road. 

 

A motion was made by Ray Depa and seconded by Faith Cordray to approve the recommended assessment of $375. The motion carried by a vote of 41 - 3.

 

We then moved on to the proposed Amendments to Rules and Regulations. Dan explained that the purpose of the amendments are to:

Clean up the ambiguous use of the terms “Properties” and “Common Properties”.
Clean up extraneous reference to the developer, since Woodfield is fully developed.
Add a 15th item to codify the signage around the pond.
 

A motion was made and seconded to approve. The motion carried unanimously.

 

Other Items: 

There was also discussion of the condition of neighborhood streets that are in need of milling / paving. Dan explained that Laurelwood, Old Wood, and Loon Lake were all supposed to be repaved last year according to Councilperson Plomin’s office. Dan will pursue this again in the spring.

 

Forest Lake / Tates Creek Intersection. Ray Depa discussed that there have been 13 accidents at that intersection the last 4 years, and his efforts to get a traffic light installed there. He explained that since Tates Creek road is a state road, it would have to be approved by the state. He has recently communicated with our State Rep and Senator with no response. He did receive a letter from the Transportation Cabinet’s Chief District Engineer, saying that they studied the feasibility of a traffic light in July 2022, and that it does not meet requirements. The letter states that they are evaluating “innovative intersection types” for feasibility.

 

Board Members: Jason Pyne agreed to join existing Board members Connie Edwards, Dan Bibbey, Ray Depa, Nell Campbell, Keith Raney, Faith Cordray, and Donna Meers. This slate of candidates was approved by unanimous consent.

 

The meeting was adjourned.

 

 

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