June 2025 HOA Work-in-Progress Rundown

Documentation & Records:

• The Board and Officers have been working on acquiring HOA records and documentation of years prior. We have been working to read through and organize the records we received.

• Unfortunately, the records were not complete or detailed. We are missing important and necessary documentation to support financial decisions made by previous Boards and Officers. Due to the lack of supporting evidence and documentation, the Board has decided to approve the release of all liens and delinquencies on homes in the neighborhood. Unfortunately, there is not enough (and in some cases any) documentation to support the legal process was followed when implementing fines, late fees, and liens. As the HOA wants to ensure we are operating legally in all aspects, we must acknowledge this lack of supporting documentation and remedy the situation moving forward.

• The HOA Treasurer has been diligently working to secure information regarding liens and delinquencies against the homeowners in our neighborhood. She has been in touch with lawyers, the CPA, and the county to ensure the HOA has accurate records.

• The Board and Officers have been working on a SOP to adopt. This will help ensure smooth transitioning to future Boards/Officers as well as guidelines and rules for records keeping of all kinds. Our goal is to make sure that records are being accurately kept, transparency is given to the community in all aspects, and there is less confusion moving forward.

  
  

Finances:

• Due to a lack of receipts and financial records keeping of past Boards and Officers, the Board of Directors has approved a purchase order form and operating procedures of such moving forward. Our goal is to ensure that every penny spent from the HOA bank accounts can be accounted for with receipts and proof of purchase.

• The Board has decided to use PayHOA software to keep financial records and take future assessments. This software has the top level of security for transactions. It records all invoices, receipts, and payments made by both homeowners and the HOA. We will no longer be using PayPal to conduct HOA business, as we have seen this is not a secure method of handling business.

• The Board and Officers are working to put together a yearly budget for the HOA. We have decided to give quarterly expense reports to homeowners for full transparency of the financial status of the HOA. All expenses of the HOA will be included in the quarterly reports.

Events:

• The Events Committee is working toward our next community event. You can find all Events and Meetings on the Events Calendar tab of the website. Most events will have to be community funded, as there is currently no income for the 2025 year.

Community Projects:

• The HOA President has been hard at work creating an updated website for our community. Unfortunately, the Board found a massive security breach with the former website. Please note: the website under the domain name "oxfordhoa.ORG" is not in any way associated or affiliated with the Oxford HOA or Oxford Community. Our website can be found at "Oxfordhoa.com". We apologize for the previous breach of security regarding PPI. We are committed to ensuring this does not happen again.

• The HOA Vice President has been working to secure bids with different landscapers for our community. He has been working to ensure that the quality of work done meets the expectations of the community and that the cost is reasonable given our current financial status.

• The Board and Officers are working to bring an amenity to the community! Our HOA President has been working with the City of Madison Planning and Engineering Departments. A meeting will be scheduled with the Board, Officers, and City of Madison Employees to discuss further steps to make this plan a reality. We understand that there has been a lot of information going around regarding the ability to develop an amenity on the back common area. Updates on this project will be released in future Newsletters. Please be on the look out for an informational gathering meeting notice to further discuss this project!

Other:

• The Board and Officers hope to hold hybrid informational gatherings with the community regularly. While we must have official meetings quarterly, we would like to get together with the community more frequently to keep you all updated on what's going on "behind the scenes". We hope frequent updates on the website will help with giving information to the community.

• Currently, our Bylaws only allow for mailed notices to homeowners regarding HOA business (meeting notices, assessments, invoices, etc.). We are hoping to get the bylaws changed to allow for electronic delivery of notices as an officially accepted and proper way to communicate with the community. While paper mail will be the current "official" means of communication, you can find information on the community as a whole on the website and on your own home through the PayHOA homeowners portal.