Questions And Answers

Mailing Address: Stone Mill Homeowners Association PO BOX 3155, Broken Arrow, OK 74013 

Contact Us Via Email: stonemill2016@gmail.com

HOA Annual Dues:

1. Q: When is the due date for each HOA annual dues and why two different amounts?

1. A: If you (i.e., homeowner only, no renter allowed) have an email registered in PayHOA, you only pay $200, due by the end of January each year. EX: If the year is 2026. You need to submit your payment by January 31, 2026. If you don't have any email address registered in PayHOA, we will need to communicate HOA matters to you by snail mail, hence an additional $10 charge. [NOTE: There was a first-time setup error in the system in December 2025, which our Treasurer has been actively fixing. The dues reminder should be more accurate going forward.]

2. Q: How do I know if I have my email registered in PayHOA for my house?

1. A: If you get the email notifications from our secretary, you are registered. Therefore, your dues would not have any extra snail mail charge.

3. Q: I can register my email, but I don't want to pay online. Can I send in a paper check via mail (Mailing Address: Stone Mill Homeowners Association PO BOX 3155, Broken Arrow, OK 74013) with my own envelope and stamps without having to pay the extra $10 fee?

1. A: Yes, you can pay by mail at your own expense after registering your email in PayHOA if you don't want to pay online. The $10 fee is only for the manual processing throughout the year when HOA mails out notifications to the homeowners who don't have any email address registered in the system.

4. Q: What if I've registered my email address in PayHOA, does it mean that I need to use online payment to pay my dues?

1. A: You can pay the annual dues by Zelle (without online processing fees), snail mail, or through PayHOA (with credit card processing fees). Although the payment button is available in PayHOA, you don't have to use it.

5. Q: After my annual dues payment, can I get a receipt?

1. A: You can look up the payment history for your lot in PayHOA. Our Treasurer records all forms of payment records in PayHOA. If you'd like a receipt emailed to you, you can request it through our stone mill Gmail.

Distinctions Between PayHOA Application and Private Facebook Group (Stone Mill Residents):

1. Q: What's the difference between PayHOA and Stone Mill Residents FBG?

1. A: PayHOA is the official communication hub and financial record keeping for Stone Mill HOA. Only homeowners can join it because it has homeowner's annual dues payment records, requests, reports, reviews, communications, and notices such as violations and resolutions. It is monitored by HOA board, which comprises 5 annually elected local volunteer homeowners from Stone Mill neighborhoods.

2. A: Stone Mill Residents Facebook Group (FBG) is a separate private entity from Stone Mill HOA, aiming at supporting social activities such as lost-pets, neighborhood garage sales, and other seasonal festivities for the Stone Mill neighborhoods. Both homeowners and renters can join FBG. The posts are moderated by local residents. [NOTE: HOA Board used to administer this FBG. However, as of October 2025, the board has voted multiple times to eventually opt out of FBG administrations entirely. This was to focus the official communications in one place (i.e., PayHOA) and to bridge the communication gap for several homeowners who don't want to be on Facebook.]

2. Q: I don't want to be on Facebook. Do I really have to join it?

1. A: You are not obligated to join Facebook.

3. Q: I don't want to have online presence at all. I'm not comfortable registering my email address in PayHOA. What are my option and obligation?

1. A: If you don't want to have your email registered in PayHOA, you will need to pay the additional $10 on top of your annual dues. This fee covers the cost of manually stuffing the snail mail and sending any notification letters to you instead of just emailing the messages directly from PayHOA. [NOTE: You can always contact HOA either via email or via mail.]

4. Q: Since we have stonemill.org web site, why can't we access the financial information and notifications directly on it (i.e., why going through PayHOA)?

1. A: Per Gramm-Leach-Bliley Act requirements for online information security, the consumer financial information needs to be kept behind the password protected firewall. Therefore, we keep all financial information and documentation in PayHOA. Our stonemill.org web site doesn't have password login capability.

Amendments 2025:

1. Q: What's the process for amendments at SMHOA?

   1. A: Draft wording (Started in 2023), solicit inputs from homeowners and lawyer, prepare ballots, mail out ballots (1 per house with 2 blank spots to sign on the actual ballots), get certificate of ownership from the county [via title company at cost $200/entity = $600 (Stone Mill-Stone Mill Bridge, Stone Mill Bridge 1, Stone Mill Bridge 2)], manually certify by matching certificates name and address with signed ballots (if lawyer used, the costs will be around $750), if approved, lawyer files for amendment registration with State of Oklahoma (more fees and charges), and if not approved, the current CCRs continues as-is.

2. Q: Why did we receive the ballots twice with the first one going to all owners in the house but the second one only goes to one person? Why can't we vote digitally to begin with?

   1. A: The glitch during the first distribution from PayHOA system cut off portions of the printed package and was sent double to first and secondary owners. Hence, cannot be certified. Since the vote runs with the lot, not with the number of owners, only one mail per house was sent in the second round.

   2. A: Per the Oklahoma laws, the votes have to be in writing and be certified. Therefore, we cannot take the digital form of voting at this time.

3. Q: Why did the ballot say to send in the ballot as approval? What if I don't approve of the amendment?

   1. A: Imagine when you are at the closing desk buying a house, if you don't agree to buy it, you don't sign the agreement. Same logic. Only return the signed ballots in the pre-stamped envelope to SMHOA PO BOX if you agree. If you disagree, do nothing.

   2. A: In case you write down "NO" and sign the ballot, the "NO" ballot will NOT be counted in the process.

4. Q: Why are the three entities having the exact same clauses in their amendments?

   1. A: At present, there are CCRs for three entities with some different clauses. The proposed amendments, if approved, will streamline the references and enforcement in the future.

5. Q: Why is there a fines and rules section that is so vague in the amendment? Will I get slapped with fines upon my first violation notice?

   1. A: The original concern was that the outdated CCRs will cause costly amendments again in the future. Having flexible fines and rules will allow for future modifications when necessary. The board will serve as arbitrator for any new proposal and rule changes upon meeting discussions and approvals (same treatment as business topics in our meetings). The homeowners will also be notified of any changes by mail.

   2. A: The fines only apply to those who purposely refuse to cure the violation after the requested curing period expires (depending on types). It's to encourage the expensive legal action avoidance. The current option in our CCRs only allows for litigation and lien placement.

6. Q: Why are shed restrictions so detailed? What if my house is on the corner where the shed will be seen anyhow?

   1. A: During the drafting, several participants opposed having a shed while the others wanted it. The proposed rules are a compromise.

   2. A: The proposed amendments only request that the shed is invisible from the front of the house. If it's visible from the side, the owner may put up a six-foot privacy fence to reduce the visibility (see the detail in the actual amendment proposal).

7. UPDATE: As of October 2025 general meeting's confirmation, the amendment votes didn't meet the required 60% approvals from each of the three Stone Mill neighborhoods. Therefore, the original CCRs remains as-is.