December 16, 2014

7:20 pm/Karen Petersen’s Home

OAKHILL HOME OWNER’S ASSOCIATION BOARD OF DIRECTORS’ MEETING

ATTENDEES:  Kevin Boetcher, Cindy St. John, Karen Petersen, Amy Niemann, Ron Durling and Susan Hairgrove

 

Meeting was called to order.

 

Minutes from last meeting.  Susan made a motion to approve, Cindy second the motion; and all approved the motion to approve the notes.

 

Summary of Poll:

1) Neighborhood pool adds value
Strongly Agree

80.80%

63

Somewhat Agree

16.70%

13

Neither

2.60%

2

Disagree

0.00%

0

2) Well maintained neighborhood adds value
Strongly Agree

82.10%

64

Somewhat Agree

15.40%

12

Neither

1.30%

1

Disagree

1.30%

1

3) Contracting trash is an essential duty of an HOA
Strongly Agree

60.30%

47

Somewhat Agree

25.60%

20

Neither

9.00%

7

Disagree

5.10%

4

4) What are the HOA dues
Knew

94.90%

74

didn’t

5.10%

4

5) Last increase 20 years
Knew

32.10%

25

didn’t

68.00%

53

6) $50 Increase in HOA fees
Strongly Agree

34.60%

27

Somewhat Agree

35.90%

28

Neither

2.60%

2

Disagree

19.20%

15

Strongly Disagree

7.70%

6

7) What would you eliminate if increase is not approved
Trash/Recycling

0.00%

0

Common Area Maint.

1.30%

1

Social Activities

52.60%

41

Pool

3.90%

3

No Elimination

42.30%

33

 

 

 

 

-Most people didn’t know that we need to raise our dues

-Most people agreed with raising our dues

-Highest % of people said social was where we should cut, although the cut would not make up for the shortfall of income/spending.

-We (Kevin) will make one more attempt in trying to gain a larger consensus

 

Our Annual Meeting is January 22nd, Thursday at 7: 00, would like the Board Members to be there by 6:30ish.  The total results will be presented there (Kevin).  The meeting will allow for questions and answers at the end of Kevin’s presentation.  Also, Kevin will ask for volunteers to serve on the Board for 2015.

Karen will bring nametags and a dessert

Amy will bring cups for coffee (from social stash)

Cindy will bring coffee/water

The Agenda will include committee updates, capital improvements, EAB, pool repair, dues increase and alternative budget solutions.

 

Amy will place the signs out; Kevin will mail the postcards and Chris to send out email notification.

 

We need a simple majority (of attendees) to raise dues to $360; 55% approval to increase to $480; and 60% to increase anything over $480.00.

 

Karen/Kevin will work together to make sure we have written ballots available in case the voice vote is not clear enough.

 

Urban Tree Specialist will attend the meeting for questions, but there will be not floor time for him.  Kevin will ask him to bring brochures for EAB. Karen would like the printed materials to handout in her welcome kit.

 

Treasurer Update, We’ve spent a little more than last year.  All Deffenbaugh bills are paid.  Laura has all checks in the bank.  Social bills are all in.

 

Karen will need approximately $100 in office supplies for ink, paper and miscellaneous items (expenses for the year).

 

Board Member 2015 dues.   9 Board Members and Schneiders are waived.  The line items should show $4,000.

 

Transfer Fees  to be increased from $25 to $50.  The money will be paid for services rendered. Transfer fees will now fall into the “legal fee” and the new category will be labeled “Legal/Administrative fees.”  Karen Peterson prepared the transfers and will receive $525.00 for 2014 transfers.  There was a motioned made by Kevin, second by Amy and all approved.

 

$50 should be allocated for the use of Calvary Baptist Church for the 2015 Annual HOA Meeting.

 

 

 

Actual

Projected

12/31/2013

12/31/2014

Checking

6,425.46

7,028.86

MM

19,053.61

15,823.18

Reserve MM

52,060.00

52,164.21

Total Funds

77,539.07

75,016.25

 

 

Motion was made by Kevin to accept the Treasurer’s Report.  Ron seconded it and approved by all.

 

December Communications.  One email will be sent out giving notice of the Annual Meeting and a reminder in January.

 

Social Update.  Christmas social had 34 attendees.  All went well.  No social events planned for January.  We need to search for another person that can do the Summer Movies at the pool.

 

Pool Update.  Cover is on the pool.  Tarps are not over the furniture.  The tarps are somewhere in the storage room.  We have another bid on the complete redo, the price is in the ballpark of the original bid within $2,000. The total redo should be either done early Spring or close the pool down early (before September).  There was not a second bid on the repair patch as the dimensions where not know.  However, Kevin advised that it was about 5 feet long and 1 foot wide, at the edge of the deep end.  The average person could not stand there.  We would like to get a second bid on the repair and an additional bid on the replacement of the cover.  Susan will ask Swim Things to prepare a bid.  Also, the group would like a little more negotiation on the prices.  Next year Tia Schneider will be the Pool Chair.  Kevin will also help and be a back up.

 

Beautification.

Branching Out – 2014 Season

All cul-de-sac islands, three entrances, utility box bed on Lackman and the pool (including the berm)

-visit once a month; prune shrubs, bushes and trees; and weed.

*Dormant (Feb/March) – cut roses, grasses and perennials $1,220

* April thru October – $330 per month

Fulton Irrigation LLC – 2015 Sprinkler

Task 1: (rates remain the same as 2014) Opening System-Minor adjustments, assure heads working, line check

  • 6 –Zone Rain Bird (Monument behind 83rd St/Lackman) $75
  • 18-Zone Rain Bird (behind pool house 83/Lackman) $200
  • 23-Zone Rain Bird (79/Lackman) $220

Task 2: Routine Maintenance $70 per hour.  Estimate about 3 to 4 hours to turn on each zone to check for broken heads and breaks in the lines.  Suggested scheduled monthly check.

Task 3:  Closing.  Main turned off and air blown through each zone.

  • 6 –Zone Rain Bird (Monument behind 83rd St/Lackman) $75
  • 18-Zone Rain Bird (behind pool house 83/Lackman) $220
  • 23-Zone Rain Bird (79/Lackman) $220


 

Midwest Lawn & Landscaping – 2015 Grounds Maintenance

Mowing:                      28x to 3 ½ inches, string trimmed, edged and blown clean                          $8,400

Leaf Removal:             blow out from around property, mulch or remove, spring and

Late fall                                                                                                           $1,200

Fertilization:                7x March, April, May, June, July/August, September & November              $3,500

$13,100

ADD ONS:  Tree/Shrub pruning and trimming; bed mulching

 

Ryan Lawn & Tree – 2015 EAB Tree Protection Plan

T23: 24”, 19”, 34”, 19” Ash trees on east side of neighborhood pool (83/Constance) for EAB        $1,113.00

Two Year guarantee.

 

Motion to acquire a second bid on the maintenance (mowing) by Cindy, Amy second; all in favor.

 

Architecture.  Siding house mentioned in previous notes, checked and it was cement siding.  This is best siding available.

 

Open Discussion.

  • Official Complaint: 8028 Lingle Lane, a large amount of duct tape on house, city code violation, possible.  Kevin will look into this.
  • Three home owners still not paid dues.  One is making monthly payments and will be paid off.  Two still not communicating.  1) is an attorney and a lien has been placed on the residence; however the letter sent to the homeowner was returned.  After further investigation, no place of business is known. Owner is not an occupant.

 

Cindy made a motion to adjourn, Ron seconds, all in favor.  Kevin adjourned the meeting

 

 

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