Oak Hill Homes Association
Annual Meeting Minutes
January 16, 2014
Date of Meeting: 01.16.14
Time: 6:30 p.m.
Location: Calvary Baptist Church
In Attendance: Kevin Boetcher, President
Karen Petersen, Treasurer
Cindy St. John, Secretary
Ron Durling, Architecture/Community Standards
Jim Beatty, Publicity
Absent: Clare Cook, Beautification
Craig Borgman, Vice President
Emily VanArsdale, Social Chair
The meeting was called to order at 6:30 p.m. by Kevin Boetcher.
Kevin asked if all homeowners in attendance read and approved the minutes from last year’s annual meeting. Rise Strasser made a motion to approve the minutes. Jon Schnieders seconded the motion. The minutes were approved as written.
Twenty two homeowners attended the 2014 this meeting. We have the 310 homes in our subdivision.
Kevin introduced the 2013 Oak Hill Homes Association Board Members.
Power Point slides of 2013 Activity and Plans of 2014 were used for discussion of issues; these included:
Social Activities – Kevin Boetcher
All events listed below account for less than 3% of our budget.
- Easter Egg Hunt – March 30 – Sar-Ko-Par Park – About 45 children attended.
- Neighborhood Garage Sale – May 3 & 4 – We had very few homeowners who participated due to the cold and rainy weather.
- 4th of July Parade – About 45 children participated.
- Oak Hill Family Pool Party – We had about 165 people who attended. The attendance was down about 25% from last year, but everyone had a great time!
- (2) Movie Nights at the Pool – About 20-25 attended each night.
- Oak Hill Block Party – We had to cancel this event, due to bad weather.
- Progressive Holiday Party – About 40 neighbors attended this year. All hosts were either first time host homes or had not hosted in a very long time!
Planned Social Events for 2014
- Same events as 2013
- If anyone would like to help with our Social Events, please contact Emily.
Publicity – Kevin Boetcher
- 91% of homeowners reached via paperless communication
- Unblock: [email protected]
Alerts & Updates Sent
- Social Events
- Pool Closings
- Street Closures/Construction Updates
- Trash Changes with Deffenbaugh
- Emerald Ash Borer Updates as warranted
Website – Kevin Boetcher
- Content maintained and updated
- HOA Meeting Minutes are posted throughout the year
- Documentation of all updating and maintaining procedures
Thank you to Jim Beatty for all your hard work!
Architecture Updates – Ron Durling
- Enforcement of Restrictions
- Approval Process for Improvements
- Working with City planners when owners want to make home modifications. (Proper Permits)
- Vacant and Foreclosed Homes
- City of Lenexa Forum – Meeting with other HOA Boards
- Working with City regarding Code Enforcement
Working with City of Lenexa for code enforcement
- Property Maintenance
- Yard Maintenance
- Vehicle Restrictions
We had 14 new residents in 2013. Gift bags were distributed to each new homeowner. The gift bags included an Oak Hill Welcome Sheet showing the activities, etc., a directory, a Hy-Vee grocery bag and Panera Pastries.
Pool Committee Activities
Pinnacle Pools managed the pool again. They did a great job.
- The pool was opened a week earlier and closed a week later than previous years.
- The use of wristbands and pool checkers worked well as in the past.
- Water Aerobics were held bi-weekly.
- Electrical Work – Light sensor timers were repaired along with connections in the electrical panel. We were having an ongoing problem of blown switches, bathroom lights not working, etc. The problems were resolved.
- We replaced two water pumps.
- A new water fountain was installed.
Pinnacle Pools has been contracted to manage the pool.
- We will continue to use wristbands and pool checkers.
- We will use the same gate system with a new code.
- We will continue to have Water Aerobics.
Jon Schnieders commented that at the 2013 Annual meeting it was voted to have pool checker who were at least 16 years old. He said that most 16 year olds can get a job outside of our neighborhood. He made a motion that we consider hiring neighborhood kids who are at least 13 years old. Tony Petrehn seconded the motion. After a long discussion, Kevin called for a vote. The motion passed that we can hire pool checkers who are at least 13 years old.
- We plan to resurface and repaint the baby pool.
- We will address the ongoing repairs to the pool deck, as needed.
The sprinkler system is over 29 years old. There are 3 controllers, 47 zones, 282 sprinkler heads.
The City of Lenexa had major construction along 79th Street. This included curb replacement along our common area. The sprinkler lines were replaced by city. They also sodded grass. Close coordination with our sprinkler contractor and the city ensured work was done correctly before the sodded the grass. There were numerous issues that were resolved prior to our signing off on the work.
We had to replace a sprinkler line around HOA monument and pool at 83rd and Lackman. The cause was from tree roots that had severely damaged the line.
Island improvements were completed on Rhodes Circle cul-de-sac and island at 81st Place.
- Improvements are planned for the island at Darnell Lane and the common area along 79th Street east of Randall.
- Treatment of Ash trees in common areas against a potential ash borer invasion may be necessary.
Sean Campion asked what the board is planning to do about the Emerald Ash Borer problem. Kevin told him that we have been in contact with arborists and the Johnson County offices and they have recommended we wait to see if it comes to our area. The problem is once one tree is affected, it will travel to all trees in the neighborhood. Sean suggested that we consider removing the trees and replacing them with another kind of tree. We have included $2,000 in the 2014 budget.
Deffenbaugh Trash Survey – Kevin Boetcher
In response to complaints about Deffenbaugh’s service, the Oak Hill HOA conducted survey of homeowners in order to gauge the level of satisfaction with our current trash provider.
We had 206 responses
78% were satisfied or very satisfied with Deffenbaugh’s service
7% were dissatisfied or very dissatisfied.
37% of respondents have had no pickup issues in the last year
56% of respondents had 1-5 pickup issues in the past year
5% had 5 or more pickup issues
84% of respondents understand or completely understand the rules and restrictions regarding trash, recycling and yard waste pick up.
Only 12% of homeowners would be willing to pay more for a greater level of service.
64% of homeowners would not be willing to pay any more money on annual basis for trash service.
There were two ongoing activities for the board based on survey
– Clear ongoing communications to homeowners about any service level changes
– Competitive bids from alternate trash haulers to insure quality pricing from Deffenbaugh
Treasurer Report – Karen Petersen
All Home Owners dues have been paid.
We received back dues from the two homeowners who had outstanding dues.
- Checking $7,028.86
- Money Market 1 $15,823.18
- Money Market 2 $52,164.21 (Emergency Reserve)
- Total $75,016.25
Main Budget Items (85% of Annual Budget)
- Trash & Recycling
- Pool Maintenance
- Common Area Maintenance
2013 Budget Review
Karen reviewed the 2013 Budget and the 2014 Proposed Budget. The dues will remain the same ($350) for 2014. Jon Schnieders made a motion to approve the 2014 Proposed Budget. Dean Strasser seconded the motion. All present voted to accept the 2014 Budget. Budget was approved.
Election of Open Board of Director Positions – Kevin Boetcher
The Oak Hill by-laws state that the Homes Association shall be governed by 7 Directors, 4 of which are Officers (President, Vice President, Secretary, and Treasurer). Four of the directors serve a 2 year term and three serve a 1 year term.
The 7 directors decide who will take the responsibilities for heading the 5 committees:
Kevin stated that Craig Borgman, Clare Cook and Jim Beatty would not serve on the board next year. He thanked them for all their hard work and service.
These current board members have agreed to serve for 2014:
Cindy St. John
Emily Van Arnsdale
The following homeowners have agreed to serve on the board for 2014:
Risa Strasser made a motion to accept the above mentioned people to serve for 2014. Sean Campion seconded the motion. The motion carried.
Sean Campion asked if we knew when Google Fiber was coming to our neighborhood. Chris Olsen mentioned that he has not heard but encouraged neighbors to go to the Google Website and sign up for their email list. He said that Google would have to have many homes that are committed to their service before they would come to an area. Chris suggested that our HOA Board get in contact with other neighborhood associations to see if we can sign up together.
Dean Strasser made a motion that we adjourn the meeting. Chris Olsen seconded the motion. Motion carried.
Meeting adjourned at 8:00 p.m.
Cindy St. John