2017 Oak Hill HOA Annual Meeting Minutes

Date: 1/10/17

Time: 7:00 PM

Location: Calvary Baptist Church, Lenexa, KS

Board Members in Attendance: Susan Hargrove, Karen Petersen, Amy Nieman, Chris Olsen, Karen Hinkle, Ron Durling, Tia Schneiders, Randy Stephens, Jeff Heimerl

7:03 PM Meeting called to order

Introduction of board members/review of agenda for the evening presented by Susan Hargrove

Review of activities of the board for 2016:

  • Annual Meeting in January
  • 10+  Meetings throughout 2016
  • Special Project Meetings
  • Pool Band Distribution
  • Help with Social Events
  • Repair of Water Lines
  • Clean up of common areas
  • Ongoing Review of Vendor Contracts (Pool, Trash & Landscaping)

 

2017 Pool Project Updates/Pool Committee Activities – Susan Hargrove

 

Switched contractors

 

Contract will be awarded to Mid-America Pools

  • 30+ year old Kansas City Company
  • Renovation for spring 2017 (conditions in contract to ensure completion)
  • New pool (and baby pool) surface, tile, coping, and some deck drainage work

 

2017 Projects

  • Pool house scheduled for painting in the spring
  • A new pool cover (main pool & kiddie pool) purchased in 2016

2016 Update

  • Pinnacle Pool did another great job managing the pool. Renewed contract for 2017
  • Wristbands and pool checkers were used again this season and planned for the 2017 season

 

MINOR FIXES:

    • New chlorine pump
    • New rope
    • Safety bumper added to bottom of gate
    • 1 new umbrella purchased for the 2017 season
    • Cleared  out overgrown landscaping on the west end of the pool

 

Architecture / Community Standards

 

  • Enforcement of Restrictions
  • Approval Process for improvements
  • Working with the city planners when owners want home modifications  (Proper Permitting)
  • Community Standards  
  • Respond to formal concerns submitted via email
  • Working with city when it comes to code enforcement
  • Property Maintenance
  • Yard Maintenance
  • Vehicle Restrictions  
  • City of Lenexa Forum with other HOA Boards

 

Welcoming Activities

 

  • 16 homes sold in Oak Hill in 2016
  • Gift bags were distributed that included an Oak Hill welcome data sheet listing activities, etc, the directory and a Hy-Vee Coupon Book and Panera Pastries.

 

Emerald Ash Bore Update presented by Randy Stephens and Curt Talken, crew leader for landscape, City of Lenexa.

 

  • Enforcement of Restrictions
  • Approval Process for improvements
  • Working with the city planners when owners want home modifications  (Proper Permitting)
  • Community Standards  
  • Respond to formal concerns submitted via email
  • Working with city when it comes to code enforcement
  • Property Maintenance
  • Yard Maintenance
  • Vehicle Restrictions  
  • City of Lenexa Forum with other HOA Boards

 

Oak Hill Ash Inventory

Survey Completed in Spring of 2014

Oak Hill Ash Inventory

 

264 Street Facing Ash Trees on 186 properties

49 rated “Excellent”

86 rated “Good”

80 rated “Fair”

49 rated “Poor”

 

The Oak Hill Board recommended that all trees rated “fair” or better get treated.

 

Anyone who wants to follow up can follow up with Randy. He has the spreadsheet listing all of the ash trees on each property in the Oak Hill Neighborhood. Anyone interested in treating their trees can contact any tree company but the Oak Hill Homeowners Association has a discount in place with Urban Tree Specialists

 

Urban Tree Specialists

www.urbantreekc.com

816-214-8327

 

Beautification Activities – Presented by Karen Hinkle

 

Landscape Activities 2016

 

  • 4 Ash trees removed along 79th Street
  • 2 Ash trees removed along Lackman around Pool area
  • Trees and shrubbery trimmed in and around pool area including berm and monument area.
  • Introduced Adopt an Island program for the 12 cul-de-sac islands around neighborhood

2016 Replantings

  • Planted Chinese Tree Lilac and Liriope plants on berm outside pool area

Sprinkler Systems

  • Continue to maintain and repair our aging sprinkler system
  • 3 main systems – 47 lines

2017 Plans

 

  • Remove the remaining poor rated 7 Ash trees from Lingle to 79th St. along Lackman common area.
  • Initiate replanting trees from Lingle to 79th St. along Lackman common area
  • Initiate Adopt an Island program for the 12 cal-de-sac islands around neighborhood

Publicity/Website/Technology – Chris Olsen

 

  • Email Newsletter Semi-Monthly
  • Website Updates
  • Minutes uploaded
  • New Email for Board Member Positions (no more personals)
  • Emergency Texting
  • Text “OakHill” to 80802
  • Facebook (managed mostly by Amy)
  • Security Setup for Pool in 2017
  • Fix Stereo at Pool  in 2017

 

Social Activities – Amy Niemann

 

  • Easter Egg Hunt – Sar-Ko-Par Park
    • 120 people in attendance
  • Neighborhood Garage Sale 
    • 27 Homes Participated
    • Unsold items were donated to Avenue of Life
  • Oak Hill Family Pool party & cookout
    • Approximately 170 people attended
  • 4th of July parade
    • Approximately 20 people attended
  • Holiday Party
    • 43 People attended
    • Majority of costs offset by $7.50 per person charge
  • New Neighbors Welcoming Events
    • One event held in April & one in October, hosted by HOA board members or Oak Hill Neighbors

 

  • Flamingo Friday
    • 8 houses hosted Flamingo Fridays
  • Care Committee
    • “No-meet” committee started in October 2015 – to provide meals to Oak Hill families in time of need (death, birth, illness)
    • 20 meals provided as of December 2016
    • 13 committee members – open to anyone. No cost to HOA.
  • New things in 2016
    • Purchased new event signs
    • Hosted an Adult Only Pool Party – considering again in 2017
  • New things for 2017
    • Looking for a few Social Committee event crew volunteers
    • Considering hosting an Oak Hill Chili Cook-Off in the Fall
  • All events account for less than 3% of Oak Hill Budget

 

Treasurers Report – Karen Petersen

 

  • Attended 2 City Of Lenexa HOA Meetings
  • Attended 4 Johnson County HOA Meetings
  • HOA Books being Audited by volunteer neighbors with Accounting Background.
  • All but 1 Home Owner dues paid for 2016
    • 3 years in arrears and lien has been filed
    • In last 14 years, all past due balances and late fees have been collected from every home

 

  • Account Balances   (12/31/15)
    • Checking – $X,XXX.XX
    • Money Market 1  – $XX,XXX.XX
    • Money Market 2  – $XX,XXX.XX  (Reserve)
    • Total- $XX,XXX.XX

 

2017 Budget Report

2016 Budget Review

2017 Proposed Budget

Resident Craig Gibson posed the question; if HOA dues are going to go up or stay the same based on approval of the budget?

Election of Open Board Positions

 

  • The Oak Hill By-Laws state that the Homes Association shall be governed by an odd number of Directors, 4 of which are Officers (President, VP, Secretary, Treasurer).  

 

  • The Directors decide among themselves who will take responsibility for heading the 5 Committees:
    • Architecture/ Community Standards
    • Beautification
    • Pool
    • Social
    • Publicity / Welcoming

 

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