Minutes of Oak Hill Homes Association Board Meeting
September 23, 2013

Time: 7:00 p.m.
Location: Clare Cook’s House

In Attendance: Kevin Boetcher, President
Craig Borgman, Vice President
Cindy St. John, Secretary
Karen Petersen, Treasurer
Ron Durling, Architecture
Clare Cook, Beautification/Pool
Jim Beatty, Publicity/Webmaster
Emily VanArsdale, Social

Minutes – Kevin Boetcher
Emily made a motion to accept the minutes of the August 7, 2013 HOA Board Meeting Minutes. Jim seconded the motion. The minutes were approved as written.

Architectural – Ron Durling
A homeowner contacted Ron about replacing the siding on their house. The board would like to see a sample of the siding before it is installed. Ron will contact the homeowner.

Beautification – Clare Cook
Mowing was skipped one week due to the heat and dry weather.

Pool Committee – Clare Cook
Electrical work completed by “Irwin Electric LLC’ on August 22, 2013 at a cost of $528.48. Replaced standard breakers with GFCI breakers, replaced lights with florescent lamps rated outdoors, checked and repaired timers and connections in electrical panel. Ongoing problems of blown switches, bathroom lights not working, etc. were resolved.

Chairs, tables and umbrellas cleaned after pool closed September 9, 2013. Work performed by ‘Maid in USA’ at a cost of $275. Sun baked yellow stains on lounge chairs were removed prior to winter storage. It is recommended similar cleaning be done at least mid-summer and end of season every year going forward. Karen Petersen managed the project of spray painting several older, severely stained table chairs; she will continue managing the project as needed.

Pool covers on both the adult and baby pools were installed Saturday, September 21, 2013.

Social Committee – Emily VanArsdale
Upcoming Events:
Fall Block Party – September 28
Christmas Party – December 7

Treasurer Report – Karen Petersen

We have one homeowner who has not paid their HOA dues. A lien was placed on the property. A letter has been sent to the homeowner of the lien.

Karen checked with other Home Owner Associations about the cost of their “Transfer Fee”. She found their fees were between $100. to $1,000. per home. We charge $5.00 per home. Karen made a motion that we increase our “Transfer Fee” to $25.00 per home. Ron seconded the motion. Motion was approved.

Account Balances as of 09/23/13

Checking: $ 6,544.01
Money Market #1: $ 45,935.11
Money Market #2 $ 52,129.07
Total $ 104,608.19

Website/Publicity – Jim Beatty
Several events were communicated to the HOA since our last Board Meeting.
• Trash Service Survey & Reminder
• Potential Conflict with Road Re-Surfacing and Deffenbaugh service for 83rd Place residents on Sept. 12.
• Updates on Road Closures – 83rd St. and Mullen
• Fall Block Party RSVP

Deffenbaugh Issues – Kevin Boetcher
In response to recent complaints about Deffenbaugh’s service, the Oak Hill HOA conducted survey of homeowners in order to gage the level of satisfaction with our current trash provider.
We had 206 responses; here was some of the feedback
• 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.

Several comments in the feedback section showed a lack of understanding of the rules and regulations regarding trash pickup. Comments also highlighted the inability of individual homeowners to call Deffenbaugh with issues. Also, several homeowners were in favor of changing away from Deffenbaugh regardless of the cost.
A quick price comparison between Deffenbaugh, Superior & Town & Country was conducted. More research needs to be done to get pricing bids for the same level of service currently provided by Deffenbaugh.

To resolve issues with Trash Service over the phone our residents should call 913-745-1876.

Via email the group that handles HOA issues can be reached at [email protected] Service issue should be resolved within 24 hours if reported before 3pm. Otherwise it will be the following day.

City of Lenexa HOA Meeting – Kevin Boetcher
On September 10, Ron Durling, Cindy St. John, Karen Peterson & Kevin Boetcher the Lenexa H.O.A. Officers’ Informational Meeting at City Hall. Items discussed included:
• Community Standards Enforcement – City Standards vs HOA standards
• Public Nuisance Issues
• Requesting City Services via www.lenexa.com

Our next HOA Meeting is scheduled for Monday, November 11 at 7:00 p.m. at Karen Petersen’s home.

Meeting was adjourned at 8:10 p.m.

Cindy St. John

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