Author: Jana Pote

Rainbow Lakes West 3rd HOA
Annual Meeting, Sept. 15 2018

Called to order 3:02 p.m. at Fire Station #21.
Homeowners present
Carmen Neth David and Jana Pote Kenneth Hughes Fritz Henning
Keith and Rochelle Stutzman Michael Wise Lynn and Kim Guinn Michael Ball
Jeff Hoetmer David Dauffenbach Scott Masterson Jeff and Jule Schauf
Willie and Margie Studemine Agnes Johnson David Pashman Mary Hill
Dan and Becky Kennedy Vernon Just Doug and Jolene Kaufman Lou Anna Rowland
Steve Pickens Phil Sloderbeck Nancy Kyle Baker Jace Schultz
Richard Rose Phil Iwinski Chad Jantz Patti Sweet
Marilyn Kerschen Al Cavallaro Bob Reichenberger
Sandra Zeh Brad Sweet Mark Stolz

President Brad Sweet welcomed homeowners. Board members introduced themselves. Volunteers Scott Masterson and Carmen Neth were selected to be vote counters for this meeting. Volunteers Phil Iwinski and Lynn Guinn were selected to review and confirm the meeting minutes once written.

I. President’s Report – Brad Sweet
A. Accomplishments of the 2017-18 HOA Board
• Completed first trial year with HOA Management Services (HOAMS)
• Filed first HOA tax return
• Collected info for an HOA directory (still in progress)
• Held special membership meeting regarding covenant changes (May 3); changes did not pass
• Formed a committee of concerned homeowners to propose further covenant revisions
• Replace rusty mailbox
• Purchased two new maps of the neighborhood
• Repaired electrical outlets at Maple entrance
• Repaired lake aerators twice
• Cleaned up weeds on common property
• Put up Christmas lights at front entrance
• Contacted city to sweet streets following asphalt repair
• Provided free dumpster over two weekends
• Updated street signs to specify North/South Forestview
• Coordinated neighborhood garage sale
• Cut rough grass on the wetlands
• Cut pipes in lake (Mike Wise)
• Remove downed willow tree in Reserve A (in process)
• Removed dead pine tree at Maple entrance
• Removed huge fallen cottonwood tree 12 feet in diameter
• Installed NO DUMPING signs off 135th street
• Held ten board meetings, one special meeting, and one annual meeting
• Collected dues from all but two residents
B. Unmet goals of the board
• Covenants update
• By-laws update
• Welcome committee for new residents

II. Treasurer’s Report – Mary Hill
Chase Bank checking account $3,311.85
Intrust Bank checking account $2,449.87
Intrust Bank savings account $19,071.62
Total assets $24,832.94

Discussion
Carmen Neth: What was the name of the attorney used for covenant revisions?
Brad: HOAMS provided attorney; we do not know the name.
Mark Stolz: Where (on document on display) is the expense for large tree removal?
Brad: Bill has not been received yet; that expenditure will show up on next year’s report.
($6500 for large tree removal, $1500 for willow tree removal)
Richard Rose: Asked about the difference between beginning of year balance and end of year balance.
Phil Iwinski agreed to provide the board with information regarding beginning account balance.

III. Architectural Control Committee (ACC) Report – Al Cavallaro
Approved work for 2017-18
• 2 sheds
• 3 driveways
• 3 fence projects
• 1 siding/window project
• 1 deck
• 1 roof
• 1 landscape project
• Updated approved shingles list

IV. New Business – Brad Sweet
Volunteer Jace Schultz was selected as time keeper for discussion speakers.
A. Continuation of contract with HOAMS
• History of our relationship with HOAMS (Began contracting with them Aug. 2017; received 10% discount for paying in full for the year)
• Services provided by HOAMS
• Will need $50 dues increase to continue with HOAMS or volunteers to step forward and take board positions in order for the HOA to function properly.
Lynn Guinn moved to retain full services of HOAMS
Patty Sweet seconded the motion.
Discussion
David Pote: Will we receive the 10% discount again this year if we pay up front?
Brad: Yes; the amount stated includes the discount.
Carmen Neth: What is the progress on updating the covenants?
Brad: The new board will continue working on covenants and another special meeting will be called to vote on them.
Carmen Neth: Will we have to pay additional money to the attorney?
Brad: Yes, we will likely have to pay the attorney to go over the new proposed changes.
Jeff Schauf: Where does the money come from?
Mary: Homeowner’s dues.
Brad: It will require a dues increase.
Richard Rose: Why does the contract with HOAMS say $3.55 per household?
Mary: That is the how the total fee for use of HOAMS was determined; it was not an additional charge. We are paying one month’s fee this month because our contract with HOAMS expired last month, one month shy of the annual meeting when members can vote on whether to retain them.
Mike Wise: How will HOAMS be paid if a dues increase is not approved?
Mary: They will be paid from the reserve account.
Mary Hill called for the question.
Brad restated the motion to retain full services of HOAMS for the 2018-19 year.
Vote: the motion passed.

B. Dues increase
• HOA will eventually run out of reserve funds without an increase in dues.
• 2011 was the last dues increase.
Mary Hill moved to increase dues by $50 per year effective Oct. 1, 2018.
Dan Kennedy: seconded the motion.
Discussion
Dan Kennedy: Can we discontinue the use of HOAMS if we become dissatisfied with their services?
Brad: Yes
Al Cavallaro: Will the dues increase take effect this year?
Brad: Yes
Lynn Guinn: With upcoming tree expenses, will $50 be enough?
Brad: This was an unusual year. Our reserve account is enough to cover those expenses.
Phil Iwinski: What is a reasonable amount of reserve to have? Is $20,000 too high?
Becky Kennedy: If additional funds are needed, the board can call for a special assessment to be approved by the homeowners.
Brad: This requires approval of 60% of entire membership and a special meeting.
Jace Schultz: Is the reserve account in a money market account?
Mary : Yes – a money market account at Intrust Bank.
Mike Wise called for the question.
Brad restated the motion to increase dues by $50 (to $150 per year per household) effective Oct. 1, 2018.
Vote: the motion passed.

V. Proposed Budget
• Mary: proposed budget projected on screen
• Shows a net loss of $764 if all funds projected are expended. The tree expenses were unprecedented and unexpected.
Mark Stolz moved to accept proposed budget.
Doug Kaufman seconded the motion.
Discussion
Jace Schultz: Can changes be made to the type of accounts holding HOA funds?
Mary: Yes, but the new board would discuss it.
Question (name?): Are we contracted for mowing expenses this year?
David Pote: Yes, but this is the second year of a two-year contract.
Brad: The new board should ask for new bids.
Lynn Guinn: Should the budget be amended to reflect the $8,000 expenditure for the tree work?
Mary: No; that budget is just a projection.
Brad: The bill may be received/paid before the end of September (the current year).
Jana Pote: Board encourages homeowners to maintain trees surrounding the lake on common property in order to prevent large expenditures in the future.
Vote: the motion passed.

Note: The board doesn’t feel the need to share the five-year plan because it is just projected, not factual.
VI. Election of board members
• Three (possibly four) officer positions need filled.
• Job assignments (president, vice president, treasurer, and secretary) are determined by new board members.
• Nominations for officers:
o Michael Wise
o Vicki Kampschroeder (absent, nominated by Richard Rose)
o Michael Ball
o Mary Hill
Vote: yes to all.
• Volunteers for zone reps:
o Zone 1: Agnes Johnson
o Zone 2: Kenny Hughes
o Zone 3: Sandra Zeh
o Zone 4: —none—
o Zone 5: Jeff Hoetmer
• All ACC members have volunteered to serve another year.
VII. Other Discussion
Scott Masterson: What has happened with the process of updating the covenants?
Becky Kennedy: Committee met and presented recommendations to the board.
Willie Cole: Can a timer be installed on the aerators in the lake? The noise is a problem, and it would save money not to run them constantly.
Brad: New board should discuss this.
Thanks to Dave Dauffenbach for his work on the lake aerators (no charge to HOA other than materials) and to Michael Wise for removing metal posts in the lake.

Brad adjourned the meeting at 4:44 p.m.

Agenda Items
Rainbow Lakes West 3rd HOA
August 20, 2018

Called to order 7:04 p.m. at the home of Mary Hill.

Introductions
Kyle Baker Jana Pote Mary Hill
Kenny Hughes Brad Sweet Ashley Derrett
Agnes Johson Keith Stutzman Dee Means
Mike Wise

Minutes
• Approved July board meeting minutes

Kyle Baker – new homeowner
Concerned about broken willow tree near the lake; unsure whether the tree is on common property or on her property, but broken branch could be a problem if it falls. Ashley D. will call a tree company to diagnose the problem. She also wants to paint her home and wonders about ACC approval. The board advised that at this time the HOA does not have the authority to approve or reject paint colors and told her it was OK to proceed.

Officer’s Reports
• President – Brad
o Brad has placed a number of “No Dumping” signs in the area at the west end off 135th street. It is the board’s hope that residents and non-residents alike will respect the no dumping directive.
• Vice President – Dee: no report
• Secretary – Jana : no report
• Treasurer – Mary : HOA is in good financial condition. Intrust Bank checking account has a balance of $2,448.47; savings account balance is $19,066.31. She asked about whether HOAMS has billed us yet for services provided beyond the July end-of-contract date. Ashley will inquire about this.

Zone Rep
• Agnes – 1 : no report
• Ken – 2 : no report
• Mike – 4 : no report
• Keith – 5 : Lake aerators are repaired and operating in the lake at this time. The resident who did the work has not submitted a bill and normally does not charge for his work. The board, however, would like to have receipts for all supplies in order to reimburse him for all costs.

HOA Management
• Finances: see treasurer’s report
• Community Management
o Inspections: continuing
• Phone/neighbor Directory: no discussion

Old Business
• Covenants – Next steps – Board
o The newly-elected board will likely have to proceed with this process following the annual meeting.
• Fallen tree status – Brad
o 12-ft. diameter tree needs removed. Tree company will be doing this work once the ground is dry enough. He will also remove another broken tree that could cause damage if it falls as well as the dead tree at the front entrance.

New Business

Annual meeting Location & time: Sept. 15, 3:00 – 5:00 p.m., Fire Station at 21st and 135th West.
Agenda Items:
Dues increase of $50
HOA Management – continuation of contract
Mary – financial report
Election of new board members

Adjourned at 8:04 p.m.

Agenda Items
Rainbow Lakes West 3rd HOA
July 16, 2018

Meeting was called to order by Brad at 7:03 p.m

Introductions / Attendees:
Brad Sweet Becky Kennedy
Mike Wise Jana Pote
Ashley Derret (HOAMS) Dee Means
Kenny Hughes Agnes Johnson
Keith Stutzman Al Cavallaro
Jane Cavallaro Terri Wolfe (HOAMS)

Minutes
Reviewed and approved June board meeting minutes
Officer’s Reports
President – Brad
• Fallen/dead trees on north side of the lake; tree guy (John Voth, Twin Rivers Tree Trimming, insured/bonded) is ready to go and waiting for the board’s approval of his $6,500 bid. Board approved bid and will contact John to begin the work when his schedule permits.
• Board encourages homeowners to keep volunteer tree growth under control in common areas adjoining their properties.
Vice President – Dee
No report
Secretary – Jana
No report
Zone Rep
• Agnes – 1
A homeowner called with a concern about unsightly garden stakes that a neighbor had placed near the fence. The board advised that this is not an HOA board issue and should be dealt with neighbor to neighbor.
• Ken – 2
No report
• Mike – 4
No report
• Keith – 5
(I didn’t take very good notes on this part – please help me fill in the gaps! This is all I wrote down, and now I don’t recall what was actually asked/said.)
Al Cavallaro – replacing deck boards – replace/maintain
Other house – windows/siding replaecment
HOA Management
• Finances – in good shape
• Community Management
o Inspections – nothing new to report
• Phone/neighbor Directory – waiting for board’s approval; we will look it over
Old Business
• Covenants – Latest recommendations from review committee – Becky Kennedy
Next steps:
 Committee members have volunteered to help deliver information door – to – door
 Becky recommended the addition of “A Covenant Community” signs to the entrances so that new buyers will be aware that there are covenants.
 Brad will email new suggested revision to the board prior to the next monthly meeting for review. Board will discuss them in August. The board does not wish to hurry the process.
• New maps – Mary
Mary has them; they will be helpful at the annual meeting.
• Aerator update – Keith
Two pumps, each runs three aerators; one pump is currently in for repair and should be back soon. Lake looks murky right now; this is common this time of year. It typically clears up on its own.
• Pipes in lake (Richard Rose) – Mike
A BIG thank you to Mike Wise for spending three weekends working on removal of the sawed-off pipes in the lake. The board asked him to submit receipts for the equipment purchased for the job.

New Business
• Annual meeting goals & plans will be discussed at the August meeting.
• Waste Management new pricing plans
While having only one trash service coming in and out of the neighborhood would be safer and do less damage to our streets, the board does not feel we can require all homeowners to use the same company. It was suggested that trash fees become part of the annual dues, in which case the HOA would pay trash service for all. But this idea was rejected as we feel people would prefer to choose their own trash service.

Meting was adjourned at 8:29 p.m. Next meeting will be Aug. 20 at the home of Mary Hill.

Rainbow Lakes West 3rd HOA
June 18, 2018

Attendees:
Brad Sweet Richard Rose Janna Geno Becky Kennedy
Ashley Derret Terri Wolfe Dee Means Michael Wise
Keith Stutzman Jana Pote Agnes Johnson Kenny Hughes

Introductions

Minutes
• Approved last board meeting minutes

Officer’s Reports
• President – Brad
• Vice President – Dee
o Concerned about the need for a stop sign near her home on the north side of the lake; frequent near-accidents
o Dee is moving out of the neighborhood but is willing to serve the remainder of her term as vice president
• Secretary – Jana (no report)
• Treasurer – Mary (no report)

Zone Rep
• Agnes – 1
• Ken – 2
• Mike – 4
• Keith – 5

HOA Management
• Finances – all looks good
• Community Management
o Inspections
• Phone/neighbor Directory
o Terri

Old Business
• Covenants – Findings and recommendations from review committee – Becky Kennedy
o Committee members shared suggested wording changes to the covenants.
o Next steps – committee will try to meet once again to refine suggestions based on discussion at board meeting; board will take suggestions under advisement.
• Mowing of rough grass feeding into lake – Brad
• Community garage sale – results, changes for next year – Agnes

New Business
• Fallen LARGE tree behind 132 N. Rainbow Lakes Road – Brad
o HOAMS has obtained two bids for removal of the tree
o Jana moved to hire Twin Rivers to do the work for $4,200; Keith seconded; motion passed
• Dumpster issues & status – Brad; need to have an empty dumpster brought in, full one removed. We will call for pick up once it is full.
• Additional maps – Mary; new maps have been obtained with updated aerial views of the RLW3 addition.
• Aerator update – Keith; three are still working; one has been pulled and is currently being repaired.
• Pipes to pull from lake – Richard Rose; concerned about cut pipes sticking up from the water behind his house; Michael Wise agreed to work on cutting them this coming weekend.
• Keith (?) reported that Air Capital Trash service offers $12 per month for trash service and $4 per month for recycling – better than our current agreement with Waste Connections. This offer is available to all in our HOA.

Meeting was adjourned at 8:55 p.m.

Next meeting will be Monday, July 16, location to be announced.

Rainbow Lakes West 3rd
HOA Board Meeting
Date May 21, 2018

Attendees (check if in attendance)
Brad Sweet (president) Kenny Hughes
Agnes Johnson Terri Wolfe (HOA MS)
Jana Pote (secretary) Mary Hill
Dee Means

The meeting was called to order at approximately 7:00 p.m. at the home of Mary Hill.

1. April meeting minutes Brad
Read and approved last board meeting minutes

2. President’s report Brad
• Covenants are on hold pending volunteer committee report. Becky Kennedy and Bev Smiley, cochairs, will report to the board at the June meeting.
• Current vote count after receiving mailed ballots: 31 – YES, 25 – NO
• May 5th” tree removal and mowing from common area complete; Brad will check to see if more needs to be done to improve water flow.
• No Dumping signs in process
• Homeowner at 132 N. Rainbow Lakes Rd. – question about mowing common area; covenants state that homeowners must mow lake lots to the lake. Board viewed a large aerial photo map provided by the city; Mary will check to see if we can obtain a more current photo map.
• Unpaid HOA dues: board will to begin lien or collection process for any dues two or more years overdue.•
3. Treasurer’s report Mary
Mary has signed the required forms to all bank to send statements to HOAMS.
Finances are in good shape.

4. Zone rep reports Agnes, Kenny
• Agnes: concerns about activity in the neighborhood
• Kenny: concerned about loose gravel on street since road crews finished. A windshield has been broken and a homeowner has slipped as a result of the gravel being on the street. Kenny will call the city to request that they finish cleanup.
•
5. HOA Management Terri
• Next inspections will be Thursday.
• Tried to contact Sunflower Directory – no response.•
6. Old business Brad
• Community Garage Sales – see website for details; suggested that we schedule this for the 3rd week of May next year to coincide more closely with nearby neighborhood sales. Agnes will post the signs prior to the date of the sale.
• Large roll-off dumpsters are scheduled for June 8-18. An empty dumpster will be swapped out on the 13th or 14th.
• Keith Mann helped so much with the tree removal in May that Brad asked the board to approve giving him a gift card to thank him. Mary made a motion to approve purchase of a gift card; Jana seconded the motion; the motion was approved by unanimous vote.
• The board received a proposal from a local trash company regarding new low rates. This was discussed but there was no decision.
• Process for amending the new covenant revision proposals after hearing from the volunteer committee:
*committee chair will bring suggestions from committee
*board will determine whether/how to integrate those suggestions
*new covenant proposal will be mailed or hand-delivered to all homeowners
*zone reps will be asked to host zone meetings OR go door-to-door to answer any questions
(Note to board: Debi and Jason Schuber have agreed to host the Zone 3 meeting since we have no Zone 3 rep.)
*new special meeting date will be determined and publicized in a timely fashion.
• Concerned about how to better communicate with homeowners:
*Every homeowner should be checking the website.
*Does the board think a printed newsletter would be helpful? Some discussion about cost/delivery; or it could be emailed. No decision was made.
*Would a Facebook page be more accessible?
• The next HOA board election will be for three officers, with only one remaining officer still having the one-year remainder of her term to serve. The board is concerned that it is extremely difficult to find volunteers to serve on the board.

The next board meeting will take place June 18 at 7:00 p.m. at the home of Mary Hill, 142 S. Forestview.
The meeting was adjourned at 8:20 p.m.

Rainbow Lakes West 3rd Special Meeting
Thursday, May 3, 2018
—- 135th Str. N

I. Meeting was called to order by HOA board president Brad Sweet at 7:03 p.m.
II. President shared the definition of covenants and by-laws, the history of the HOA’s work on revisions to the covenants, and briefly reviewed the changes proposed to the covenants.
III. Concerns raised during open floor resident covenant review:
a. Becky Kennedy
i. Clause 2 Section C: Written approval from ACC for new house plans
ii. Clause 3 Section G: Requirement of written approval for improvements – if not given in writing within 30 days of submitting request, approval is automatic.
iii. Clause 2 Section G: Bi-weekly inspection by HOA Management Services inconsistent with 72- hour car parking limit
iv. Clause 2 Section O: Fencing height requirement will cause 4’ fences to join with new 5’ fences
v. Clause 2 Section S: $50 fine per occurrence of noncompliance, $500 max per month
vi. Clause 3 Section C: spelling error “aMicah”
vii. Clause 3 Section C: “rate to be established by board of directors” – too non-specific
b. Victoria Kampschroeder
i. Expressed concern about Rodney Wright and HOA Management Services
c. Rick Kampschroeder
i. Expressed concern about Rodney Wright and HOA Management Services
d. Richard Rose
i. Covenants were to be shared with zone reps, mailing list never sent
ii. Expressed concern that homeowners only had 10 days to review amended covenants proposal
e. Alex Hunt
i. Clause 2 Section G: vehicles in driveway, concerned about time allowed; would like to see the wording amended to specify vehicles without current registration or something similar
ii. Clause 3 Section G: concerned about definitions of “painting” and “mass planting.” Would this include touch-up painting? How many plantings are considered a “mass planting”?
f. Jan Geno
i. Clause 2 Section G: vehicles in driveway, concerned about time allowed; driveways are personal property of homeowners
ii. Never had copy of old covenants – was unaware that they are available on the RLW3 website
g. John
i. Clause 2 Section G: vehicles in driveway, concerned about time allowed
h. Patrick Trant
i. Clause 2 Section G: vehicles in driveway; suggested wording amendment to specify vehicles without current registration or vehicles that are inoperable
i. Tom Bohr
i. Concerned that wording of the covenants is “loose”
ii. Covenant revision proposals should have been shared with homeowners sooner
j. Keith Stutzman
i. Board members were elected to make these decisions on behalf of the HOA
IV. Carmen Neth
i. Requested that the meeting be rescheduled until all homeowners have copies of the proposed covenant changes and the old covenants
V. Brad asked for volunteers to assist in modifying the wording in the proposed covenant changes. Volunteers:
• Victoria Kampschroeder
• Rick Kampschroeder
• Bev Smiley
• Becky Kennedy
• Michael Andra
• Carmen Neth
• Jan Geno
• Wade Waterbury
VI. Brad instructed attendees to give ballots to Terri Wolfe and adjourned the meeting at 7:50 p.m.

Following the meeting ballots were counted. The vote was 23 yes, 20 no; all members not in attendance who had not submitted written ballots were considered “no” votes. The proposed changes did not pass. Results were announced to attendees still present.