Category: Board Meeting Minutes

Minutes of Meeting of the RLW3 Board of Directors
August 9, 2021
Members in attendance:
Michael Ball President, Theresa Powell VP, Lyn Guinn Treasurer, Agnes Johnson Zone 1, Ken Hughes Zone 2, Sandra Zeh Zone 3, Robin Norris HOA Mgmt Services, Al Cavallaro ACC, Nancy Kyle Baker, Mary Hill ACC.
Meeting was called to order at 7:08 p.m. at the home of Mary Hill 142 S. Forestview St.
Officer Reports:
Lyn Guinn requested HOA Mgmt Services provide him with a copy of the proposed budget for 2021-2022 this week so it may be reviewed and approved by the board prior to mailing to the membership as part of the annual meeting notice.
Theresa Powell reported that the Fall Celebration committee met and is proceeding with plans for the event on September 18 at noon on the community property.
Rip Rap on Reserve A: Still need to resolve the issue with Twin Rivers regarding how the rock was laid on Reserve A. This needs to be resolved by August 20.
162 S Forestview Ct. A tree behind this property on community property has split and fallen creating a problem. Five (5) bids have been received to remove and grind this tree.
Another tree has fallen and is laying at the far east end of Reserve A. Following a great deal of discussion, a call was placed to John Voth of Twin Rivers (who provided a bid for removal of 4 cottonwood trees on Reserve A) to arrange a meeting with him to discuss negotiating his bill to include the tree at 162 S.Forestview Ct. He agreed to meet with board members at 5 p.m. on August 10th at 162 S Forestview Ct. A bid to remove the tree from the water at the far east end of Reserve A was also discussed. This bid was $275 (Premier Arbor) and was questioned. Mike Ball with talk with this bidder further to clarify the manner of how the work is to be down.
If necessary a special meeting of the board will be called to resolve this issue.
Monument Sprinklers: The sprinklers in the monuments are not working. Mary Hill will contact Harpco for a repair/resolution. The GFI switch (fixture) may also need to be replaced.

New Business:
President Mike suggested it would be a good idea to develop a list of volunteers in the neighborhood who would occasionally assist with emergency repair projects. It was suggested that we place a request for volunteers in our next newsletter.
Dues Invoices: It was discussed and agreed that future dues invoices will include a notice that if the annual dues are not paid by a specified date that a lien will be filed on their property and additional fees will be incurred. Too many homeowners are not paying their dues in a timely fashion putting us at risk of meeting the HOA financial responsibities.
Compliance issues: Robin requested direction on these issues:
One property owner has been unable to hire a painter to take care of a problem, this owner will be given 30 additional days. The second homeowner has had an issue for well over a year and keeps providing excuses. This owner will be given 2 weeks to provide a resolution, or fines will begin. Two other homeowners have not responded and will be moved to fine status.

The meeting was adjourned at 8:15 p.m.

Mary Hill, Secretary ProTem

The July meeting of RLHOA was called to order at 7:00 p.m. at the home of Mary Hill on Monday, July 19, 2021.   Members in attendance:  Michael Ball, Teresa Powell, Lynn Guinn, Agnes Johnson, Mark Stolz, Mary Hill, Sandra Zeh, Jeff Hoetmer, Ken Hughes, and Robin Morris (HOA Mgmt.).  Minutes of the June meeting were approved as written (motion by Jeff & 2nd by Teresa- unan.).

It was reported that there were 10 owners who were past due on their annual dues (only 2 that had a substantial balance), and they had been notifed of this multiple times. Liens will be filed against these homeowners in the next couple weeks. It was also decided that late homeowner dues for the next year will be addressed prior to the end of 2021.

Several homeowners were cited with non-compliance issues, dating back for many months. A motion was passed that these homeowners (Ellis, Waterbury, Kampschroeder) would be given until September 1, 2021 to get compliant.

Old business– The first phase of the rip rap project was completed in June.  The rock that was delivered did not cover as much of the shoreline as we thought, and it was decided that the Board should meet with Twin Rivers again to discuss ways to improve if we go ahead with more rock placement.  Robin would call Mike at TR to set up a meet.

New business– Progress is being made on the Fall celebration scheduled for Saturday, Sept. 18.  Teresa reported that a PA system would be present, and that the deposit for the bounce house was made.  She also noted that adult supervision would be needed for the bounce house while small kids were using it.   She then noted that we needed to come up with signage for any business that wanted to help sponsor that day.   If anyone knows of any small business folks who would like to advertise for their business by helping with the picnic expenses that day, please contact one of the Board members.

Ken noted that there was a very large tree branch in the lake, and a couple Board members would check this out.  Ken & Mark also requested names & addresses of the current RLHOA members so we all know who our neighbors are.

Patti Sweet reported that there may be problems with the entryway power outlet & sprinklers.  That will be checked out before the next meeting.

Lynn suggested that Board members compile a list of large capital projects that could be coming up in the next 1-3 years so we can apprise the membership at the Sept. meeting.  There are several LARGE trees on common property that will need to be trimmed or taken down, which could cost several thousand dollars each.  Other ideas include possible maintenance on the Reserve B spillway & maybe more rip rap needed on that body of water as well.  Please forward your ideas to Lynn, prior to the August meeting.

Finally, a discussion was had that spoke to whether initiation fees had been collected from new homeowners who had moved into the neighborhood.  It was noted that the October 2019 covenant updates included a provision for charging a new homeowner moving in an initiation fee of $100.  It was discovered after the July 2021 meeting that these initiation fees had NOT been collected. This will be discussed at the August meeting.

The meeting was adjourned at approximately 8:25p.m. The next Board meeting will be at 7pm on August 9 at the home of Mary Hill.

Mark Stolz, Secretary

The June meeting of RLHOA was called to order at 7:00 p.m. at the home of Mary Hill on Monday, June 14, 2021.  Members in attendance:  Michael Ball, Teresa Powell, Agnes Johnson, Mark Stolz, Mary Hill, Sandra Zeh, Jeff Hoetmer, and Robin Morris (HOA Mgmt.).  Minutes of the May meeting were approved as written (motion by Agnes & 2nd by Mike- unan.).

It was reported that there were 11 owners who were past due on their annual dues (only 6 that had a substantial balance), and they had been notified of this multiple times. After a LOT of discussion, the Board decided to send a certified letter to the delinquent property owners (motion by Mark & 2nd by Teresa- unan), stating that if FULL payments (dues AND late fees) were not received by August 1, 2021, the HOA will file a lien on their property, and the owner will be on the hook for all dues payments & late fees, along with an additional $160-170 for lien placement & clearing.  Once the liens are placed, mortgage companies will be notified, and any potential sale of property could be impacted by existing liens.  HOA Mgmt. will get this letter drafted & delivered prior to the end of June. All delinquent dues & late fees amount to over $950 at this time. This is an added fee to the HOA (all of us), so please get your dues payments & late fees cleaned up ASAP!!!!!!!!

Old business– The Neighborhood Clean Up day in May went well. Many thanks to James & Agnes Johnson for allowing use of their trailer for this event. Also, thanks to all who helped with cleaning up brush around the lake on May 22.

New business– As of this meeting date (June 14), Twin Rivers still had not commenced work on the rip rap around the lake. Rainy weather in May had slowed their schedule down some, but work was expected to start at anytime (mid-June).  Affected home owners will be notified (if possible) about turning their sprinklers off for a couple days so the work could be done with minimal disruption & turf damage.  Work will begin on the west side of the lake by the commons property, and there will also be some work done on the east side as well. (Some work was done later in June & will be discussed at the July meeting).

Neighborhood Garage Sale date– June 17-19, 2021.

The Social Committee is STILL looking for volunteers to help with the Fall celebration in September. Anyone interested should contact Jana Pote. Also, if anyone knows of any small business folks who would like to advertise for their business by helping with the picnic expenses that day, please contact one of the Board members.

The meeting was adjourned at approximately 7:55p.m. The next Board meeting will be at 7pm on July 19 at the home of Mary Hill.

Mark Stolz, Secretary

The May meeting of RLHOA was called to order at 7:05 p.m. at the home of Mary Hill on Monday, May 17, 2021.

Members in attendance:  Michael Ball, Teresa Powell, Agnes Johnson, Mark Stolz, Lynn Guinn, Mary Hill, Ken Hughes, and Robin Morris (HOA Mgmt.).  Minutes of the April meeting were approved as written (motion by Lynn & 2nd by Mike).

It was reported that there were 12 owners who were past due on their annual dues (only 7 that had a substantial balance), and they had been notified of this several times.  The Board decided to hand-deliver a letter to the delinquent property owners, stating that if FULL payment was not received by July 1, 2021, the HOA will file a lien on their property, and the owner will be on the hook for all dues payments & late fees, along with an additional $100 for lien placement & clearing costs.   The letter will be put together later.

Old business– Robin reported that the HOA neighborhood signs (3) had not been installed yet.  These will be installed in the coming weeks, and Ken Hughes has offered to help.  Installation will probably include some new posts.

The Rainbow Lakes HOA newsletter was published on May 13.  Jana Pote will get it posted on Facebook in the next week or 2.  Everyone thought it looked good. Lynn reported no major expenses this past month (HOORAY!!).

New business– Still no word from Twin Rivers Landscaping on the rock work around the lake. It was thought that the rainy weather had slowed their schedule down some, but Robin took an action to call them to see where they were at, schedule-wise. Work was supposed to start in early May (depending on the weather), and homeowners would be notified about turning their sprinklers off for a couple days so the work could be done with minimal disruption.  Looks like it will run well into June now.  There was discussion on cleaning up around the lake shoreline prior to that work being done, and some members will meet to do that on Saturday, May 22.  (That was accomplished.)

The neighborhood Spring Clean Up was set to happen on Saturday, May 22. The trailer will be parked by the common area, and residents could bring yard waste (limbs, branches, old shrubs, etc.) and put it in the trailer. Yard trash only– no other kinds of trash will be dealt with on this occasion. The trailer will be placed for just a day, and then the contents would be taken to the dump (HOA to pay the dump fee). Agnes & James Johnson have graciously offered the use of their trailer for this. These details were highlighted in the newsletter.  (Clean up day was a success!!)

Neighborhood Garage Sale date– June 17-19, 2021.  Signs will go up on the Sunday prior to this  (per Agnes- June 13).

The Social Committee is still looking for volunteers to help with the Fall celebration in September.  Anyone interested should contact Jana Pote.

One of the residents reported that a tree on common property on the west side of the lake needed some attention, and Mike was going to check it out to see what needed to be done.  It was also reported that Meghan Elpers would no longer be the Zone 2 rep, and Ken Hughes has agreed to fill that post. Thanks Ken..

The meeting was adjourned at approximately 8:10p.m.  The next Board meeting will be at 7pm on June 14 at the home of Mary Hill.

Mark Stolz, Secretary

The April meeting of RLHOA was called to order at 7:05 p.m. at the home of Mary Hill on Monday, April 12, 2021.  Members in attendance:  Michael Ball, Teresa Powell, Agnes Johnson, Mark Stolz, Lynn Guinn, Mary Hill, Jeff Hoetmer, Al Cavallaro, and Robin Morris (HOA Mgmt.).  Minutes of the March meeting were approved as written.

It was reported that there were 13 owners who were past due on their annual dues (only 9 that had a substantial balance), and they had been notified of this.

Old business– Robin reported that the neighborhood signs (3) had been picked up. These will be installed in the coming weeks, and Kenny Hughes has offered to help.  Installation may include some new posts if needed.

New business– Twin Rivers Landscaping was contacted to commence on the rock work (rip/rap) around the lake.  The Board decided to begin with 4 loads of rock to see how much area that would cover ($1380 per truckload installed), concentrating on areas around the common property (by the dock) & the east side of the lake.  Work could start in mid-May (depending on the weather), and affected homeowners will be notified about turning their sprinklers off for a couple days so the work could be done with minimal disruption.

A neighborhood Spring Clean Up was discussed. After reviewing several options, it was decided that a trailer would be parked by the common area, and residents could bring yard waste (limbs, branches, old shrubs, etc.) and put it in the trailer. Yard trash only– no other kinds of trash will be dealt with on this occasion.  The trailer will be placed for just 1 day, and then the contents would be taken to the dump (HOA to pay the dump fee).  Agnes & James Johnson have graciously offered the use of their trailer for this.  The date was originally scheduled for May 8, but has now been set for Saturday, May 22.  Details about the time of placement of the trailer will be published later.

Neighborhood Garage Sale date– June 17-19, 2021 (Thurs-Saturday).

The meeting was adjourned at approximately 8:00p.m.

The next Board meeting will be at 7pm on May 17 at the home of Mary Hill.

 

 

Mark Stolz, Secretary

The March meeting of RLHOA was called to order at 7:05 p.m. at the home of Mary Hill on Monday, March 15, 2021.  Members in attendance:  Michael Ball, Agnes Johnson, Mark Stolz, Lynn Guinn, Sandra Zeh, Mary Hill, and Robin Morris (HOA Mgmt.). Jana Pote & Kim Mann also attended to provide input for the fall festival.  Minutes of the February meeting were approved.

It was reported that there were 13 owners who were past due on their annual dues (only 10 that had a substantial balance), and they had been notified of this.

Old business– Robin reported that the neighborhood signs (3) were just about ready (she received them on March 25). These will be installed in the coming weeks.

New business– John & Gabriel Voth from Twin Rivers Landscaping came to discuss their bid for providing rip/rap around the lake. They provided references on work they had done, and did a good job of presenting the way they did their work.  It was apparent that these were the right guys for the job.  John quoted $26,000 to put rock around the whole lake, but he noted that we didn’t need rock in all areas.  He suggested starting with 4-6 loads of rock ($1380 per truckload installed), and concentrating on areas around the common property & the east side of the lake.  After he left, the board discussed the project, and a motion was made to start with at least 4 loads of rock, and maybe as many as 6 (motion by Lynn & 2nd by Mark)- approved unan.  The work could start in late April or early May, and homeowners would be notified about turning their sprinklers off for a couple days so the work could be done with minimal disruption.  Robin would contact John after the meeting to get the process started.

Neighborhood Garage Sale date– June 17-19, 2021.

The annual meeting was set for Saturday, Sept. 18.  It was decided that we would try to do a neighborhood social (similar to last fall) after the meeting, including grilling hot dogs, having the bounce house, carriage rides, and fellowship.  More planning on that to come, including contacting several potential vendors who could help finance the social.

The meeting was adjourned at approximately 8:20p.m.

The next Board meeting will be at 7pm on April 12 at the home of Mary Hill.

 

Mark Stolz, Secretary

The February meeting of RLHOA was called to order at 7:05 p.m. at the home of Mary Hill on Monday, Feb. 8, 2021.   Members in attendance:  Michael Ball, Agnes Johnson, Mark Stolz, Jeff Hoetmer, Mary Hill, and Robin Morris (HOA Mgmt.). Minutes of the January meeting were approved.

It was reported that there were 13 folks who were past due on their annual dues, and they had been notified of this.  It was also noted that the repair bill on the lake aerator repair by Dave Duffenbach was going to be $1127.

Old business– Michael reported that the walk around the lake happened on Saturday, Jan. 16.   Folks in attendance included Mike, Lynn Guinn, Agnes Johnson, Jeff Hoetmer, & Kenny Hughes.   The purpose of the walk-around was to inspect the condition of the rip rap around the lake.   Mike’s report noted that there were 13-14 lots where repairs were warranted– either no rock was found, or the existing rock needed to be added to, with the lots on either side of the common property needing the most attention.   This will be reviewed later when we have an idea on how much the cost will amount to.   At least 3-5 vendors will be contacted for quotes.

New business– Signage for the common property was discussed.   It was decided that we would get 3 signs made of durable, heavy-duty plastic, instead of the wooden ones, which aged badly in the weather.   A quote for the signs was reviewed– 3 signs would cost $177 (Signs & Design).   The signs would be red & white– easy to see.

Neighborhood Garage Sale date was set for June 17-19, 2021.

The rest of the HOA 2021 calendar would be set at the next meeting.

The meeting was adjourned at approximately 7:55 p.m.

The next Board meeting will be at 7pm on March 15 at the home of Mary Hill.

Mark Stolz, Secretary

The January meeting of RLHOA was called to order at 7:05 p.m. at the home of Mary Hill on Monday, January 16, 2021.

Members in attendance:  Michael Ball, Sandra Zeh, Agnes Johnson, Lynn Guinn, Mark Stolz, Jeff Hoetmer, and Robin Morris (HOA Mgmt.). Minutes of the November meeting were approved (motion by Lynn & 2nd by Mike).

Lynn reported that all simple bills were approved, including the annual report. He also reported that there were 14 folks who were past due on their annual dues, and they had been notified of this.

Old business– Michael reported that the Perrones, who were quarantined in Europe, hoped to be back here to their home in late January. Discussion was also held on possibly doing the Christmas lighting contest again in 2021. We also talked about possibly having some local businesses help finance the neighborhood Fall Festival this year.  Several small business owners had indicated they might be willing to help with that, in exchange for a little advertising. Good idea..

New business– A revised, 9-pt. set of guidelines was reviewed for the installation of solar panels. After some discussion, the guidelines were approved unanimously (motion by Mark, and 2nd by Mike).  These will be administered by the ACC.

Mowing of commons ground– Robin still waiting on a firm quote from Colby Unruh to mow the community property (area east of 135th Street, North of Maple, 3 times in 2021).

Rip-Rap Policy:  It was brought up at the annual meeting that there are areas along Reserve A where there is virtually no rip-rap left in place. Mike will coordinate a walking tour in January to view the entire lake perimeter (done on Jan. 16).  Robin is working to obtain 3 bids from companies providing rip-rap services. Hope to have that at the Feb meeting.

Signage for the common property was discussed. It was decided that we would get 4 signs made of durable, heavy-duty plastic, instead of the wooden ones, which aged in the weather. A quote for the signs is forthcoming.

Upcoming board meeting dates were set- Feb. 8, March 15, April 12, May 17, June 14, July 19, Aug. 9.

The meeting was adjourned at approximately 7:45 p.m.

The next Board meeting will be at 7pm on Feb.8 at the home of Mary Hill.

 

Mark Stolz, Secretary

The November meeting of RLHOA was called to order at 7:04 p.m. at the home of Agnes Johnson on Monday, November 16.  Members in attendance:  Michael Ball, Teresa Powell, Agnes Johnson, Lynn Guinn, Mark Stolz, Jana Pote, Jeff Hoetmer, and Robin Morris (HOA Mgmt.).

Minutes of the October meeting were approved, with one change- during the discussion about the rip rap around the lake, someone suggested we should have the neighbor kids help us retrieve some of the rocks that were pitched in the lake.  We decided to strike that idea.

Jana reported on the October 31 Meet and Treat Social—it was a real success.  Of course, it didn’t hurt that we had a great weather day for it.  We had approximately 120 people there, along with the bounce house.  Flyers were distributed to all homes by Jana, Megan Elpers, and the other zone reps.  We had frozen cider slushes, hot cider, candy for the kids, fire pit, music, and a s’mores station.  What a great time!!  We wanted to thank– Jana & Megan for all their organizational work; Keith & Kim Mann for providing electricity for the bounce house; Jan Geno for printing up the flyers (at her expense).  The financials were pretty easy– $248 for the bounce house, $143 for food & beverages (which was donated by RL folks).  It was noted that if & when we do this next year, the association could be on the hook for the cost of printing the flyers.  All in all, this was a lot of fun, and we hope to do something like it next year.

Old business— Michael reported that our association had received a request to update the temporary rental waiver on their property, due to the effects of COVID.  The homeowners (Perrones) were quarantined in Europe, and hoped to be back here to their home in late Dec or January.  Due to being locked down in Europe, they will come ASAP.  The lease request extension was approved, and this was not thought to be a big deal.

A theft was noted at 215 N Racehorse (Celia Ard), and neighbors were alerted to be aware, as this took place in broad daylight.

It was noted that, at this date, Lynn was not signed on for Finance duties yet.  Brad Sweet was going to fix that.

One of the lake aerators was being repaired (Dave Dauffenbach).

New business— one of our neighbors is considering installing solar panels.  This is not addressed in our covenants.  Robin reported that Kansas law allows HOAs to stop solar add-ons if they are not proposed to be done in a decent manner, but she will provide some information on what other HOAs are using a guide (Jan-Feb timeframe).   Maybe this can be incorporated into ACC guidelines.

Mowing of commons ground– Robin will obtain a firm quote from Colby Unruh to mow the community property (area east of 135th Street, North of Maple, 3 times in 2021). Last year, the cost was $350 per mowing.

Rip-Rap Policy:  It was brought up at the annual meeting that there are areas along Reserve A where there is virtually no rip-rap left in place.  It was pointed out that there was never any rip-rap installed behind one residence because railroad ties had been placed at the water’s edge by the homeowner when the home was originally built.  Robin is working to obtain 3 bids from companies providing rip-rap services.  Hope to have that at the Jan or Feb meeting.  It was thought that it might be time for a walking tour to assess the needs of this.  Mike will coordinate that.

The meeting was adjourned at approximately 7:50 p.m.  The next Board meeting will be at 7 p.m. on January 11, at the home of Mary Hill.

Mark Stolz, Secretary

The meeting was called to order at 7:06 p.m. at the home of Mary Hill.

Members in attendance:
Michael Ball, Teresa Powell, Mary Hill, Agnes Johnson, Ken Hughes, Megan Elpers, Lyn Guinn, Mark Stolz and Robin Morris (HOA Mgmt).

Minutes of the September meeting were approved

.Election of Officers for 2020-2021:
Michael Ball, President
Teresa Powell, Vice President
Mark Stolz, Secretary
Lyn Guinn, Treasurer.
For information purposes the Zone Reps for 2020-2021 are: Agnes Johnson, Zone 1, Megan Elpers, Zone 2, Sandra Zeh, Zone 3, Zone 4 – none identified Jeff Hoetmer, Zone 5.
Megan Elpers reported on the October 31 Meet and Treat Social planned for community property. Flyers have been delivered to all homeowners and information posted on our Facebook site, and on all mail receptacles.

Mary Hill reported that the ACC had received a request for the installation of solar panels to a home in our community. This is not addressed in our covenants.
Robin Morris was asked to provide information on what other HOAs are using a guide. A draft of proposed guidelines for our association was provided and discussed. The ACC will meet and prepare a final draft of guidelines for presentation to the Board of Directors for approval at the November meeting.

Mowing of commons ground. Robin will check and verify the cost to mow the community property. We believe the agreement is that he will mow the area east of 135th Street North of Maple 3 times in 2020-2021 for a cost of $350 per mowing. Robin was asked to verify this information.

Lawn Sprinkler maintenance: The sprinkler system at the Maple Street entrance is a self-draining system located under the bridge on the west side.

Ken Hughes asked if there was paint available to paint the backside of the monument where the sprinkler controller was previously located. He will try and match the paint to paint this area to match the rest of the monument which was recently moved higher on the back of the monument when it was replaced. The controller had failed due to age and exposure to water and the elements.

Lake aerators: We were notified that the aerator at the east end of Reserve A is now and has not been working for 2 months. Dave Dauffenbach was contacted by Keith Stutzman to see what is wrong with the electrical system. This is the only system that has not been replaced or repaired.

Rip-Rap Policy: It was brought up at the annual meeting that there are areas along Reserve A where there is virtually no rip-rap left in place. It was pointed out that there was never any rip-rap installed behind one residence because railroad ties had been placed at the water’s edge by the homeowner when the home was originally built. Thru the years area children throwing rocks onto the ice on the lake reduced some of this rip-rap. It was suggested that perhaps we should have a retrieval party, and let the children get into the lake and with supervision put the rocks back along the edge. Robin was directed to obtain information on companies providing rip-rap services and the associated costs

.Robin Morris requested direction on delivery of the amendment to the covenants approved at the annual meeting. It was agreed to provide an email copy to those with internet service and a paper copy sent to homeowners without internet service.

Robin will prepare a newsletter providing a copy of the approved covenant amendment and information on the October 31 social.

Michael Ball ask for information on the liability coverage for the HOA property and the Board of Directors.

We were reminded that action on updates to the area No Trespassing signs needs to reviewed next year, to add “A Covenant Community” to the signs.

We will develop plans for future community events after the first of the year. The Board does not typically meet in December.The meeting was adjourned at approximately 8:15 p.m.The next meeting will be at 7 p.m. November 16th, at the home of Mary Hill.

Mark Stolz, Secretary