Category: Board Meeting Minutes

Rainbow Lakes West 3rd
Special Covenants Meeting
September 30, 2019

The meeting was called to order at 6:32 pm. by President Michael Ball.

The following appointments were made for this meeting:
Tellers: Jana Pote and Terresa Powell
Timekeeper: Keith Stutzman

President Ball then introduced the members of the Board of Directors for Rainbow Lakes West 3rd Addition HOA, attending this meeting
Mary Hill, Secretary Treasurer David Pashman, Newly elected Board Member
Ken Hughes, Zone 2 Rep Jeff Hoetmer, Zone 4 Rep
Sandra Zeh, Zone 3 Rep Agnes Johnson, Zone 1 Rep

President Ball then introduced Ashley Derret, the HOA Management Services Representative, who provided descriptive information on her job with our Agent, HOA Management Services.

President Ball then introduced Brad Sweet (Past President of Rainbow Lakes West 3rd HOA) who served as coordinator/integrator of the covenant changes being presented to the membership.

Brad gave a narrative (supported by a digital presentation) and brief history of how we arrived at this point in time with this version of the covenants.

President Ball then opened the floor for comments from the membership with a limit of 3 minutes per member.

Members were informed on how the voting would proceed. Members carrying proxies were called first and their ballots (including proxies) were issued. The remaining members were then provided with one ballot per lot. Ballots were collected by the tellers and counted.

Results of the vote were 41 in favor and 17 opposed to adoption of the proposed covenants. A copy of the Tellers Report is attached to the permanent file.

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

Mary Hill
Secretary/Treasurer

Rainbow Lakes West 3rd HOA

Annual Meeting

September 21, 2019

Fire Station #21

Attendees:

Mary Hill                                                     Kenneth Hughes

Phil Iwinski                                                 Dan & Becky Kennedy

Carma Neth                                                Rick & Bev Smiley

Michael Ball                                                Sandra Zeh

Billy Wood                                                   Brad & Patti Sweet

Keith Mann                                                 Jeff Hoetmer

David Pashman                                           David & Jana Pote

Al Cavallaro                                                Doug & Jolene Kaufman

Jeff & Julia Schauf                                     Robert Daniels

Lynn& Kim Guinn

President Michael Ball called to the meeting to order at 1:03 pm. and introduced the HOA Board members in attendance.

President Michael Ball appointed the following persons to serve during this meeting:

Timekeeper:  Phil Iwinski

Tellers:  Patti Sweet and Carma Neth

Persons to review and approve the minutes of this meeting:  Lynn Guinn and Jana Pote.

It was moved and seconded to approve the agenda.  Motion carried.

President Michael Ball gave a summarization of the year’s activities.

Treasurer Mary Hill presented the financial information.  Copies of this report are attached to the permanent file.  (See attachments 1 and 2.)

          Balance on Hand 10/1/2018            $25,256.77

          Balance on Hand 9/20/2019            $21,780.04

Treasurer Mary Hill presented the proposed budget for 2019-2020.  Mary Hill moved to accept the budget as proposed seconded by Brad Sweet.  A question was raised on outstanding dues:  Mary reported 3 homeowners are currently delinquent in their dues (totaling approximately $383.00).  During the discussion which followed, it was moved by Becky Kennedy and seconded by Carma Neth to dispense with services with HOA Management at the end of this contract period and negotiate bookkeeping only services for Rainbow Lakes West 3^rd HOA.  A discussion both pro and con followed.  At the conclusion of the discussion the vote was called for on the Kennedy motion.  Results: 7 in favor and 21 against.  The motion failed.

Mary Hill called for the question to approve the budget.  Result:  22 in favor and 5 against.  The motion carried.

President Michael Ball gave a general overview of the services by a Rainbow Lakes West 3^rd Board Member.  He then called for nominations from the floor for a two-year term as a Rainbow Lakes West 3rd Board Member (2019/2021).

          Michael Ball was nominated previously

          David Pashman volunteered

President Michael Ball then called for nominations for a one-year term as a member of Rainbow Lakes West 3rd Board Member (2019/2020).

          Brad Sweet volunteered

It was moved and seconded that we accept the slate of officers by acclamation.  Motion carried.

President Michael Ball then identified the Zone representatives for 2019/2020:

Zone 1 Agnes Johnson

Zone 2 Ken Hughes

Zone 3 Sandra Zeh

Zone 4 none identified

Zone 5 Jeff Hoetmer

Members of the Architectural Control Committee who have agreed to continue to serve for 2019/2020 are:

Al Cavallaro

Jeff Schauf

Agnes Johnson

Dan Hewitt

Mary Hill

Kevin Martin

The floor was opened for general discussion on any subject from the members in attendance.

The meeting was adjourned at approximately 2:45 p.m.

Mary Hill, Secretary/Treasurer

Page 2: 2nd para.Correction:  David Pashman described a flooding problem behind 102 N. Rainbow Lakes Terrace, and 103 N Rainbow Lakes Rd., which could ultimately create a problem in his backyard (106 N. Rainbow Lake Terrace).  There is Wichita City Storm Sewer Drain in the back yard at 103 N. Rainbow Lakes Rd which drains to the  Reserve A lake.  When Reserve A is full, the drain becomes covered with lake standing water, which then backs up into their backyards. The home at 102 N. Rainbow Lakes Terrace suffered water damage due to the heavy rainfall.
Mary will contact the City regarding cleaning the storm sewer drain for better outflow.  

Page 2 Officer Reports discusses a lien against the Danler Property;The Danlers have not requested nor has a new roof been installed on their home.  Amanda at Mid Kanas Exterior has been in touch with Ashley Derret, HOA Mgmt, regarding this situation.IF and WHEN a new roof installed the lien will be released.

Minutes of HOA Board Meeting

July 15, 2019

Attendees:

Mike Ball, President

Mary Hill, Secretary/Treasurer

Agnes Johnson, Zone 1

Ken Hughes, Zone 2

Sandra Zeh Zone 3

Jeff Hoetmer, Zone 5

Al Cavallaro, ACC Chair

Ashley Derret, HOA Management Company

Officer’s Reports:

President Mike reported on a meeting with Jeff Schauf, and other board members (Agnes Johnson and Al Cavallero, Mary Hill joined by phone), on community property behind Jeff’s home on Saturday July 13, 2019.  It was agreed by all the parties that we should proceed with the bid from J & J Custom Landscaping to regrade the community property adjacent to Jeffs’ home to provide positive drainage to the Reserve A Lake.  Jeff has the most risk associated with the project and the HOA cost would be less than $2000.

Following the 7/13/19 meeting, Jeff decided to go with another contractor because of additional work he required, but the cost to the HOA would remain the same.  We are awaiting the proposal from the new contractor before proceeding.

It was moved that the Minutes of the June meeting be approved as corrected.  Motion carried.  Mary had no other report.  A copy of the financial statement was provided to those in attendance.

Zone Rep Reports:

Agnes Johnson reported that James was willing to cut down the trees at the entryway, however help would be required with the cleanup, stacking of wood etc.  It was the consensus of the group that we will obtain bids for this work.  It is unfair to ask a homeowner to do this work for all free, and James does a lot for the HOA already’ Ashley will contact some contractors to bid for the work and report back; Ken Hughes will contact the tree trimmer who did his work, and he will mark the appropriate trees to be removed at the entryway with white paint, which Mary provided.

Jeff Hoetmer reported that he received a call that the aerators were not working in the Reserve A lake.  The noise suppression problem with the equipment behind Willie Coles’ home has not been resolved.  Mary will talk to Dave Dauffenbach about this problem, perhaps the motor needs to be replaced/rebuilt.  It has been rebuilt at least twice already.

(Spoke to Dave Dauffenbach 7/17/2019 and he is picking up the motor 7/18/19 to send back to the manufacturer who will recommend a fix.  It may have been a lightning strike that made the system fail, burn up.)

Old Business:

Mike Ball reported on some clarifications he proposed for the covenants and why.  After much discussion it was moved and seconded that we proceed with passing the covenants to the Attorney for review.  Motion carried.  We requested that Ashley forward the covenants to the attorney for review, and emphasize the urgent need to have them reviewed, in order to have them in the mail in accordance with the ByLaws.

We also discussed topics dealing with the annual meeting which is scheduled for 1 p.m. on September 21, 2019 at Station 21, at 2110 N. 135^th St West. 

New Business:

The next meeting will be August 19^th at 142 S Forestview at 7 p.m.

Mary Hill, Secretary/Treasurer

June 24, 2019

Regularly scheduled board meeting. Those present were:
Michael Ball – Secretary
Mary Hill – Treasurer
Agnes Johnson – Zone 1 Representative
Kenny Hughes – Zone 2 Representative
Sandra Zeh – Zone 3 Representative
Jeff Hoetmer – Zone 5 Representative
Ashley Derret – HOA Management Representative
Brad Sweet – Former President and Covenant volunteer
Jeff and Julie Schauf – Owner of 152 N. Forestview Court
Randy Osburn – Owner of 164 N. Forestview Court
David Pashman – Owner of 106 N. Rainbow Lake Terrace

Those not present were:
Vickie Heimerman – Vice President

Resigned from the Board:
Michael Wise – Former President
Jason Gragg – Former Zone 4 Representative

Guest Jeff Schauf described a drainage problem that exists at
the back of his property, the property of Randy Osburn and the HOA
common area. The common area is graded too high to allow water
to flow to the lake – during the last rain it flooded his basement.
He handed out a bid from J & J Lawn Care for the work on his
property. He is asking the HOA to grade the common area next
to his property so the water will flow properly. Mary will look
into getting additional quote(s).

Guest David Pashman is requesting help with a flooding problem
behind his property. The storm drain behind his house is
either clogged or is backing up during heavy rain. The recent
rain caused property damage a in neighboring home.

Minutes:
The minutes of the May 20, 2019 meeting were approved as
presented.

Officer Reports:
Secretary – No report
Treasurer – Mary approved the transfer of $6,500 from the
savings account to the checking account to pay current bills.
These funds will be replaced to the savings account after
the Owner dues are received later this year.

The earlier lien filed against the Danler proptery at 125 N.
Rainbow Lake Terrace can now be released – the new roof they
installed complies with the ACC guidelines.

Zone Representative Reports:
Zone 1 – Agnes – the ACC published a list of addresses to
receive new roofing due to the recent hail storm.
Zone 2 – Kenny – two trees at the Maple Street entrance are
dead and need to be removed.
Zone 3 – No report
Zone 4 – No representation.
Zone 5 – Jeff has received comments about the lack of good
communication for the neighborhood garage sale. Also
suggested we think about a neighborhood block party.

HOA Management – Ashley will begin development of the next
newsletter. We also discussed a better process for obtaining
approval of newsletters before they are distributed.

Old Business:
Covenants – Brad Sweet distributed copies of the most recent
proposed Covenants along with a development time-line,
suggestions from Mike Ball and comments from the volunteer
committee. After review, the 16 minor suggestions from
Mike Ball were accepted for publication. His other
suggestions will be modified for later discussion.

Vickie Heimerman was not present at the meeting so she
could meet with the volunteer committee.

It was moved and passed that all future suggested changes to
the proposed covenants from the volunteer committee or from
any Board member must be submitted to Brad Sweet in time for
distribution to the Board before the next scheduled meeting.
At the meeting, the suggested changes will be discussed,
possibly amended and voted up or down by the Board.

Next Meeting:
The next meeting will be on Monday July 15 at 7PM at 142 S.
Forestview.

Annual Meeting:
Will be scheduled for September 21, 2019 at a location to
be announced.

Michael Ball, Secretary

May 20, 2019

Regularly scheduled board meeting. Those present were:
Michael Wise – President
Vickie Heimerman – Vice President
Michael Ball – Secretary
Mary Hill – Treasurer
Agnes Johnson – Zone 1 Representative
Kenny Hughes – Zone 2 Representative
Sandra Zeh – Zone 3 Representative

Those not present were:
Jason Gragg – Zone 4 Representative
Jeff Hoetmer – Zone 5 Representative

Minutes:
The minutes of the April 20, 2019 meeting were approved as
presented.

Officer Reports:
President – No report
Vice President – No report
Secretary – No report
Treasurer – A debit card from Intrust Bank arrived in the name
of a former officer. Mary will contact the bank to insure this
does not happen again.

Zone Representative Reports:
Zone 1 – No report
Zone 2 – No report
Zone 3 – No report
Zone 4 – Absent
Zone 5 – Absent

ACC Report – Due to the recent hail storm, the list of approved
roofing materials must be updated. Some on the current list are
no longer available. The ACC will depend on advice from roofing
companies and from ABC Roofing to approve new materials. Brad
Sweet has already updated the ACC web site with most current
list.

HOA Management Report:
Financial reports and compliance reports were distributed.
Waste Connections reported that 82 of 147 (58%) of the members
have subscribed to the service. Ashley offered to write up a
newsletter to the members – the first one will be published as
soon as possible because of the upcoming community garage sale.

Old Business:
Covenants – There was a discussion about a possible limitation
of the number of cars at a residence – no action was taken.
Brad will send a copy of the latest edits to the ad hoc
committee for review. Mike Wise will send an email to
encourage review of the final comments before the next meeting.

New Business:
None

Next Meeting:
The next meeting will be on June 17, 2019 at 7PM at a location
to be determined.

Michael Ball, Secretary

April 15, 2019

Regularly scheduled board meeting. Those present were:
Michael Wise – President
Michael Ball – Secretary
Mary Hill – Treasurer
Agnes Johnson – Zone 1 Representative
Kenny Hughes – Zone 2 Representative
Jason Gragg – Zone 4 Representative
Jeff Hoetmer – Zone 5 Representative
Brad Sweet – guest and former President

Those not present were:
Vickie Heimerman – Vice President
Sandra Zeh – Zone 3 Representative

Minutes:
The minutes of the March 18, 2019 meeting were approved as
presented.

Officer Reports:
President – No report
Vice President – No report
Secretary – No report
Treasurer – No report

Zone Representative Reports:
Zone 1 – Agnes reported that 180 N. Forestview Circle is under new
ownership and is being offered for lease. She informed the realtor
of the HOA restriction.
Zone 2 – No report
Zone 3 – No report
Zone 4 – No report
Zone 5 – Willie Cole has made no progress on the air pump enclosure.

ACC Report – No report

HOA Management Report:
Financial reports and compliance reports were distributed.

Old Business:
Covenants – Brad Sweet reviewed the recent changes with the
Board and noted that the original committee has also reviewed
the changes. He will make one final clean-up and send it to
the lawyer for review.

New sign – The new sign at 135th Streets and Douglas is
installed.

New Business:
The resident at 158 S. Forestview Court is working on a project
to fill in a swimming pool. They are having problems with
ground water seeping into the pool. No action is necessary by
the Board.

Next Meeting:
The next meeting will be on May 20, 2019 at 7PM at 142 S.
Forestview.

Michael Ball, Secretary

March 18, 2019

Regularly scheduled board meeting. Those present were:
Michael Wise – President
Vickie Heimerman – Vice President
Michael Ball – Secretary
Mary Hill – Treasurer
Agnes Johnson – Zone 1 Representative
Kenny Hughes – Zone 2 Representative
Brad Sweet – guest and former President
Those not present were:
Sandra Zeh – Zone 3 Representative
Jason Gragg – Zone 4 Representative
Jeff Hoetmer – Zone 5 Representative

Minutes:
The minutes of the February 18, 2019 meeting were approved as presented.

Officer Reports:
President – No report
Vice President – No report
Secretary – No report
Treasurer – There are two new homeowners in the Association. There is a
continuing question about late fees on owed balances to the Association.
Is it a percentage of the owed balance or an absolute dollar amount?

Zone Representative Reports:
Zone 1 – Agnes reported damage to a window on her residence by someone
firing a pellet or bb gun. There was a police report filed – there were
no other reports of this manner in the Association.
Zone 2 – No report
Zone 3 – No report
Zone 4 – No report
Zone 5 – No report

ACC Report – No report

HOA Management Report:
Financial reports and compliance reports were distributed.

There was a question raised about the possibility of publishing an HOA
directory. It was agreed that this should be discussed later – after
the new covenants are approved and if we receive a positive response
from the Association members.

Old Business:
Covenants – Brad Sweet distributed an updated version of the proposed
Covenants for further study and comment. It will also be distributed
to the volunteer committee to be assured that all of their concerns are
addressed. There will probably be further updates and membership reviews
plus an upcoming review by an attorney. HOA Management is familiar with
an attorney who specializes in HOA issues.

New sign – Max Metal sent a quote for the new sign to be located at 135th
and Douglas. The size will be 94″ wide by 47″ high for a price of $482.68.
The Board accepted the quote and directed the sign to be installed.

New Business:
Tammy Schmidt, a local real estate broker is offering to purchase and set
up banners and signs for our upcoming neighborhood garage sales. The Board
voted to keep our existing signs and not accept the offer.

We have received no updates from Waste Connections on the participation rate
of our members to the discounted offer. It was decided to wait until the
fall to set up a date for the neighborhood cleanup dumpster to be installed.

Next Meeting:
The next meeting will be on April 15, 2019 at 7PM at 142 S. Forestview.

Michael Ball, Secretary