te to provide information about the association’s activities• Installation of signs throughout the neighborhood to promote association sponsored events and activities.Social EventsLara Neenan reported that the association sponsored three events during 2009: a spring garage sale, an Easter egg hunt, and a movie night. She said the association received several compliments about the movie night and that there are plans to have another movie night event during 2010.Association Manager’s ReportDoug Luther with Home Association Solutions, (HAS) the association’s property management company, reviewed some of the primary activities HAS performs for the association, including invoicing and collecting annual dues, managing service contracts for trash collection and grounds maintenance vendors, and monitoring conditions in the neighborhood regarding property maintenance. HAS also provides monthly financial reports to Board members and worked with the Board this year to develop a financial management policy to provide appropriate oversight and controls regarding the use of association funds.A significant amount of time and effort was spent during 2009 coordinating the contractors and other vendors working on the installation of the Nall irrigation system. Another major project was working with Deffenbaugh to provide a smooth transition to the polykart collection system for trash and recyclables. This program has been in place since April, 2009 and appears to be working smoothly.Financial ReportSteve Morrison presented that association’s year-to date financial information. The association spent reserve funds in 2009 to install the Nall irrigation system. The total cost of the system was $36,575, which was within budget. The association is expected to end the year ahead of budget, with year-end reserves of approximately $22,425.The Board has adopted a 2010 budget which will keep annual dues at $275/year. Administrative costs will increase slightly for 2010, and will include an increase of $350 for management fees.Grounds maintenance costs for 2010 will be less than 2009. This is because major entry beautification projects included in the 2009 budget are not present in 2010. The association also plans to re-bid grounds maintenance services in 2010 in an effort to reduce costs. Additional funds have also been included in the 2010 budget to install additional mulch in the areas along Nall.Social and Communication costs will remain budgeted at $3,500 per year.The total 2010 operating budget is positive by approximately $700.One capital improvement project is planned for 2010, and includes a flagpole at the 153rd St. and Nall Entrance. The cost of this project is expected to be $4,000Reserve funds at year-end 2010 are projected to be approximately $19,000.Award PresentationThe Board recognized Paul Biagioli for thirteen years of service on the association’s Board of Directors. Jim Francis presented Paul with a plaque.Nomination/Election of Board MembersThere are two positions available on the Board of Directors. . Jim Francis and Matt Fraser have been nominated to serve terms on the Board. There were no nominations from the floor, and both were unanimously elected.There was discussion regarding the board members’ terms, and it was confirmed that each will serve a three year term.New BusinessA question was asked regarding the increase in association management fees. Dan Koenig said that the association’s contract with Home Association Solutions will renew in May, 2010. At that time, the Board will determine the cost of management fees. However, funds are in the budget for a fee increase.A question was asked about the social budget. Lara Neenan said the budget for 2010 will remain at $3,500, and the Board is considering doing more social events rather than a single event in order to provide more variety and appeal to a wider variety of residents’ interests.A question was asked about the new plants behind the center Woodson monument. Jim Francis said that the upright junipers were removed and replaced with Viburnum. The goal of this planting will be to cover the utility box and make the brick monument more visible. He also noted that the height of the junipers was interfering with the flagpole.There were questions about a vacant house near 151st & Woodson. Jim Francis said that the City is aware of the property, and there may be structural problems with the home. The matter is being handled by the City’s Building Safety Department.Those present suggested that more efforts be made to have the City of Overland park communicate with homes associations. It was suggested that a representative from the City or City Council member representing the Green Meadows area attend a neighborhood meeting in the future.There being no further business, the meeting adjourned. Green Meadows Homes Association MinutesMay 11th, 2009Board meeting commenced at 7 PM at Starbucks, 7230 West 151st Street, Overland Park, KS 66223. Dan Koenig, Jim Francis, Chuck McCrary, Lara Neenan, Steve Morrison, and Chris Keiter were present.Chuck moved to approve the minutes from the previous meeting. Steve seconded. Minutes were approved unanimously.Financials were reviewed. 140k in the bank. All but 8 home owners have paid. Jim moved to approve the financials, Chuck seconded. Passed unanimously.Discussion ensued regarding the budget. There is some disagreement over what the reserve amount will be. Somewhere between 12k and 20k. Steve is concerned about the reserves and wants/suggests an official reserve amount be listed in the budget. Steve motions that an official reserve amount of 10k be entered in the budget. Chuck seconded. Motion passed 5 for, 0 against, with one abstaining. Discussion ensued regarding placing liens and cutting off trash on home owners with delinquent hoa dues. Dan motioned to do this April 1st of each year. Vote postponed until HSS is contacted. Dan to do this. Discussion ensued regarding the new lawn maintenance company. Overall there is satisfaction. There may be a learning curve but they will catch on. Pro H20 has not contacted Jim, but work has begun. Doug has stated that Water One is part of the delay. All agree that the water meter power tap needs to be located properly at 153rd and Nall for future lighting requirements. Jim to check with city about code requirements, etc…Jim is taking the lead on the irrigation.Discussion ensued regarding monument beatification. There is a need to take out the dead pine on Woodson, stump grind it and lay sod. Doug to get bids for this. Jim motioned, Chuck seconded, passed unanimously.Discussion ensued about the need for letter painting on Green Meadows monuments. Jim to contact Doug about getting bids. There is general consensus that HOs could help accomplish this if bids are excessive. Discussion ensued regarding the reusable signs for neighborhood events. Dan to construct a prototype. Tabled to next meeting.Discussion ensued regarding the honoring of long time GMHA members. Consensus was reached that a tree be planted with a stake/plaque at the base of the tree, listing members. The presentation would be made at the annual picnic. Discussion ensued regarding the garage sale. Flyers are distributed, and ads will be placed. Hope House truck to come Monday following garage sale and pick up leftovers.Discussion ensued regarding promoting a sense of neighborhood and community. Ideas were movie night, grilling, block parties, and July 4th parade with popsicles provided. Miscellaneous discussion:Overland Park now more aggressively enforcing dog permits/licensing. Picnic discussion tabled until next meeting.Next meeting date set for June 22nd, 2009 at Starbucks. Green Meadows Homes Association MinutesFebruary 25th, 2009Board meeting commenced at 7 PM at the home of Jim Francis. Becky, Laura, Steve, Chris, Dan, Jim, Chuck were present. Paul also was there.Minutes of the previous meeting were approved.Steve reviewed the financials.Discussion ensued regarding the bids for common area up keep. Custom was previous supplier, however M & M bid was lower even after adjustments to ensure a valid comparison. Motion was made by Dan, Chuck seconded, to accept M&M bid after certain options were to be clarified by Jim and Doug L. Motion passed unanimously.Discussion ensued regarding HS Solutions services. GMHOA is satisfied with the service. We may not be taking advantage of all HSS has to offer. Steve M. motioned to approve HSS contract, several seconded, passed unanimously. Laura to clarify pass thrus.Discussion ensued regarding irrigation. The economy has changed, and is uncertain. Mission statement suggests we go ahead and do it. Neighborhood thinks we are going to do it. HSS is against going forward with it because of financial concerns. There are 39 outstanding HO dues. M&M bid should save 15-16k. Laura moved to approve the irrigation system with a negotiated water meter, Becky seconded. Proposal to include 2 years of maintenance and cover electrical installation. Steve M opposed the motion. All others for. Motion approved.Miscellaneous discussion:Lara offered to maintain website. Several HOs have offered. More special events discussion at next meeting. “Peggy” is concerned and may want to be in charge of the garage sale. Chris volunteered for Easter egg hunt. Dan shared that many HOs would volunteer to help with social.Jim is looking into plaque honoring Paul and Betty Jo. To be discussed at next meeting along with flagpole.Deffenbaugh should provide additional and perhaps more clear information regarding the new trash system. Dan to update website with new trash info. There was a great response to the survey. Green Meadows Homes Association Board Minutes January 22, 2009 Board Members Present: Jim Francis, Lara Neenan, Dan Koenig, Steve Morrison, and Becky Frazier. Also Present: Doug Luther, HAS representative Absent: Chuck McCrary and Chris Keiter Minutes: Minutes from the December meeting were reviewed, and an approval motion with no corrections or adjustments was made, seconded, and approved. Financial Reports: Doug provided a Green Meadows financial report for December, 2008. As of 12/31/08 the GM balance sheet indicated:a balance of $7,361.20 in checking account $43,796.80 in money market account $870.50 in accounts receivableThe association finished the year with a deficit of $6,029.77, which was covered by reserves. The report was approved with no corrections or adjustments. Irrigation System: Doug was concerned that there would be low cash flow with very little reserves if we install the irrigation system. There are many variables to consider such as the number of foreclosures in our subdivision, the dues which come in, and the expenses of an irrigation system. This issue was tabled, and each member was asked to consider our fiscal responsibility vs. our mission statement to preserve and enhance property values. Turf Care: Doug presented five bids from companies for mowing, chemicals, landscaping, irrigation, etc. Doug will check to see if we can separate jobs to achieve a better overall price. Foreclosure Procedure: Doug explained the foreclosure procedure. If there is a lien on the property, we try to collect from the title company. The practice is to leave it on the books and not write off the debt until ownership changes. We have placed liens on two homes.The board discussed changing the registered agent to be notified of a foreclosure from former board member Paul Biagioli to Doug and HAS. The board decided to wait until the next dues date since there is a fee for changing the registered agent. Contract with HAS: Doug will prepare a contract renewal for us. It will be the same contract and fee as last year and will be emailed to us. Taxes: Dan requested copies of our filing federal taxes. Doug will send the copy.Christmas Wreath: Stephanie Morrison will refurbish our wreath for next year. Becky will help. Trash: On March 1 trash will transition to the new system. Deffenbaugh will send GM residents a postcard, and we will follow up with email. Surveys: Feedback from our surveys was discussed, and every person who asked, was contacted by Doug. We will do a further study of the survey results when all have been received. Next Meeting: The next meeting is scheduled for February 23rd at 7:00 p.m. at the home of Jim Francis, 5950 W. 152nd Terrace. With no further discussion noted, the January meeting was adjourned.Minutes submitted by Becky Frazier., PO Box 26145, Overland Park, KS">
Board meeting commenced at 7 PM at the home of Jim Francis. Becky, Laura, Steve, Chris, Dan, Jim, Chuck were present. Paul also was there.
Minutes of the previous meeting were approved.
Steve reviewed the financials.
Discussion ensued regarding the bids for common area up keep. Custom was previous supplier, however M & M bid was lower even after adjustments to ensure a valid comparison. Motion was made by Dan, Chuck seconded, to accept M&M bid after certain options were to be clarified by Jim and Doug L. Motion passed unanimously.
Discussion ensued regarding HS Solutions services. GMHOA is satisfied with the service. We may not be taking advantage of all HSS has to offer. Steve M. motioned to approve HSS contract, several seconded, passed unanimously. Laura to clarify pass thrus.
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