Board Meeting Minutes – February 15, 2021

The meeting was called to order at 1:30PM. This is an executive session with no audience due to ongoing COVID high risk status in our area.

Present were Kevin Neuer, John Veerkamp, and Margarite Hill. Two available Board positions remain vacant.

Minutes from the prior meeting were read and approved.

The Board opened discussion on capital projects. Since last July when this Board was elected, the following projects have been approved, funded, and completed:

  • Renewal of the Estates Drive central fountain, including cleaning, sealing, and re-painting.
  • Mitigation of standing water on the Lower Pond walking trail, which required re-routing drains and landscape modifications.
  • Renewal of 700 feet of the Raintree Drive walking trail, which included removal and replacement of the concrete trail, landscaping to re-route runoff, re-routing nine homeowners’ downspout or sump drainage, and fence repairs.
  • Installation of discrete sprinklers at all three monuments, allowing plantings of seasonal flower beds.
  • Installation of nine new trees as our three-year tree maintenance program concludes.

Two projects remain.

  • A decision has not been made on what to do with the large trees rooted in and around the Lower Retention Pond, which are a concern to adjacent homeowners if they become unstable.
  • The Lower Pond continues to accumulate silt and issues from reduced depth. A survey conducted for us by RLPOA in 2019 mapped the gradients and depths in our pond, which identified the critical need for action.

After further discussion, the Board decided as follows:

  • Ask RLPOA to repeat the 2019 Pond Survey. We can then compare the depth changes from 2019 to the present, with an eye to understanding any significant change since the Ward Road project altered the water ingress point.
  • In anticipation of a need to dredge the Pond (not done since its installation in 2005), the Board will solicit quotes from reputable dredge/excavation companies. We will also re-evaluate the Retention Pond depth and siltation.
  • We will also request approval from the RLPOA Board to deposit the dredged silt/soil across Ward Road at the same open site where we deposited the 2017 dredged material from our Retention Pond, which is now reusable topsoil.
  • If necessary, we will meet with the RLPOA Board to clarify The Fountains is responsible for the dredging. Our request for the assistance of RLPOA in mapping the Pond and disposal of the dredged soil and material is, we feel, a reasonable request based on our 176 homeowners regular RLPOA dues and the expectation that it is apparent we will be preventing a huge amount of silt from entering Raintree Lake at our expense.

Adjourned 3:00PM

Board Meeting Minutes – October 27, 2020

Tuesday, October 27, 2020, 2:00 P.M.

The Board requested bids October 8th for lawn care and snow services through Area Real Estate for 2021 – 2022. Six suppliers expressed interest and were interviewed. All six submitted proposals by the due date of October 21st.

After analysis of the responses, two finalists were selected for further negotiation. The Board met with representatives from Outdoor Solutions and Shelton Lawn Service to review their bids on October 27th.

After questioning both extensively, the Board was satisfied that the bid from Outdoor Solutions of Raymore, MO was the best choice. The Board voted unanimously to offer the contract to Outdoor Solutions. The contract will be or a two-year period.

The meeting was adjourned at 4:00 P.M.

Board Meeting Minutes – September 19, 2020

Fountain Board Meeting
Noon, September 19, 2020

The Board met at Kevin Neuer’s home. The following issues were discussed:

1. The Board accepted Frank Paulic’s resignation.

2. The Board will be sending out RFQ’s for all services HOA provides. Kevin will send Board a straw man letter to review.

3. John will obtain contact information for Epic Management Company and initiate conversation to explore their services for the Fountains.

4. Terry Mackey has currently been contracted to do patchwork concrete work on sidewalk walking trail along Raintree Drive. Board asked him to rethink bid to encompass entire length of area needing repair.

5. Board will look at repair of other areas next spring.

6. Margarite will begin exploring process for amending covenants/by-laws to allow mail-in voting to include all voting currently requiring an in-person meeting.

Meeting adjourned at 12:45 P.M. with Kevin and John continuing discussions with Terry Mackey.

Board Meeting Minutes – September 13, 2020

Board meeting 9/13/2020.

The board met at Kevin’s house at 2:00 PM.

Present were Kevin Neuer, Frank Paulic and John Veerkamp.

1. Discussed the special assessment and the legal issues raised by several residents. After input from our lawyers, the board decided to void the assessment vote and to used funds from our reserve to pay
for the Walking trail. The vote to approve this action was 3 in favor.

2. Also voted to return and special assessment fees already paid. Vote was 3 in favor.

3. Kevin will prepare a brief explanation for Sandy to send to all residents.

4. Discussed budget for the rest of the year. No actions needed at this time.

5. Briefly discussed looking for lawn mowing, snow removal and chemical applications services for the coming year.

6. Voted to accept proposal from Williams for drainage improvements along walking trails after Mackey completes concrete replacement and repair.

7. Adjourned at 3:00 PM.

Notes taken by John

Board Meeting Minutes – July 16, 2020

Fountains at Raintree
HOA Board Meeting Minutes
July 16, 2020

The newly elected Board met on July 16, 2020.

Kevin Neuer assumed the position of President and retains his duties as Treasurer. Margarite Hill accepted appointment as Secretary. Sandy from Area Real Estate participated.

The Board accepted the application of John Veerkamp to join as a Member.

The Board moved to continue with the prior Board’s capital project of renovation and repair of the drainage and walking trail along lower Raintree Drive. Bids have been received for the three Phases outlined in the prior Board’s presentation, and the budget has been revised downward to $19,800.

The Board moved to notify Homeowners of the revised lower cost estimate, and to ask for a vote on whether to pay the costs via current operating funds, or by special assessment per Article 5, Section 4 of our Covenants. The vote will be conducted by mail, given Covid meeting restrictions.

The Board accepted a resident’s group petition to modify the proposed capital improvement plan for the Estates fountain. Rather than undertake a project with significant cost, at this time the Board voted to accept a proposal for $3,500 to drain, clean, patch, and paint the existing fountain as an interim restoration until a new committee of Homeowners can reach agreement on replacement.

The Board approved all regular scheduled expenditures, such as renewal of insurance, irrigation, lawn maintenance, etc.

The Board has asked for specific quotes on a small drainage relocation project, to correct water standing on the walking trail near the pond gazebo.

The Board approved a new requirement requested by FARB, to clarify installation and maintenance responsibilities for non-compliant poured concrete or stone landscape edging.

The Board accepted the Treasurer’s recommendation to establish new bank accounts at Commerce Bank, moving our accounts from Central Bank of the Midwest due to inappropriate accounting errors.

The Board notified one Homeowner to correct deficiencies in home maintenance.

The next scheduled Board general meeting for the Homeowners in October is tentative, given the current Covid meeting safety requirements.

A new monthly newsletter has been created. Input on neighborhood news is welcome.

Meeting Minutes for Annual and Board Meetings, July 16, 2020

FOUNTAINS AT RAINTREE LAKE HOMEOWNERS ASSOCIATION
Board Meeting
July 16, 2020

Location: 4640 Gossamer due to the COVID 19 pandemic, closed meeting

ATTENDANCE: Board Members: Jeff Zugaj, Dale Phetteplace, Kevin Neuer, Harry Grigsby, John Veerkamp. Property Management Representative Sandy Turner, Zona Mitchell- Social Committee, Toni Travalent – Grounds Committee, Dennis Chambers- FARB

Call to order: Jeff Zugaj opened the July 16, 2020 meeting at 10 a.m.

Approval of Minutes: A motion was made to approve the minutes from the January 19, 2019 meeting by John Veerkamp and seconded by Dale Phetteplace. The vote was unanimous to approve the minutes.

Financial Report: Kevin Neuer presented a 2020 financial update including a breakdown of the dues increase over the past five years. The initial quarterly dues were set at $390 and are now $421.86, which is an increase of $31.86 over a five year period or 53 cents a month.
Funds are being put into CD’s for reserves as finances allow.

Grounds Committee: Toni Travalent reports the new aerator has been placed in the pond and it’s in the only position it could be placed in according to the contractor.
Trees have been trimmed and dead trees have been removed by Cartwright. The linden, pine, blue spruce and ash will be treated by Cartwright.
Seven new trees were planted by Rowena’s Garden.
Solitude continues to treat the detention basin. The committee hopes to address the erosion issues in the fall with rock placement. Toni has spent several hours watching webinars put on by Solitude to try and find an inexpensive way to stop the erosion.

Social Committee: Zona Mitchell has polled the social committee for feedback on whether or not to try and plan activities which would be acceptable for social distancing and safe for the residents. During this difficult time there have not been any large group activities planned and the committee will make a decision on the annual chili/soup dinner at the beginning of September.
The RLPOA has not opened the facilities for member use yet.
The committee hopes to begin planning smaller group activities, within the scope of the CDC guidelines.
.
FARB Committee: Dennis Chambers gave a presentation on projects which have been presented to the FARB from 2019 to 2020. According to this information deck staining has been the most requested.
Several residents have requested approval for roof replacements. Owners have a choice from 4-5 shades.
There has been one owner who has installed a solar panel. This requires approval from the city, RLPOA and The Fountains.
Dennis Chambers reminded the owners the FARB is responsible for pre-approving any work on the exterior of the units whether it changes the appearance of the house or not.

Walking Path Project: Following up on the May survey to the residents of larger projects which needed to be done, the consensus (85 percent) is to repair the Raintree Drive walking path first. Kevin met with contractors and the project will be done in three phases beginning with moving the water discharge 10-12 feet back towards the owners properties. All of these homeowners have been notified and are in agreement.
With additional research and further determination of the scope of work that has to be done at this time, the current revised total for the job is $19,800 instead of the proposed $64,200.
The membership will be asked to choose between using the current budget surplus or a one-time assessment of $112.50 to cover the cost of this project.

Board Elections: Resignations were received from Harry Grigsby, Jeff Zugaj and Dale Phetteplace.
Two nominees on the ballot were voted into office with a proxy by mail. The quorum was met and Kevin Neuer and Margarite Hill were elected by acclamation.
The new Board appointed John Veerkamp to the board to serve another year. Kevin Neuer will serve as Board President and Treasurer, John Veerkamp as Vice President and Margarite Hill as Secretary.

The meeting adjourned at 12:00 pm.

 

Board Meeting Minutes – April 7, 2020

FOUNTAINS AT RAINTREE HOMEOWNERS ASSOCIATION
MEETING MINUTES OF APRIL 7, 2020 HELD AT JEFF ZUGAJ’S RESIDENCE

MEETING CALLED TO ORDER AT 10 AM. BOARD MEMBERS PRESENT WERE: JEFF ZUGAJ, DALE PHETTEPLACE, KEVIN NEUER, JOHN VEERKAMP, AND HARRY GRIGSBY

1. DUE TO CURRENT JACKSON COUNTY AND LEE’S SUMMIT HEALTH REGULATIONS THERE WILL BE NO APRIL 16, 2020 PUBLIC QUARTERLY BOARD MEETING AT RAINTREE CLUB HOUSE. NOTIFICATION WILL BE SENT TO RESIDENTS BY AREA MANAGEMENT.

2. DISCUSSED THE INSTALLATION OF FOUNTION FOR LARGE POND. TRY TO HAVE INSTALLATION DONE AS SOON AS POSSIBLE.

3. DISCUSSION OF WATERING SOLUTIONS AT MONUMENTS. WILL REVIEW IDEAS WITH GROUNDS COMMITTEE AND A1.

4. REVIEWED WORK DONE ON COMMON GROUNDS TREES AND PLANTING OF NEW TREES. BOARD ALSO WILL CONTACT A1 TO TURN WATER ON TO THE ROUNDABOUT FOUNTAIN AS SOON AS POSSIBLE. DISCUSSED HAVING STEEL EDGING REMOVED FROM AROUND BUTTERFLY GARDEN.

5. DISCUSSION OF SENDING OPINION POLL TO RESIDENTS FOR FUTURE CAPITAL IMPROVEMENT PROJECTS.

6. HARRY GRIGSBY WILL CHAIR THE NOMINATION COMMITTEE FOR OFFICER ELECTIONS OF 2020.

7. REVIEWED PROBLEMS AT LARGE POND OVERFLOW OF TRASH AND DEBRIS.

8. JEFF WILL GET INPUT OF COMMITTEES FOR A PRESENTATION TO BE POSTED ON OUR WEB SITE. THIS PRESENTATION IS IN PLACE OF THE USUAL APRIL 16, 2020 PUBLIC QUARTERLY BOARD MEETING.

9. MEETING WAS ADJOURNED AT 11:35AM.

Board Meeting Minutes – October 29, 2019

FOUNTAINS AT RAINTREE HOMEOWNERS ASSOCIATION
MEETING MINUTES OF OCTOBER 29, 2019 HELD AT JEFF
ZUGAJ’S RESIDENCE

MEETING CALLED TO ORDER AT 7PM. BOARD MEMBERS PRESENT WERE: JEFF ZUGAJ, DALE PHETTEPLACE, KEVIN NEUER, HARRY GRIGSBY, AND JOHN VEERKAMP.

1. MOTION AND VOTE TO APPROVE MINUTES FROM JULY 18, 2019 ANNUAL MEMBERS MEETING. VOTE OF 5 YES AND 0 NO.

2. MOTION AND VOTE TO APPROVE THE FINANCE REPORTS OF JULY, AUGUST, AND SEPTEMBER OF 2019. VOTE OF 5 YES AND 0 NO. REPORTS TO BE PUBLISHED ON FHOA WEB SITE.

3. BOARD APPROVED BY EMAIL VOTE PRIOR TO HAVING FOUNTAINS WHITE BORDER FENCE CLEANED. VOTE OF 4 YES TO 0 NO.

4. BOARD VOTED TO APPROVE ELECTRICAL REPAIRS ON COMMON GROUNDS AS SOON AS POSSIBLE. VOTE OF 4 YES TO 0 NO.

5. BOARD VOTED TO PURCHASE A REMOTE CAMERA FOR USE AT POND DUE TO POSSIBLE VANDALISM. VOTE WAS 5 YES 0 NO.

6. MOTION AND VOTE TO INCREASE THE 2020 YEARLY ASSESSMENT OF RESIDENTS BY THE CPI-U OF 1.81%. THIS WILL INCREASE YEARLY RESIDENT FROM $1657.60 TO $1687.44. THE QUARTERLY PAYMENT WILL INCREASE FROM $414.40 TO $421.86($140.62 PER MONTH).

7. BOARD DISCUSSED 2020 BUDGET.

8. BOARD BEGAN PROCESS OF REVIEWING BY-LAWS AND CCR’S FOR POSSIBLE CHANGES.

MEETING WAS ADJOURNED AT 8:30PM.