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.

Board Meeting Minutes – October 18, 2019

QUARTERLY BOARD MEETING OF THE
FOUNTAINS AT RAINTREE HOMEOWNERS
ASSOCIATION OF OCTOBER 18, 2019 HELD AT
THE RAINTREE LAKE CLUBHOUSE

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

1. YARD AND COMMON GROUNDS CONDITIONS AND PROBLEMS REVIEWED BY ERIC REISNER.

2. COMMON GROUNDS COMMITTEE REPORT PRESENTED BY TONI TRAVELANT. EXPLANATION OF CURRENT TREE PROBLEMS.

3. SOCIAL COMMITTEE REPORT BY JUDY ANDERSON.

4. NO ACTIVITY TO REPORT BY ARB COMMITTEE.

5. NO NEW BUSINESS TO BE DISCUSSED

6. RESIDENT EMAIL QUESTIONS ANSWERED

7. VOTE RESULT OF RESIDENTS TO INCREASE CURRENT ANNUAL FEES ANNOUNCED. 112 NO VOTES AND 45 YES VOTES.

8. MEETING ADJOURNED AT 8:30

Finance Subcommittee Recommendation on Dues Increase

The Finance Subcommittee presented the following presentation to the Board of Directors at the July meeting. This recommendation is to increase the quarterly dues by $74.60 per quarter.

The Board accepted this recommendation and will ask for a vote of the residents at the October meeting.

View the Finance Committee’s presentation below. Be sure to scroll down to see all 9 pages.

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Meeting Minutes for Annual and Board Meetings, July 18, 2019

FOUNTAINS AT RAINTREE LAKE ASSOCIATION, INC

Meeting of the Members/Election

July 18, 2019

Location: Raintree Lake Clubhouse

ATTENDANCE:  Board Members: Frank Paulic, Harry Grigsby, Property Management Representative Sandy Turner and 58 homeowners.

Call to order:               Frank Paulic opened the July 18 2019 Annual Meeting of Members at 7:00 p.m.

Consent  Agenda:        Harry Grigsby made the motion to accept the Agenda and Frank Paulic seconded. The membership ayes have it and the motion carried to adopt the board meeting consent agenda.

Election Results:         The HOA elected the following to serve on the board: Harry Grigsby, Dale Phetteplace, Kevin Neuer, John Veerkamp, and Jeff Zugaj. Thank you to the nominating committee members: Don Bergeron, Charlie and Phyllis Harrel and Frank Paulic for chairing the committee and for serving on the board.

                                          General Meeting

Approval of Minutes:   A motion was made to approve the minutes from the April, 2019 meeting by Frank Paulic and seconded by Harry Grigsby. The membership ayes have it and the motion carried to adopt the April, 2019 board meeting minutes.

 Financial Report:         Frank Paulic presented slides on expenses and income in 2018 compared to 2019 and stated the annual insurance premium has been paid. Frank thanked Bill Johnson for reviewing the insurance needs of the HOA each year. The Board will consider the recommendation to ask the members to approve the increase in dues.

Approval to pay:          A motion was made for approval of invoices for April, May and June by Harry Grigsby and seconded by Frank Paulic. The membership ayes have it and the motion carried for approval of invoices for payment.

 Irrigation System:        The system was turned on June 28 with multiple problems including the north end controller which needed a new power module. Several other areas required system repairs which entailed having to dig up the lines. Expenses in June for irrigation was $6,058.00

RLPOA:                       The question had been presented to the board on the subject of whether or not The Fountains could remove themselves from RLPOA. The attorney’s response was it would require 75 percent of the RLPOA membership and 67 percent of the Fountains membership to vote in agreement of this removal. This is not a process the HOA will pursue.

Grounds Committee:   In Toni Travelant’s absence, Dave Mitchell asked for the memberships’ help in researching the needs/expense of the big ponds’ fountain replacement.

Dennis Hill reported on the roundabout fountains’ maintenance and along with John Veerkamp have kept the fountain functional and clean

A 36” sink hole developed from the storm drain which needed to be addressed at an expense of $2,000.00

One tree has been taken down from pine bark beetles.

The ash and spruce trees have been treated.

Finance Committee:    Toni Travalent asked the membership to form a financial committee to develop plans for funding common ground projects. This committee has identified $65,000 in critical infrastructure repairs which will, or are needed and are unfunded. Because of the lack of reserves (due to lack of increase of dues from 2004 to 2013) the committee is suggesting the 2020 dues be raised to $489 a quarter.

FARB Report:              Dennis Chambers reminded residents they must now get a permit from the city for installation of A/C or furnaces as well as re-finishing a basement.

Communications:        In Rick Harkins absence, Frank reviewed the report from Rick showing the amount of traffic visiting the Fountains website. The web hosting service was renewed for the next three years for $502, which is a 42.8 percent savings.

Social Committee:       Donna Paulic, president of the committee reported on event dates/locations for the rest of the year.

New Business:            To keep in compliance with the Fair Housing Act, as a 55+ community, another survey will need to be done in the fall.

The meeting adjourned at 8:15 p.m.

Board Meeting Minutes, April 18, 2019 (Approved)

FOUNTAINS AT RAINTREE LAKE ASSOCIATION, INC.

Board Meeting

April 18, 2019

Location: Raintree Lake Clubhouse

 

ATTENDANCE:  Board Members: Frank Paulic, Harry Grigsby, Property Management Representative Sandy Turner and 25 homeowners. Eric Reisner and Blake Vaughn from Reisner Lawn Care were also in attendance.

Call to order:               Frank Paulic opened the April 18, 2019 board meeting at 7:00 p.m.

Consent  Agenda:        Harry Grigsby made the motion to accept the Agenda and Frank Paulic seconded. The membership ayes have it and the motion carried to adopt the board meeting consent agenda.

Approval of Minutes:   A motion was made to approve the minutes from the January, 2019 meeting by Frank Paulic and seconded by Harry Grigsby. The membership ayes have it and the motion carried to adopt the January, 2019 board meeting minutes.

 Lawn Care:                  The current board policy for no allowance on opting out of lawn care has been reviewed and a motion was made to initiate a new lawn care policy which includes the following:

If a resident wants to opt out of services from Reisner, the owner must sign an agreement to opt out of mowing, trimming and blowing of lawn waste off of landscaping and driveways. Agreement would be for the entire 2019 season. Contractor will be informed of wishes to opt out and provided a copy of the signed document. Signs will be placed by residents in both the front and back yard identifying the homeowner does not wish any lawn care services from Reisner. “PLEASE DO NOT MOW, TRIM, AND BLOW LAWN WASTE.” There will be no reduction in association dues. Contractor’s crew will be instructed to look for the signs. If signs are not present, assume mowing, edge trimming, and blow lawn waste into the grass. Frank Paulic made the motion to accept the new lawn care policy and Harry Grigsby seconded. The membership ayes have it and the motion carried to adopt the new lawn care policy.

Turf applications:        It was recently discovered Reisner Lawn Care had been absorbing the cost of lawn applications for the north and south common grounds. The amount for the season of applications for the common grounds is $2,700. The Grounds Committee agreed it needed to be done. It was also noted there has not been an increase in turf applications for the past six years. Frank made the motion to accept the proposal of spending $2,700 for common ground applications and Harry seconded. The membership ayes have it and the motion carried.

Irrigation:                    The board recently met with Randy from A-1 Hydro to discuss the upcoming season. A-1 Hydro will no longer be working for Reisner and the contracted services will be directly invoiced to Area Real Estate for payment. The irrigation system will be turned on after the spring rains and Randy will check for leaks/missing heads, etc. at that time. Randy has discovered several damaged pipes in zones 1-5 that will need to be replaced.

Financial Report:         Frank Paulic reviewed the financial status of the association, and reminded homeowners the financial reports can be reviewed on the HOA’s website. Review of expenses versus revenue so far this year, including graphics on expenditures by month for the utilities and other major expenses. Frank also explained the payment process for owners and the policy on late fees if not paid by the 15th of the first month of the quarter.

The snow removal costs were reviewed for the snowfall from November 2018 to April 2019. Cost comparisons were shown on what the expenses would be if the city sidewalks were also included in the snow removal costs. The HOA covenants do not require cleaning of the city sidewalks.

After researching the real estate taxes paid over the last several years, Frank Paulic discovered the HOA is not required to pay them. This will be a savings of approximately $300 a year.

Approval to pay:          A motion was made for approval of invoices for January, February and March by Harry Grigsby and seconded by Frank Paulic. The membership ayes have it and the motion carried for approval of invoices for payment.

Grounds Committee:   Toni Travalent discussed the informational meeting on April 4 to discuss maintenance and future projects and explained the purpose of the meeting was only for discussion. The funds are not available for any of the projects and she asked for volunteers to help with revenue generating ideas.

The tree trimming along Raintree Drive is complete with the exception of one tree that was missed.

The Grounds Committee asked for a motion to pay $80 to a local boy scout troop to place 2 flags at the entrance at Estates Drive for 5 holidays. Harry made the motion to accept and Frank seconded. The membership ayes have it and the motion carried.

Volunteers are needed for spring plantings.

The plantings have been completed on the pond island.

The pump at the lower fountain has stopped working. It appears it will need to be replaced. Bids for a new unit will be received before a decision is made.

Social Committee:       Mardy Brown reported the recent gatherings have been successful including the December Ladies Christmas Cookie Exchange and New Year’s Eve Dinner, Game Night in February, Ladies Luncheon in March and the Spring Potluck Dinner in April.

Upcoming events include Women’s Luncheon on April 30 at Waldo Pizza and Staying Alive Event.

Mardy and Kathy James will be stepping down in June. If anyone is interested in serving on the social committee, contact Mardy.

 

FARB Report:              Dennis Chambers reminded residents they must now get a permit from the city for installation of A/C or furnaces as well as re-finishing a basement. Also reviewed list of items that are exempt from needing FARB or RLPOA approval such as installation of the same: windows, doors, skylights, garage doors, storm doors, driveways.

Dennis also brought samples of roof shingles that have been approved for roofs.

 

Communications:        In Rick Harkins absence, Frank reviewed the report from Rick showing the amount of traffic visiting the Fountains website.

 

New Business:            Ward Road improvements continue. The target completion date for the city is September, 2019.

Frank reviewed the HOA is only responsible for paying for trash pickup. Owners must call WCA to sign up for yard debris pickup and/or recycling.

The city asked for permission to put a water quality testing unit in the water on the common grounds. The board gave them permission.

The next board meeting will be held on July 18, 2019

 The meeting adjourned at 8:25 p.m.                                   

Board Meeting Minutes, January 17, 2019 (Approved)

FOUNTAINS AT RAINTREE LAKE ASSOCIATION, INC.

Board Meeting
January 17, 2019
Location: Raintree Lake Clubhouse

ATTENDANCE: Board Members: Frank Paulic, Harry Grigsby, Property Management Representative Sandy Turner and 27 homeowners.

Call to order: Frank Paulic opened the January 17, 2019 board meeting at 7:00 p.m.

Consent Agenda: Harry Grigsby made the motion to accept the Agenda and Frank Paulic seconded. The membership ayes have it and the motion
carried to adopt the board meeting consent agenda.

Snow Removal: Frank thanked Rick Harkins, Andy Estes and Sandy Lobdell for their service on the board and expressed concern that the negativity from owners caused them to step down from fulfilling their terms. Frank reviewed the snow removal process provided by Reisner.

Approval of Minutes: A motion was made to approve the minutes from the October, 2018 meeting by Harry Grigsby and seconded by Frank Paulic.
The membership ayes have it and the motion carried to adopt the October, 2018 board meeting minutes.

Financial Report: Frank Paulic reviewed the financial status of the association, and reminded homeowners the financial reports can be reviewed on
the HOA’s website. Review of expenses versus revenue for 2018 including graphics on expenditures by month for the utilities and other major expenses. Frank also explained the payment process for owners and the policy on late fees if not paid by the 15th of the first month of the quarter.

Approval to pay: A motion was made for approval of invoices for October, November, December, 2018 by Harry Grigsby and seconded by Frank Paulic. The membership ayes have it and the motion carried for approval of invoices for payment.

Grounds Committee: Toni Travalent invited everyone to attend an informational meeting on April 4 to discuss maintenance and future projects at
6:30 pm at the Raintree Lake Clubhouse. Toni thanked those volunteers who offer to take care of the fountain maintenance and the lower pond chemicals. These services save the association at least $3,500 per year. Tree trimming/thinning of trees will be done in February for overcrowding on Raintree Drive. This work will be done by Cartwright and will cost approximately $5,500. A meeting will be scheduled with those owners adjacent to Raintree Drive to explain the process. This project will be similar to the thinning of trees on Ward Road. Toni explained there will not be any trimming on the Cottonwood trees as the funds are not available at this time.

Social Committee: Kathy James and Mardy Brown head the social committee and reported the great attendance at the annual Soup/Chili event as
well as the Cookie Exchange and New Year’s Eve dinner. Mardy Brown reported the surveys that had been passed out to owners for event ideas will be reviewed and prioritized. The next event will be game night at the Johnson’s house on Friday, February 22. Should there be more in attendance than the Johnson house can accommodate, it will be moved to the Duck Pond Activity Center.

FARB Report: In Dennis Chambers’ absence Frank reminded owners to turn in an ARB form to FARB before any projects begin.

Communications: In Rick Harkins absence, Frank reviewed the report from Rick showing the amount of traffic visiting the Fountains website.

New Business: Frank Paulic updated the membership on the Ward Road Project including photos showing the exposed gas line issue that has been discussed with the city manager, as well as before and after photos of the white fencing.

Homeowner discussed a new housing addition being built at Pryor Road and 150 Hwy. This will be discussed at the city council meeting on January 27 and owners are encouraged to attend and voice their concerns.

The decision has been made to forgo the expense of adding mulch to trees after it has been discovered it promotes unhealthy root systems for the trees.

A new homeowner asked about drainage solutions in the back of the property. Frank advised the owner, at this time, the board doesn’t know of any assistance we can offer. Mr. Robert Hoffman suggested that the resident go to the Fountains ARB to discuss the problem.

The next board meeting will be held on April 18, 2019

The meeting adjourned at 8:25 p.m.

Board Meeting Minutes, October 18, 2018 (Approved)

FOUNTAINS AT RAINTREE LAKE ASSOCIATION, INC.

Board Meeting

Location: Raintree Lake Clubhouse

October 18, 2018

ATTENDANCE:  Board Members: Frank Paulic, Andy Estes, Rick Harkins, Sandy Lobdell, Harry Grigsby, Property Management Representative Sandy Turner and 44 units represented by one or two members of the household.

Call to order:               Frank Paulic opened the General Meeting of Members at 7:15 p.m. and determined a quorum had been met.

Consent Agenda:         Andy Estes made the motion to accept the Agenda and Sandy Lobdell seconded. The membership ayes have it and the motion carried to adopt the board meeting consent agenda.

Approval of Minutes:   A motion was made to approve the minutes from the July 19, 2018 meeting by Rick Harkins and seconded by Harry Grigsby. The membership ayes have it and the motion carried to adopt the July 19, 2018 board meeting minutes.

 Financial Report:         Frank Paulic reviewed the financial status of the association, and reminding homeowners the financial reports can be reviewed on the HOA’s website.  The timer which was installed on the pond fountain has made an impact on decreasing the electric bill.  The board will work with Hydro to produce a water policy procedure for a more efficient watering schedule next season.  The minutes from the meeting of passing the duties of the HOA from Glenn Jones to the membership were read and there were no reserves at that time.

Approval to pay:          A motion was made for approval of invoices for July, August, September of 2018 by Rick Harkins and seconded by Andy Estes. The membership ayes have it and the motion carried for approval of invoices for payment.

Review of Surveys:     The surveys that were conducted by the board and Reisner Lawn Care showed that the majority of the homeowners did not have a response. Of those who responded, residents favored retaining Reisner if they had the low bid by nearly two to one. A majority of responders were unwilling to pay an increased assessment for different lawn care.

Lawn Contractors:      The board began the search for a lawn care/irrigation contractor with 50 vendors. After phone interviews on the requirements of the scope of work provided to them, three lawn contractors submitted a bid and two irrigation contractors. Reisner Lawn was the lowest bid and was awarded the contract for 2019-2020. Rick Harkins made the motion to accept and Harry Grigsby seconded. The membership ayes have it and the motion carried for approval of the contract from Reisner Lawn Care.   The board gave thanks to all those who volunteer their time and talent which helps to reduce the monies spent by the HOA.  The board will meet with Reisner before next season with a process in place for improvement on those issues and concerns raised by the membership.  Area will meet with Randy from Hydro to walk the properties to make a list of which controllers provide water to homes as well as checking on all of the heads before the cycles begin.

2019 Budget:               The budget for 2019 was presented for approval.  Harry Grigsby  made the motion to accept the 2019 budget and Sandy Lobdell seconded. The membership ayes have it and the motion carried for approval of the 2019 budget.

Dues increase:            Frank Paulic presented information and the CPI-U chart for the increase in dues for 2019. Without an increase the budget would reflect a shortfall of $2,395.64. With the increase the budget would reflect an increase of $5,826.29.  Kevin Neuer would like the board to look into the possibility the HOA is overpaying for insurance needs.  Beginning January 1, 2019 the dues will be $414.40 quarterly. Andy Estes made the motion to accept the increase and Rick Harkins seconded. The membership ayes have it and the motion carried for approval of the 2019 dues increase.

Grounds Committee:   Toni Travalent reported the putting green is ready for the sod to be put down and should be done very soon. Special thank you to Andy Estes for coordinating and working on the project.  The next tree removal project that will be done along Raintree Drive has been tabled at this time until more funds are available. There are 42 trees that were planted along Raintree Drive and are now growing into each other. Some of these trees will be lost if not addressed soon. It will cost an additional $4,000 to trim the cottonwoods.  The roundabout fountain continues to be a maintenance issue. The Grounds Committee has reached out to vendors for advice as the fountain doesn’t have a filter or drain and the chemicals/cleaning costs are an ongoing concern. It may be time to consider having it removed altogether.  The Grounds Committee would like to coordinate several informal meetings to inform residents of future goals, concerns and impending costs.

Social Committee:       Mardy Brown and Kathy James presented a summary of social events since July’s meeting. The four pop-up parties were very well attended as well as the first annual Car Show. There were 32 participants there with their cars and in conjunction with Raintree Lake’s BBQ was a great success. Special thank you to all of the bakers who made items for the raffle. A check was presented to the Heartland Honor Flight for $2,847.41.  The next social event will be November 3 – soup/chili potluck, December 3 – Ladies Holiday Social. A flier was handed out to members in attendance to solicit for event ideas.

FARB:                          Dennis Chambers reported new owners will now be receiving both ARB and FARB request forms in their welcome packets.  RLPOA is requiring residents to submit paint sample colors for any exterior work even if the same color will be used.  There is no need to turn in a request for approval for decks that will be stained if they are under a covered porch.  If landscape edging is going to be following the original edging, there is no need for a request for approval.

Communications:        Rick Harkins reviewed the HOA website and explained the precautions that are being taken to keep cyber-attacks from happening to residents visiting the site.

New Business:    The Ward Road project is scheduled to begin in October.

Andy Estes will oversee the removal of both fountain pumps to be stored and maintained at Blue Valley Laboratories.

The next board meeting will be January 17, 2019 at the Raintree Lake Clubhouse at 7 p.m.

Motion to Adjourn:      Sandy Lobdell made the motion to adjourn and Rick Harkins seconded. The meeting adjourned at 8:30 p.m.

Special Meeting of Members Minutes, October 18, 2018 (Approved)

FOUNTAINS AT RAINTREE LAKE ASSOCIATION, INC.

Special Meeting of Members

Location: Raintree Lake Clubhouse

October 18, 2018

ATTENDANCE:  Board Members: Frank Paulic, Andy Estes, Rick Harkins, Sandy Lobdell, Harry Grigsby, Property Management Representative Sandy Turner and 44 units represented by one or two members of the household.

Call to order:               Frank Paulic opened the Special Election Meeting at 7 pm and determined a quorum had been met.

Ballot Process:            Rick Harkins asked if there were any questions from the floor on the ballot being voted on for changes to the Association Bylaws. The current Bylaws state: “At all meetings of Members, each Member may vote in person or by proxy” (Article III, Section 5). That means that Members can only vote in person at a meeting, or by signing a proxy that allows someone else to cast a vote in their place.  The proposed change is to explicitly allow mail and electronic voting, and remove the proxy requirement in the current bylaw.

Ballot Results:             The required 67 percent of members voted yes so the amended bylaws will be adopted and recorded.

Adjournment:              A motion was made to adjourn the meeting by Rick Harkins and seconded by Andy Estes. The meeting adjourned at 7:11 p.m.

Special Board Meeting minutes, October 15, 2018 (Approved)

THE FOUNTAINS AT RAINTREE LAKE ASSOCIATION
SPECIAL BOARD MEETING MINUTES
OCTOBER 15, 2018

MEETING PLACE: FRANK PAULIC’S RESIDENCE

BOARD MEMBERS IN ATTENDANCE:
FRANK PAULIC, ANDY ESTES, SANDY LOBDELL, RICK HARKINS AND HARRY GRIGSBY

MEETING STARTED AT 7PM

1. DISCUSSION OF 2019 BUDGET PROPOSAL
2. DISCUSSION OF FUTURE OF ROUNDABOUT
3. DISCUSSION OF INCREASE OF RESIDENT ASSESSMENTS
4. DISCUSSION OF THE FORMER PUTTING GREEN SODDING
5. DISCUSSION OF BIDS RECEIVED FOR GROUNDS CARE
6. CONTRACTOR TO REMOVE FOR WINTER THE FOUNTAINS AT END OF OCTOBER

MEETING ENDED AT 8:30PM

Special Board Meeting minutes September 24, 2018 (Approved)

THE FOUNTAINS AT RAINTREE LAKE ASSOCIATION
SPECIAL BOARD MEETING MINUTES
SEPTEMBER 24, 2018

MEETING PLACE: FRANK PAULIC’S RESIDENCE
MEETING CALLED TO ORDER AT 7PM
BOARD MEMBERS IN ATTENDANCE: FRANK PAULIC, ANDY ESTES, SANDY LOBDELL, RICK HARKINS, AND HARRY GRIGSBY

1. MOTION MADE AND SECONDED TO SOD THE AREA WHICH WAS THE PUTTING GREEN. PASSED ON VOTE OF 5 YES AND 0 NO.

2. BOARD WAS IN AGREEMENT THAT REPAIRS TO COMMON GROUNDS ELECTRICAL EQUIPMENT SHOULD BE DONE BY LICENSED PROFESSIONALS RATHER THAN RESIDENTS. THE REASON BEING LIABILITY PROBLEMS.

3. ONLY ONE NEW VENDOR HAS DONE A WALK AROUND OF COMMON GROUNDS FOR BID AS OF THIS DATE.

4. MOST OF BOARD MEETING WAS IN DISCUSSION OF THE COMPREHENSIVE AND EXCELLENT REPORT SUBMITTED BY THE COMMON GROUNDS COMMITTEE ON RECOMMENDATIONS TO MAINTAIN FOUNTAINS COMMON GROUNDS.

Special Board Meeting minutes August 28, 2018 (Approved)

THE FOUNTAINS AT RAINTREE LAKE ASSOCIATION
SPECIAL BOARD MEETING MINUTES
AUGUST 27, 2018

MEETING PLACE: FRANK PAULIC’S RESIDENCE
MEETING CALLED TO ORDER AT 7 PM

BOARD MEMBERS IN ATTENDANCE: FRANK PAULIC, ANDY ESTES, SANDY LOBDELL, RICK HARKINS, HARRY GRIGSBY

1. CHANGE IN 2ND REVISION OF BY-LAWS. MOTION MADE TO DELETE PROXY VOTING AND ADD VOTING BY MAIL BALLOT. VOTE OF BOARD 5-0 IN FAVOR OF CHANGE.

2. AREA REAL ESTATE TO SEND BIDS FOR LAWN, LANDSCAPE AND SNOW REMOVAL.

3. MOTION MADE TO HAVE MONTHLY SPECIAL BOARD MEETING ON FOURTH MONDAY OF EVERY MONTH THAT QUARTERLY MEMBERSHIP MEETINGS ARE NOT HELD. VOTE 5-0 IN FAVOR.

MOTION MADE AT 8:30 PM TO ADJOURN MEETING. VOTE OF 5-0 TO ADJOURN.

Special Board Meeting Minutes, August 8 2018 (Approved)

FOUNTAINS AT RAINTREE LAKE ASSOCIATION
SPECIAL BOARD MEETING
AUGUST 8, 2018

Members in attendance are: Frank Paulic, Richard Harkins, Harry Grigsby, Sandy Lobdell, and Andy Estes
Meeting called to order at 7pm

1. By a vote of 5 to 0 no reimbursements for lawn care that residents choose to do on their own. The Board would once again remind residents to contact Sandy at Area Real Estate Services with any issues regarding FHOA vendors.

2. By vote of 5 to 0 irrigation to be restored to 2 time a week

3. Bidding of Lawn, Landscape, and Snow removal
a. Reisner’s bid has been received
b. Sandy of Area Real Estate has been given an extensive list of possible companies to contact for interest in submitting bids

Motion made and voted to adjourn meeting at 8pm

Special Board Meeting Minutes, July 27 2018 (Approved)

Fountains at Raintree Lake Association, Inc.
Special Meeting
July 23, 2018

ATTENDANCE: Frank Paulic, Rick Harkins, Harry Grigsby, Sandy Lobdell, Andy Estes.

Call to order: Frank Paulic opened the meeting at 7pm, July 23, 2018. All five Board members were present representing a quorum of directors.

Appointment of Officers
The following Officer appointments were made:
President: Frank Paulic
Vice President: Rick Harkins
Secretary: Harry Grigsby
Treasurer: Frank Paulic
Member: Andy Estes
Member: Sandy Lobdell

Board meeting schedule
The regular quarterly Board meetings will be held at the Raintree Clubhouse on the 3rd Thursday of January, April, July, and October. Per the Bylaws, the Board reserves the right to meet with no or short notice. Minutes of these meetings will be placed in the permanent records and will be published on the web site.

Communications
1. Email will not be used in place of a meeting except in the case of an emergency.
2. No debate will be carried out over email.
3. No votes will be taken over email.
4. Email will be used to set meetings, distribute agendas, and distribute information to be acted on at the next meeting.
5. Discretion will be used in the dissemination of email that would be of no use to the recipient.
6. Sandy will be empowered to handle as many homeowner issues as possible without engaging the Board via email.
7. Sandy will email monthly financials to everyone. Frank will NOT send his analysis unless requested.
8. Rick to set up email accounts at fountainsatraintree.net for all board members.
9. Emails regarding Board business sent to parties external to the Board should be copied to all Board members.

Checking account
Zona and Kathy will be removed from the Association checking account. Frank Paulic, Rick Harkins, and Sandy will sign new signature cards as soon as possible.

2019 Budget
Frank Paulic will starting pulling data together for the 2019 budget discussions.

RFP for mowing, snow removal and irrigation maintenance for 2019
Andy Estes volunteered to put together a Request for Proposal (RFP) for lawn, snow, and irrigation services. We will get a list of companies together and Sandy will mail them out.

Opting out of mowing or irrigation
Some homeowners request special treatment with regards to lawn care or irrigation. The Board feels that there is no realistic way for our lawn care contractor to provide customized service on a lot by lot basis.

A motion was made by Andy Estes to refuse any future request for customized lawn care or irrigation services. Approximately six homeowners have been receiving custom services since Glen managed the Association, and those will continue IF POSSIBLE. Motion was seconded by Sandy Lobdell. There was no further discussion. All Directors vote AYE and the motion passes.

Cleaning of roundabout fountain
Rick Harkins made a motion to allocate up to $300 for equipment so volunteers can do cleaning of the fountain bowl. Seconded by Andy Estes. No further discussion. All Directors vote AYE and the motion passes.

Irrigation changes
On the advice of our lawn care contractor, Harry Grigsby made a motion to stop the special watering schedule. Seconded by Frank Paulic. No further discussion. All Directors vote AYE and the motion passes.

Fountain pump maintenance
Blue Valley Labs has given a bid of $450 to remove, store and reinstall the large pond pump. He needs to come back and look at the small roundabout fountain and give us a bid.

Adjournment
Frank Paulic adjourned the meeting at 8:30pm.

Board Meeting Minutes, July 19, 2018 (Approved)

FOUNTAINS AT RAINTREE LAKE ASSOCIATION, INC
General Meeting
July 19, 2018
Location: Raintree Lake Clubhouse

ATTENDANCE:
Board Members: Frank Paulic, Bill Johnson, Andy Estes, Bob Gibb, Dan Anderson, Property Management Representative Sandy Turner and 41 homeowners.
Call to order:
Frank Paulic opened the July 19, 2018 board meeting at 7:12 p.m.
Consent Agenda:
Bob Gibb made the motion to accept the Agenda and Andy Estes seconded. The membership ayes have it and the motion carried to adopt the board meeting consent agenda.
Approval of Minutes:
A motion was made to approve the minutes from the April 18, 2018 meeting by Bill Johnson and seconded by Andy Estes. The membership ayes have it and the motion carried to adopt the April 18, 2018 board meeting minutes.
Financial Report:
Frank Paulic reviewed the financial status of the association, and reminding homeowners the financial reports can be reviewed on the HOA’s website. Frank also provided a comparison of expenses from 2017 to 2018.
Approval to pay:
A motion was made for approval of invoices for January, February and March of 2018 by Dan Anderson and seconded by Bob Gibb. The membership ayes have it and the motion carried for approval of invoices for payment.
Grounds Committee:
The trees along Ward Road, on the common area, which were becoming a concern from overcrowding, have been removed by Cartwright Tree Service. The contractor also provided a full trim/uplift of trees on the west side of the property. The removal of the fencing by Frank Paulic and Rick Harkins saved $8,000 in expense by allowing the contractors to bring in their heavy equipment for the process.
Toni Travalent reported on the progress of the detention pond plantings and thanked those volunteers for their help in getting it completed.
The putting green removal was successful completed by Scott Critchfield, although the irrigation was not installed in time for the seed to germinate. The weeds have been mowed and will be sprayed with roundup. Volunteers are needed to reseed in the fall.
Social Committee:
Kathy James and Mardy Brown are the new social committee chairpersons and reported the new location for meetings are at the Raintree Lake clubhouse.
The July 4 party hosted by Phyllis Harrell was a success with 82 in attendance.
Raintree Lake Cruise-in will be held on September 15 and registration forms are now available.
The annual Chili Dinner will be held on November 3.
Frank and Donna Paulic will be hostingtheir annual Hotdog Party on August 3.
Donna Paulic announced the calendar in the shoreline had the wrong date for Bunco. It is always on the 4th Monday of the month.
FARB Report:
Dennis Chambers reported 14 requests for paint and staining since the last meeting. Two owners submitted requests for door replacement, one to relevel their yard, one for a pergola to be built over a patio and one egress window.
Bob Hoffman and Bill Johnson are also on the ARB Committee.
Please remember to submit requests for any exterior projects.
Communications:
Rick Harkins, who volunteers his time maintaining the Fountains website, explained navigating through the website.
Under the news tab: all emails/communications from Area, social committees or the board.
Under the board tab: meeting minutes, financials, budgets and agendas.
Under the documents tab: bylaws, covenants and restrictions.
Under the services tab: services the association provides as well as vendors currently used. A list of the original contractors will also be posted.
The resident directory will never be posted on the website. Contact Area Real Estate if you need a copy.
New Business:
Frank Paulic updated the membership on the Ward Road Project noting the brick crosswalk will removed for street resurfacing. Expecting a start date for the project to begin in the fall.
Discussion was held on the maintenance of the Roundabout Fountain after not being properly cleaned by Reisner at the beginning of the season. Sharon Neuer has been adding chemicals as needed along with Dennis Hall and John Veerkamp cleaning out the “muck” buildup on the bottom. The board will
take into consideration the offer from volunteers to take over the cleaning of the fountain.
The board made the decision on Monday, July 16, to increase the watering schedule because of the drought conditions throughout the month. The need for extra watering will be revisited August 1.
Andy Estes has received a bid from an outside contractor to store and provide annual maintenance for the large fountain for the pond for $450. The board will take this under advisement. Andy will also ask the contractor for a price to store and provide maintenance for the small fountain at the roundabout.
New board seated:
Since the election was uncontested, for four of the five seats open on the board, Frank Paulic asked the new members to take their seats and introduce themselves to the membership. Andy Estes agreed to continue on the board to fill the fifth seat.

The meeting adjourned at 8:25 p.m.