Nottingham Place Annual Meeting HOA Minutes January 24, 2024
Held @ Oxford Middle School (6:30PM) 35 Households attended (based on sign-in sheet count)
Welcome and Introductions Jeffiny S. called the meeting to order Board introduced themselves.
Review and Approve Minutes Motion to approve minutes from 2023 meeting. Bill K. Motion David F. Second Unanimous Ayes to approve
Board Nominations New Board Positions for Approval Doug Bien – President Walt Buck – VP of Operations Jim Post – VP of Home Improvement Danny Shatto – Treasurer (second year) Carlton Callenbach – Secretary/Social Chair Motion to Approve 2024 Board Mike I. Motion Mark G. Second Unanimous Ayes to approve Board for 2024
Budget/Treasure Report Danny S. Budget is in a good place. But, landscaping costs will be higher in 2024. And, the HOA would like to increase the reserve balance for future when we know things like a new garbage contract in 2025 might come about. Going to keep dues unchanged at $725. However, we are going to stop funding the monuments fund. We will keep all funds that have been assigned to monument fund dedicated to repairs going forward. The $725 for 2024 will be used for all expense items and increasing reserve.
Landscaping/Lighting/Monuments Landscaper was chosen last year as a result of previous year (2022) vendor raising their prices dramatically. The new landscaper’s (for 2023) performance did not meet our expectations. The incoming Board has been in contact with new vendors for 2024. One that specifically mentioned as an option is Summitt Lawn and Landscape. Multiple people shared their feeling that the neighborhood should look for ways to get volunteers to help with some landscaping tasks (for example, flower planting) to keep costs lower. Walt B. offered the idea to have a date(s) set for neighborhood volunteer dates. There is a small business list maintained by HOA that can be updated to show services and skills that neighbors have that might be able to be used for certain services. Monuments/Budget Walt B: City told you cannot do something in center island for safety. Doug B: Talked to City of OP and there is lots of permitting needed. He also spoke to three stone masons who do refurbishing. Got three bids to refurbish. 2 of these came in around $10K to refurbish/new mortar monuments, add new stones were necessary. Put on new caps on the stones. The third mason bid was much higher HOA will have to paint the signs ourselves Plan for 2024 is to go forward with repairing monuments, maybe updating lights, but we are not doing to do new monuments. Question: Will the repairs match the mortar currently being used Doug B.: Yes they will. In addition, sealant is needed every 5 years and we will put a sloped cap on top of the monuments so that water does not stand on them. Discussion around a new lamp post verse a new sign that is lit. Other options discussed included raising the height of monument walls that hold sign, or clearing the dirt and bushes around the sign (make them higher by lowering the ground) Danny: The focus on monuments will be on repairing them verse replacing them Motion to use $20K in the Monument Fund for repairs in 2024. If repairs or updates exceed $20K in 2024, then the HOA will need to come back to neighborhood for approval Bill K. Motion Bill P. Second Unanimous Ayes
Social Updates/Shout Outs Sign-up for 4th Friday Garage Sale, should we have two or one No response from attendees Thanks for John Hall and Walk for all the work with holiday lights John H. thank you to neighborhood and Walt for all their work on Christmas lights. Also thank you to Stacey who built the special light displays for the neighborhood. Discussion around best way to share information: Jackie F. suggested multiple methods of sharing information, including: E-mail Option to opt into text messages Paper fliers in doors Set-up a neighborhood Facebook page
Housekeeping Dues are required to be paid no later than March 1, 2024
HOA Meeting Wednesday, January 25, 2023 6:37 PM
Introductions
Name
Length in neighborhood
Position/Hobby
Went around to all of those in attendance Review and Approve Minutes from 2022 Motion Seconded All Ayes; 0 Neigh
Board Nominations Nomination of: Jeffiny Shutts Aaron Link Bethany Shelton Rob Crosthwait Daniel Shatto to replace Phoebe Yencic Motion Seconded All Ayes; 0 Neigh Board approved
Aaron Link: Thanks Phoebe for her years of service to the HOA Board and all the financial expertise she provided. Budget Report Aaron Link: Presented on the budget. Biggest overage in 2022 was water. Still good fiscal year ($500 under). Before the budget was sent out, we got a largely increased bid from Stonebridge, so we had to juggle that to meet the 10-day deadline. The good news is we have been working hard to get bids from other companies and pursuing other avenues of keeping costs down. New bids look promising. John Hall asked what the justification is from landscaping company for significant increases Jeffiny Shutts: Answered the largest reason companies give is employees – having to pay people so much more to keep them. The berm is also so large we have almost as much space on the berm as Nottingham Forest with a lot fewer homes to split the price. Charles Morris: How does the landscaping company break down what they do on the berm? He would be happy with them doing nothing more than mowing/trimming? Jeffiny: Mostly mowing, spring and fall leaf clean up, flower planting, fertilizer and lawn treatment, weeding, mulching is how they break it down Aaron Link: It’s also sprinkler maintenance that’s included. Jeffiny – trash went up another $8K so it’s $66K so she’s taking an initiative and trying to get creative to do an HOA joint purchase agreement. She thinks most of the other HOAs she’s been talking to won’t have to pay as much as we do. She thinks we should do an HOA bulk service agreement. Jeffiny has been reaching out to landscaping and trash companies and they have said yes if you can get enough neighborhoods involved they could give us a discount. Aaron – feels much better about the budget given the most recent bids on landscaping and clarified – there is only one dues fee, the dues are broke up by $600 in the general fund budget and $125 in the special budget fund Carey Wood asked are bids annual contracts? Aaron - we are trying to get a three-year contract. Carey asked if we are looking at longer contracts to give us some protection. Rob – trash contract was recently bid at double what it previously was. Rob negotiated down a little bit. That contract is up but we are hoping to lock in the contract for three years. Andy - suggested we do the one year because when he was on the board with a three year contract and the last two years were terrible. Jeffiny - we could terminate a several-year contract if needed if company not performing. Carey – could always do a five year contract with one year renewals. Get creative. Was not impressed with Stonebridge. Leaves are still out there, fall clean up shouldn’t stop until leaves are cleaned up. Alice - $20/household for trash– is that per month? Jeffiny responded yes. Andy: Does not like the multiyear agreement because of Silverleaf Cary: Get creative; CPI. Maybe a multi-year that is renewed year by year
Was not impressed with StoneBridge service
Landscape Jeffiny:
ATMOS Energy ruined the front. Jeffiny is calling them weekly
In 2023 we do not have $$ to cut down the dead trees
Our $725 is very high for the amenities we receive
Jeffiny looking for ideas to keep the costs down
Wildflowers
Pampas grass
John Hall: Have we thought about not mowing every week Cary: Have we thought about talking to a university to see if their program can look at options on what to do Jeffiny: Reported that we removed three dead trees, poison ivy was taken care of, did extensive trimming, lighting – maintained as best as we could. Lights on the island aren’t working well. Costly to stay on it and fix it. Company that fixed a portion of the front left a mound of dirt that needs to be spread and is working on that. Call them weekly. Don’t have anything in the budget to cut down new dead trees due to lack of water. Monument Project: Jeffiny: We have the budget to start Phase 1 The design would no longer be the castle, but the design shown in the agenda . History: The Goddard signs are so big because the city paid for the larger sign due to an error building 127th that caused the road to be 5 feet higher. ??: The costs of monuments being over $128K seems excessive; might need to review this Aimee: Why do we need new monuments on Goddard: Jeffiny proposed a landscape committee to do the plantings ??: Why impatiens in the front; need something that is cheaper and can handle the sun. Andy: The sprinkler issues were part of the problem in the flowers dying as well. John Hall: When we had beds in front back in the day, they had to water twice a day, every day Board: Please give us suggestions on what flowers we should plant Andy: There is a landscape easement that HOA is responsible for. Most of the fences are on the correct line. Jeffiny: One HOA gave the landscape easement to homeowners. Group: Did not like that idea Mike I: What is the chance of them ruing the water line; and if so, are they on the hook Jeffiny: No, she could not get anyone to sign-off ??: Are we going to use have the new signs follow the same look of the new sign Jeffiny: Yes, that is the plan Cary: Very concerned about the electrical and sprinkler heads will get damaged Jeffiny: She will go back to contract, which has not been signed, and then add some language about repairing the sprinkler John Hall: What kind of lighting will be on the monument? Jeffiny: No lights on the monument, these will be ground lights. She does not know the type of lighting. She does know it is industrial lighting. Cary: Was there an option to backlight the Name on the monument Jeffiny: She asked, but this price was $8K John Hall: Wants to make sure we look like a nice neighborhood Charles Morris: Thinks we should not be aiming for a high class neighborhood look, that is throwing $$ down the drain Cary: Does the contractor have samples of the lights that the committee can view JS: We have asked, and they are supposed to send Allie Federer: Difference I saw in the outdoor lighting in her home. Thinks that the lighting makes a big difference and we should not skimp; can we plant trees on their property for the house on North side of entrance
Social Update Bethany: Fall picnic took place and cookies at the light the loop. Thank you to those that hosted. Please sign up for fourth Fridays. Likely to have a spring and fall garage sale Fourth of July parade will not take place Halloween parade will go on New neighbors moved in Neighbor of the Year is Andy Henry
Lights Thanks to John Rod: Sign-up sheet to come Walt Buck: Please help with taking them down. We really need help. John Hall: We could use some help, we start putting the lights up in October and taking them down in March Kris McCarten (sp) is in hospice; Action to send card Walk Buck: Make a Holiday Lightening committee to help. This way things can continue into the future. It cannot be one person. Cary: People that can put their own lights up are not. How does this work if they cannot get people to help if they will not do their own XX: Christmas Place required it in their HOA XX: Concern over the risk to people. Is there a company that would do this for people. Allie: Could we add this into the HOA agreement? Bethany: We have looked at amending bylaws, but the cost was prohibitive
Walt is willing to chair the committee, but committee has to be established
Cary: If we do a formal committee, and then we get a volunteer hurt. Is HOA responsible? XX: There is a lot of logistics that we are not thinking of above and beyond putting them up and taking them down XX: Homeowners should store their own lights
2022 Meeting Jan. 26th, 2022 34 People on the Zoom call, 28 unique households
1) Approval of 2021 Meeting Minutes Aaron Link lead the approval of minutes from 2021 meeting; referred participants to the website for the minutes to review a. Motion i. Bethany Shelton b. Second i. John Hall c. Motion Carries i. Yea (all) ii. Nay (none)
2) Board Review and Approval Aaron Link introduced the proposed Board for 2022. No changes from 2021. a. Motion i. Bethany Shelton b. Second i. John Hall c. 2022 Board is Approved i. Yea (all) ii. Nay (none)
Aaron informed everyone that several people currently on the Board have been on for several years and are looking to wrap up their time serving after 2022, so we need some new neighbors to volunteer to serve next year.
3) Budget Review Aaron Link reviewed the 2021 Budget and referred participants to the Treasurer report that was sent prior to meeting. In 2021, we were right under budget. Unfortunately, our income (not set aside for monuments) of $51K a year is not covering the expenses. And, in 2022 we know that Summit and Garbage will be going up. When we budgeted we had planned for 1.5% inflation and current inflation is running higher than this. As a result we are depleting the cash reserve to cover our reoccurring costs. Thus, Board is proposing a $50 increase in the dues effective 2022.
Discussion: Rodger: Prices are going up and he thinks that we should do more than $50,rather than scrape by. He proposed a $100 increase. John Hall: He agrees that we need to be able to keep up with the maintenance to make sure neighborhood looks good, so $100 is better. Andy Henry: Echoed the inflation increase that was not accounted for and biting the bullet to increase to $100 makes sense to cover our costs and keep neighborhood maintenance up.
a. Rodger Motion to approve $100 increase to $725 b. John Hall Second c. Motion Pass i. Laura Portis and Mike Dickey Oppose (Nay) ii. Ayes carry the vote
Annual dues will increase from $625 to $725 beginning this year.
4) Landscape Review a. Our lights are commercial grade making it hard to find someone to work on the power cells we have. b. Landscape Lighting i. John Hall: Discussions about trees along entryway expected to continue in the spring.
John Hall : Wants to know the process for getting things fixed around the neighborhood.
Jeffiny shared a quote that she got for berm trees
John Chase: Wants to make sure that we are not planting and overcrowding of trees. Jeffiny: Yes, we are taking that into account
5) Monuments a. The monument on Switzer is crumbling and needs replacement b. Going in phases
John Hall: Wants to make sure we are not taking down monuments that are in good shape Andy/Jeffiny: The project is in phases so that in the end the styles will match. Plan is for the phases to take place over a year or two.
Monument Committee - Does anyone want to be on a committee - No response from participants ○ Bryan Wilkins agreed over chat to assist on the committee - Jeffiny stated that we are planning for a special assessment in January 2023 ○ One reason for doing this in winter is to minimize impact on plantings that come through 2022 - Alice Shan; why would we do anything on the 127th and Goddard monuments since they are good - Carol Amsberry; They have only been here for a year, but has question about stone work. She has focused on visibility and prominence. The trees are growing over the lettering and we cannot read the sign. This is signage at 127th and Switzer - Jeffiny: This will be accounted for in design - Rodger Parrish: Think this sign on PowerPoint is still small for our name. He thinks we should get rid of stone monument all together and place a nice street ramp that has a sign. - Carol Amsberry: She would like to see the suggested designs. - A number of folks on chat like the stone (Andy Henry, Ben Bailey, D Harrison) - Carlton Cellenbach likes Rodger Parrish’s idea to get rid of the stone (chat) - Bryan Wilkins would like to see options. - Aaron Link: Proposed a separate meeting were we show designs and get input - Jeffiny: We have asked for suggestions in the past and only got a single response. We don't want to pay for architect to draw. If people want to join committee or send in designs, then please share. In order to have a voice on the monument design then you need to volunteer to join monument committee.
6) Social a. Want to get the directory updated b. Plan to do 4th Fridays again i. Sign-up will be on the website c. Garage Sale i. We had two ii. Spring was well attended d. Fall Picnic i. Did not do this because of COVID ii. We would like people to chime in if they feel comfortable e. Lights the Loop i. Continues to be a success f. Activity Survey i. We will use results as we plan social events ii. This will also be used to allocate funds as well g. Welcome New Neighbors i. Please make a point to welcome the new neighbors 7) Neighbor of the Year a. Dan & Lori Carter i. Dan is always out helping with snow removal and other assistance 8) Shout Outs a. John Hall i. He needs more help with the lights b. Andy Henry - keeping website updated 9) Housekeeping
Jeffiny gave recommendations for who she has used for these services Jeffiny gave some other item updates that can be found on the slides Teresa McKinney: Recommend Crush Glass for recycling glass Jeffiny: Driveway RFP Baileys at 12615 Larsen interested in doing driveway repair Frederes 10428 W 126th interested in a driveway quote
Open Comments: None
2021 Annual Meeting Agenda Welcome and Introductions Ellen Wood Review and approve 2020 minutes Aaron Link Aaron Link - Motion to Approve Jeffiny Shutts - Second All - Aye Motion Approved Henry Bullen - Wanted to make sure that people know that the Dues we pay are annual and not monthly. He had some issues when refinancing. HOA affirmed that dues are paid annually.
Budget/ Treasurer’s report (Review 2020 and Projections for 2021) Pheobe Yencic Pheobe gave general overview of budget and projections She touched on the budget for new trees at the entryway, and possibility of HOA looking at trimming street trees that owners are not doing. A detailed Treasurer's report was provided for review prior to the meeting. Discussion on Berm trees Henry Bullen - Regarding berm trees, he says some are HOA and some are owned by property owner. On his property, he planted 6 to 7 trees, but there are street (127th) trees that are HOA. Phoebe Yencic - 127th and Switzer berms. HOA is only planning to cut down dead trees. There are several on 127th close to Nottingham Place that are dying. Henry - There are two pines trees on the berm behind his home that are half dead which are HOA trees.
Pheobe Yencic - Motion to Approve Rob Crosthwait - Second All - Aye Motion Approved
Nominations/ Voting NEW Secretary (Bethany Shelton) Jeffiny Shutts Jeffiny Shutts - Thanked Ellen Wood for her service and announced Ellen is stepping down from the HOA Board. Introduced Bethany Shelton as the new Secretary and Social Chair Pheobe Yencic - Motion to Approve Rob Crosthwait - Second All - Aye Motion Approved Reaffirmation of Current Board Jeffiny Shutts Jeffiny - Asked if anyone else wanted to put their name in for consideration to be on the board. There was no objections to the 2021 Board Board Members Affirmed Jeffiny Shutts - President Aaron Link - VP of Operations Rob Crosthwait - VP of Home Improvement Phoebe Yencic - Treasurer Bethany Shelton - Secretary/Social Chair
Landscaping, Lighting & Monuments Jeffiny Shutts John Hall - Wanted to discuss the trees at the entryway on the Dalin & Portis yards. He thinks they are too small. This is the signature entrance to the neighborhood and he wants to have larger trees for a grand entry to the neighborhood. He thinks the center island is fine. Would like to see a tree the size of the maple that the Portis’s planted in their front yard. Jeffiny Shutts - She spoke to Portis about the cost of their tree. If we planted 8 larger trees similar to their maple tree (4 on the south side and 4 on the north side) then her quotes show $8K. JH - Thinks that we should not fix all the monuments, but focus on one that is in need of most repairs off Switzer. Then use that money to get bigger trees. Terry Vitalli - He agrees with John that we should put money into trees and not monuments. Jeffiny Shutts - She is looking for consistency in all the monuments. If we separate them, then we risk different stones or different masons. She agrees on the desire to have larger trees, just don’t have the budget. John Hall - $1,500 for Portis maple in front. When the neighborhood was initially being planned, the goal was for our entrances to look like Hallbrook neighborhood. Would like the 8 large trees and then move the trees that have already been planted and move them to some other areas where the city has taken out trees and replaced with small trees around the rest of the neighborhood Phoebe - The current budget does not have $8k earmarked for trees. Henry Bullen - Inquired if the 8 trees are on public property and Ann Hall asked is we had permission from homeowner to plant Aaron Link - We have been in contact with the homeowner on the northside and they are not in agreement with us planting trees on their property. These trees are all being planted on private property. Henry Bullen - We need to get permission. Need to look at a holistic view of this situation. John Hall - Reminded folks that HOA did plant those trees that were removed from the private property some 30 years ago. Need the approval of Dalin’s so both sides of entry look the same for many years to come. Mike Ivicak - Inquired about how long until the trees we planted would get big Ellen Wood - suggested maybe the board needs to look at the budget and reprioritize possibly Jeffiny Shutts - Approximately 10 years to be fully grown - wants them to look symmetrical. Thought about planting in the right of way. Andy Henry and John Hall both agreed there is not enough room to plant in the right away. Mike Ivicak - So we are looking at the decision about a couple years as to what to do about the trees. Ann Hall - Until we hear from Dalin’s then we need to hold tight. If they agree, then we go bigger. Terry Vitalli - When discussing the monument and money, wondering if we should think outside the box. Could we do something different than what we currently have or trying to match Nottingham Forest. Jeffiny Shutts - Loved the idea of thinking outside the box and welcomed any suggestions. Christy Renner has offered to help with some design options Jeffiny discussed the issue of the lights currently at the entrance and needing to be fixed
Social Update, Shout Outs & Housekeeping Ellen Wood Report on on all the social events that did and didn’t happen because of the Covid 19 Pandemic and other items Please send any updates for Directory. HOA will be sending a revised version soon. John Hall announced as the first ever Nottingham Place Neighbor of Year Award winner - A sign will be placed in John’s yard. The First Annual Halloween Parade was a huge success and will become a tradition. Hoping to have Fourth Fridays, Fall Picnic and the Women’s Holiday Exchange this year. Light the Loop very well attended. Highlighted the 4 new families that moved into NP this year.
Housekeeping - Jeffiny 1,000 hot/pink yellow tulips planted to see in the Spring Getting house # painted on curb helps people locate your home - LT’s reflective technology is great for this Tree trimming needs to be done all over the neighborhood overhanging sidewalks and the street. There is a city code, it looks nicer and walkers, etc won’t have to duck when walking under the tree. Mailboxes can be replaced if rusting. Ask the Post Office and provide pictures Composting is great for the environment and you are encouraged to do this. One good place is compostcollectivekc.com
Questions Rob Crosthwait - Do we know if any company picks up glass? Jeffiny - Knows there are companies that do this and will send something to neighborhood if people are interested Andy Henry - Says Ascension Garage Sale is a good way to get rid of Electronics Rita - You can recycle electronics at Best Buy Max Sherman - There is electronic recycling at I-35 and Lamar Ann Hall - Enjoys seeing all the kids in the neighborhood Jeffiny Shutts - Motion to Adjourn Aaron Link - Second All - Aye Motion Approved
2020 Annual Meeting Notes - January 22, 2020
Review and approve 2019 minutes Aaron Link
Motion to Approve Meeting Minutes 2019
So Moved by John Hall
Seconded by Mike Ivicak
All in favor; unanimous “Ayes”
Budget/Treasurers report Andy Henry (Review 2019 and Projections for 2020)
Andy Henry – Explained an old invoice for Silverleaf was paid resulting in budget discrepancy
One household still outstanding on 2019 dues; Andy Henry continues to be in contact with them for collection
Expenses
Garbage
Wanted to increase 25%
We went to a new hauler for trash
Only a 5% increase as a result of this change
Water
Past we spent $8K
Last year we only spent $4.8K on water
Sprinkler system
Andy can control from his phone
If you ever see the sprinkler shooting into the street, please let us know
Landscaping
Spent a little more than budgeted on flowers at Nottingham entrance
Looked good
Admin
Rental space
Insurance
No insurance to cover our directors, but would like to add that coverage to our policy to cover the board. This is part of the reason for FY20 budget increase
Social
$87 spent on food for fall picnic
Monument/Tree Berms
Jeffiny has numerous quotes
Needs to compare them because each quote has different elements
Approximately $95K as an average
Last year the plan was to patch what we got
Plan for 2020 to patch
Need to plan for
Roger Parrish- Why not just take out and put in a light
Hidden expenses
Landscaping (not monuments); this like over seeding and fixing exposed wire, stump removal
Summit wanted $9.8K
Last year snow storm that knocked down limbs
Neighborhood pitched in to take 6 trailer loads of debris
Andy Henry – A friend that says $5k would have been cost
We did about 2/3 of the Summit work ourselves to save money
It would have been about $10K if not for the help of the neighborhood
Neighborhood cleaning up the berm
Reason to raise dues
Plan for a time when people do not go out and do this hard work
Another reason is to fix monuments and plant trees
Trees at the entry are in bad shape (8 Ash trees on either side of road). These trees are in bad shape
Cost for new maples trees that have some size to them on either side
Trees (4 trees in the right of way on the island)
$22K to remove and replace the 12 trees
At 4 years out might have enough to cover the monuments (main entrance)? 6 to 8 years out to do Goddard
The dues being raised to $625 to cover the items we currently have in the budget. Expected 1.5% inflation and then the $120K of capital improvements
Walt Buck – The 2020 budget has $21K in landscaping, are we done with the berms. Andy Henry – Would like to think that we are not done with berm in terms of adding trees
Walt Buck – The dues were raised to improve the berm. But, concerned that the $21.5K is for upkeep and not new trees for just the berm. Andy Henry – another reason for the increase in dues. Jeffiny Shutts – We replaced three trees that were burned down on the berm, and did some clean-up with neighbors. John Hall – Would like to emphasis that volunteerism has been vital for neighborhood. We need to make sure that we keep this up as we can do small trees on the berm without increased costs. Jeffiny Shutts – The entry way trees require the big roots and massive labor John Hall – Thinks that most of the walls are in good shapes. He thinks that the center walls do need professional help. Andy Henry – The problem is that we cannot get things to match. Thinks that the increase is needed to cover these costs. Frank Schuler. – Thinks dead trees on 127th west of Goddard. Thinks this will be a problem this year, that these trees are dying. John Chase – Trash dues are locked in for three years; correct.
Andy Henry – correct. Speaker what happens then. Thinks there will be a substantial increase in trash costs after the 3 year contract price lock ends. Andy speculates a 7% to 8% increase at that time. Kind of a small mom and pop company got good referrals.
Group – All agreed that we like the new trash company
Andy Henry – Guessing 3% increase a year for trash, 0% for increase for water; 1% for landscaping. These are what he planned for in the projections
Walt Buck – If center monument on Switzer is in bad shape now, why are we waiting. Why not do a special assessment now and get it fixed now. Has the name of the company that we used in 2005 to do the repairs. They could find the same stone. He wants to tear down. He says there is a special assessment until (2023/??). We spent $15K in 20015 to repair and raise both sides of the Goddard entrance (city gave us money for that). He can share the contact with Jeffiny.
Jeffiny Shutts – Discussed the style of the monument and the pros/cons of the existing style verse styles that have concrete
Andy Henry – Reran the projections with $15K estimate. Shows you can do $600 dues with a $100 assessment. Problem we have is that if we change the design and not change the other ones then we have aesthetic issue in terms of things not looking together.
Mike Ivicak – Did any masons think that the monuments cannot last 3 years?
Jeffiny Shutts - $70K for the main entrance, so that is the biggest chunk of the $100k estimate
Rita – can we something simpler. Thinks that the Goddard entrance is nice and likes
Timothy Butler – Spreading things out over time risks having different materials. Also not for a $1k assessment to do a onetime shot.
Robert Parrish – Does not want a monument at all. Why not just a light and grass
John Hall – city was supposed to be patterned off Hallbrook. That is why we have the entry ways the way it is now.
Jeffiny Shutts – She can see if the masons can do some blueprints on options.
Walt Buck – Can we separate 2020 from the monuments. Then we look at monuments with all the information for 2021
Andy Henry – Reviewed the 2020 budget projection with $625 dues in for the Income.
Frank Schuler – Trees expense. The trees for the berms have been an issue for a while.
Approved with new dues of $625
Walt Buck – Moved
Cathy Erkman - Second
All Ayes; No nays
Social Update Aaron Link
Many positive things happened in 2019 from a social perspective that helped more neighbors become acquainted and have fun living in Nottingham Place
Well attended were the Birthday celebrations of BOTH Betty and Roger Parrish’s 90th Birthdays!
We increased the number of 4th Fridays – which occurred about 7 months out of the year. Thank you to the many that hosted these. There is a signup sheet at front table – they will run April-September this year.
Thanks again to Kozetta Thomas and John Chase and Frank and Jean Shuler for hosting a fabulous FALL Picnic and ordering great weather to go with it! As always this event had about 50-60 residents attend and was a nice event for bonding with neighbors and friends. Think they are hosting again next year!
John Hall (and friends) came through again with an amazing look for the neighborhood yet again. John and his helpers put up 118,000 lights = 600 reels of lights = 6 miles of light strings Light the Loop was chilly but well attended. In order to help John next year we are suggesting 2 households join forces if you think you can help do the lights at a neighbor’s house (that John typically does) then you can do it when it is convenient over a months’ time. John will provide you with the extension cords and lights necessary to complete the 3-4 trees on someone’s property. We will have a sign-up sheet in the Fall and at the Fall Picnic
The annual Ladies Gift Exchange was the last social event for the year and as always had super attendance. Thank you to Jackie Fletcher and Christy Renner for hosting. It was also a chance to give back. Everyone donated money or items for a Dignity Give Drive for the charity “Giving the Basics” In conclusion, Lindi Lambert has already volunteered to host next year – thank you!
Also, many neighbors are going through thins, whether it is a parent dying, loss of job or their own health concerns. We want to remind you we have the group Dianne Christians started called Nottingham Place Gives Back group that is ready to assist in any way. But we do need know when neighbors need help. Please reach out to Dianne or Ellen Wood to start the ball rolling on these efforts.
Jon Hall – Thanked everyone. Put 120K lights on over 85 trees. If you can help with one day or half day to assist the neighborhood. Why do I do this; and it touches people and makes them feel good when people enter the neighborhood.
Reminders Jeffiny Shutts/Rob Crosthwait
If you have mailbox rust, take a picture and contact post office. They will replace
Sidewalks; need to clear of sidewalk if you have trees or other vegetation that is impeding access
Due not put recycling in plastic bags; items need to be loose in the bin
Reviewed the process for approval of exterior remodeling. Please send to Rob a couple days in advance of when you need this. Don’t wait until the last minute
Nominations/Voting NEW V.P. Andy Henry
Pheobe Yencicn is going to be stepping in as Treasurer to replace Andy Henry
Rob thanked Andy for his service
The rest of the board will remain
Jeffiny Shutts; President
Aaron Link; Vice President
Ellen Wood; Secretary
Reaffirmation of Current Board Andy Henry No other candidates nominated Open Discussion Jeffiny Shutts
Review the Directory and make any updates that you would like to see
Need to post when the spring garage sale will be. Andy will post this information
Holly Bailey – Interested in starting a neighborhood kids club to help with doing some volunteer around the neighborhood. She can be the adult sponsor and the kids will be more involved.
Andy Henry – to set-up on the website John Hall – Divide the neighborhood into groups of 10, and then have someone in charge of each group to put the word out. Some type of call chain. Thanked Jeffiny for her work Cathy Erkman – Would like more people to turn on their lights at night. Thinks it would make it safer. Walt Buck Motion to Adjourn JR Bretches - Second
2019 Annual Meeting Notes - January 23, 2019
Present for the Board were Rob Crosthwait, VP Andy Henry, Treasurer Ellen Wood, Secretary Meeting began at 7:06 at Oak Hill Elementary School 2018 minutes were reviewed – motion to pass by Terry Vitali, it was seconded by Russel Sanders Andy Henry gave the Treasurers report – there was a variance for the positive with landscaping because we tabled tree work for overage on the sprinkler system. No questions on 2018 budget. Andy will check with Kim Bretches to see if our neighborhood insurance is appropriate. Monument at entrance was discussed – John Hall can help. Bridget Vitali inquired about the remaining burnt trees on Switzer. Andy said it is the budget to replace them with some mature trees. John Hall said Rosehill nursery is helpful with pricing and delivery. Jeffiny Shutts said she could help pick trees and flowers but would love expertise of others as well. Jane Looney thinks the flowers need to be much better than those planted last year. Carey Wood inquired about getting more landscape advice from Summit, not just plan to plant some trees. Cushenberry’s and McCartneys have mature half-dead Ash Boers that are scheduled to be removed, it was discussed that these are both city trees. A subcommittee for landscaping was recommended. A motion to approve 2019 budget with regular $500 dues by Terry Vitali and seconded by Mike Ivicak. Ellen Wood introduced John Hall – he did a presentation about “Light the Loop” - 565 reels were hung by John and volunteers this was 114,000 lights which was 5.5 miles of lights. John thanked everyone for his gift card and said he would be using it to buy more lights. He thanked everyone who helped but special thanks to Priscilla Casey for hosting the half-way point party and John Casey and Mark Gast for helping with so much light hanging. But the big surprise was a drone video of our neighborhood all lit up that John’s daughter gave him for Christmas. The video can be view on our website npha.weebly.com Ellen continued with social report and thanked everyone who had hosted or attended the many events in the neighborhood like “Light the Loop”, the Fall Picnic, 4th Fridays and the Ladies Holiday Exchange. If anyone wants to sign up for Nottingham Place Gives Back (NPGB) and help support or neighbors when need send Ellen an e-mail and then Dianne Christians will add you to the list. Ellen reported she would still like to have the neighborhood participate in an outside of the neighborhood service project. Max Sherman said he chairs a non-profit in NKC that could use our help. Rob Crosthwait reviewed reminders about trash days are Thursdays, cans can only be out as of Wednesday night. City of OP does not allow cans to be visible from street on other days or they can fine you. Trailers cannot be stored or parked in driveway on streets overnight. Contact board to receive approval for temporary exceptions. No signs of any kind are allowed on berms unless a realtor get permission from the board. The board places our neighborhood Garage Sale banners up the 4th week of April and 2nd week of September. Ivicak inquired about homes having occupancy regulations if home is empty. Board was not sure. Several others inquired about how many cars can be parked in a driveway or on street and for how long. Board was going to follow-up. Ellen asked for nominations for VP of neighborhood board – no takers. Alice Shan then nominated Jeffiny Shutts to fill our Presidents positions – it was seconded by many! Congrats to Jeffiny on becoming our new President. Motion to adjourn by Carey Wood, Seconded by Stephanie Franklin
2018 Nottingham Place Annual meeting notes January 24, 2018 (Present from the board were Patrick Hammond, Andy Henry and Ellen Wood) Meeting began at 7:13p.m. Patrick Hammond began the meeting with welcoming everyone in attendance. He mentioned the 2017 are posted on our website https://npha.weebly.com/ He then asked Ellen Wood to read the 2017 minutes so they could be reviewed and approved. There was a motion to approve them by John Hall and seconded by Walt Buck. Patrick then asked Andy Henry to present the Treasures Report which included the final budget from 2017 and the projected budget for 2018. A 2017 "shortfall" was addressed and it was noted all resident paid their dues. 2017 expenses the Insurance took big hit by 21% increase. Andy asked for recommendations if anyone in neighborhood had connections. John Hall mentioned Kim Bretches is in insurance. Overall the 2017 budget was way under by $10,000 because water was off a lot and bubbler and landscaping was under by $6,400 due to lack of planting flowers by SilverLeaf. There were two budgets presented for 2018 based on two different options on how to approach the repair or full replacement of our neighborhoods 30 year old sprinkler system. John Hall felt it would it would be good to remind the residents that the sprinkler system is responsible for watering 10 acres of grass, trees and shrubs within a 25-ft minimum easement area which includes all berms. Andy mentioned there many this last year alone in replacing 8 valves. Andy also explained because of the ongoing issues with the sprinkler system not working we can be apply this toward whatever is decided. They had multiple irrigation companies come out to assess our system and make recommendations. Some recommend to fix it and utilize the remaining very old wiring to all valves and keep the old 1” pipes. Another company Summit provided a solution to tear out and install an entire new VERY efficient system. This would save NHP money in the long run on water usage because it can sense when we have had rain, we would install 2” pipes to better handle the pressure, and we would have new valve heads, there would be a two wire path with decoders on valves, 12 gauge direct burial lines and separate valve for bubbler at entrance that would be on timer and a 3 year warranty on system. The total amount will be $46,000. Bridget Vitali asked if money had been set aside for seeding or any damage to trees, shrubs or grass caused by the tear out and install of new sprinkler system. Andy said yes. To fully replace sprinkler system a one time assessment per family of $175 would be needed in the 2018 calendar year – made payable by May 1. This would be in addition to the annual dues payment of $500 due by March 15. This amount would have been significantly more is we had not had left over revenues from the 2017 calendar year. On another subject John Hall mentioned concern about the tree that had been removed on the Potis’ property that was their tree that had the Ash Borer. His concern was the tree removal is part of the visual entryway into our neighborhood. Andy said it probably would be good to replace but if the Association was going to assist with costs to replace with an already mature tree we would need to table discussions til later. There was a motion by Walt Buck to accept the 1 time assessment of $175 for sprinklers system in addition to the $500 annual dues. John Hall seconded the motion. There was a motion by Bridget Vitali to pass the 2018 budget with total sprinkler overhaul. The motion was seconded by Brandi Hammond. Ellen Wood gave an update on Social Endeavors in the neighborhood and thanked the many residents who volunteered this year to host 4th Fridays, Light the Loop, the Fall Picnic, the Holiday Gift Exchange. Plans to do all of these again are in the works. If you have an interest in hosting any of the events please e-mail the board. Also, Ellen announced that Dianne Christians had the thoughtful idea to start a group that would help others in the neighborhood when in need. The group is called Nottingham Place Giving Back (NPGB). Proud to announce that 16 families in the neighborhood have now signed up to help. If you are interested please e-mail the board with your name, e-mail and phone #. Also, John Hall spoke about Light the Loop. (John – Thank you again for making it such a success and volunteering so much time to make our neighborhood look GREAT! ) The board will also be providing welcome baskets to new neighbors. Ellen will be coordinating a few opportunities through the year for the neighborhood to do service projects or support a cause. Patrick then discussed reminders such as don’t forget to fill out architectural form and submit it for approval for painting, construction, etc. The form can be found on the website https://npha.weebly.com/ Also, the website has been updated and looks great – thank you Andy! Garage Sale dates, etc. can be found on website. Patrick asked if anyone was interested in being on the board, no takers! A motion was made by Dan Christians to reaffirm the current board and Walt Buck seconded the motion. Next annual meeting scheduled for Wednesday, January 23, 2019.
NOTTINGHAM PLACE ANNUAL MEETING January 25, 2017 Oxford Middle School, Overland Park, Ks. Call to order 7:04 p.m. President Joe Arcikowski reviewed the minutes from 2016 meeting. Motion passed to accept minutes of 2016. President Arcikowski then opened the floor for questions: A question was brought to attention to the Board about the annual dues maintaining at $500 to help with continued support of sprinkler system, electrical system, and general upkeep of the neighborhood. Motion by Mark George, 2nd by Shawn Williams, motion passed. Question of $2000 shortfall of balance from last year’s books by Lisa Smith. Discussion took place and Scott Taylor (Secretary) stated to the neighborhood that the book were open for review and anyone could take a look at the books and audit them for any potential shortfall. Scott left the meeting and got the books for Lisa to review. Walt Buck also stated he would like to look at the books to evaluate the balances and for review. (Editors note: to date there is no confirmed shortfall, the HOA financial position is healthy with money in reserves) Question by Nancy Elpers wanted to know what the increase of landscape fees for 2016 were used for and Pres. Arcikowski stated it for the tree trimming in the neighborhood and sprinkler repair. 2017 Budget question regarding less funds going to water and concern of getting enough to maintain the lawn of berm area surrounding neighborhood. Joe stated there have been rain sensors adding to sprinkler system, which should help reduce the water usage and decrease our overall budget for 2017. Nancy Elpers brought a question regarding our present landscaper, Silver Leaf Landscaping about present contract and Joe stated that the current contract runs through 2018. The Board looked at ending the relationship with Silver Leaf, but the termination of the contract was too expensive and will continue to use them through the end of the contract. John Hall had a question about an ailing tree at Switzer entrance and wanted to know if we could be proactive in attempts to save the tree. The Board said they would talk to the tree company they used for trimming in the Fall and see if they could give us some recommendations. It was also brought to our attention by John Hall that certain neighbors have been planting on the Home Owner’s Assoc. berm area and was concerned that the mismatch of trees/plants that are being planted will give an ill look to the other surrounding berm area. The Board said they would discuss with the few neighbors and make them aware of the HOA by-laws that they cannot plant on the berm area, unless approved by the Board. President Arcikowski presented the 2017 budget. Motion to accept the 2017 by Shawn Williams, 2nd by Bill Konen. Motion passed. President Arcikowski informed the attendees that the Board has been trying to get a neighbor that put a tin roof on his porch that did not meet by-laws corrected presently. The Board also restated that all paint colors/home changes must check with the Board for their approval before making any changes. A suggestion of was made by John Hall that a Welcoming committee take a copy of by-laws to new neighbors and make them aware of the Board and if questions arise or they want to make changes to their homes they would have the contact for the Board. The Board will entertain any welcoming committee members that would like to initiate this. None spoke up at the meeting, but the Board will look into assigning members to do this. President Arcikowski brought to the attention of the attendees that he had spoken with the foreman of Google fiber that is placing their fiber through our neighborhood, that they would be responsible of one gas line that was hit in the neighborhood. The water line and other gas line that was hit by Google was in error of the City of Overland Park and they would be responsible to fix those. Many neighbors were concerned about their yards were Google fiber has dug to place their fiber and President Arcikowski stated he got the foreman’s # and questions/concerns could be directed to the foreman. Also complaints of the chip-and-seal of the roads through our neighborhood should be filed with the City of Overland Park. Another concern was not enough emails going out to the residents of our neighborhood and the Board stated that the Calendar of Events on our website are updated regularly. But several of the residents would like direct emails and the Board would discuss and work on getting more regular emails out. We would also like to have a Social Committee to prepare social event and there were no takers at this time. John Hall gave an update of Light the Loop Dec. 1, 2016 and wanted to thank everyone for their support of the event and all the Holiday lights throughout the neighborhood. Next year is set for Light the Loop Dec. 1, 2017. Old Business: Present by-laws is substantial at this time after legal review for residents not to be able to rent their homes out for VRBO or AirBnB. If any other issues come forward in regards to residents using their homes for short term rental would be re-addressed by attorney. Walt Buck spoke about updating by-laws 2 yrs ago and anything that affects neighbors or overall curb appeal of the neighborhood, the present by-laws are set for the discretion of the Board to make recommendations for correction. Lisa Smith has question about a $500 shortfall that we discussed last year and no resolution has been found of this shortfall. President Arcikowski has asked for volunteers for a Treasurer for the upcoming year and it would be a 2 year term for this position and no one stepped forward. The Board will reach out to the neighborhood and see if there is any interest. The Board thanked Scott Taylor for his service. The present Board of Joe Arcikowski, Andy Henry, Rob Crosthwait, and Patrick Hammond were re-affirmed with a motion by Mark George, and 2nd. Motion passed. Motion to adjourn the meeting by Mark George, 2nd Bill Konen. Motion passed 8:22 p.m.
Meeting started at 7:10 once the needed quorum of 21 households was attained. 24 households was the total ending attendance.
Joe Arcikowski, President, opened meeting welcoming all.
*Overland Park will be doing street repairs in the neighborhood this spring. Tree trimming along the streets and sidewalks will be performed by the city at no cost, however there are concerns about it being performed professionally to maintain aesthetic appearance that will require working with the city to make sure this is done correctly.
*The 2015 expenses totaled of $52,395.66, with ending cash balance of $18,070.53. -$4,000 voted on at 2015 meeting was brought up and discussed, connection of Patrick Hammond, VP, was able to review at no charge to the neighborhood. -Joe Arcikoswki to work with former treasurer Lisa Smith at a later time to help better understand the extra cash balance
*2016 Proposed Budget was reviewed with projection of $48,674 for expenses against $51,000 in revenue leaving a projected net positive cash flow of $2,326 for future large expenditures anticipated for specifically the irrigation systems and electrical system.
*No increase in 2015 dues. Dues will remain at $500.00 per family are due immediately. Dues will be considered delinquent March 15. Residents who fail to make payment by March 15, 2016 will be assessed a penalty of 10% which becomes payable immediately. Notice will be emailed out to residents with link to the website dues page.
*Patrick Hammond, VP, discussed findings from legal review of by-laws with there being a potential need for updates to restrictions regarding rental of property in the neighborhood. Further discussion will be needed before potentially making proposed amendments to the restrictions and sending this out to residents for a formal vote.
*Nottingham Forest Pool Access – discussed and Nottingham Forest continues to insist it is an all or none proposition and the annual expense is determined to far out weigh the benefit.
*Monthly emails will be sent out with a link to the website to help advise residents of the latest announcements and calendar of events updates -Andy Henry, Secreatry, to check with bordering neighborhoods to try and coordinate garage sale dates
*There has been expressed interest in more social events like the ornament party. Joe Arcikowski mentioned his wife would help with a social committee, but would need assistance due to work commitments.
*The board expressed great thanks to John Hall for his work with the "Light the Loop" event having been such a great success. John was presented with 17 reels of lights as thanks for his efforts that he advised will be helpful in making 2016 even more amazing.
Meeting adjourned. Minutes will be posted on NHP website. www.npha.weebly.com Andy Henry, Secretary
Following are the minutes of 2015 NHP Annual Meeting – 2015 Approved Budget is attached.
24 families attended meeting the needed quorum of 21.
Mark George, President opened meeting welcoming all. Thanks were given to Lisa Smith, Treasurer for her 20 plus years of service,
John Hall for his work on Holiday Lighting and Andy Henry for his work at NHP WebSite Manager.
*Nancy Elpers, Secretary, read the 2014 NHP Annual Meeting Minutes. Motion to approve minutes as read seconded and carried by attendees.
*Lisa Smith, Treasurer, reported on 2014 line item expenses. Total of $47,933.59, with ending cash balance of $14,707.40. $1486.59 over budget.
2015 Proposed Budget was reviewed, discussed, modified. Motion to approve was seconded and carried by attendees.
*No increase in 2015 dues. Dues will remain at $500.00 per family are due immediately. Dues will be considered delinquent March 1. Residents who fail to make payment by March 1, 2015 will be assessed a penalty of 10% which becomes payable immediately. Separate notice will be sent to all residents.
*5 year Tree Plan: – Nancy Elpers reported we are in the 5th year of tree plan with 73 dead/dying trees removed at cost of $12,415. Replacement of 56 trees, 12 grasses and 20 shrubs (not including Entrances and Monument landscape) at cost of $13,144. Plan for 2015 is 7 new trees and 10 shrubs. Locations to be identified.
*Landscape – Nancy Elpers reported renewed contract with Silver Leaf Landscape. (includes added service and berm grass renovation)
*By-Laws/Restrictions (no attorney review and voting process) were addressed by resident, Joe Arcikowski. Motion to have these documents reviewed by attorney, amend as needed, was seconded and carried. Motion to include $4000 for legal fees was seconded and carried. Motion to identify committee to handle was seconded and carried. Committee members consist of Ron Pinnell, Joe Arcikowski, Patrick Hammond and Jennifer Switzer.
*Nottingham Forest Pool Proposal – discussed and Patrick Hammond will pursue with NHF Board..
*Term of Officers discussed. Previous by-law officer terms have not been followed and in revised By-Laws terms omitted. The By-Laws/Declaration Restrictions Committee will address this concern. Current Treasurer in office 20 plus years, President and Secretary 6 years and Vice Presidents 3 years. Mark George, President asked if there were volunteers to serve on Board and Joe Arcikowski volunteered.
*Light the Loop” John Hall addressed and is asking residents to light up their street trees at holidays. Residents meet on identified night to light entrances and move to various areas of neighborhood for lighting ceremony.
*Signs for Children Playing – Ron Pinnell addressed concerns for small children and traffic. He will provide plan which will be posted on NHP Website.
*Carry-in Item: Spring Garage Sale: April 22-25, 2015
Meeting adjourned. Minutes will be posted on NHP website. www.npha.weebly.com
Nancy Elpers, Secretary
Minutes of NPHA Annual Meeting February 26, 2014
WED, FEB. 26, 2014 7:00 PM
Oxford Middle School - Switzer Rd.
2013 Balance Sheet and 2014 Approved Budget and Social Committee Report Attached.
(please share these minutes and attachments with residents/neighbors who do not have or have not given me their email addresses:
Following are the minutes of the 2014 NHP Annual Meeting. 27 families in attendance so quorum of 21 reached.
*Mark George, President Welcomed the attendees.
*Nancy Elpers, Secretary, read the 2013 NHP Annual Minutes. Motion to approve minutes as read seconded and carried by attendees.
*Lisa Smith, Treasurer reported on 2013 line item expenses. Total of $69,932 expenses with ending cash balance of $11,597. $2259 under budget.
2014 proposed budget was reviewed and discussed. Total of $46,447. Motion to approve 2014 budget was seconded and carried by attendees.
No increase in 2014 Dues. Dues remain at $500.00 per family and are due March 15, 2014. Separate notice will be emailed to all residents.
WebSite Status: www.npha.weebly.com <http://www.npha.weebly.com/> . Steve Tanner, Website coordinator is retiring from this position effective May 1, 2014. Andy Henry volunteered to be the new Website Coordinator. Thank you Steve for your excellent service.
Landscape Lighting/Tree Plan Status: Nancy reported that we will be adding landscape lighting at the main entrance (126th & Switzer) island. Uplighting on trees and spot lights on bubbler. She reported that the 2014 plan calls for 3 dead trees to be removed and 1 limb to be trimmed and removed.
Approximately 6 new evergreen trees will be planted.
Social Committee Update: Jean Schuler and Shelly Wilkins reported on various activities that took place in 2013 - Garden Tour, Block Party, Bunko, Poker and Holiday Exchange. (Details in attachment) We plan same activities in 2014. We are looking for a Social Chair - If interested, please contact Jean Schuler or Nancy Elpers. Spring Garage Sale will be held April 23 thru 26, 2014.
By-laws & Restrictions: Walt Buck gave report of current status of re-work. Re-written documents will be emailed for resident review and vote (proxy email vote). Walt will pursue attorney or City review before documents emailed.
Carry in items:
1)Motion made, seconded and carried to use the surplus 2013 Budget funds ($2259) for upgraded lighting/electrical work at 127th and monument and at main entrance. Nancy to pursue
2) Concern expressed regarding the current condition of mail boxes. Nancy to pursue with OP Postal Service for status.
3) Overland Park Large item Pick-up will be March 22, 2014. OP will be sending out postcards confirming date and with instructions.
Deffenbaugh does provide this service at any time for a fee. Check our NHP website for details or call Deffenbaugh 631-3300
4) Emerald Ash Bore Status: Nancy provided handouts or you can check our NHP website for information.
February 20, 2013 Oxford Middle School 7:00 pm Shawn Williams, Vice President, opened meeting and welcomed attendees. Nancy Elpers, Secretary read 2012 Annual Mtg Minutes. Motion to approve minutes as read seconded and carried by attendees. Lisa Smith, Treasurer reported on 2012 line item expenses. Total of $51,924.70 expenses with ending cash balance of $9977.12. $428.00 over budget. 2013 Budget of $72,191.00 was reviewed and discussed. There was concern expressed by 2 residents that the water budget of $8000 was not sufficient, but motion to approve/accept budget was seconded and carried by attendees. NO INCREASE IN DUES FOR 2013 – ANNUAL DUES REMAIN AT $500.00. There is a one-time 2013 Special Landscape Assessment to cover rework of Main Entrance at 126th and Switzer and 127th and Goddard of $210. Total due for 2013 is $710.00 by March 15, 2013. Dues Notice to be sent.
Discussion items:
Deffenbaugh – Nancy has negotiated with Deffenbaugh and there will be no increase in charge for 2013. $14.06 per family per month for trash and recycle. No charge for yard waste. She also negotiated yard waste beginning March 2013 thru year end (no charge) Increase in # bags picked up to March-Sept; 8 bags; October-December 10 bags. Beginning in 2014 Yard waste will be picked up 12 months per year at no charge and month rate for trash and recycle drops to $12.00 per family per month.
Landscape: - A new 2 year contract with Silver Leaf was negotiated and rate for all mowing, trimming, weeding, fertilizing, mulching, etc. is $13,862 per year max. Re-work of the entrances will begin first couple weeks of March, 2013
Trees: Nancy walked property 2x with Arbor Barber and Silver Leaf and 13 dead and dying trees will be removed. 6 trees will be trimmed. Work to begin early March. Replacement of 17 trees including Green Giant Arborvitae, Juniper, White Pine and Pin Oak.
Social Committee: Members are Jean Schuler, Shelly Wilkins, Brandy Hammond and Karen Harrison. Chair position is open. If you are interested please contact Jean Schuler or Nancy Elpers. Block party held Sept. 29, 2012 from 5-9 pm with 70 people attending. Holiday Ornament Exchange held in December hosted by Jen Konen with 25 in attendance. A Women’s Bunko group has started and will meet every other month. If interested contact Amy Henry. Men’s Poker group formed and if interested contact Steve Farrell. Garage Sales will be held April and Sept, 2013. In addition, the Social Committee will look into holding a Spring or Summer Deck/garden party and or Progressive Dinner.
Re-Write of NHP By-Laws and Restrictions: Walt Buck is heading a committee with members of Burry Hinman, John Shan and Jim Morgan. They are working to have these re-written for vote by residents in next couple months. The new HOA Kansas Law and outdated restrictions are driving these efforts.
ACTION ITEM: John Hall concerned that the stone work at main entrance may damage mulberry trees. Nancy Elpers to check with Silver Leaf.
THANK YOU’S:
1) Steve Tanner for updating and maintaining our website: www.npha.weebly.com 2) Larry Evanoff for electrical support and materials 3) Residents who light up their street trees and homes for Holidays.
NEXT HOLIDAY: We would like to establish a “Holiday Lighting Committee” to “Light up NHP” John Hall would be a great Committee Chairperson.
Attendees voted to retain current Board Members.
Meeting adjourned. Minutes will be posted on the NHP website.
Thank you. Nancy Elpers, Secretary On behalf of NPHA Board
Minutes of Special Meeting NPHA November 7, 2012
Thanks to the residents who attended and those who provided Proxy vote to the November 7, 2012 Landscape Assessment Meeting. .
Plan #1 (rework of Entrances) passed: 35 yes, 24 no
Plan #2 (rework berm area remove/replace trees/all work in 2013) – Did not pass 48 no, 11 yes
Re-work of the entrances (126th/Switzer and 127th & Goddard) by Silver Leaf Landscape will begin in Spring of 2013.
Plan 1 has a 2013 one time Assessment of $210 for all NHP families. The $210 is payable in addition to the Annual Dues of $500 per home/family. You can pay the $210 with your Annual Dues (total of $710… due March 15, 2013) or pay the assessment of $210 earlier if you wish.
Make checks payable to: Nottingham Place Homes Association PO Box 26301 Shawnee Mission, Kansas 66225
The Year-to-Year Tree Plan, remove dead/dying trees & replacement will be presented at the 2013 Annual Meeting and included in the 2013 budget.
Minutes of NPHA Meeting February 15, 2012
2012 Nottingham Place Annual Meeting Minutes Wednesday, February 15, 7:00 – 8:30 pm. Oxford Middle School – Commons Area
Following are the minutes of the NHP Annual Meeting. 24 families in attendance
Please share with your neighbors who do not have email (Cardwell, Stackhouse, Hazzanzadeh, Stiner)
Mark George, President, opened the meeting and welcomed attendees. Tracy Maher thanked residents on behalf of her son Matthew for donating canned goods for families.
Matthew collected 170 lbs. Great job!
Nancy Elpers, Secretary, read 2011 minutes. Motion to approve minutes as read, seconded and carried by attendees.
Lisa Smith, Treasurer, reported on 2011 line item expenses. Total of $50,735.42 expenses with ending cash balance of $9,049.56. We were $3.42 overbudget.
2012 budget of $51,001.14 was reviewed and discussed. Motion to approve/accept 2012 budget seconded and carried by attendees. There will be NO INCREASE
In dues for 2012. Dues remain at $500.00 and are due March 15, 2012. Dues are for period January 1, 2012 thru December 31, 2012 as outlined by NHP Bylaws.
Discussion Items:
Deffenbaugh will be delivering the 65 gal. lidded recycle bins around Feb. 27. Yard waste pick up for 2012 is at no charge. Schedule is:
March – Sept – 6 paper bags per week – Oct & Nov.10 paper bags per week.. For yard waste you may use 32 gal. container labeled “yard waste”
No increase in Deffenbaugh charges for 2012
Landscape: .
Silver Leaf Lawn & Landscape, Jeff Kolich, Owner presented 2012 plan for tree replacement (pines and maples, maiden grasses, viburnum hedges) The monument at 127th and Switzer will be reworked..plan shown……Brian Tinkelpaugh of Arbor Barber Tree Service will be removing 17 dead and dying trees, stump grinding and clean up.
All 3 of these plans were reviewed, discussed and approved. Work to begin March 2012.
Patrick Hammond, resident discussed possible plans to have all work done immediately resulting in 3-4 year special assessment or have berm residents purchase area and maintain. Was not approved.
Nancy Elpers will get estimate if all work were to be done in 2013 instead of our current 5 year removal/replacement plan
Jim Diebold, Master Gardener answered questions regarding yard waste composting and provided handout.
Social Committee: Nancy Elpers thanked Charlene Stackhouse for hosting 2011 Ornament Exchange. Thanks to Shelly Wilkins daughter for hand carrying door to door party notice. Jen Konen will host 2012 ornament party. Thanks to all who helped with Fall Block Party. Next year will be in Larson cul de sac….Committee will also be working on progressive dinner, deck crawl, and yard garden tour.
NHP Garage Sales will be help in April and September – dates to be determined
Mark George thanked outgoing board members, Walt Buck and Bill Konen for their work and support. New Board Members Ron Pinnell and Shawn Williams were voted into office.
Larry Evanoff, resident electrician was thanked for his work and contributions of outlet, boxes and bulbs to commons area. John Hall was thanked for his efforts in keeping our neighborhood clean picking up trash and for his putting up Holiday lights.
In 2012 we will be initiating “Project Holiday” whereby we will be asking residents to put up lights on tree trunks lining streets…during Holiday Season
Meeting adjourned
Thank you, Nancy Elpers, Secretary On behalf of NHPHA Board
Minutes of NPHA Meeting February 16, 2011
2011 Nottingham Place Annual Meeting Minutes Wednesday, February 16, 7:00 – 8:30 pm Oxford Middle School – Cafeteria Area
Following are the minutes of the NHP Annual Meeting
Please share with your neighbors who do not have email
Mark George, President, opened the meeting and welcomed attendees. Nancy Elpers, Secretary, read 2010 minutes. Motion to approve minutes as read, seconded and carried by attendees. Lisa Smith, Treasurer, reported on 2010 line item expenses. Total of $50,625.54 expenses with ending cash balance of $9,058.60. We were $1163 under budget. 2011 budget of $50,732.00 was reviewed and discussed. Motion to approve/accept 2011 budget seconded and carried by attendees. There will be NO INCREASE In dues for 2011. Dues remain at $500.00 and are due March 15, 2011. Dues are for period January 1, 2011 thru December 31, 2011 as outlined by NHP Bylaws.
Discussion Items:
Landscape: Our 2 year contract with Summit landscape expired December 31, 2010 and bids were placed and reviewed by Board.
Silver Leaf Lawn & Landscape, Jeff Kolich, Owner is our new vendor. Contract is for 2 years. Jeff attended the meeting and responded to questions.
Trees: We will have a lot of tree work in 2011 in berm areas along Switzer and 127th.. Plan is to remove 32 dead/dying trees and trim approx. 60. 20 trees will be replaced as determined by Landscape company to maintain noise and visual barrier. Our tree vendor is Arbor Barber Tree, Brian Tinklepaugh, Owner, Brian attended the meeting and responded to questions. Work on trees will begin within next 3 weeks. Any resident living along the berm area and has questions regarding tree work should contact Nancy Elpers – 814-8034 immediately.
WebSite: www.npha.weebly.com Steve Tanner, Website Coordinator, reviewed the many topics of info available on the web including: resources for hire info, weather specific to NHP, pictures, events, Overland Park services, Deffenbaugh calendar and of course web is source to request NHP Resident Directory. Suggestions or feedback should be submitted through the Feedback page of the website.
Social Committee: Jean Schuler informed us there will be 2 block parties this year, early June and September. We will be checking for interest in a walking group. She is requesting additional volunteers to serve on Social Committee.
Join Nottingham Forest: The Board met with NHF and discussed the topic. The decision was made not to join based on possible additional assessments and the desire to remain autonomous.
NHP Garage Sales will be help in April and September – dates to be determined.
Mail Boxes: A request has been made to Shawnee Mission Post office to repair and paint our mail boxes. Hopefully work to begin this spring.
Sidewalks: Gloria Giles requested everyone help keep our sidewalks clear of snow by helpling with shoveling.
House and Roof Colors: A reminder if you plan to paint your homes’s exterior or change roofs, colors must be reviewed and approved by Board. Clean Berm Area: The berm area is not an area for residents to dump trash, lawn/tree debris, store items,etc. A request was made by resident on Ballentine to have neighbor clean up their berm area. Mark George and John Hall will meet and discuss with the resident.
Meeting adjourned
Thank you,
Nancy Elpers, Secretary
On behalf of NHPHA Board
Minutes of NPHA Meeting February 10, 2010
Nottingham Place Homes Association Annual Meeting Minutes Wednesday, Feb. 10, 2010 7-8:30 pm Oxford Middle School - 8th Grade Activity Pod
Following are minutes of NPHA Annual Meeting
Please share with your neighbors who do not have email.
Note: 23 families attended the meeting. A quorum of 21 families was reached.
Mark George, President, opened the meeting and welcomed attendees.
Nancy Elpers, Secretary, read 2009 minutes. Motion to approve minutes as read, seconded and carried by attendees.
Lisa Smith, Treasurer, reported 2009 line item expenses. Total 2009 expenses $48,880.70 with ending cash of $9,068.59
2010 Budget of $51,789.40 was reviewed and discussed. Motion to approve/accept 2010 budget, seconded and carried by attendees.
Given the projected 2010 Ending Cash Postion of negative ($1870.81) and increase in expenses over the past years, a motion to increase Dues to $500.00 per family was made, seconded and carried by a majority of attendees. 1 vote against increase.
Dues notice will be emailed to residents no later than February 15, 2010 and payable by March 15, 2010. The dues are for the period of January 1 thru December 31, 201 as outlined in the NPHA Bylaws.
Discussion items:
Notification of any irrigation (leaks, broken heads, etc) or landscape issues should be reported to Nancy Elpers - 814-8034 for resolution. Back up notification is: Mark George - 709-3440. Summit Lawn and Landscape will again provide landscape/irrigation services for NPHA common areas per our contract with them. Country Club Tree Service with provide tree removal services. Based on NPHA Tree Policy, only dead trees will be removed and replacement will be determined by the NPHA Board using a criteria supportingnoise and visual barrier, the intent of the tree line.
The possibility of joining Nottingham Forest Homes Association in 2011 is being explored by the Board.
NPHA Web Site: www.npha.weebly.com - Steve Tanner, Web Site Coordinator, reviewed the various aspects and content of the NPHA web site.
Golf Group: Mike Looney updated the group on status of Golf group - 12 participants to date, all level of play, April start and play at local courses. Check web site for updates.
Social Committee: Zoey Lambert and Jean Schuler are planning a Spring Block Party. More info to follow and again check web site for updates. We will also be surveying the residents for interest in Bunko, Bike Rides, Walking Buddies. Committee is requesting 2 additional people to serve on committee. If interested please contact either Zoey or Jean directly.
NPHA Garage Sale will be scheduled for April.
Motion to retain current NPHA Board members was made, seconded and carried by majority.
NOTTINGHAM PLACE ANNUAL MEETING TUESDAY, FEBRUARY 10, 2009 - 7 PM - 8 PM OXFORD MIDDLE SCHOOL-POD 6
Following are minutes/highlights of NHP Annual Meeting. Please share with your neighbors who do not have email.
Note: 26 families attended the meeting. A quorum of 21 families was reached.
Mark George, President, opened the meeting welcoming all attendees. Nancy Elpers, Secretary, read 2008 minutes. Motion to approve minutes as read, seconded and carried by attendees Lisa Smith, Treasurer, reported a line item 2008 expenses. Total Expenses $41,307.90 with ending cash of $17,082.73. Members may contact the NPHA Board of Directors for Budget and Expense Details
Discussion items: NHP LANDSCAPE OF COMMON AREAS: Mark George introduced Brett Black and Brett Mergner of Summit Lawn and Landscape who will be providing all NHP commons area turf, flowers, irrigation services for 2009. Brett Black gave all a history of the company. All work is done in-company with no subing of work. If any individual homeowners are interested in having Summit provide their lawn care, please contact Brett Mergner, Summit at 816-564-2413 for service description and pricing. We thanked Summit for providing the refreshments.
TREE CARE Tree care, removal and replacement will be handled by Danny's Tree Service. We have 12 diseased scotch pines to be removed and replacement of 6 trees. Question of "Who is responsible for trees between sidewalks and street?" was asked. For answer: PLEASE SEE ATTACHED DOCUMENT "Whose Tree Is It". provided by Sara Petterson, City Forrester, Overland Park, Parks & Forestry Division. 913-327-6639. Bottom line, it is the responsibility of property owner to prune & care for trees. For those homeowners, who do not have sidewalks, this applies to trees located 11 feet back of the curb. Trees may not be removed or planted in these areas without written permission from the City Forester. See details in attached document. Dead trees, broken limbs, storm damaged trees - please call City Forrester, Sara Petterson for action.
NOTE: GOOD NEWS! City of Overland Park will be micro-surfacing our streets this summer '09. Prior to re-surfacing, City will prune the trees.. They are in process of evaluating pruning needs and to date have identified approximately 50% of homes for tree pruning. Notification to homeowners of pruning and re-surfacing will be made via "Door Hangers" by OP City. We expect the pruning to begin in April, 2009. Please refer any questions/comments to Sara Petterson, City Forrester 327-6639.
METHOD OF NHP BOARD COMMUNICATIONS: The NHP Board will communicate to residents via email. We have obtained emails for all but 6-8 residents. For those who do not have email, communications will be hand delivered or mailed. Also ask the neighbors of those without email to communicate news.
NHP DIRECTORY: The Directory will be emailed to residents. They may print their own copies. A request was made that a "Resource Info Page" be added (including City, Police, Fire, utilities, cable co., schools, etc) This will be included. This info will also be posted to the NHP Web Site once constructed. Directory is in process of updates and will be emailed to residents in March, 2009.
2009 ANNUAL DUES: The annual dues will remain at $400 per family. Email billing of dues and 2009 budget will be sent no later than February 15, 2009. Dues are payable March 15, 2009. The dues are for the period of January 1, 2009 - December 31, 2009 as outlined in the bylaws.
TRASH SERVICE: NHP will continue to contract with Deffenbaugh Industries for trash, recycle and yard waste removal. We will move to a new "Gold Plan" which will include the following: --Waste removal: A 65 gallon container (42"H, 25"W, 26"D) will be provided by Deffenbaugh. --Yard Waste: 6 bag limit will continue to be picked up UNTIL City of OP bans yard waste to their landfill. City of OP's goal is to have this ban in effect by 2011, but could have in effect by end of 2009. At that time, Deffenbaugh will provide a compost connection at a charge or we can pursue vendor our own. --Recycle: Will be included for all families. This is New! Deffenbaugh will delivery recycle bins to those currently not recycling and a refund to those residents who currently have paid for recycling for 2009. All of the above will be provided by the NHP Home Association - included in your dues. NOTE: *Our contract date is March 1, 2009 - new container & recycle bin deliveries will begin Mid-March, 2009. *During the start up of this new process-first 1-2 months, Deffenbaugh will allow 1-2 extra bags of trash. After that, stickers for extra bags of trash or yard waste are sold by the sheet: 10 stickers per sheet for $12.50. Residents should call Deffenbaugh Customer Service: 913-631-3300 to purchase stickers. *There is no bag limit the week after 4th of July and week after Christmas. *For large items ie, refrigerators, AC units, sofas, etc., you may call Deffenbaugh to schedule pick-up for a charge -- 913-631-3300. *Pick-up will remain Fridays. We cannot change date. Recycle pick-up will be earlier in the day after the new process is in effect for awhile *Pick-up schedule with regard to holidays can be identified by calling Deffenbaugh Cust. Service: 913-631-3300 or it is posted on their web site: www.deffenbaughindustries.com
WEB SITE: A NHP Web Site is under construction. Suzanne Chadwick has volunteered to create the site. It will be trialed and then rolled out to residents in spring '09. Site will include homeowner businesses, City directory, gas, electric, cable, movie theaters, etc. Houses for sale in neighborhood, good service providers residents have had experiences with, neighbor highlights (people moving in, out; babies born, ornament party pics, etc.) and a blog. We welcome your suggestions.
REQUEST VOLUNTEER: We are requesting a "neighborhood photographer/PR person" If you are interested, please contact NPHA Board of Directors.
CURRENT NHP BOARD MEMBERS: Motion to keep current board members. Motion seconded and carried.
Thank you, The Nottingham Place Association Board: Mark George, President Walt Buck, Vice President Lisa Smith, Treasurer Nancy Elpers, Secretary Bill Konen, Assistant