Nottingham Forest Homes Association Annual Meeting

NOTTINGHAM FOREST HOMES ASSOCIATION ANNUAL MEETING

MONDAY OCTOBER 17, 2016 7:00 P.M.

OAK HILL ELEMENTARY SCHOOL

10200 WEST 124TH STREET, OVERLAND PARK, KANSAS 66213

President Chad Grattan called the meeting to order at 7:05 P.M. Board members present were Betty O’Neill, Chris Lillard, Lisa Tagtmeyer, Bill Goodwin, Matt Zehr. Board members Heidi Immel and Susan Hoffman were unable to attend the meeting.

A quorum was reached with 41 residents attending and signing in for the meeting. The board also received proxies from 56 Nottingham Forest residents. Betty O’Neill held 52 proxies, Chris Lillard held 4 proxies.

A motion was made by president Chad Grattan and seconded by Steve Parker to approve the meeting agenda. The motion was unanimously passed.

OLD BUSINESS:

A motion was made by resident Chad Grattan and seconded by Matt Zehr to approve the 2015 Nottingham Forest Homes Association Annual Meeting minutes. The motion was unanimously passed.

Chad Grattan introduced Committee Chairs and gave a brief summary of their duties and activities this past year. See the attached for committee reports.

Questions/Concerns posed by residence in attendance:

1. Speeding vehicles down thru streets
2. Potential to add speed bumps
3. Potential to add speed lights
4. The board will discuss possible solutions with the city
5. Fence/Wall
6. Believe that the irrigation systems should be moved by the city
7. If the fence is moved from on top the wall to more into residence yards then who is liable to maintain area between the top of the wall to the fence and who would be liable if someone would find themselves on top of the wall/behind the fence and something were to happen
8. Unanimous consensus from the residence in attendance that they would appreciate no surprises during the process
9. The wall has been approved as part of the city plans to be replaced in the Spring of 2017
10. Request has been made to see if the Board could check to see if weekly yard wastes could start in March opposed to starting in April

NEW BUSINESS:

a. Bill Goodwin discussed the budget. A motion was made by Rick Bowers and seconded by Marc Bowser to accept the 2015 budget and approve the $600 yearly homeowner’s dues. The motion passed unanimously.

b. Board openings and Elections: A motion was made by Rick Bowers and seconded by Adam Akin to elect Heidi Immel to a 1 year term expiring in 2017 and to elect Mike Quilty to 3 year terms expiring in 2019. The motion was unanimously passed.

ADJOURNMENT:

A motion was made by Bill Flohrs and seconded by Steve Parker to adjourn. The meeting ended at 7:49 P.M.

These minutes were prepared by Mike Quilty, NFHA Board Secretary

COMMITTEE REPORTS

Landscaping Annual Report 2016 – Betty O’Neill

Common Grounds:

1. We have 24 areas with Nottingham property, islands, or entrances landscaped.
2. Ongoing removal of aged shrubbery and replacement with new plantings to upgrade appearance of all areas. Working to provide plantings which are native to the area, reducing the amount of water used.
3. Developing flower beds with the use of natural stone to provide borders, easier maintenance and more emphasis to planted annual flowers.
4. Removed approximately 50 landscape roses which were overage and infected with a landscape rose disease.
5. Revamping 121st St. and 123rd St. (off Switzer) entrances with the use of stone and water tolerant plants.
6. New planting/signage and border at pool entrance planter. Solar light added.
7. Reduced plants, replace plants at pool bath house entry and foundation to upgrade appearance.
8. Wrought iron on monuments removed and recoated to maintain the integrity of the structures.
9. Replacement of plastic landscape edging with more durable steel for ground planters.

Major Issues during 2016:

1. Google Fiber – The contractor installing fiber cable for Google damaged sprinkler systems during the spring and early summer, resulting in loss of flowers in several areas. Reimbursement from the contractor has been requested and is being processed.
2. Town and Country purchase by WCA – As a result of the purchase earlier this year, problems arose with pickup of our trash/recycle and yard waste. Lack of drivers resulted in delayed pickup, with yard waste being the major problem area. Service is almost back to normal with a few problems from drivers not being familiar with our neighborhood and missing pickups.

Pool Annual Report 2016 – Heidi Immel

Midwest Pool Management managed the pool this year. This was the first year of a two-year contract.

Overall this year pool management seemed better. Resident’s complaints were reported to the pool management company and were corrected in a timely manner. The pool hours were extended on Saturdays and Sundays by an additional 2-Hours each day: Saturday 9am-9pm and Sunday 11am-9pm.

Pool Use and Outside Temperatures:

AVG.5439

Pool Maintenance:

1. Upgraded stereo speakers
2. New signage with solar lighting at pool house entrance
3. The pool floor was repainted
4. Outside of the pool house was painted
5. Light fixtures were added in the pool house
6. New lap lane rope was added
7. Replaced plants around pool house entrance to upgrade appearance
8. New rugs and art work were added in the pool house

The additional shade area was not added this year and a new barbequing area is being discussed to be incorporated with additional shade in 2017.

The pool heater is no longer working and the decision needs to be made on whether to replace it. It is only used for a few days in the beginning of the year. Costly to replace. Also looking into a solar cover as an alternative option.

Architectural Annual Report 2016 – Lisa Tagtmeyer

This past year, many residents have been making exterior improvements to their homes and I want to thank those who have contacted me with questions and requesting approval before embarking on their projects. Please make sure you are informed and aware of the material and aesthetic requirements for Nottingham Forest. Most of the general information can be found on the website and Good Neighbor Guide, but I welcome any questions or concerns you have about your project or even a neighbor’s project.

Below is a list of items the Board and Architectural Committee will be addressing in 2017:

1. An updated and more detailed policy on the use of solar panels
2. Updates to the exterior paint color palette
3. Specific guidelines on approved siding materials (note that vinyl siding is Not Allowed in Nottingham Forest)

The objective is always to maintain the beauty and integrity of Nottingham Forest, so that our home values increase and potential homebuyers see our neighborhood as a desirable place to live. Please don’t hesitate to email if you have a question about an upcoming project.

Tree Annual Report 2016 – Matt Zehr

Nottingham Forest Homes Association’s public and private trees continue to thrive for the most part. Heavy spring rains and adequate summer moisture have reduced the stress in many species and helped with the continued recovery from previous 2014 drought conditions.

The neighborhood experienced a few substantial micro-burst wind storms on more than one occasion this spring/summer. Many trees were affected/damaged. The board was pleased with the city’s swift action to clean up debris. Some of the ornamental pears along Nieman will be monitored. Other street pears that suffered wind damage due to their included-bark branch unions were pruned or removed as needed. Several other street trees, included a previously damaged maple, were also removed by the city.

Nottingham Forest residents have been notified of the emerald ash borer’s arrival. Many homeowners have begun soil drench and trunk injection programs through private tree contractors to protect their own trees from this invasive insect species, projected to eventually kill most of the untreated ash trees in the metropolitan area. Several NFHA streets are lined with ash; the city has no comprehensive plan to treat these trees. Several treatment options have been posted to the website.

NFHA is currently investigating a street tree-replacement program. This will likely need to be implemented in the near term with the number of tree issues we’re currently facing, along with ways to encourage residents to replant the parkway, between the sidewalk and street, on their own. According to Overland Park’s City Forester, the city has very limited funds for replanting trees within neighborhoods such as ours. Future funding looks doubtful at this point.

The tree committee updated the NFHA tree policy information earlier this year, with combined material from neighborhood and City of Overland Park guidelines. This policy can now be found on the NFHA website.

The neighborhood continues to lose evergreens, primarily Austrian pines, over the last year. A number of these were removed near the Association’s swimming pool and tennis court, and along 127th Street. Most of these succumbed to pine wilt disease, which will continue to affect this species in the future. Funds have been earmarked for a replacement program to being in 2017 for replacing these trees.

Annual street-tree pruning took place in January, raising low limbs and branches over the streets and sidewalks throughout the neighborhood. About one third of the trees are trimmed each year in this maintenance program, which costs $1,900. Residents also are encouraged to help care for the trees on their property.

Treasurer’s Annual Report 2016 – Bill Goodwin

The budget for the 2017 Fiscal year will be maintained at the same level as 2016. The overall budget is $361,960, while dues remain the same at $600 per residence, or $50 per month. During the 2016 Fiscal Year, the Board maintained a close watch on the budget while striving to maintain our pool, tennis courts, common landscape areas, trees and social activities up to the standards that our residents have come to expect.

The big challenge for the Board in 2016 was anticipating when the City of Overland Park would make their commitment to repair their portion of the perimeter fence that surrounds our neighborhood near 119th and Switzer. We have an agreement to share the cost of the repair with the city – they will cover the portion of the fence they are ultimately responsible for and we will do the same. The difficult part has been anticipating when the city will have their monies appropriated to perform the work. This means we needed to have our funds available when they are ready to start which is why we have been accruing our funds. The Board has recognized that we are basing our repair estimates from two if not three years ago and have anticipated that the actual cost of the repair may increase. We have been closely watching our total spending to make sure we have the funds available. The city has advised the spring of 2017 is their target start date.

Additional items we were accruing through 2016 with the plan to carry over into 2017 to reach our targeted budgets are as follow: Tennis court resurfacing, pool furniture / grilling area, and significant tree removal from the various diseases we are experiencing in our neighborhood (Austrian Pine and Emerald Ash Borer). The tree costs are difficult to calculate and the Board is building a staged removal / replacement program that aligns with our available budget.

Overall, our financial picture looks good. As a result we can hold our 2017 spending and dues structure the same as it was in 2016:

1. The NFHA board anticipates ending our current fiscal year on December 31st, 2016 with a balance of $162,555 that will be carried forward over to 2017, that includes our mandatory reserve and the pending accrual amounts for capital projects. Barring any unforeseen emergency expenses, our year-end balance will be in line with our projections for projects taking place in 2017.
2. The NFHA Board passed a budget at the September meeting that maintains the current spending for Trash, Landscaping, Pool and Tennis, Administrative, and Social.
3. Since we have a fixed amount of income (572 homes x yearly dues of $600), it is important to carry a reasonable reserve amount to accommodate unanticipated expenses that arise during the year. The 2017 budget does that. We will end the 2016 year with a larger surplus compared to what was carried over from 2015 however we also held off on several special projects in 2016 to allow for additional funds and thus providing a better outcome when completed in 2017. We anticipate the carryover of funds into 2018 to be roughly $57,760 net cash along with our required $32,000 net reserve which is the normal targeted carryover amount or approximately 17% of our annual budget.

Social Annual Report 2016 – Susan Linn Hoffman

The 2016 Social events were fun and widely-attended. We have one event remaining this year – The Second Annual Parade of Holiday Homes on Friday, December 9th.

The 2017 Social Events will include:

1. An Adult-Only Party / Business Mixer – February
2. Spring Fling – April
3. May Day, the Nottingham Way – May
4. Shrimp Boil – June
5. Family Happy Hour – 2nd Friday of every month during the summer
6. Two Dive-in Movies at the pool – July/August
7. Fourth of July Party and Parade – July
8. Fall Fest – October
9. The Third Annual Parade of Holiday Homes – December

Maintenance and Grounds Annual Report 2016 – Chris Lillard

Tennis Courts:

• Light bulbs replaced in early spring. Renovation of courts scheduled for spring of 2017.

Monuments:

• Wrought iron on monuments removed and recoated to maintain integrity of the structure. This will be completed in October of this year.

Mailboxes:

• Replacement of mailboxes was completed this year. This was a four year project beginning in 2013. All 572 have now been replaced.
• Painting of poles ongoing process.

Holiday Décor:

• Upgraded lightning planned for Christmas season at castle
• July 4th décor provided for monuments

Capital Improvements Project for 2017:

• Replacement of fence on Switzer and 119th – In coordination with the City of Overland Park, the plan is for replacement to being in the spring of 2017. Overland Park owns wood fence which is located on top of the stone wall on Switzer and 119th St. while NF owns the fence which is at ground level or behind the stone wall between Goddard and Nieman. Overland Park will also be repairing the stone wall as part of their portion of the fence project. NF Estimated Cost = $55,000
• Tennis Court Resurface Repair – To mitigate any further damage to the courts as a result of cracks, plans are in place to resurface the courts in the spring of 2017. This is a five year cycle with the last resurfacing taking place in the spring of 2012. NF Estimated Cost = $17,500
• Removal of Austrian Pines at Pool – The Austrian pines which are located at the backside of the pool are gradually dying. Plan is to remove all of the remainder of the tress and replace with more disease resistant tree (such as the Junipers located on Switzer from 121st St. to 123rd St.). NF Estimated Cost = $12,000 (Removal and Replacement)
• Removal of Austrian Pines on 127th Street – The Austrian pines in this location are in the same level of demise as the ones around the pool. Several will not have to be replaced as they are located above the concrete wall with these homes well elevated and fenced. NF Estimated Cost = $8,000 (Removal and Replacement)
• Pool Cover Replacement – The cover for the baby pool was purchased in 2000 and now has several holes and rips in it allowing debris to enter over the winter months. NF Estimated Cost = $3,000

Fence and Stone Wall Repair for 119th St. and Switzer:

• Overland Park officials requested a meeting during the summer of 2016 to discuss the issues/resolution of the crumbling stone wall and the wooden fence on top of it located both on 119th St. and Switzer. Three years ago a section of the fence on 119th St. collapsed onto the sidewalk as a result of the steel poles breaking loose from the stone wall. Over this period of time discussions have been held between Greg Scharff and Steve Parker as to how both the wall can be repaired and the aged fence replaced on the stone wall and on the ground. The portion of the fence on the ground belongs to NFHA and the sections located on the stone wall belongs to Overland Park. Both fences need replaced and the discussion has been tailored around how to coordinate both parts into one unified project.
• Resolution
• Move the fence off the stone wall to eliminate any further damage to the wall
• Imbed the posts deeper into the ground to prevent wind damage to the fence
• Repair the stone wall where damaged while sealing cracks and loose stones
• Provide access gates between yards for OP to make needed repairs/inspections
• New fence (same style) installed from Grant to Nieman on 119th St. and on Switzer from 119th to 121st St.
• OP to fund repairs to the stone wall and replace fence which is presently located on the stone wall. Gate access would be funded by OP as well.
• NFHA to fund those sections of fence which are located on the ground at present. Funds have been budgeted for this project by NFHA and no assessment will be required
• OP to write contracts for both the stone wall and the fence with present plans to put out for bid in the fall of 2016
• Actual work would begin in the spring of 2017.

President’s Annual Report 2016 – Chad Grattan