November 2019 Monthly Meeting

Date: November 11, 2019

Location: Kathleen Martin’s House

Attendees: Susan Hairgrove (President), Chris Olsen (Vice President), Karen Petersen (Treasurer), Kathleen Martin (Beautification Director), Tia Schnieders (Pool Director), Mike Haynes (Irrigation Director), Lisa Reales (Social Director) and Randy Stephens (Compliance Director)

Called to Order: 7:05 p.m.

Board of Directors

With the resignation of Jeff Heimerl (Secretary) in October, the November meeting minutes are composed by Randy Stephens.

Kathleen Martin made a motion to approve the October meeting minutes and Lisa Reales seconded the motion.  All attendees approved the motion.

Kathleen passed out a document that provided an overview of her research of the original Oak Hill By-Laws and lead a discussion of the bulleted points.  Additional research will be completed and discussed in preparation for the 2020 Oak Hill Annual Meeting.

2020 Oak Hill Annual Meeting Date: Tuesday, January 14, 2020 at the Community Covenant Church.

Treasurer Report

Per Karen Petersen:

Bank Accounts (thru November 11, 2019):

        Checking: $   x,612.16

        Savings:   $ xx,165.66

        Total:       $ xx,777.82

Projected outstanding expenses for the remainder of 2019: $17.5k.  Anticipated carry from 2019 to 2020: ~$65k. Will be reviewed and reforecast in December.

There has been no change in the status of Scott Stuber (resident) and Donna McElhinney (resident) in fulfilling their past due HOA dues obligation.

Karen will be having an audit and sign-off of the bank accounts and disbursements by a CPA at the completion of the fiscal year.


Kathleen Martin stated that two bids for 2020 Lawn Maintenance and Irrigation have been received.  The bid by the current service provider, Hermes, is lower than the submission by Lawngivity.  Kathleen has proposed that we move forward with finalizing the Hermes contract.  The 2020 contract will also include the growing season maintenance of the islands and monument area.

Urban Tree Specialist (UTS) removed the damaged Bradford Pear tree on the island at Randell and Rhodes Circle.  UTS will be returning in the next few weeks to grind the stump.

Randy Stephens followed up with the City of Lenexa and they removed the damaged limb which overhung Lackman on the second Ash tree south of Lingle Lane.


Tia Schnieders stated that the current pool maintenance company came back out and installed missing pool cover anchors in order to better tie-down the pool cover.  The pool company has recommended that we not address the punctures in the pool cover as it will not increase the integrity of the cover and could hurt the appearance of the cover (i.e., patches on the cover)..

Tia is still waiting on a quote from EPIC Pools as research on whether the current pool maintenance company will be retained for the 2020 season.

New pool furniture has been ordered for the 2020 season.  Tia received a quote for $11,790.07 that would address the replacement and addition of the following items:

With all of the wood rot repaired on the pool house, the pool house will be repainted in the Spring of 2020 prior to the opening of the pool season.

Chris Olsen is following up on the pool concrete bid by Stonestreet Concrete to lock down the pool decking concrete bid for 2020.


Susan Hairgrove presented her vision for 2020 where Lisa Reales would be managing a team of people that would be defined by individual roles (i.e., communication type and/or activity).  Christine Glapa was introduced to the Board as being a member of this group.

Upcoming events:

Lisa stated that the Carriage Ride activity mostly sold out in less than 24 hours.


Susan Hairgrove spoke with and received a new two-year agreement proposal from Waste Management for a 2020-2021 HOA contract.  Susan will be following up with Waste Management to finalize pricing structure.


Per Randy Stephens, no new compliance concerns for October 2019.  There were two compliance questions addressed.


Next Meeting

Next meeting will be December 9, 2019 at 6:30 p.m.  Meeting will be held at Lisa Reales’ house.  Finalization of the 2020 budgets and 2020 annual meeting presentation will be the primary topics.