October 2019 Monthly Meeting

Date: October 7, 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) and Randy Stephens (Compliance Director)

Called to Order: 7:00 p.m.

Board of Directors

Jeff Heimerl (Secretary) resigned from the Oak Hill Board of Directors on October 01, 2019, due to a job relocation.  The October meeting minutes are composed by Randy Stephens. As part of the November Board of Directors meeting, Susan Hairgrove asked that we all look at how we should restructure the Board of Directors roles to maximize productivity.

Treasurer Report

Per Karen Petersen:

Bank Accounts (thru October 26, 2019):

        Checking: $   x,460.34

        Savings:   $ xx,545.01

        Total:       $ xx,005.35

Projected outstanding expenses for the remainder of 2019: $16k.  Anticipated carry from 2019 to 2020: $75k. Will be reviewed and reforecast in November.

Susan Hairgrove stated she had made seven different attempts to contact Scott Stuber (resident) on his past due HOA dues.  She also sent a follow-up email to Donna McElhinney (resident) on her past due HOA dues.  Both residents have been notified that a lien has been placed against their residence and will not be removed until their dues obligation is fulfilled.


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 will be following up with Hermes to address some outstanding items prior to making a recommendation to the Board for the 2020 contract.

Urban Tree Specialist submitted a bid on the removal of the damaged Bradford Pear tree on the island at Randell and Rhodes Circle.  The bid was for $600 to remove the tree and grind the stump.  This expense will hit the 2020 budget as well as any replacement cost.

Randy Stephens will be following up with Eddie Hernandez (service provider) for a bid on the trimming of the lower tree branches around the pool community area and the community area along Lackman between 83rd Street and Lingle Lane.

Randy Stephens will be following up with the City of Lenexa on the removal of a damaged limb which overhangs Lackman on the second Ash tree south of Lingle Lane.


Tia Schnieders stated that the pool stain issue repair work has been moved to Spring 2020 (prior to opening pool) due to the additional cost we would incur if completed in the Fall of 2019.  Tia is going back to Coulter Allen (service provider) for a repair date in Spring 2020.

Tia stated that the current pool maintenance company will be coming back out to re-install the pool cover and ensure any cover tears are properly repaired.

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

New pool furniture will be purchased for the 2020 season.  Tia received a quote for $7800 that would address the replacement and addition of the following items:

It was unanimously approved by all board members to move ahead with the purchase.  The quote included the purchase of 8 small tables which will not be purchased and it was decided to add a second 6 ft. bench to the order.

Tia will be working with Kathleen Martin on the purchase of a new baby pool pump for the 2020 season.

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.

The pool concrete bid by Stonestreet Concrete was revisited.  The conversation will continue in the November meeting to best plan on how to address the redecking expense.


Susan Hairgrove made a motion to stop the effort to develop an online community directory and to encourage residents to utilize Nextdoor as a social platform.  This motion was unanimously approved by all board members. Susan asked Chris Olsen to provide a secure location where resident contact information would be accessible to Board members.


No representative in attendance. Upcoming events:


Susan Hairgrove will be speaking with Waste Management on HOA contract.  Existing contract ends December 31, 2019.


Per Randy Stephens, no new compliance questions/concerns for September 2019.


Next Meeting

Next meeting will be November 11, 2019 at 6:30 p.m.  Meeting will be held at Kathleen Martin’s house.  Budgeting for 2020 will be primary focus of meeting.