Charleston Harbor Homes Association

Charleston Harbor Homes Association www.charlestonharbor.org

November 24, 2015 Homes Association Board of Directors Meeting Minutes

This meeting of the Board of Directors of the Charleston Harbor Homes Association (CHHA) was held at the Shoal Creek Police Station and called to order at 7 PM by President Chaz Wood. Other officers and Board members present were Karla Oyler, Alice Roxburg, Joe McCune, and Jerusha White. A quorum was present to conduct business.

A motion was made to accept the minutes of the October 18, 2015, board meeting as posted on the Association website; the motion was seconded and approved by acclamation.

Treasurer‘s Report In the absence of Treasurer Bloss, President Wood reviewed the Statement of Activity, Statement of Activity Detail, and the Statement of Financial Position, all for the period November 1-23, 2015. Printed copies were available to attendees, and President Wood fielded questions from the floor. President Wood said he would provide further clarification, as necessary, regarding those questions best answered by the Treasurer. A move was made, seconded, and approved to accept the financial statements as read.

A resident asked whether the 2016 budget was prepared yet, and President advised that the budget was still being developed.

Reports of Committees Architectural Review Committee – President Wood related that there were no pending decisions to report.

Landscape Committee – Jerusha White reported on results of a recent meeting of the committee: Receipt of bids for snow removal services were expected by mid-November. Bids will be opened prior to next Board meeting.

Regarding sealing the pool parking lot, a review of information requested and received showed that vendors’ bids were not comparable because bidders had not received detailed requirement specifications. Vendors had been contacted before the goods and services bidding process was approved and implemented by the Board. In subsequent discussions with the bidders, they indicated it is too late in the year to obtain a quality sealing due to cold temperatures at night (should be at least 65 degrees). A decision was made to delay the sealing of the pool parking lot until Spring 2016. Bid solicitations will be sent out in mid-February with a projected date of April 1 for services.

With the current contract with Teblet for mowing common areas ending soon, the Landscape Committee developed specifications for service, with plans to submit them to vendors during the month of November.

A question arose about why the lot at 6925 North Quincy has not yet been mowed. The complicated ownership issue has been a factor, and although many calls have been placed to the

1 City’s 3-1-1 line, they claim a backlog has delayed its being done. Again, the Committee requested that the City either mow the lot or fine the owner.

There are multiple examples of sidewalks within the subdivision that are in need of repair. Many have settled causing uneven walk space. Other sidewalks are physically deteriorating, cracking, chipping and breaking apart. Such examples create a potential safety hazard to residents walking in the neighborhood and an insurance liability issue for the homeowner. Sidewalks are the responsibility of the homeowner, not the HOA or the City. The committee will ask Tom Gorenc, Governmental Relations Committee, to provide information to be shared with homeowners.

Pool Committee – No report at this time.

Social Committee – Secretary Oyler reported that the Social Committee was considering hosting three Neighborhood Nights, to be held at local restaurants, for neighbors to congregate and visit, having drinks or dinner at their leisure. Attendees were lukewarm to the idea, and it was tabled for the present.

There are plans, however, to hold a holiday Cookie Exchange at the home of Board member Alice Roxburg, on Saturday, December 19, from 10 AM until noon. Further details will be posted on the Next Door Neighbor website.

Welcome Committee – Secretary Oyler reported that Judy Dabernow’s committee delivered two welcome packets to new residents since the previous meeting.

Safety & Security Committee -- In late October, there was the death of a neighbor in the 7100 block of North Quincy Avenue. The person had not been seen for several days and police were called to do a welfare check. It was determined that the death was due to natural causes.

CHHA members attended Neighborhood Watch Training at Gladstone Community Center sponsored by NNI, KCPD and Gladstone Public Safety. The City of Kansas City will provide the Association with new Block Watch signs. Block Watch directories for neighbors will be developed and distributed.

Regarding lighting, the Committee disconnected a ballast and applied a 75W equivalent soft white LED bulb to the light at 6837 North Hardesty. At 6928 North Denver, the Committee removed the ballast, and an adapter and 75W equivalent bright white LED bulb was installed on this hi-pole light; its effectiveness will be evaluated and reported. Also, at 6915 North Hardesty, the Committee disconnected the ballast and converted the yard light from sodium vapor to LED, per the request of the homeowner.

2 Government Relations Committee -- Tom Gorenc has contacted Jerry Nolte, Clay County Presiding Commissioner, to see if there would be help from the county regarding the silt removal situation in our lake. Tom has also requested a meeting with the KCMO City Manager, Troy Schulte, to see if the City will investigate its part in the erosion of silt into our lake and suggest some possible actions to help our subdivision.

The City continues with a traffic study of North Charleston Drive. No definite solutions proposed at this time.

Old Business The Lake Committee was asked to assist in identifying signage needed at the lake and make recommendations on location, number of signs and U-channel poles required.

Recently a nonresident asked the Board whether he might trade volunteer services to the Association for fishing privileges at the lake. After Board and Lake Committee discussion, it was determined to not allow nonresidents to fish in the lake, for various reasons including the pollution factor, insurance liability, and problems in controlling numbers who might be interested. President Wood cordially explained the issues to the nonresident and advised that if there was a change in decision in the future, he would be notified.

An attendee asked whether there has been further development in speaking with property management companies about their programs and how they might benefit the Association. Although the Association has received information from several firms, no further action has been taken at this time.

New Business In October the Board approved establishing reserve fund accounts separate from the money market and general checking accounts used to pay expenses. As reported by Treasurer Bloss, a 21-month CD is offered at .90% interest, while a 37-month CD earns 1%. While interest rates are currently stagnant, with little effect of .1% in difference, in the interest of best business practices, it was decided to continue to ladder investments appropriately. Deposits to the reserve fund account of $5,000 every six months will establish separate reserve funds earning optimal interest.

A resident questioned whether the reserve funds have been established with a specific use in mind, or if they are for emergency use. The President answered that they are for emergency use which cannot be foreseen; therefore, laddering avails them as needed without significant penalty.

Delinquent Dues The Board is following up on $41,957.24 in reported delinquent dues. During the first half of November, letters were mailed to all involved residents to remind them of overdue dues. Depending upon the number of years of delinquency, letters were sent either by regular mail service or registered mail. At the time of the November 24 Board meeting, $1,600 in back dues had been received. The Board will continue to take the appropriate steps to recover all dues outstanding.

3 The Board has received contacts from residents charged late fees asking, because of their particular circumstances, that late fees be waived. After discussion, President Wood tabled the handling of special cases until a decision could be made by the full Board, after a comprehensive review of bylaws, covenants, restrictions, and declarations.

Questions from the floor included whether liens had been placed on properties with significant delinquencies. The President has investigated this issue with the County and said that no liens have been placed since 2011. A follow-up question was whether the Association is working with an attorney in this regard; the answer was ‘yes.’

Another question from a resident was whether the $41,957.24 in reported delinquencies reflected amounts owed by, say, 100 residents, or a fewer number of residents. The President answered that the number would be closer to 20 residents.

Neighborhood Violations The Board sent letters to three homeowners with trailers parked visibly outside the residence. At the time of the Board meeting, two residents have cooperated in moving their trailers.

Violation Fines Our governing documents allow for the use of fines and other remedies for members who fail to comply with the declarations, bylaws, covenants, and restrictions. In order to levy fines, a fine system must be in place and residents notified. Implementation might begin with a request letter to the resident with the violation, and if the problem is not handled timely, escalate to sending a registered letter, and if then necessary, followed by a fine. Keeping in mind its responsibility to ensure best-possible appearances in our neighborhood, the Board encourages suggestions and recommendations from residents in this matter.

2016 Dues Letters There are no plans to increase membership dues of $400 this year. Dues letters will be mailed in the near future.

Second Garage Sale It was moved, seconded, and approved by acclamation to add a second neighborhood garage sale to the Association calendar, occurring one week prior to the spring and fall cleanups.

The Board meeting adjourned at approximately 8:15 PM.

Respectfully submitted,

Karla Oyler, Secretary