Shady Wood South

              April 25, 2023 Board Minutes

The Shadywood South Board of Directors met at 7:00, April 25, 2023, in the Livestock Association conference room.  Board members present were Larry Reiswig, Sean Carter, Cindy Meyer, Don Meyer, Glenn Roth, Jana Davis and Stuart Ledbetter.  Members absent were Allen Joy ad hoc SWS business manager and Lauren Fager.

Board President Sean Carter called the meeting to order.  President Carter suggested that board meetings convene at 7:00 and promptly adjourn by 8:30. 

1. Approval of January 24, 2023 minutes & 2022 Annual Meeting Minutes:

               Motion by Don Meyer, second by Jana Davis, to approve the 2022 Annual Meeting minutes, along with the January 24, 2023 regular board meeting minutes.  Motion passed without dissenting vote.

2. Treasurer Report:

               Allen Joy ad hoc SWS business manager was absent.  Treasurer Stuart Ledbetter reviewed the year to date income and HOA line item expenses, including but not limited to the revenue and expense along with HOA assets and liabilities.  Stuart additionally reported the HOA Annual Report to the State of Kansas has lapse from last year and needed refiling by Allen Joy ad hoc SWS business manager.  HOA tax return has been mailed.  Don Meyer reported the HOA street light fixture in front of Nadine Eisenbarth’s home was repaired for $25.00 with a new light sensitive bulb.  Stuart met with A.J. February 9, 2023 to discuss basic expense approval procedures.  A.J. requested all expenses be submitted to Treasurer, Stuart Ledbetter, for approval before A.J. submits payment approval to Core First Bank via their bill pay procedures.  Home Owner past due were reported with six past dues.  Don Meyer additionally reported that HOA street light removal request from David Shriver was resolved, as long as David Shriver, Nadine Eisenbarth and Dennis McKinzie receive their annual reimbursement by January 31^st of each succeeding calendar year.  On a motion by Larry Reiswig, second by Dustin Dick, that the treasurers report be approved as presented. Motion passed unanimously.           

3. Hospitality-Social Report:

               Cindy Meyer, Hospitality-Social Representative, reported the HOA board dinner social at Blue Moose was well attended and should be a yearly event.  Cindy additionally reported a ladies brunch was planned from  10:00 to 12:00 Saturday morning June 3^rd.  The annual HOA home owner picnic is scheduled for Saturday June 10^th on the 38^th Street Cul-de-sac starting at 5:30.  Lauren Fager, will send an email reminder to all homeowners, along with posting the event on Shadywood South website. On a motion by Glenn Roth, second by Stuart Ledbetter, that the Hospitality-Social Report be approved as presented.  Motion passed without dissenting vote.                 

4. Architecture Report:

               Architecture Representative, Jana Davis reported on HOA home owner restriction concerns.  With new homeowner move-ins, several HOA restrictions are falling through the cracks.  To keep HOA property beautification values up, property owners must adhere to HOA restrictions. 

 Don Meyer and Larry Reiswig volunteered to drive around our HOA and identify problems relating to home owner restrictions.  Shawn Carter agreed to place non-compliance restrictions in home owner mailboxes.  Sean Carter additionally volunteered to visit with the Knapp’s about house painting completion.  Larry Reiswig agreed to visit with the Nolan’s on the timeline to complete their house painting and Glenn Roth agreed to visit with the Bunck’s about the timeline to finish their chimney painting.   It was also reported that exceptions to HOA homeowner restrictions should be approved by HOA board members and placed in HOA board minutes. On a motion by Larry Reiswig, second by Don Meyer that the Architectural report be approved as presented. Motion passed unanimously. 

5. Landscape Report:

               Glenn Roth and Don Meyer, landscape directors, reported that the dead arborvitae at the Farm Bureau entrance was covered by Home Depot under their one-year warranty.  Don Meyer replanted the tree saving the HOA around $235.00, including planting and purchasing a new tree.  The entry-way lights were installed on 37th Street by Don Meyer and Larry Reiswig, saving electrician fees and electrician cost of lights.  Several 25 watt light bulbs were purchased on-line for $30.00.  The entryway lights on Farm Bureau are working, but may need replaced in the near future.  Glenn and Don additionally reported Green Touch fertilized both entryways.  Cambridge sprayed the roses and arborvitaes for a $20.00 fee.  Oblander’s are mowing entryways, Cul-de-sacs and both sides of the ditch on SW 38^th Street.  Sean Carter indicated that Oblander is scalping the Cul-de-sacs and needed to pay more attention to mower height.  Don reported that City had turned on the water for irrigation April 12^th.  On a motion by Dustin Dick, second by Jana Davis, that the Landscape report be approved as presented.  Motion passed without dissenting vote.

6. Media Report:

               Lauren Fager, IT, media director, was absent                      

7. Old Business:

President Carter reported the artwork is ready depicting HOA Website instructions and information.  The Art Work will be sent out to board members by e-mail for July board approval.   

Stuart Ledbetter reported on HOA crosswalks. Stuart reviewed the City report and stated nothing has been officially approved.  Stuart was hopeful we would know something by our July meeting.

On a motion by Glenn Roth, second by Dustin Dick, that the Old Business information be submitted, placed in board minutes and approved.  The motion passed without dissenting vote. 

8. New Business:

Homeowner Leo Hefner requested board time to discuss non-compliance home owners that need addressing.  Mr. Hefner was scheduled at 7:30.  Leo arrived, left his written complaints and immediately departed.  Before departing, Mr. Hefner did state that the board needed to address non-compliance home owner restrictions, or he would withhold his annual dues until non-compliance home owners are addressed.

Stuart suggested that a location for homeowner complaints be placed on HOA website to be reviewed and addressed by the HOA board.    

David & Jurahee Shriver initially had a request to remove the HOA street light, located on the side of their house, if their reimbursement wasn’t paid by January 31^st of each year.  The annual street light cost to the Shrivers, as calculated by a licensed electrician, was $25.00.  The Shrivers are  paid $110.00 reimbursement per year.  Board members unanimously felt it was more than a generous reimbursement.  Board members agreed the Shriver’s, Mrs. Eisenbarth and the McKinzie’s be reimbursed by Allen Joy ad hoc SWS business manager, by January 31, of each calendar year.

Board members thoroughly reviewed the suggested-submitted Home Owner Construction request form and home owner non-completion letter.

On a motion by Glenn Roth, second by Cindy Meyer, that the Home Owner construction request form and non-completion letter be fully utilized by the board, be ratified and approved.  The motion passed unanimously.    

Board member Jana Davis suggested that board meeting start a little earlier, so the meeting can adjourn by 8:00.  No motion was suggested or filed.

9. Next Meeting Date:

 Next meeting will be July 25, 2023 at 7:00 PM.  Suggested location is the Livestock Conference Room.

10. Adjourn:

On a motion by Don Meyer, second by Dustin Dick, that the April 25, 2023 HOA Board of Directors be adjourned.  Motion passed unanimously.