Board Meeting Summary – August 22, 2017

President Sestak opened the meeting and invited attending members to share comments and questions. Mayor Olson provided an update on the spillway project scheduled for late fall. At that time, the lake will need to be lowered. The City is looking into installing a second water level alarm to provide notification when the spillway gate needs to be opened. He also spoke about the recent increased odors from the landfill and encouraged everyone to download the “Shawnee Connect” app to report any issues. Mayor Olson continued his report by stating Shawnee and Overland Park decided not to pursue the proposed gun range. He wrapped up his report by announcing the Fireman’s Ball will be held on Sat., Nov. 4. The City will also be sponsoring a second, large-item pick up that day.
Mayor Olson expressed his disappointment at not having lifeguards on duty or an open shack bar last Saturday. He continued by saying he doesn’t understand why we don’t have security patrolling the community on Friday and Saturday nights. Furthermore, he said next year we need to have regular lake patrol throughout the summer months to enforce our rules and regulations–these are important services which must be included in the 2018 budget.
President’s Report
President Sestak noted there will be three Special Board Meetings this fall specifically focused on the 2018 budget. The first meeting, scheduled on Fri., Sept. 8, will focus on capital projects. The second meeting, scheduled on Fri., Oct. 6, will focus on the operating budget. The third meeting, scheduled on Fri., Nov. 10, is tentative should an additional meeting be required prior to the Annual Budget Meeting on Mon., Nov. 27. Each of these special meetings will begin at 8 a.m. and are in addition to the Regular Board Meetings each month.
General Manager’s Report
Mr. Goss spoke about the recent storms and the impact they have had on drainage and debris issues. He continued by saying the Monday golf outings will start again on Monday, August 28. He said Chef Michael is working on creating some new fall menu items, and the Club is working on having music on some Friday nights. On September 1, the Club will have an “Around the World” buffet. This Thursday and Friday will be very busy helping to get ready for the upcoming Pontoon Crawl.
New Business
Mr. Nelson introduced Chad Johnson from Olsson & Associates and described the recent project to review our roads and storm water infrastructure. Mr. Johnson spoke about his company’s background and qualifications for this project, then explained the scope of their work. The project included a review of 115 culvert pipes installed under the roads. The focus was on condition rather than capacity and did not include a review of culverts on private residences. The project also included a review of road conditions to determine which ones were in greatest need for repair and replacement.
Mr. Johnson presented an evaluation of the condition of the culvert pipes. Most of the culverts are in fair to good condition. However, six culverts in poor condition and should be replaced over the next several years. He then presented an evaluation of the condition of the roads. He explained the various forms of cracking and which ones indicate the need for immediate attention. Roughly 20 percent of the roads were rated in poor condition. These sections were highlighted as having three plus years of life remaining. Sections highlighted in fair condition have five to ten years of life remaining, and those in good condition have twenty plus years of life remaining. Sections with highest traffic volume should be addressed first, and consideration should be given to completing projects in the same area at the same time and staging the projects so as not to restrict access during periods of construction.
Mr. Nelson explained this report will be used to develop a master plan for the replacement of roads and culvert pipes over the next five years. The goal will be to address the poor condition roads first, then several of the fair condition roads. When addressing each section of roads, there will also be an emphasis on storm water management and safety. Of the six culvert pipes identified in poor condition, several will be addressed this year, while the remainder will be planned for next year.
Mr. Johnson then talked about the Johnson County Stormwater Management Program. He explained a retail sales tax of up to 1/10 of 1 percent is levied by counties in Kansas for purposes of storm water management and flood control improvements. Johnson County has a program which subsidizes up to 75 percent of the costs of qualified projects. Mr. Nelson said there are three projects they are looking at to see if they qualify for this program and encouraged members to investigate others that might qualify.
President Sestak spoke about the importance of developing a planning discipline for roads and stormwater systems to inform the members of planned projects and ensure proper funds are set aside for planned replacements, as well as routine maintenance. While the number in poor condition was lower than expected, each will need to be addressed at some point in the future.
Marketing Committee
Ms. Bowker thanked those who attended the last meeting to listen to the presentation given by Creative Golf Marketing. She spoke on the yearly loss in dues, minimums and other associated fees when our membership isn’t full. The committee recommended hiring Creative Golf Marketing for the Phase I assessment and giving Mr. Goss the option to negotiate the Phase II contract, which would encompass a full-year membership drive. There was concern regarding the timing of this initiative since the approach and marketing materials might change pending the member vote on certain strategic projects. Ms. Bowker concurred the plan would be to move forward with Phase I, then hold off on Phase II until after reviewing the results of the Annual Budget Meeting.
Finance Committee
Mr. Wilson stated there was not a meeting in August; however, he and Mr. French met with Mr. Goss and Ms. Lahey on the progression of the budget process. He said they are looking at setting up some special Finance Committee dates over the next sixty days to make sure they accomplish what is needed. Mr. Goss spoke about the continued computer issues and that our IT company will be putting together a proposal to improve the performance, connectivity and reliability of our computer infrastructure.
Lake and Residential
Mr. Nelson spoke about the construction of a nature center to replace the front barn at the Saddle Club. The project would be 100-percent funded through member donations and private fundraising efforts. Per the Bylaws, in order to demolish an existing structure or erect a new structure on dedicated areas of common grounds, a membership vote is required, even if it is not funded by Quivira, Inc. A motion was made for a ballot item to be included at the Annual Budget Meeting in November to approve the replacement of the front barn with a new nature center. Motion was approved unanimously.
Mr. Nelson said, moving forward, it is recommended that members who want to do anything to their dock sites need to complete a simple application form. This will ensure all work is properly documented in the dock site history. Mr. Nelson asked a sentence be removed from our current rules regarding normal maintenance. A motion was made and approved to accept the proposed rule change. The change will be published in the Quiviran and voted on next month.
Restrictions Committee
Mr. Braun said the Committee approved an application to remove and build a new house at 314 Terrace Trail West. A railroad tie repair project was approved at a different residence. Several other residences were approved to have work done. Mr. French spoke on the tree house topic. The sub-committee has been researching how other HOA communities deal with this matter. He continued by saying some language has been drafted regarding size, height, structure, etc. The Committee will review the content and come back next month to see how they want to proceed.
Safety and Security Committee
Ms. Walker stated the August minutes will be coming to the Board via e-mail. Mr. Braun asked how to get in touch with our Security Manager. Ms. Walker stated he will have a dedicated cell phone. Mr. Braun inquired about the Security Manager’s hours, and Mr. Goss said Mr. Watson rotates his hours.
Tennis Committee
Mr. Goss said they had a meeting last week with the contractor, who will be getting them a price proposal on the revisions to the deck.
Strategic Planning Committee
President Sestak stated concept design work on the Community Center and the Golf Practice Range is in development. Planning work is also underway on the Front Entrance. These initiatives will help further develop these potential strategic projects with preliminary site plans, floor plans, renderings and cost estimates required for formal consideration by the membership. The Committee is also working on the Master Plan with the goal of presenting to the Board next month.