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.

Miss Tina’s Pre-school dance class starts September 11

0815 preschool dance at the matDon’t let your child miss out!

We are preparing for another fun session of dance held in our preschool classroom. It will begin on Monday, Sept. 11th  from 9:30 to 10:15 a.m.  There will be twelve lessons, with the last being a little recital for parents on December 4. Reserve these dates!
I hope your child can join us.  If you have not gotten an enrollment form or need more information or references, just give me a call.
~Tina Mullinix, 913-248-0501

Proposed Rule Change: Dock Site Building or Renovation

Community input welcome at the September 26th Board Meeting

III. Building or Renovation
Proposed Rule Change –
No docksite may be established, built or renovated until location; plans and specifications (including trees, shrubs, materials, as included in Article IV) are submitted in writing to and approved by the Lake and Residential Committee. Upon approval of the Lake and Residential Committee, a docksite improvement permit will be issued. The permit shall be posted in a location visible from the road prior to and during construction. Under no circumstances may construction or site preparation be initiated without a posted permit. However, normal maintenance of existing walls, docks, etc. will not require a permit, so long as such maintenance conforms to the Lakeshore Rules and Regulations. Also, Quivira, Inc. management may approve a permit for replacement or installation of a floating dock provided the dock conforms with the Lakeshore Rules and Regulations. (Article III. Revised 04/27/04)

Prez speaks of balancing operating & strategic priorities

By Steve Sustak, President, Q Inc. Board of Directors

Finding the right balance between operational and strategic priorities is a challenge for any Board of Directors. Factor in that Lake Quivira is a homeowners’ association, a country club, and a small business all wrapped into one. Add to that the onboarding of a new General Manager during the busiest time of the year. The challenges can be overwhelming.
While much has been published about our long-range planning efforts, I would be remiss not to acknowledge the significant effort to improve our operations. Most members are not aware of what needs to be accomplished behind the scenes to get the job done. I am, and it is amazing what our General Manager and his staff are able to do with the resources they are given. From antiquated systems to the lack of sufficient staffing, it should not come as a surprise when there is an occasional problem. As we set our sights on the 2018 budget, we need to start providing the resources they need to deliver the level of service we expect.
Now that summer is over, the Board will take some time to review what went well and what didn’t. These learnings will be considered as we develop the plans and budgets for next year. Overall, I would generally say we had a successful summer, but some improvements are definitely needed. On the residential side, the major rain storms experienced this summer highlighted some serious road and drainage issues which must be addressed. On the country club side, a range of staffing and service issues must also be addressed, as well as another year with virtually no membership growth. These issues exemplify the range of operating, capital and strategic issues the Board must consider. As we develop the 2018 plans and budgets, it is not a matter of choosing between these areas. It is about finding the right balance which will not overwhelm the affordability factor.
The Quivira, Inc. team and the various committees have already started to formulate their recommendations. The Finance Committee will review and assess these recommendations and associated funding implications. The Board will then be asked to review, prioritize and approve. By the time budgets are presented to the membership, more than one hundred members will have weighed in during the process. Now is the time to suggest improvements you would like to see. The decisions made this fall will set the tone for next year and beyond.

Linking Member Experience to Service Levels/Budgets

By Tim Wilson, Chair of Finance Committee; and Russ French, Vice Chair of Finance Committee

What experience does each member expect? What level of service is required to deliver this experience? And, what needs to be budgeted to deliver this level of service? These might seem like simple questions, but they highlight the challenges often encountered when the answers are not properly aligned. In preparing the 2018 budget, we will be taking a different approach than used in recent years; the goal is to properly align service levels and budgets.

It all starts with Member Experience. This one would be easy if all members desired the same experience, but such is not the case. To some, it is a secure and beautiful residential lake community that is well-maintained. To others, it is a full-service country club with the range of amenities and services they want to enjoy. And, to others, it is a suitable balance of both. This makes our situation unique from those who are either a homeowners’ association or a country club. Despite the varying views, Member Experience should be based on the following standard.
Members and their guests will enjoy a high-quality and high-service experience every time in facilities and venues which are well-staffed, well-maintained and well-equipped at all times.
0917 qinc financeNext, Target Service Levels must be established to deliver this standard. What are Target Service Levels? Thanks for asking! This is where the process has often broken down in previous years. They are the operating practices which deliver the Member Experience and define the cost drivers in the Annual Budget. When should certain dining venues be open? What should be the wait time between ordering and food delivery? What services should be provided by the golf staff, the tennis staff, others? To what standard should our roads, amenities and common areas be maintained? Establishing and communicating these and other service levels is essential so all members know what to expect. The Annual Budget, not the Member Experience, has dictated the Target Service Levels in the past–not the other way around. This needs to change.
Once Target Service Levels are established, an Operating Budget to properly fund them must be developed and funded. Last year, the proposed Operating Dues increase was not approved for a variety of reasons. It serves no benefit to rehash the reasons, other than to recognize the impact. Certain measures were taken to reduce funding to meet the budget, which often led to lower service levels, and thus, a poor member experience, and, ultimately, member complaints. Member expectations did not go down, nor did the cost to deliver the same level of service. As members and stewards of this wonderful community, we must do better to ensure this does not happen again.
Being in the service business implies a budget which is attentive to the needs of all members. It also implies we staff and equip ourselves properly, provide a competitive compensation program which will allow us to retain an exceptional team, and account for anticipated cost increases. The Operating Deficit in this year’s budget is not going away and is going to increase as our operating costs increase. The magnitude of these cost increases is directly dependent on the service level expectations of the membership. The objective of the budget process is to provide the Quivira, Inc. team with the resources necessary to deliver the Member Experience you want. This will be our top priority this year. As members, we need to decide whether to lower the Member Experience to support a lower Operating Budget, or increase the Operating Budget to achieve the desired Member Experience. We cannot do one without the other. . . and we cannot do either without proper funding.
The Annual Budget Meeting has been set for Monday, November 27, at 7 p.m. There will be regular communications as we work through the budget process, and a Special Member Meeting will be scheduled in early November to present and discuss the Operating Budget in advance of the Annual Budget Meeting. This will also be the topic of many of the upcoming Committee and Board Meetings. We welcome your input during this very important process.

Shawnee abandons plan for shooting range west of LQ

By Mike Olson, Mayor, City of Lake Quivira

Following are four things you need to know this month.
The City of Shawnee has abandoned plans to build the proposed shooting range located west of Lake Quivira. That’s great news for us!
On November 4, the City will host a Fireman’s Ball at the Clubhouse. This is our chance to celebrate the great history of the Lake Quivira Fire Department and to thank all the volunteers. Details coming soon. Please plan to attend.
Also on November 4, we have another large item pickup. Look for details in your black box as we get closer to the pickup day.
We have had an increase in the number of dog-related complaints. As a reminder, the City Dog Ordinance requires you to be in voice command of your dog and to pick up and dispose of waste. Continue to report issues to the police.
There is lots of summer left; hope you enjoy it0917 ! See you on the water

City Council pops the cork over annexation

By Mike Olson, Mayor, City of Lake Quivira

(From left) Q Inc. Board President Steve Sestak joins in the annexation celebration with Council members Dave White, Bruce Rimbo, Ben Kalny, Betsy Vossman, Mayor Mike Olson and City Clerk Diane Newton
(From left) Q Inc. Board President Steve Sestak joins in the annexation celebration with Council members Dave White, Bruce Rimbo, Ben Kalny, Betsy Vossman, Mayor Mike Olson and City Clerk Diane Newton

“Cities are not in the business of giving away land.” “No elected official in Wyandotte County is going to risk political capital to support giving away land without a commitment for development.”
These are the responses I received ten years ago, when, as a city councilman, I suggested the City of Lake Quivira annex the property currently known as The Meadows. For years, I accepted this position. After all, why would the second largest city in Kansas simply hand over land to Lake Quivira? Here’s the story. . .
Once upon a time there was a 61-acre tract of land owned by the Robertson family. Quivira Lane divided the property. For decades, the hay field on the west side was a magnet for stray golf balls shot from the number seven tee box, while the larger piece on the east side was left in a natural state. On numerous occasions, Quivira Incorporated (Q Inc.) tried to purchase the property in order to control any development which might negatively affect the golf course.
In addition to being split by Quivira Lane, the Robertson property had another unique feature. The west side was in the City of Lake Quivira; the east side in Kansas City, Kansas (KCK). Consequentially, any plan to develop the property would require approval from both cities.
After years of negotiations, the Robertsons sold the property to a developer rather than to Q Inc. The developer, who happened to be a Lake Quivira member, brought in a local real estate agent and presented a plan to develop housing on both sides of the property. The plan required that the entire 61 acres be included in the gated community. In response to resistance from the community, the real estate agent threatened to construct high-density housing on the KCK side, stating, “If you (Lake Quivira members) don’t approve the plan, we’ll start turning dirt in KCK in thirty days.”
The dirt never turned, but the landowner/developer did file a lawsuit against the City of Lake Quivira, the Mayor, Q Inc., and the President of the Board of Directors, alleging collusion between the City of Lake Quivira and Q Inc.
In 2007, the landowner/developer proposed a second plan, combining the two sides of the property by eliminating Quivira Lane from 78th Street to Holliday Drive. The development was to include over 100 homes and private amenities for the homeowners in this area. A big piece of the puzzle hinged on the ability of the City of Lake Quivira to annex the property from KCK. Some people believed that KCK would consider de-annexing the property, but only if there was a development plan in place. Additionally, it was rumored that de-annexation would be withheld until development was completed.
The landowner/developer promoted the plan throughout the community and ultimately presented it to the City Council, where it was defeated 4 to 1. Given the economic crash of 2008, it is hard to project what would have occurred had the development been approved.
Discussion about the property was quiet until 2012, when the landowner brought in a prominent Kansas City developer as a new partner to present a third plan. Once again, the plan failed to gain support from the community.
Finally, after years of legal battles and uncertainty, the lawsuit was settled, and the property was sold to Q Inc., thanks to the efforts of a small group of passionate Quivira members known as the Patient Quivirans. The group helped broker the deal and finance the purchase.
Q Inc. became the owner of the 61 acres and named it The Meadows. Not long after, Q Inc. purchased the Siler property, a 12-acre tract to the south of The Meadows. As you might recall, a few years ago, the Strategic Planning Committee considered development of the Siler property. Once again, there was concern over the fact that it was located in KCK.
This is where the story gets even more interesting. About eighteen months ago, I decided to pursue annexation of the Siler property, the east side of The Meadows, and a small 5-acre tract on the north side of Holliday Drive. These properties were owned by Q Inc. but in KCK.
At a monthly Johnson County and Wyandotte County mayors’ meeting, I jokingly asked KCK Mayor, Mark Holland, “Hey, want to give me some land?” He said, “Sure!” And so the dialog began.
KCK and Wyandotte County each received half of the taxes generated by the properties. But, as long as they were owned by Q Inc. and in KCK, there was little chance of development and thus minimal economic benefit for either. Mayor Holland realized the benefit to Wyandotte County if the properties were in the City of Lake Quivira. KCK would lose a little tax revenue, but the potential upside to Wyandotte County could be significant if there were any sort of development.
Because I wanted the City of Lake Quivira to have complete control of the properties, I insisted the annexation not be contingent on development. Mayor Holland agreed to this.
The annexation process began in the fall of 2016. As expected, it was slow. Over the last several months, Steve Sestak, President of Q Inc.; Erin Lecky, Lake Quivira City Manager; and I sat through many colorful meetings of the Wyandotte County Planning Commission. On June 13, 2017, at 12:30 a.m., the Wyandotte County Planning Commission made a unanimous decision to recommend the petition for de-annexation of the properties. The petition moved forward to the June 29, 2017 meeting of the Wyandotte County Board of Commissioners, who approved it unanimously.
Following the decision, Mayor Holland said, “There are currently seventeen homes in the City of Lake Quivira that are located in Wyandotte County. Without this decision, it was unlikely we would have ever seen the eighteenth. Wyandotte County is delighted to partner with Lake Quivira to promote development in the City of Lake Quivira. Ultimately, the Turner Schools stand to gain the most from any development.”
On July 3, 2017, the Lake Quivira City Council approved an ordinance authorizing the annexation of the land.
I do not know what the future holds for these properties; however, I do know it will be determined by members of our community, and not by a neighboring city. We should all celebrate this!
I would like to thank the Q Inc. Board of Directors; former General Manager, Dennis Nighswonger; Board Presidents, Patrick Pribyl and Steve Sestak; Council Members, Betsy Vossman, Ben Kalny, Brady Lilja, Dave White and Bruce Rimbo; City Manager, Erin Lecky; City Clerk, Diane Newton; and City Attorney, Ellis Rainey. All of these individuals contributed to the successful outcome.
I am incredibly thankful that Kansas City, Kansas is in the business of giving away land and that Mayor Holland was bullish enough on the City of Lake Quivira to risk “political capital” to let this happen.
It’s ours now. Let’s do something great!

New Rule: Impact Fee – Passed at July 25th Board Meeting

Effective January 1, 2018, an impact fee will be assessed upon approval and before the issuance of a building or demolition permit.  The fee will be based upon 2% of the expected construction or demolition cost of the project as disclosed on the permit application.  Shortfalls of the fee, based upon the final cost of the project, will be collected upon completion.  A refund may be issued in the case of project cancellation. Fees will be collected for the sole purpose of road/drainage improvements.