October Annual Meeting Minutes

Southern Ridge Home Owners Association Board Meeting
Location: HOA Management – 900 N Tyler Suite 7 Wichita KS
Meeting Date: Monday, October 29, 2018 Meeting Time: 6:00 pm
Meeting Agenda Recorded By: Danielle Basile
Board Member in Attendance: Kip, Connie, Danielle, Tyler, and Brian


Call Meeting to Order: 6:01pm

Approval of September Minutes: Brian moved to approve the September Minutes, Kip Seconds, motion passes 5-0.

Resident Open Forum: None

Priority Business:
• Commons Update:
• Flex Court is installed. Flexcourt will install the goals and posts this week. The sport court needs conduit in the NW corner and therefore a camera and the security system cannot be installed. This will delay our security run. This was addressed with Studium over a month ago to determine the next steps, however Studium hasn’t moved forward. Cox cable has been buried in flexible conduit; only about 4” deep but if it is ever hit with an aerator it wouldn’t be our fault as it isn’t installed to code.
• Pool is being winterized and cleaned; cover to arrive tomorrow. There aren’t any updates on the auto-fill equipment. There was an on-site meeting to determine how the auto-fill would be installed.
• We owe $16,520.06 to finish out the work that was pre-approved (as part of the original project costs), but there will be additional expenses. Southern Ridge HOA has challenged the totals owed in several change orders; it was noted that only the first two change orders have been approved and paid. Several items on those change orders need resolution due to damages and discrepancies in services. In addition to our total owed ($16,520.06) and the outstanding Change Orders, we will have more expenses not yet noted.
• Connie reported the budget as prepared.
o Website: Danielle noted that we should review our website maintenance contract and costs ($80 per month in addition to various fees). Brian suggested also reviewing the overall use and look of the site.
o Tyler asked if we have an updated insurance policy to cover the new commons amenities. Connie noted the insurance has been adjusted to account for the new amenities, however it is just an addition to this year’s premium (not a new policy). There was a $1,400/$1,800 increase for the remaining term. New coverage with a $5,000 deductible is $3,861 but that doesn’t include the Board policy. Our premium comes due in January so we will see what the annual policy premium changes are at that point. We anticipate changes for next year as a new policy rolls out.
o Brian proposed pool house cleaning at 2x per week during pool season (14 weeks) and every other week in the off-season which comes to $1610 with Wichita Maid Service (plus 5% non-profit discount).
o Reserve funding is not a requirement for our lender so there is no reason to add money into reserves this year (as it would create a negative annual balance). Brian suggested removing this from the budget.
o We have no plans to maintain two trash carts (with the option of having two trash pick-ups). We might be able to call Waste Management to get another cart with no charge. Someone will have to do that.
o Gas utilities, pool maintenance, and pool chemicals are unknowns so we based those on last year.
o Brian moved to approve the budget with changes (restroom cleaning and removing the reserve funding) which allows for a positive budget of $2,120; Kip seconded; motion carried 5-0.
• Gate Security Operating System: Danielle raised concerns in allowing access to the system for all Board members and argued that we need to have standards and policies on members manipulating the system. Brian noted that Board Members should never manipulate user information. Brian advocates for full access to the system to allow Board Members to run reports on usage. Danielle agreed that if Board Members are not manipulating or changing user information and settings, then it would be acceptable for the purpose of managing the system and running reports as needed. Brian moves to approve Board Members having access to the gate system; Kip seconded, motion carried 5-0.

Adjournment: 6:31pm

*Next Board Meeting will be held on Monday, November 12 @ 6:30pm at Reliance Community Church (119th/Pawnee).