Nottingham Forest Homeowners Association

Annual Meeting

October 20, 2003

7:00 PM

Oak Hill Elementary School Gymnasium – 10200 W. 124^th St.

NFHA President Ginny Boos called the meeting to order. A quorum of homeowners was present or represented by proxy. The 2002 meeting minutes were read and approved without change.

The 2003 board members who were present and their responsibilities were:

• Ginny Boos – President (outgoing)
• JoAnne Dondlinger – VP and pool (outgoing)
• Roger Moffett – Secretary
• Scott Martinson – Mailboxes
• Biff Rubin – Treasurer (outgoing)
• Frank Martin – Trees
• Debbie Westland – Landscaping and Grounds
• Lisa Harpold – Website/E-newsletter/Directory
• Patsy Brandt – Tennis courts and Social events

JoAnne reported the many improvements made to the pool complex. The men’s and lady’s dressing areas were painted and improved lighting was installed. Portions of the concrete decking were mud-jacked and a new clubhouse door was installed.

Patsy reported on several tennis court maintenance activities. Due to water seepage, the net posts had leaned and had to be reset. Also cracks in the court surface had to be repaired. The surface will need to be resurfaced in the future but it is hoped the steps taken will delay this for several years. Patsy also reported that the Easter egg hunt had to be cancelled due to rain. However, the 4^th of July was a success with a large turnout, especially children.

Lisa reported that a new vendor published the new neighborhood directory. The previous publisher went out of business, thus the database was reconstructed. If copies are needed, please contact Lisa.

Scott reported on the status of the mailbox project. At prior meetings there was a general consensus to replace the existing wood mailboxes with natural stone structures for aesthetic and economic reasons (maintenance of the cedar posts is very expensive). Natural stone proved to be too expensive. A sample structure using less expensive pavestone material was constructed for homeowner consideration but it was unpopular with homeowners and has since been removed. The NFHA board recommends that existing cedar posts be replaced with black cast aluminum posts that will not rust. Furthermore, the board recommended that all existing mailboxes (which were previously the responsibility of the individual homeowners) be replaced by the homes association with matching black cast aluminum boxes. Other factors or comments:

• A sample of the new box and post was shown
• 30 of the new boxes/posts have been purchased and some have been installed.
• The aluminum box/posts cost $116.25 each
• Installation will be approximately $35 each set in quickcrete which should minimize settling, leaning and misalignment.
• Black box/post solution will bring uniformity. Homeowners are asked to refrain from using boxes of other colors.
• The boxes should be large enough to accommodate each homeowner’s mail (even those who receive many periodicals). If a homeowner determines that a larger mailbox is required, the homeowner can order a larger one from the same company. The homeowner will be required to pay for the larger box and install it on the post.
• Upon homeowners approval, 570 more box/posts will be ordered and installation will begin by the end of November with installation completed early 2004.

Those present thanked Scott and the board for their hard work and expressed preference for the new solution versus the natural stone structures. A motion was made to approve the new aluminum box/post mailbox plan. It was seconded and approved unanimously.

Debbie reported that frequent sprinkler damage occurred during the Everest cable installation and other street and utility work. Please call Debbie if homeowners see heavy equipment activity in our green areas because they may cause further sprinkler damage. Also, to cut our watering costs, report any continuous water flow or suspected sprinkler damage. New and more attractive light fixtures are being installed in our lighted entry monuments.

Frank reported that we have posted our tree policy on the website. The City of Overland Park is cooperating with NFHA on tree trimming and replacement even though their budget had been reduced. Tree trimming has focused on the common area along the west side of Switzer between 121^st and 123^rd. Tree replacement will use durable species. Twelve-foot Austrian pines have been planted along the west side of Switzer. The board will get single source contractor bids for landscaping, sprinklers, trees, etc., to cut costs and reduce confusion over contractor responsibilities.

Biff reported that NFHA has $100,259 cash at 2003 fiscal yearend. This is mostly due to the delay in the mailbox replacement. The 2003 budget status and projected 2004 budget was published in the NFHA web page (http://www.nottinghamforest.org). For 2004, we expect to complete the mailbox project which represents approximately $95,000 of the total capital improvement budget of $101,000. There is no need to increase homeowner fees, thus NFHA will keep the fees at $400 per household. Deffenbaugh Disposal Service has notified NFHA of a cost increase. Since Deffenbaugh picks up trash at the garage location, NFHA will ask what the charge will be for street pickup.

The NFHA board nominated three board replacements for the three outgoing board members:

• Nancy Haas
• Lisa Moynihan
• Ken Menendez

A motion was made to name them to the board for three year terms, the motion was seconded and approved unanimously.

A motion was made to adjourn, seconded and was approved without further comment.