Tomorrow night, Tuesday September 21st, we will be hosting the third and final informational meeting for future Board and Committee positions. The meeting will be held at the Lion’s Shelter in Leawood City Park from 6-7:30 pm.
The shelter is located just East of the swimming pool and adjacent to the playground. We look forward to discussing all of the opportunities to work with our community.
The HOA Board and Special Committees have all been working hard and wanted to give everyone a quick update, as well as let everyone know about upcoming opportunities to serve on the Board and on HOA committees.
Our next HOA Board meeting will be Monday, August 30, via Zoom. The Zoom link and agenda will be emailed to all Hallbrook residents.
The Management RFP Committee has heard back from 7 companies and has completed interviews, and will make a recommendation to the Board prior to the Aug 30 Board meeting.
The Landscape RFP Committee is busy reviewing responses from landscape companies, and plans on having work wrapped up before September 1.
The Succession Planning Committee will recommend a Nominating Committee to the Board prior to the Aug 30 meeting as well, and has worked on proposals for term limits and committee revitalization.
The Audit Working Group and Board have selected an auditor and started the financial audit, which is due to conclude prior to Sep 30.
The Nominating Committee will be formed at the Aug 30 Board meeting per the Bylaws. If you are interested in serving on the Nominating Committee, please let the Board or Sentry Management know by August 25th. The Nominating Committee will hold 2 different information sessions in September for those seeking Board and committee positions, the first of which will be Sept 14. After these sessions, a slate will be recommended to the Board for all 5 open Board seats, to be voted on at the Annual Meeting. More specifics regarding the Annual Meeting will be forthcoming closer to the meeting date.
Please consider if you would like to serve, and begin thinking about the below open positions.
There will be 5 Board seats up for election at the Annual Meeting on Dec 1.
President Craig Hamlin will have completed his second 3 year term
Mary Larson will be vacating her Board position to focus on her City Council position
3 resignations this year previously announced.
There are several committee positions for interested volunteers, which will be filled by folks declaring interest and the Board filling as many open positions on each Committee as possible.
Landscape Committee: 5 open positions
DRC: 5 open positions
Communications: 3 open positions
Maintenance Committee: 3 open positions
Security Committee: 2 open positions
If you are interested in volunteering on a committee, or would like to run for the Board, please email firstname.lastname@example.org and let her know your name, address, occupation, and relevant qualifications for the post you are considering. More information will be available at the September information sessions.
Meeting ID: 848 6690 4810 Passcode: 581405 One tap mobile +12532158782,,84866904810#,,,,*581405# US (Tacoma) +13462487799,,84866904810#,,,,*581405# US (Houston)
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Meeting ID: 865 6424 8199 Passcode: 091368 One tap mobile +13462487799,,86564248199#,,,,*091368# US (Houston) +16699009128,,86564248199#,,,,*091368# US (San Jose)
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Good news! Hallbrook hasn’t had a property crime in over three and a half months. Well done everyone! Locking cars, removing valuables and looking out for our neighbors works.
Warmer temperatures, however, bring more opportunities for thieves. Memorial Day Weekend is the kick oﬀ to summer, but it can also be the kick oﬀ for more criminal activity. Please be on the lookout for suspicious behavior and keep up the good work protecting your property. If you see something, say something. Many burglaries happen during the day.Keep garage doors closed.Lock cars and remove valuables. Cars are easy targets.Ensure your home is well lit at night. Keep shrubs trimmed to reduce places for thieves to hide.If traveling out of town, utilize the Leawood PD House Watch service. Thank you and let’s keep working together for a safe neighborhood!
With nice warmer spring days/ evenings coming, it is a good time to take a moment and remind ourselves of some helpful tips for safety!
Watch our own and our neighbors’ garage doors. Make sure you close your garage doors when they are not in used or being monitored. Watch for bicycles and other equipment left on property. It is not encouraged to leave your keys in your vehicle or store them in your garage.
Keep all vehicles locked up and free from valuables.
Check your home’s perimeter and outer lighting. Check timers. A well-lit home is less of a target than an unlit home.
If traveling, let a trusted neighbor know who might be able to help check in on your property periodically, pick up mail, newspapers and unanticipated deliveries etc…. A week’s worth of newspapers sitting in the driveway is a welcome sign for people wishing to take our property.
Be aware of any suspicious activity. Circling cars, cars driving by slowly with no headlights after dark.
Be proactive and check in on neighbors. Especially those who are elderly, infirmed or whom you haven’t seen in some time.
If planning on being away for a period of time, consider signing up for Leawood Police Department’s free house watch program. It’s always good to have Leawood Police patrolling Hallbrook.
Residents taking care of each other is the Hallbrook way!
Sentry Management and the Hallbrook HOA Board of Directors would like to recap the meeting last night and outline next steps.
Meeting Recap: With neighbors, Board members, and representatives of Sentry Management in attendance, a Special Meeting/Board of Directors Meeting of the Hallbrook Farms Single Family Homes Association was convened via Zoom as scheduled at 5 pm on Tuesday, May 11, 2021. We wish to thank all 164 folks who logged into the meeting. Neighbors presented comments and ideas regarding the 3 published agenda items, i.e. HOA management company, landscape, and nominations and succession planning. Board members unanimously passed motions 1) to start the process of requests for proposal to qualified companies for HOA management, 2) to start the process of requests for proposal to qualified companies for landscaping, and 3) to start the process of forming a nominating committee to identify prospective board members for the annual election and to consider amendments to the Bylaws for term limits and succession plans for Board and committee members, all starting June 1, 2021.
Fact Check: Some of the comments made during the meeting need to be corrected to ensure we do not spread misinformation:
The Special Meeting was called due to a petition signed by 184 people turned into Sentry Management on April 7. This equates to 143 homes owned by current owners or 34.5% (=143/414). More may have signed since this date, but were not used in the official request.
The DRC currently has a resident architect in addition to credentialed professional consultants, and until recently has had other members from industry on it as well.
Hallbrook is now getting close to 33 years old. The developer turned it over to the HOA 23 years ago and the dues at that time were $1,450 per year. The dues currently are $3,050 per year, which means dues have increased approximately 3.28% per year.
Board terms. All current board members have joined in the last two to three years, except for Craig Hamlin. He is finishing his second term, totaling six years of board service.
May 20: As was discussed at the meeting, any Hallbrook resident who wishes to participate in one of the 3 committees should email your name and address to Leah Larson at email@example.com by Thursday, May 20 at 4:00 pm. Please specify which of the 3 committees you wish to join.
Board Succession Planning
HOA management RFP
May 30 or before: Board will announce the committee members for each committee.
June 1: Committee work begins
Aug-Dec: Committee work will end with recommendations to the Board for approval, with committees ending work at different times
Thank you, Hallbrook Board of Directors and Sentry Management
Hallbrook Neighbors: We would like to set expectations for the Special Meeting tomorrow, May 11, at 5:00 pm and provide a reminder of how to join.
Overall Meeting Protocol:
The meeting is being held in response to a petition filed with the board by neighbors in Hallbrook.
In line with the laws governing HOAs in Kansas, the agenda must include and be limited to the items in the petition.
The Board has issued an agenda consistent with the petition filed
There will be an opportunity to comment during the meeting after each agenda item.
Comments must be limited to the agenda items.
Any non-agenda item will need to be discussed at the next Board meeting on June 9.
While the Board would like to respond to any question or comment during the call, we are only able to entertain the items on the agenda. This is per requirements in our By-laws and Kansas governing laws.
The next Board meeting where general comments from the neighborhood can be heard will be on June 9. More information will be distributed closer to the date. Please know you can always be heard by sending an email to Leah Larson at Sentry Management (firstname.lastname@example.org) and address it to the Board.
Board President Craig Hamlin will preside over the agenda as distributed.
In order to swiftly decide each agenda item, a Board of Directors meeting will be held in the same forum, at the same time (in tandem), as the Special Meeting. This will allow the Board to vote on each agenda item in real-time, with the participants of the Special Meeting in view of the vote. Normally, a Special Meeting is for discussion of items posed, but the Board would like to expedite deliberation on the items, in demonstration that we are committed to service.
In order to keep the meeting to a tenable length, we ask everyone to please cooperate with us and be patient as we maneuver through this meeting.
How to Join the Meeting:
This meeting will be held virtually, via Zoom.
The login is below.
Please try to join a few minutes before 5:00 pm so that we can begin and end the meeting in a timely fashion.