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 email@example.com 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.
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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!
We have heard your voices through the recent survey and we thank all who participated. Your HOA Board and Sentry Management work diligently on your behalf. Here is what has been accomplished thus far in 2021.
Significant upgrades to our security cameras incorporating the latest in analytical software and remote video monitoring
Increased coordination with the Leawood Police Department
Continued communication and emphasis to our neighbors to be vigilant in protecting their property and reporting suspicious activity
Landscape and Maintenance:
Repair of our iconic fountain
Finished renovation of our 50 stone mailbox kiosks
Currently addressing concerns about the size of the landscape budget while trying to maintain the high standards our community expects. The magnitude of this task involves 23 acres of irrigated turf, 3 acres of irrigated planting beds, and 1,438 street trees. In addition to our landscape maintenance, Raintree also constantly monitors the condition of the fountain, mailboxes, guard house, cameras, light poles, monuments and street signs.
Budget and Policy:
Secured a reduction in HOA insurance premium while increasing coverage limits
Constant examination of the budget for reallocation of funds in response to recent survey results and avoidance of any dues increases
Instituted bi-weekly glass recycling
Updated the home rental policy limiting rentals to a minimum of 12 months
Worked closely with Sentry Management on best practices for the neighborhood and ensuring the financials are maintained with the approved budget
Implementation of a text message system
Re-establishment of the HOA printed directory
Distribution/review of multiple surveys to increase neighborhood input
Increased frequency of neighborhood updates through the neighborhood’s official channels of communication: email, texting, the Hallbrook website and mail. The Hallbrook Facebook page is a privately administered account and not an official means of communication.
Exploring new roofing materials and continued improvement in Board communication
As a reminder, please email firstname.lastname@example.org if you would like an additional recycling bin.
Thank you for your time and interest in the Hallbrook Homeowners Association. We share a common goal in ensuring that Hallbrook is a neighborhood which is safe and well maintained. We look forward to the Special Meeting on Tuesday, May 11th at 5:00 pm on Zoom. An agenda has been mailed to all residents.
Sincerely, The Hallbrook Homeowners Association Board
We would like to share a status update with you regarding our trash and non-glass recycling. In order to help everyone understand this status update, we have given a recap of our current situation below the status update.
Sincerely, Sentry Management and the Hallbrook HOA Board of Directors
Status Update: Status:
The HOA Board has reached a decision regarding the upcoming Waste Management (WM) contract changes, and feels the best course of action for now is to continue using WM and move to bi-weekly recycling service. Key to the decision is an extra bin for no additional fee if desired. Sentry Management has negotiated this perk on our behalf.
The transition date from weekly recycling to bi-weekly recycling will take place the week of May 10. WM will be mailing postcards next week, so please be on the lookout for additional information from them.
We will review this decision in 6 months, prior to end of year, and pursue alternatives as warranted per neighborhood feedback.
Decision Drivers & Benefits Considered:
Remaining with WM and changing frequency to bi-weekly recycling will leave fee structure unchanged for the remaining contractual period.
Remaining with WM as a vendor will mean no bin swap-out required. The recycling bin swap was extremely challenging for many, and we wish to avoid difficulty.
Sentry Management has negotiated a special arrangement with WM where WM will provide, at no additional fee, an extra recycling bin to those wanting it.
Reduced recycling collection frequency will result in lower carbon emissions with less frequent collection traffic in Hallbrook.
Glass and Non-Glass recycling frequency can be coordinated for ease of remembering which week is a recycling week.
The alternative vendor’s bid considered for weekly recycling was an additional $15,000 per annum, and the Board wishes to keep HOA fees as low as possible.
Recognition Notice: The Board would like to recognize Sentry Management for work well done under these challenging conditions, and thank Jim and his team for all the extra hours spent to research alternative vendors, gather bids, and negotiate the free extra bin.
Situation Recap: Hallbrook contracts with WM to collect trash and non-glass recycling on a weekly basis. Earlier this year, WM announced it was reducing collection to a bi-weekly collection cycle and distributed a larger bin for recyclable materials. The City of Leawood informed WM that WM was under obligation to continue offering weekly collection services as part of WM’s permit to operate in Leawood. As a result, WM offered Hallbrook and other Leawood clients a choice to continue weekly collection services for a $42,000 price increase, or to move to the new bi-weekly collection schedule. The Board reviewed alternatives, conducted a survey, and made a decision in line with neighborhood preferences and priorities.
Hallbrook Board of Directors and Sentry Management
The Hallbrook Board of Directors and Sentry Management would like to communicate recent leadership changes:
Andy Beal, Board Treasurer and DRC Committee member has regretfully resigned his position due to unforeseen circumstances. The Board is extremely grateful to Andy for his many hours of service and assisting us during a very busy time. We will miss Andy’s well thought out guidance and calm demeanor.
The Board will not appoint an interim director to serve the remainder of Andy’s term (December 2021), in favor of allowing the Nominating Committee to receive community input to help choose his replacement in December. Andy has agreed to continue fulfilling Treasury duties until the December election.
Chi Chi Puhl has resigned her position on the Landscape Committee. The Board would like to express tremendous gratitude for the years of voluntary service Chi Chi has given to our community. We hope other members of the community will join us and reach out to thank Chi Chi for her vision and countless hours of vendor interaction, issue review, communication, advocacy, and dedication to ensuring consistent and premier design implementation throughout the neighborhood.
Shawn Moore has resigned from the Landscape Committee.
Linda Finkle will join the Landscape Committee as Chair.
Carol Gurba will remain an integral committee member and provide critical historical knowledge and perspective.
Additional appointments are under consideration and will be forthcoming.
As a matter of policy, no Landscape Committee member has ever had a financial interest in any vendor used by the HOA.
Management Team Changes:
Jim Tiehen will continue to be our lead property manager.
Shay Smith, our assistant property manager, has given notice at Sentry Management, and the Board expresses appreciation for her contribution and support during a particularly busy time with glass recycling vendor installation, mailbox upgrade completion, and changes in service and collection bins from Waste Management.
Leah Larson will replace Shay as Hallbrook’s assistant property manager. The Board welcomes Leah and already appreciates her skillful administration of the Zoom video-conferencing platform.
The Board of Directors and Sentry Management hope you will join us in thanking everyone for service contributed, and welcoming new members to our combined team.