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.
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 email@example.com 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.
We would like to share a status update with you regarding our trash and non-glass recycling. You can find this document below. In order to help everyone understand this status update, we have given a recap of our current situation below the status update. Please expect additional updates on this topic in the near future.
The Hallbrook Board of Directors have agreed to commence glass recycling for all of Hallbrook. If you would like an email reminder the day before pickup, or if you would like to opt out of glass recycling by GlassBandit, please email firstname.lastname@example.org.
Pickup is every other Wednesday; pickup dates are also listed below.
January 6 January 20 February 3 February 17 March 3 March 17 March 31
April 14 April 28 May 12 May 26 June 9 June 23 July 7
July 21 August 4 August 18 Sept. 1 Sept. 15 Sept. 29 October 13
October 27 November 10 November 24 December 8 December 22
Waste Management is in the process of distributing new and larger recycling bins throughout the neighborhood. If you have not received a new recycling bin or your old smaller bin has not been picked up, please contact WM at 800-631-3300. Recycling in Hallbrook will continue to be picked up on a weekly basis.