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HOA Board of Director's Monthly Meeting
Meetings are held on the 3rd Sunday of each month at 7pm on Zoom and are public meetings.  However, only Persimmon Hill homeowners may speak at the meetings. 

Click here to join the Zoom video conference.


 

2026 calendar: 

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Jan 18, Feb 15, Mar 15, Apr 19, May 17, Jun 21, Jul 19, Aug 16, Sep 20, Oct 18, Nov 15, Dec 20 

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  Ongoing Agenda - specific agenda provided at the start of each meeting​

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  • Call to order

  • Community member open forum, if any

  • Social media and events

  • Approve old minutes

  • Financial review through

  • Old business​

    • Individual to each meeting​

  • New business​​

    • Individual to each meeting​

  • Open forum again

  • Adjourn to Executive Session

  • Adjourn 

2026 MINUTES

 

Wednesday, March 18th, 2026 - special {emergency} board meeting

  • Board Members Present - Mandy Backen, Bob Elsbernd, Tommy Shavers, David Pfortmiller

  • Community members in attendance - none

  • Others present - Bri Lee

  • 7:01 - call to order

  • Social events - egg hunt

    • Mandy expressed concerns about the collection of financial donations that are not going into HOA bank account​

    • HOA has bookkeeper that provides checks and balances for funds

    • Concerned that bypassing this creates risk

    • Mandy requested via email to remove the donation solicitation from the flyer, this has not happened

    • For this reason, Mandy proposed that social media posts only come from the HOA board

    • Tommy motioned to dissolve the social committee since this action was taken without board approval.  Social events would all require to be discussed and approved at a board meeting as was done in the past.

      • Mandy seconded the motion​

      • Motion passed 4-0

    • Tommy motioned that the post needs to be removed immediately.  Bob stated that we do not have authority to remove on non-HOA media.  Bob recommended amending the motion to post a disclaimer stating that the original posting was not endorsed or approved by the board.  Vote on disclaimer was approved 4-0.  Mandy to draft a statement and send to the board for approval before posting.​

  • Spring newsletter​

    • Prior to this meeting, Gary Lee raised a concern that the mailing of the notice of spring meeting was addressed to "current resident" and not the actual homeowner.  This does not meet the requirements in the bylaws.​

    • Mandy opened discussion to see if we need to resend to be in compliance at the financial cost

    • Tommy asked if it should be addressed to the homeowner on file or current resident.  Bob stated that the current resident may not be the legal homeowner.  Julie keeps a list of homeowners current at the time of closing.

    • Bob moved to remail to be in compliance.  Tommy seconded the motion.

    • Dave motioned having it reviewed by the attorney and only remailing if legal counsel recommends this action.  Bob, Tommy, and Mandy voted in favor of this motion.

    • Bri asked if we were mailing a budget and asked if we were required to mail budget in advance.  Mandy answered that we are not required to mail a newsletter.  The only information required to send in the notice is date, time, location, and agenda.  If a mailing does not go out, newsletter would be sent out via email.  

    • Mandy will prepare the newsletter and email to the board for approval prior to sending out

  • Quail at Community meeting​

    • The facilities director of Olathe Schools called Mandy stating that animals are not allowed and if we did it again we would lose access to the building.​

    • Bob shared that since the meeting is in the school cafeteria it would also be a violation of FDA food code 6-501.115. 

    • Bri Lee was given opportunity to speak and she declined to comment

    • The board stated the position of the board is that bringing animals to meetings will not be allowed at future meetings.  

  • Meeting adjourned​

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Sunday, March 15th, 2026

  • Board Members Present -Tommy Shavers, Dave Pfortmiller, Gary Lee

  • Community members in attendance - Stephanie Shavers

  • Others present - Bri Lee

  • Dave Pfortmiller called to order at 7:06pm

  • Time for community comment - none given

  • Dave questioned if Mandy is getting on.  Stephanie asked if we should reschedule the meeting.  Dave and Tommy began discussing dates to reschedule, some within the next couple of days.  Bri Lee typed in the chat that the board only needs 3 members to conduct business and that a 5 day notice would need to be mailed to members for a rescheduled meeting.  Tommy Shavers wants to hear from all board members and prefers to reschedule. Gary brought up the need to vote on a reschedule.  Tommy motioned for a reschedule.  Dave seconded.  Vote held, Dave and Tommy voted to reschedule, Gary voted to continue the meeting.  2-1 to reschedule the meeting.

  • Tommy offered to stay on Zoom until 7:30pm in case a member joins so that he can inform them it will be rescheduled.

  • Gary brought up the need to motion to adjourn.  Tommy motioned, Gary seconded.  Meeting adjourned at 7:16pm.

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Sunday, February 15th, 2026

  • Board Members Present -Mandy Backen, Tommy Shavers, Dave Pfortmiller, Bob Elsbernd, Gary Lee

  • Community members in attendance - Stephanie Shavers 

  • Mandy called meeting to order 7:03pm

  • Time for Community Comment - nobody wished to speak

  • Social media

    • Contest went well​

    • Would like to do something simple for the next one.  Guess the number? 

    • Gary received about 6 donations.  Gary to provide details to Stephanie

      • Dog grooming gift certificate​

      • 6 kombucha bottles

      • 2 loaves of bread from local baker

      • Landscaping - free lawn mowing

      • T-shift gift certificate

      • Upholstery/carpet cleaning gift certificate

    • Gary motioned forming a social committee beyond Stephanie, Bob seconded, motion passed unanimously​

      • Gary (and his wife, Bri) to work with Stephanie on forming the committee​

      • Stephanie to serve as liaison.  Will post Facebook to recruit members

      • Emails to contest winner to go through Bob to send via PHFHA email address

    • Easter egg hunt - joint events with neighboring subdivisions​

      • Empty eggs are collected and stored at Bridlewood Downs poolhouse​

      • Lots of work (stuffing eggs, setting eggs out, etc)

      • Do not have anyone to be the Easter Bunny

      • Propose doing 2 time slots for all 3 subdivisions - Persimmon Pointe, Bridlewood Downs, Persimmon Hill

      • Will table this for social committee - Gary to take lead (need to have things determined before end of March)

      • Flyer to be created and shared with school for the students

      • Will need to have it posted to website for QR code on banner

      • Will be posted on Facebook

  • Financial review​​

    • Financials were provided by Julie - only 1 month end, so numbers are limited​

    • 468 paid out of 587

    • no questions regarding financial report

    • Julie has agreed to come to present financial report to the board quarterly, also agreed to being treasurer

  • Minutes approval ​

    • Minutes were sent out after 1/18 meeting​

    • Correct spelling of Dam under lake

    • Need to correct updating budget for board meetings to read updating budget for meetings

    • Gary motioned to approve with stated corrections, Mandy approved, motion carried

  • Old business​

    • Pool house renovations​

      • Started Friday 2/13 morning at Persimmon​

      • Tommy removed cameras during repairs

      • Proceeding with interior and exterior repairs

      • Security concern from contractor on securing the materials inside the gate.  Camera interior of pool will be on.

      • Tommy to rehang cameras after painting completed. Tommy has volunteered to do any electrical work and exclude from contractor expenses​​

    • Budget​

      • Draft budget presented to community at Fall meeting​

      • Mandy presented the budget

        • Still trying to obtain a bid for newsletter mailings - printing, folding, stuffing, address, postage - need a timely turnaround​

        • Bookkeeper cost has not increased in over 10 years.  With having her attend meetings quarterly would like rate increased to $700/month (increase $100/mo) Bob motioned to approve rate increase, Tommy seconded, board approved

        • Cluster Mailboxes

          • At least 2 need concrete repair (USPS are responsible for cluster box) - need to budget for repairs.  Will need to coordinate with USPS and also notify homeowners of potential inaccessibility of cluster boxes if they need replaced.

          • Waiting for concrete to cure before installing the anchor boxes - may be able to poly jack or patch repair instead of replacement - Gary to get quotes for repairs.  Mudjacking is projected to run approx $500 to lift the one in need of lifting.  6 need resurfacing.  Projected budget of $2,000 - board agreed to this special rpoject

        • Bob motioned to approve the budget, Mandy seconded, motion passed by unanimous vote

        • Note, after meeting, Mandy realized the $6,000 pool increase was missed ​​​and sent email to board members notifying them that a change will be needed for this.

  • New business

    • Spring meeting - need to establish a date for spring meeting and send notice out to community.  Per bylaws, needs to be the first Monday of April at 7pm.

    • HOA emails and followup - maintain conversations/ discussions in board meetings as much as possible.  Mandy requested follow up to be done at meetings instead of back and forth in emails unless it is a topic that has been previously reviewed/resolved.

    • HOA files - access is not standardized for all board members.  More divided out based on functions.  Mandy shared files to Gary related to landscaping/mowing.

    • Bylaws - still determining where we are required to have a location for board meetings.  At the center of discussion is the legal definition of "place".  Rod {subdivision attorney} has stated that we should be fine with virtual meetings.  If this were pressed we could be asked by a judge to switch to in person

      • Revote on Zoom board meetings

        • Those in favor of Zoom - Mandy, Bob, Tommy, Dave

        • Those against - Gary​​​​​

    • Revote on 2026 roles - formal vote on board officers

      • Treasurer - Mandy motioned for Julie, Dave seconded, unanimously approved

      • President - Bob motioned for Mandy, Dave seconded.  Vote held, Mandy abstained, Gary voted for Bob, Bob Tommy and Dave voted to approve Mandy

      • Vice president - Mandy motioned for Dave, Bob seconded.  Gary nominated Tommy.  No second.  Mandy, Bob, Tommy voted for Dave.

      • Secretary - Mandy motioned Bob, Dave seconded, unanimously approved

    • Green Tech academy volunteers - board unanimously approved to allow volunteer - Gary to coordinate this

    • Establishing a reasonable method for unit owners to communicate amongst themselves.  Can we add a forum  on the website?  Would require individual logins for homeowners using screen names.  Wix should have a forum generator functionality.  Table, have social committee look to provide recommendations.

    • December minutes corrections - Mandy motioned to approve Gary's corrections.  Bob seconded, unanimously approved corrections.  Bob to make corrections to the minutes.

    • Dates for open forum bylaw amendment meetings - need to push back out this Q&A to find a date that works.  Looking at 3/09 at 7pm on Zoom and 3/11 for in person meeting if the school is available.

      • Should not need to mail out notification since it is informational board meeting

      • Robert's Rules of Order will be followed including enforcing time limits - will need to establish the agenda and how long Board needs to present and then how long community response will be.

  • Open forum - no community members

  • Meeting adjourned at 9:23​​​​​​​pm
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Sunday, January 18th, 2026

  • Board Members Present -Mandy Backen, Tommy Shavers, Dave Pfortmiller, Bob Elsbernd, Gary Lee

  • Community members in attendance - Stephanie Shavers , Scott Jorgensen, Ian MacDonald

  • Mandy called meeting to order 7:07pm

  • Time for Community Comment - nobody wished to speak

  • Social media

    • Stephanie would like to promote a contest coming up on Facebook to promote our page​

      • What's your favorite hot drink?  ​

      • All who comment are entered into a random drawing for a $10 coffee gift card

      • Tommy motioned, Dave seconded, passed unanimously.

      • Will go up around January 31st in honor of National Hot Chocolate Day.

      • Will run about 10 days

      • Will use a locally owned business for the gift card prize

    • Social media chair - who would like to chair and lead?​

      • Bob motioned for Gary, unanimously passed​

      • Gary to work on building a social calendar 

        • Kona Ice​

        • Dippin Dots

        • Hay Ride

        • Easter

        • 4th of July

      • Gary will also reach out to local businesses to see if they would be willing to donate. Focus on family friendly businesses.​

  • Review Dec 21 2025 minutes ​​

    • Mandy had sent these out to the board but Gary was not on the board when they were sent out, so sent to Gary during the meeting.  Tommy motioned to approve, Mandy seconded, committee approved​

  • Financial review​

    • Mandy presented the financial reports from Julie - will send out reports with the minutes​

    • $4k deposit for pool house rehab was included in 2025

    • $10K favorable income for 2025 primarily due to not starting the pool project yet

  • Old business​

    • Pool house renovation​

      • Start with Persimmon Pool - interior work, repair door, within the next 7-10 days.  Wood rot will need to wait until weather is warmer.​

      • Need to decide on paint colors.  Goal is to go with a standard color like what we currently have.  All 3 houses should be the same color.  Dave will take the lead with Tommy​

  • New business​​

    • Budget - Mandy presented the 2026 budget showing updated vs. draft budget that was presented in the newsletter​

      • Income to remain the same as draft​

      • Administration (changes noted for changes from draft budget)

        • No changes to bookkeeper's rate.  Board thinks it would be beneficial if she could present to the board at least quarterly.  Mandy to follow up with her, including asking if she wants to be Treasurer​

        • Need to increase the budget for meetings - each meeting the rental is $87.  Tommy proposed to $500 to cover the rental for additional meetings and also potential equipment rental

        • Need to increase budget for legal expense - increase to $25,000

        • Will get estimates to see if there are any changes needed for processing newsletters (printing, folding, etc)

      • Greenways​

        • Need landscaper, but believe some of the work done last year and not need to be redone (like irrigation repair) will offset the cost of a landscaper.  Need to get scope of work and aerial photos to Gary.​

        • No significant work to be done with playground, but do need to keep an eye on the 1" edging

        • Discussed if we can use high schoolers- we can use but we are responsible/liable for any unplanned events if we are paying them.  High schoolers wouldn't have insurance.

        • Volunteers would not have this level of liability - need to follow up with insurance to validate liability coverage

      • Lake​

        • Increase on lake maintenance to $3,000 for wildlife.  Adding rock on the dam and shore line would help reduce muskrats, but that is extremely expensive.​

      • Pool

        • Leave pool house as is and move the rehabs into major projects​

        • Table painting Canyon - do next year, potentially wait on epoxy for Overlook as well

      • Net Income​

        • The budget discussion with changes noted would include spending approximately $9k over projected income and eat into the carryforward from prior years.​

        • The last negative year was 2022.  Had a surplus the last 3 years.

      • Board to finalize budget at the next meeting​

    • Vote for monthly board meeting locations​

      • Gary expressed concerns about virtual meetings and if this needed to be changed in the bylaws.  Gary said statute states we need to have a physical location.  He will share this with the board.​

      • Bob shared that our legal counsel said the board meetings being virtual is acceptable

      • Board voted to continue to utilize Zoom pending review of the statute's documentation​

        • All in favor of Zoom - 4 (Mandy, Bob, Tommy Dave)​

        • In person - 1 (Gary)

    • Spring meeting​​

      • Per amendment in the 1996 change to bylaws, need to continue to have 2 in person meetings.  We thought it was a move to October rather than an additional meeting in October.  Noticed the wording upon seeing the amendment in an old newsletter.​

      • We will have a spring meeting this year

    • Pool lights - Tommy completed the Persimmon Drive pool light rewiring.  Need 5 post lights to complete at Overlook and Canyon - original quote was only 4 post lights.​

  • Bob motioned to adjourn, Mandy seconded, motion carried. 

2025 MINUTES

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Sunday December 21st, 2025

  • Board Members Present -Mandy Backen, Tommy Shavers, Scott Jorgensen, Dave Pfortmiller, Bob Elsbernd

  • Community members in attendance - Stephanie Shavers , Gary Lee, Mike Riley

  • Meeting called to order 7:03 pm.

  • Community members forum - no questions asked

  • Social media report - Hayride went well.  180 out of 200 spots were filled.  Stephanie to open decorating contest - needs to know what the gift card amount and vendor should be.  Recommend something generic like Walmart or Price Chopper.  Scott made a motion for a 1st, 2nd and 3rd place prizes to increase engagement.  Will reach out to local vendors to see if we can get any donations for future events.  Stephanie to post tomorrow and will run through the end of the year.  

  • Old business

    • Concrete bridge and dock.  Blanket still covering bridge for curing process.  Railing to be added - will add 2, not just 1.  Slightly higher than the amount paid by the insurance company.  Aerators appear to be functioning and intact.  Scott has Wi-Fi control of aerators on the west, but has lost access to the ones on the east.  Mike Riley stated that the vendor still owes us mud guards and one tile on dock needs to be replaced due to incorrect color.​

    • Pool cover is in, but need to follow up with vendor to get it installed.  New anchors need to be installed.  Update to be placed on Facebook and the website - need to send email updates as well to try to reach as many people as possible.  Will also include in next mailer to reach out to the board if they do not access email or social media.

  • Board roles for 2026​

    • Officers selection​

      • President (must be from directors) - Bob motioned for Mandy to remain president, Tommy seconded, no objections.  ​

      • Vice president - Tommy nominated Dave, Bob second.  No objections.

      • Treasurer - Scott motioned for Julie.  Question came if we make her an officer, does she need to attend monthly meetings.  Need to talk to her and let her present first at any meetings she attends and then drop off.

      • Secretary - Bob was nominated by Dave, seconded by Tommy, no objections

      • Social media - Stephanie Shavers to remain and could expand committee if desired.  No objections.

      • Note from Gary upon minutes review - no votes for the newly elected board were taken

    • Physical facilities - Tommy maintaining existing electrical, pool house rehab for Canyon/Persimmon.  This includes changes to post lights/timers separating from the pool.​

    • Pond - Dave to stay with the lake since he has already established relationships

    • Mowing/landscaping - Gary Lee to get introduced to Ian to take on this aspect

    • Scott has a number of aspects to transition off.  Scott will have a transition plan by January board meeting to ensure full handoff of all the things he has been doing.

      • Still a number of things even going back to Mark Abbs that need a plan ​(example security cameras)

      • Stephanie was asked to help with the website since she is doing social media.  She stated she can try to help some but didn't know much about it.  Gary offered to help with Scott's tasks including the website. 

      • Mandy/Bob to handle Google Drive

      • Bob to manage Google Mail, Mail Chimp

      • Pool badge access will need to be handed over to be managed by the current board

      • Scott to create a list of all aspects he previously handled and will remain available as an unpaid IT consultant

      • Tommy to handle maintaining flag (raising/lowering/replacing)​​

    • Architectural review - Bob explained the current process.  Fence and outbuildings are only items requiring approval.  Pretty cut and dry in our requirements for these items.  Community enforcement - City does have a community enforcement that governs trailers in driveways and police handle the street.  Gary shared he has experience with this from a city perspective as plans examiner.  Gary will look at existing form for potential updates with references to city code.​

    • Bylaws - community feeback session - not an official meeting, but an opportunity for the community to ask questions and gain information before another vote is attempted.  Need to ensure the meeting is properly communicated to the community (Mail Chimp, Social Media, Website).  Looking at potentially January 11 - Zoom, January 28 in person, February 25 vote.  1 in person and 1 on Zoom informational session.  Following the 2 meetings a third meeting for a vote.  Need ot ensure we retain control of the meeting according to Robert's Rules of Order.  Doing meetings on Wednesdays may be a challenge due to potential church conflicts.  Banners, Mail Chimp, website and Facebook to advertise the meeting by January 4th.  Won't know school availability until after Christmas Break.

  • Motion to adjourn by Scott at 8:30, second by Tommy

​

  Sunday November 16th, 2025

  • Board Members Present -Mandy Backen, Tommy Shavers, Scott Jorgensen, Dave Pfortmiller (Bob Elsbernd absent)

  • Community members in attendance - Stephanie Shavers 

  • Old business

    • Pool houses - M2 construction contract was not received - he is resending that as well as certificate of insurance.  Confident he could complete 1 poolhouse before end of year.  They do not need water and is ok to winterize.  Need to call city to shut off water at street.  Pool contractor will then come finish winterizing.  Want to wait on Canyon so we can water, but needs done prior to freeze - target date 12/01/2025.  Mandy to call it in.  Stephanie to post on Facebook announcing start of remodel and Scott will put that announcement on website as well.  ​

    • Bulk pickup - Mandy has called in a pickup

    • Lights at pool house - Tommy is able to disconnect pool lights from post lights allowing us to leave post lights on for winter.  Tommy proposed changing out Overlook fixtures to match Persimmon this year, then do Canyon next year. Can look again in spring.  Tommy to prepare quotes for both pools.  

    • Car in lake - Mandy has spoken to claims adjuster.  Need to send bids to insurance company - we have not been able to collect bids yet - will send more reminders to contractors.  Need bids for railing, concrete bridge.  

    • Sprinkler system - Dave/Tommy to do an assessment and fix leak and share with Huston (irrigation contractor for this project).  Leak on shut off valve.  

    • Aerator system has been fixed and functioning.  Bill for repair of damage should be added to Tesla claim.

  • New business

    • Hay ride - ready to publish sign up genius, Stephanie to post on Facebook.  Scott will copy Stephanie's post onto the website.  Banners to go up after posted on website. We can do Smore's - Mandy to order supplies.  ​Dave to bring fire pit, will grab chairs from pool house.  Tommy to bring firewood.  Would like someone to monitor fire for safety/liability.  We'd like to confirm route - would like to do something different from prior years.  Would be nice to share route with homeowners.  Tommy to put lights up on fence at Persimmon pool.  

    • Stephanie would like to do a house decorating contest similar to pumpkin carving.  Mid-November.  Top 3 likes will be winners

  • Adjourned​

​

  Sunday October 19th, 2025

  • Board Members Present -Mandy Backen, Tommy Shavers, Scott Jorgensen, Dave Pfortmiller, Bob Elsbernd

  • Community Members Present - Gary Lee, Stephanie Shavers

  • Old business

    • Lake - Green film has improved.  Unreasonable temperatures and fall lawn treatments caused it.  They could have treated but that could have killed the fish.  It is resolving.​

    • Pool cover - need to purchase for Persimmon.  Discussion around which type and who to use.  Leaning towards DuraMesh due to price and longevity

    • Wood rot/pool house - would like 1 vendor to manage the entire process rather than piecing out.  3 vendors meet this criteria with quite a bit of variation.  Gary Lee is a general contractor (license is not current) - offered to place a bid on fixing - discussed potential conflict of interest if were to pay a board member.  Gary can assist with expanding pool of contractors and also help provide insight as a former inspector of contractors we are looking at or reach out to add'l contractor if needed.  Tabled the topic until we get the comparison spreadsheet ready.

    • Fountain/pumps - need to confirm if aerator moved as a result of car crashing into the pond

    • Need to schedule closing pool bathrooms and putting away furniture. Need to keep water on for now while watering in new seed.

    • Need to winterize sprinklers - ultimately need someone to oversee (repairs, winterize, etc) - need someone who will make recommendations and quotes for repairs.

  • New business​

    • Stephanie Shavers has volunteered to take on role of social media chair.  Add more things/activities to FaceBook.  Social does have a budget.  Mandy to add Stephanie to FaceBook page so she can post.  Only current remaining event is hayride on December 11th.  We could keep Facebook page as it is now vs. converting to a group - only we can post but they can reply with pics.  Decorating pumpkins - put pics on page - pumpkins with most likes win.  Stephanie will post - voting ends 10/31/2025 and winner announced 11/01/2025.  Discussed best decorated houses for Christmas as future event.

    • Bylaws Discussion

      • Scott discussed timing of neighborhood meeting to address bylaws.  Scott believes it should wait until after lawsuit.  School has not been reserved yet and would allow more time.  Still need to get the proposed changes out to the community as soon as we can.​

      • Scott has done a lot of research using ChatGPT - which had identified a number of potential problems with current structure.  

      • Scott screen-shared Bylaw comparison document

      • Tabled to provide more thorough review of document.  Will call a special board meeting to discuss by Saturday. 

​

Sunday, September 21st 2025

  • Board Members Present -Mandy Backen, Tommy Shavers, Scott Jorgensen, Dave Pfortmiller

  • Community Members Present - None

  • Meeting Called to Order 7:02

  • Review of minutes - Scott motioned to approve, Mandy second, approved

  • Old business

    • Tree at lake cannot be saved​

  • New business​

    • Fall meeting

      • discussed trying to get a non-board member (Mark Abbs) to monitor the Zoom call so board members can be more present at the meeting​

      • Need to have sign in or make sure people speaking clearly identify themselves and speak into a microphone to ensure we can properly document the minutes​

    • Newsletter​

      • Envelopes have been stamped and ready to be sent​

      • Only had approx 1/3 of residents opt out of paper notices

      • Letter on the second page regarding lawsuit.  The letter does not specifically name the defendant, but does list the address

      • Ballot shows the address of the candidates

    • Social Media​

      • Dave suggested solicing volunteer to help with social media​

      • Examples - show progress of activities​

        • Community events​

        • Fixing pool houses

        • Planting trees

      • Discussed probably need board to be more proactive and we all take responsibility for posting​

      • Bob will provide reminders to board members to make social media posts

    • Pool Building Quotes​

      • Need to decide on what pool quote we are going with​

      • Mandy shared a doc she created to compare quotes - needs copy of one more bid in order to complete the data.  Once she receives she will send out to board for review

      • One vendor completely ruled out due to not truly fixing the problem

      • 3 other vendors still being considered

      • One of the 3 remaining vendor bids included landscaping work and retaining wall at Overlook

      • Recommend sharing this info at Fall Meeting

      • Consider Overlook/Persimmon this year and Canyon/Pergola next year

    • Landscaping​

      • Will contact mowing vendor to remove boxwoods - can be done much cheaper than the quotes included in pool house repairs​

      • Need moving vendor to

        • cut vegetation near pond aeration pump

        • Clean up buffer behind tennis courts

      • Mandy received credit for​ dead tree at Canyon pool, Olathe location does not have any more pines to replace the dead one so need to go to Martin City to purchase using the existing credit

      • Suburban will install the replacement

      • Dave talked to sprinkler repair company - $85/hour - would like them to take a look and make recommendations - Scott felt that some of the sprinkler heads are undersized.​

    • Pool​

      • Need to consider painting pool bottom during off season​

      • Need to ensure pool is opened on time next year

​

  Sunday, August 17th 2025

  • No meeting held

​

  Sunday, July 20th 2025

  • Board Members Present -Mandy Backen, Tommy Shavers, Scott Jorgensen (Dave was absent)

  • Community Members Present - None

  • Meeting Called to Order 7:03

  • Review of minutes - Scott motioned to approve, Mandy second, approved

  • Old business

    • Pools ​

      • Lights - Ca​nyon and Overlook Pool are mismatched.  Need to replace.  Tommy to get a count and obtain a quote from Rensen.  Tommy can install.

      • Wood rot - intend to fix once contractor has been selected.  Need landscaping trimmed back at Overlook before repairing wood rot.  Board decided to fix now - Tommy to take trimmers to it for now.  Mandy to ask Ian to do.

      • Branch/stumps by Persimmon pool - Mandy has called in for pickup

      • Furniture - getting a little dated and some ripping.  We should remove any chairs that are broken.  Scott asked if possible to refurnish.  Will check w/ Eddie to see if he knows someone who can do this.

      • Clock - Scott to order new clock

      • Kiddie pool at Canyon has been resurfaced - steps appear to be holding up so far.  

      • Pool water bill - neighbor sent full bill for reimbursement.  Will let Julie know to reimburse to homeowner.  May want to consider this model for watering the north entrance monument.  

      • Bathroom sinks are all complete except Canyon.  Believe we were going to install back brace inside mechanical room - need ot confirm w/ Dave.

  • New business​​

    • Tree by lake - need to have arborist to assess if the tree can be saved.  Tommy suggested Ryan Lawn and Tree.  KC Arborist is another option - Scott to call them.​

    • Architectural control & design review - nothing in deeds restriction of bylaws allowing HOA authority to approve paint colors.  We discussed that historically this has not been enforced and no colors were ever disapproved.  The board does not believe we can start enforcing now.

    • Deeds restrictions - we are limited to fences, trailers, RVs, board parked in driveways or visible front yard.  48-72 hours leniency given to the homeowner before notice is given.

    • Water bill - Julie sent alert on high water bill - $2k - due to filling Canyon pool twice

    • Pergola - Scott saw a DIY video for a 20x12 pergola using a kit from Costco or Home Depot for $2,500.  Substantially cheaper than estimates, but does not include labor.  Overlook pergola is ugly but not in bad shape.  Retaining wall is drooping.  Much caution regarding labor requirements.  Scott to send Tommy video to review.

  • Moved to exec session​

​

​​

  Sunday, June 15th 2025

  • Board Members Present -Mandy Backen, Tommy Shavers, Dave Pfortmiller, Scott Jorgensen

  • Community Members Present - Bob Hodle - no comments to address from community

  • Minutes had not been sent out - Scott will send minutes to Bob to send out for approval.

  • Financial review through 5/31 - 20 homes still delinquent through end of May, several have paid since the end of May, no liens placed yet, tracking in line with budget including the pool repair and pool houses.  Pool repairs & maint over budget, but utilizing some money out of the budget for "Major Projects" for Canyon and sand for Overlook.  Add'l $7K for Canyon paid in June.  Nothing used for bathroom/poolhouse repair yet.  Mandy motioned to approve, bob Second

  • Old business -

    • letters for entrance - Dave received them, Tommy and Dave to work to coordinate time to hang. 

    • Canyon pool renovation - epoxy and paint complete.  Pool should be open soon.  Need to get final timing from Eddie w/ pool maint.  

    • Pedestal sink for pool bathrooms - currently have hanging sinks.  Persimmon had one fall and break - looking to replace w/ pedestal sinks.  Approx $160/each.  Dave did recently replace a couple of the faucets.  Some of the existing faucets are in poor shape - approx $30/each to replace.  Long discussion about sinks.  

    • video of kids jumping the fence believed to be from Persimmon Pointe - Mandy to share with Persimmon Pointe HOA to see if they can figure out who it was.​​​​

    • Exterior pole lights are connected to exterior pool lights - no easy way to separate them for the timers.  Timer does need replaced so the pool lights are not on all night.  Tommy could run a new line from pool house to add photocell for dusk to dawn timer.   Bigger project for future work.

    • Bids on pool house paint/repair/wood rot

      • Bids need to be placed side by side for comparison (spreadsheet)​

      • Dave to prepair spreadsheet for comparison

  • New business​​

    • 4th of July parade - police not required to block a street.  Need to inform people - it was placed in newsletter.  Need to put up signs.​

      • Arroyo, Mesa, Overlook, Persimmon View owuld have no access​

      • Signs to be placed on community mailboxes and swimming pools

      • Scott to prepare posters - Mandy to place

      • Community event banners to be hung after website updated this week

    • Need a landscaper - need to collect bids -

      • entrances, medians, pool houses, cul de sacs without grass​

      • Ian needs to mow cul-de-sacs without landscaping - need to make sure he is focusing on his scope (treating weeds, mow, edging, etc)  want to prevent scope creep.​​

      • Tommy to try to collect some bids and line out scope of work.

    • Open discussion - none

    • Moved to exec session

​

Sunday, May 18th 2025

  • Board Members Present -Mandy Backen, Tommy Shavers, Dave Pfortmiller, Scott Jorgensen

  • Community Members Present - none

  • Scott motioned to approve old minutes, Tommy second

  • Financial review - budget has not been published yet, pool repair not included in current draft, pool house repairs were included.  Scott proposed publishing budget as it currently exists and modify as needed.  Board would like to update and vote to approve budget this meeting prior to publishing.

  • Old business

    • Pool houses - significant work done needed on all pool houses including wood rot.  Bids received have significant variance due to scope/approach of repair (patching vs. rebuilding from the studs).  Need to generate apples to apples comparison.  Add'l work needs to be done to determine best course of action.  Work likely unable to be completed during pool season.  To truly fix rather than band aid, we will need to complete in phases over a few years w/ Persimmon pool being priority.​

    • Canyon pool repairs - replastered about 5 years ago for ~$20k.  Patio Outdoor Solutions thought weather permitting they could get in before the end of May.  Need to validate this will fix underlying problem.  Won't know the extent of cracked pool floor until they get in and expose the existing spot.  Board member needs to be there to see the problem.  Once we know the extent of the damage we can make determination based on available options.  Board voted to proceed with this plan - Dave to reach out to schedule the vendor on a conference call w/ available board members.

    • Lake weeds - Ian contacted to clean up weeds on shoreline.  Lake maint. company sprayed for algae.  Lake maint co to assess and change spray for next treatment to address weeds growing up out of water.  

  • New business​

    • Monument lettering - waiting on "PH" for back entrance - have letters for front entrance.  Tommy/Dave to work on reinstalling and finding a better means to keep attached.  ​

    • Landscaping of medians and dandelions - Mission Trail cul-de-sac needs cleaned up - bushes trimmed.  Tommy/Dave to take a look to determine if it can be done ourselves or should be hired out.

  • Meeting adjourned​

​

​

​

Monday, April 21st 2025

  • Board Members Present -Mandy Backen, Tommy Shavers, Dave Pfortmiller, Scott Jorgensen

  • Community Members Present - Ian MacDonald for a portion of the call

  • Approval of minutes - Mandy motion, Dave second, approved

  • Financial review - most current period not available, Dave asked if we should move to only credit cards for dues payments - discussion and decision not to do this, Year to Year through February - not much to review this early in the year

  • Old Business

    • Aerators - parts ordered, should be installed within a week, will be quieter, need to find long-term solution, Scott to speak with homeowner​

    • Pool lights - post lights installed at Persimmon, Tommy to work on switching identify timer/photocell.  One post on SW leaning - very minor, need to replace a little bit of conduit for safety reasons - is functional

    • Cameras - Mark to get with Tommy - tentative planning for weekend of 4/26, wasn't done because of potential wood rot replacement

    • Pool houses - need to start getting bids, timing discussed, Dave to take lead on project

    • Mail Chimp - Scott got a log in and is able to send out mass emails, use of text discussed

    • Banners to go up week before garage sale

    • Tennis court - movie at end of May/ beginning of June, backboard?

  • New Business​

    • dandelions - discussion of which vendor to use, Mandy to check with Advantage​

    • Tree watering at canyon - one tree isn't doing well - may need to replace? Check at the end of season

    • Back entrance - shrub to cover sign?  Discussion to leave it as it is, put up a P and an H to reduce the number of letters, Dave to get cost for this, Scott o do a mock up of what it'd look like, solar lighting discussed

    • Pool season - 5/23/2025 to 9/07/2025, extend one pool to 9/14 or 9/21 depending on weather, probably Overlook

    • Mandy to send out notice on Newsletter​

    • Community yard sale - Scott to send Mail Chimp for dates of 5/09 & 5/10, will open bathroom at Persimmon, Boy Scouts will be setting up stand in parking lot, would like Persimmon pool cover fixed before

    • Misc pool repairs - pool house at Persimmon discussed (doors), tommy to look to see if it's an easy fix, Tommy to map all lights and how they turn on/off, Hose bibs need replaced/fixed with shut off valves

    • Budget - Mandy presented most recent draft, made conservative approach based off PY numbers, need to adjust irritation for sprinkler repairs, add weed control, lake chemical treatment, pool repair.  Currently looking at potential balance of 90K (60K over mandatory reserve), wish list revieweed, priorities - adjust budget to address, this year's project is pool houses top to bottom

    • Sprinklers - long discussion, Mandy/Scott to have call with Advantage, Mandy frustrated that no one owns this / no one oversees the system, Scott will work on this to make a change so that they turn on in the evenings so we can see exactly when they're on/what they're watering.  Probably run system every 4-5 days

    • Newsletter - Mandy to work on,Scott to send via Mail Chimp before 5/23/2025

  • Adjourn to Executive Session​

    • Ongoing discussion of current violations, decision to go to court​

​

​

​

​Sunday, March 16th 2025

Minutes:

  • Board Members Present -Mandy Backen, Bob Elsbernd, Tommy Shavers, Dave Pfortmiller

  • Community Members Present - none

  • Sign placement discussion

  • Aerator pump discussion

  • Pool light discussion

  • Other maintenance discussion

  • Movie night at tennis court discussion

  • Mail Chimp discussion

  • Executive session

    • Resident violations, discuss complaints, discuss course of action​​​​​

2024 MINUTES
 

Sunday, November 10th, 2024

Agenda:

  • Letters at entrances

  • Assign 2025 board roles

​

Sunday, October 13th, 2024

Agenda:

  • New board check in

    • Tommy Shavers​

    • Dave Pfortmiller

    • Bob Elsbernd

    • Scott Jorgensen

    • Mandy Backen

​

 

Sunday, September 8th, 2024

Minutes:

  • Board Members Present - Mandy Backen, Mike Riley, Scott Jorgensen, Bob Elsbernd, Mark Abbs

  • Community Members Present - none

  • Mandy CTO 7:01pm

  • Approval of previous minutes - Mandy motion, Scott second, approved

  • Approval of financials through Aug - long discussion, believe we are healthy, will break even this year or have surplus.  Mike approves, Bob second, financial through August approved

  • Old business

    • Mowing/landscape - Mike met with new vendor for landscape, did not hear back, Mike to talk to Landeo about renewing contract​

    • Sprinkler system - City of Olathe bills are under control, will need to wait to winterize until Canyon watering project is done, winterize in November.  Try to adapt system to water new trees

    • Pool house painting tabled for spring

    • Rear entrance monument letters - Mark has still not asked his neighbor

    • Swing project - application status still unknown, Mandy has approved order with Recreational Installations

    • Seeding project - Mike got contractor to spray and this was done last week, will seed and aerate within a few weeks, will need to water.  Water on the seeding on the old playground area was provided by Persimmon Dr resident in exchange for garden space.  Do not want the resident expanding their garden any further than it already is.  

  • New business​​

    • Mandy speech about board roles, tasks, how we responded in between meetings to Dennis's demands of Canyon pool landscaping

    • Canyon plan - Mandy will scan Suburban invoice to Dennis at the city and email it to him, Scott to call Dennis with substitution requests

    • Newsletter - Mandy to get to work on it - use presort?  ask UPS store if they can fold

  • Open time for community comment​ - none

  • Scott motions to go to executive session at 8:08, Bob seconds

  • Executive session 

    • Court case - lawyer has been retained

  • Mike motions to adjourn, Mandy seconds 8:40​

​

​

​

Sunday, Aug 11th, 2024

Minutes:

  • Board Members Present - Mandy Backen, Mike Riley, Scott Jorgensen, Mark Abbs

  • Community Members Present - none

  • Scott CTO 7:12PM

  • Approve old minutes - previous minutes not complete yet

  • Approval of executive session minutes - previous minutes not complete yet

  • Financial review through 8/1/2024​ - some of entrance 2k budget will be used to repair irrigation up front (only 4 of 10 zones are currently working).  Mike approves, Scott second, financial through July approved

  • Old business

    • Landscaping/Mowing contractor - another lengthy discussion of performance.

    • Canyon & South entrance sprinklers - discussion if we want to keep using the systems, look at City of Olathe bills on 8/16 to see how bad they are

    • 2 dead trees to be replaced in September

    • Pool house painting tabled to September

    • Swingsets - grant application submitted to City of Olathe, Scott motions to move forward with swing project now and table pool house painting for spring.  Mike agrees, Mandy agrees, motion passed.  Also board to add 3 total trash cans to project (one at playground, two at lake), total project approx 14,300 without 3 trash cans

    • Seeding project - do in the fall, Persimmon only, Mark to use Q bomb in August, Mike thinks it needs to sit for 3 weeks before putting down seed

  • New business​ - none​​​​

  • Open time for community comment​ - None

  • Move to executive session

    • vehicles, proceeding to lawsuit​

  • Mike motions to adjourn, Mandy seconds​

​

​

​Sunday, July 14th, 2024

Minutes:

  • Board Members Present - Mandy Backen, Mike Riley, Scott Jorgenson

  • Community Residents Present: None

  • Call to Order 7:06

  • Approve old minutes, Mandy 1st Scott 2nd

  • Financial discussion - fountain/aerator overbudget and fountain lights still need to be repaired due to muskrats.  Legal bill finally came in, legal still 5K under budget, pool repair budget almost fully used up due to sand filter issue at canyon.  Mandy motioned to approve, Scott 2nd, approved

  • Old business

    • Landscaping/Mowing contractor - performance discussed

    • Canyon & South entrance sprinklers - repairs made, use of systems discussed

    • 2 dead trees which were previously removed at Canyon need to be replaced by next planting period (September)

    • Pool house painting - tabled to get new bids in September

    • Overlook pool rough surface - appears to be improving

    • Rear entrance monument letters - tabled

    • Swingsets - tabled for possible grant

  • New business​

    • Seeding - kill crab grass & reseed at Persimmon and entrance and at Overlook by street sidewalk.  This fall do just Persimmon - area around pool and down to the sidewalk.​

  • Open time for community comment​ - None

  • Adjourn

​

​

​​Sunday, June 9th, 2024 

Minutes:

  • Members present - Mandy Backen, Mike Riley, Mark Abbs, Scott Jorgenson

  • Residents present - none

  • Mandy CTO at 7:03 PM

  • Approve old minutes - Scott motion Mandy 2nd - approved

  • Financial review through April 2024 - discussion, Mandy motion, Scott 2nd - approved

  • Discussion and approval of 2024 budget - Mandy motion, Scott 2nd - approved

  • Old business

    • Canyon DE filter material replaced delaying opening of pool.​

    • 2 dead trees removed at Canyon

    • Pool house painting tabled to September for new bids

    • Overlook pool had complaints of rough surface.  Vendor is scrubbing/brushing daily to help alleviate issue.

    • Rear entrance monument letters - tabled

    • Swing project - tabled for possible grant​

  • New business​

    • Discussed mowing contractor performance

    • Will make sure he is mowing cul-de-sacs
    • Discussed sprinkler system at Canyon and rear entrance drip systems to conserve water
  • ​Open forum - none
  • Switched to executive session 8:18pm
    • Deeds restrictions - trailers, boards, vehicles, business run out of home​
  • Adjourned 8:40pm​

 

 

Sunday, May 5th, 2024

Minutes:

  • Financial review through 3/31/2024

  • Old business

    • Father's Day event at the lake

    • Overlook deck work

    • Playground area cleanup​​

  • New business​

    • Bid for letters at back entrance​

    • Bids for painting/wood rot repair at pool houses

    • Finalize 2024 budget

  • Open time for community comment​

  • Adjourn

  • Executive session if necessary


 

Saturday, March 9, 2024

Minutes:

  • Open meeting

    • Follow-up from February's meeting​

  • New business

    • New board meeting time:  Sunday's @ 9am starting in May.

    • Playground Area

    • Back entrance monument lettering

    • Schedule for fountain return

  • Open time for HOA member comment

  • Adjourn

  • Executive session

    • None

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