Annual Meeting Minutes

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ROYALWOOD SUBDIVISION

Annual Meeting Minutes - September 15, 2022

The 2022 annual subdivision meeting was held on September 15, 2022 in Room 101 of the Chesterfield Government Center. Trustees Jim Spillers, Jon Gehbauer and Kim Alberici were present as were representatives of the following households:

Torry, Williams, Moen, Lowenstein, Morrison, Russo, Pullen, Herrell, Wasserman, Falast, Klein, Meyers, Sadhale, Cooke, Kiley, Liu, Stein, Kernan, and Vafadar, Gehbauer; plus, Wiesenthal (via ZOOM) 29 people in all.

The Trustees reported the following:

1. The meeting was being broadcast as a ZOOM conference as well using Ron Wiesenthal's PC and Zoom account. Thanks to Ron.

2. The new Royalwood website was briefed by Jim Spillers. Recommendations for improvement are welcome.

3. The Financial Report for August 1, 2021 -July 31 2022 was briefed by Jim Spillers.

4, The August 2022 invoice mailings were briefed by Jon Gehbauer. The fees increase was briefed and discussed. Collections from 53 homeowners is complete and reminders to the remaining 9 will be completed by September 30.

5. Discussion of the 3 rental properties was led by Jon Gehbauer. Correspondence will go out to the absentee landlords to remind them of their obligation to keep their rental properties well maintained externally particularly as pertains to the lawn, trees, etc. and as far as window treatments and other internal accessories visible from the outside. Refer to Ordinance 2268 and the addition of Section 21-76 to said ordinance.

6. The need for an update to the 40 year-old subdivision indentures. A 5-person committee composed of Dorothy Cook, Heidi Bhatia, Karen Wasserman. Tina Sclair-Stein, and Ron Meyers has been appointed to formulate alternatives and improvements to the indentures.

7. A similar committee to the one mentioned above has been appointed to the subdivision monuments and circle repair. That committee is composed of James Williams, Dennis Falast. Michelle Klein and Tina Sclair-Stein.

8. Kim Alberici is going to research the mechanics of implementing a neighborhood watch program to help us deal with the on-going crime prevention effort in the city.

9. The results of the September 13 Trustee meeting with Mary Ann Mastorakos and Jim Eckrich was duiscussed led by Jon and Jim. Subjects discussed will be summarized in a separate document and published on the website. Topics discussed included the failure to obtain a sound wall, home maintenance, development of the contiguous property to the west of Royalwood, sidewalk and street repair, tree removal and replacement along the outer road, and the deer management program.

Other discussions included:

1. Bee management.

2. The subdivision directory.

3. Erosion along the outer road.

4. Critter control and debris removal along the creek.

5. Royalwood's plat of non-contiguous common ground as it pertains to the development going on to the west.

6. Grass cutting and trash removal along Interstate 40/64.

7. Utilizing the city's yard waste removal program to get rid of grass clippings and leaves as opposed to dumping them at or near the creek.

The meeting was adjourned about 8:45 PM.

Thanks to all for attending and participating.

NOTE: If any homeowner has corrections to these minutes, please contact Jon Gehbauer at Gehbauerj@yahoo.com 

Subdivision Mtg Notes - September 20, 2023

The 2023 annual subdivision meeting was held on September 20 2023 in Room 101 of the Chesterfield Government Center. Trustees Jim Spillers, Jon Gehbauer and Kim Alberici were present as were representatives of the following households:

Russo, Wasserman, Falast, Klein, Cooke, Suchko, Bhatia, Miederhoff, Kiley, Sclair-Stein, Kernan, and Burkhart. 20 people in all.

1. The meeting opened with an update from City Council members Mary Ann Mastorakos and Aaron Wahl.

2. The Royalwood website, https://sites.google.com/view/royalwood-website/home was briefed by Jim Spillers. Advised all users to put the URL in their favorites list to avoid having to type it in every time they access it. With the help of Brett Burkhart we will provide an alternate site, royalwoodhome.com, as an another way of accessing the site. Recommendations for improvement are always welcome.

Kim will set up a Facebook page for the subdivision. Jim will put a link to it on the website.

3. The Financial Report for August 1 2022 - July 31 2023 was briefed by Jim Spillers. We have $11,828.51 in our account. Copies of the financial report were distributed to all attendees. Expenditures for grass cutting, tree removal, and electricity usage were explained.

4. Fees status for 2022 and 2023 was briefed by Jim Spillers. 100% of fees were collected for 2022. The last one was collected in March, 2023 after a lien was filed. 51 checks have been collected for 2023. We will send out reminder emails  to those who have not paid. Digital versions of the indentures have been sent out to all who requested them with payment of their fees.

5. We now have 4 rental properties in the subdivision. 1526 WRW is a new one. Mr. Xiao Mi moved to California and is renting as a result. It is believed that he is renting to a single family, but we will confirm that. 

6. The Indentures update is in legal review. Roger Wallach and Associates has been retained for the review. Status for the review is due by October 6. 

7. We are going to proceed into the evaluation of the proposals for monument replacement at the subdivision entrances. This was going to be our next priority item, but it will most likely be affected by a letter we received from MSD in August which will be explained later in the minutes (item 9 below). Status of both items will be periodically be posted to the website. 

8. All attendees/homeowners not present were/will be asked for email and phone number changes so they can be incorporated into the subdivision directory.

9. We received a letter from MSD, Subject: Failure to Maintain Private Stormwater Detention Basin dtd 19 August 2023. The letter contains paragraphs on maintenance findings, corrective actions and required response from the Trustees on the subject basin, which is located in one of our plats of common ground. The complexity of this task will necessitate a delay in the time it will take to evaluate proposals on the monument replacements described above in item 7.

10. Further discussion ensued on the subjects of The Legends at Schoettler Pointe, the September 13 Trustee Symposium, the circles on Royal Crest and Woodroyal Court, new Homeowners and the LawnMasters contract for grass cutting. 

The meeting was adjourned at 8:30 PM.

Subdivision Mtg Notes - September 24, 2024

The 2024 annual subdivision meeting was held on September 24 2024 in at the conference room at 16090 Swingley Ridge Road. Thanks to Brett Burkhart for letting us use his conference room and for the technical support he provided.. Trustees Jim Spillers, Jon Gehbauer and Kim Alberici were present as were representatives of the following households:

Russo,  Falast, Klein, Cooke,  Bhatia,  Kiley, Sclair-Stein, Kernan, Conway, Fike, Williams, Morrison, Horwitz, Pullen, Lowenstein and Burkhart. 23 people, 20 Homeowners, in all.

1. The meeting opened with an update from Rich Klein on the status of the MSD project. Rich provided an detailed, articulate update and made available a letter he wrote to those present. There was much discussion on this subject.  Copies of Rich's letter are available to those who were not present and may be requested from the Trustees. Any points made during this discussion that are not part of this document may be reported to the Trustees and we will do an postscript to these notes.

2. The Royalwood website, RoyalwoodHome.com, was briefed by Jim Spillers and a demo was provided. All homeowners are encouraged to utilize the website for information purposes. Thanks to Brett Burkhart for his tech support. Recommendations for improvement to the website are always welcome.

3. The Financial Report for August 1 2023 - July 31 2024 was briefed by Jim Spillers. We have $9,391.61 in our account. Copies of the financial report were distributed to all attendees. Expenditures for grass cutting,  and electricity usage were explained as well as all other line items on the report.

4. Fees status for 2023 and 2024 were briefed by Jim Spillers. 100% of fees were collected for 2023.  45 checks have been collected for 2024. We will send out reminder emails to to those who have not paid. 

5. We now have 5 rental properties in the subdivision. 1528 WRE is a new one. The Nandagopal family moved to Boston and is renting as a result. As of now they are planning to return to Chesterfield in 2 years. The Trustees are keeping in touch with the landlords of the rental properties to make sure all are well maintained. Any complaints on the upkeep of the rentals as well as any other complaints should be reported to the Trustees for guidance. 

6. All attendees/homeowners not present were/will be asked for email and phone number changes so they can be incorporated into the subdivision directory. Jon Gehbauer provided an updated 2024 directory as a reference point.

7. We received a letter from the Missouri DNR, the Department of Natural Resources, Subject: Letter of Warning (LOW). The letter contains paragraphs on maintenance findings, corrective actions and required response from the Trustees on the subject basin., which is located in one of our plats of common ground. This letter is tied to the MSD Project and we will proceed with the points brought out in the letter and compliance with the Missouri Clean Water Act as it relates to the detention basin. Main components are an application for a Land Disturbance Permit, development of a Stormwater Pollution Prevention Plan (SWPPP), the use of Best Management Practices (BMPs) associated with the SWPPP, a series of inspections to measure compliance of the SWPPP to the LOW, and eventual termination of the permit.

The Trustees are meeting with DNR on the morning of September 25 to discuss our requirements.

8. Further discussion ensued on the subjects of the September 25 Trustee Symposium, the circles on Royal Crest and Woodroyal Court, new Homeowners, liability insurance, erosion along the outer road, the continued delay of monuments replacements and the proposed new indentures, and the Lawn Masters contract for grass cutting. 

The meeting was adjourned at 8:30 PM.

Subdivision Mtg Notes - September 25, 2025

2025 Royalwood Subdivision 

Annual Meeting Minutes 

Thursday, September, 25, 2025

 HOMEOWNER' NAME 

Spillers, Jim,  Gehbauer, Jon & Pam, Alberici, Kim Schneider, Bill & Sharon, Cooke, Dorothy, Chinawalkar, Kiran & Vinita, Meyers, Ronald, Middleton, Jim, Raisher, Debbie, Torry, Jonathan,  Bhatia, Dave & Heidi, Fike, Steve, Yn, Lance, Burkhart, Brett, Falast, Dennis, Horwitz, Lisa, Scair-Stein, Judy & Tina, Sadhale, Presh, Kiley, Peg, Lowenstein, Connor, Conway, Ronda, Williams, James, Russo, Nancy, Morrison, Eunice Miederhoff, Brant, Schwarze, Kate & Gesell, Kyle, Johnson, Dave, Kernan, Sean, Suchko, Michael. 

The Meeting was called to order at 7:00 pm and attendees welcomed. A roll call followed with attendees stating their name and address along with guest introductions. 

Two recent new homeowners were welcomed (Lance Yn/Kate Schwarze & Kyle Gesell). 

MaryAnn Mastorakos and Patricia Tocco gave an update on Chesterfield Community Activities (these can be found on the City of Chesterfield website). A “Where to Recycle in Chesterfield” handout was distributed. 

Jim Spillers reminded attendees we have both a Royalwood website plus a Facebook page. WEB PAGE: https://sites.google.com/view/royalwood-website/home OR—RoyalwoodHome.com FACEBOOK: Royalwood Subdivision-Chesterfield. 

Jim reviewed the features of the website and urged attendees to check it periodically. Features include; • New Indentures • Annual Meeting Minutes • Information • Contact Trustees • Resident Changes • Financial Report • Issues & Concerns. 

Jim Spillers next reviewed the Subdivision Financial Report that covers 8/1/24 through 7/31/25. All assessments were paid for last year, no outstanding. We currently have a balance of $16,881.99. Assessments are due September 30, 2025. As of this date 39 of 62 homeowners have paid their yearly assessments. Reductions for budgeted expenses have remained normal except for grass-cutting wherein LawnMasters (vendor) expenses were negotiated from $8,300 in 2023 to $5990 in 2024 and the new bill for 2025 is $5,499. This bill is paid upfront netting a 10 percent discount. The Financial Report is updated monthly on the website. 

Landscaping around the monuments and street circles will be released for bid. Two scenarios were previously investigated -- rebuilding the current monuments with tuckpointing and possible restructuring OR installing signage at each entrance (that would also cost demolition and moving electrical substructure. The subdivision currently has five homes that are rental properties of which all but 1532 Woodroyal East Drive is resident occupied. 1536 is undergoing interior remodeling. Jon Gehbauer reported that the 2025 Royalwood Resident Directory would be available shortly (October) and will be e-mailed to homeowners only with restrictions that preclude use for commercial, political or religious purposes and must only be shared with homeowners. Assessment payment is required to obtain. Royalwood Subdivision has a liability insurance policy. It was reviewed during an annual review with the insurer and updated to include an embezzlement section at the suggestion of Ron Wiesenthal. 

Patriotic flags were questioned as to who installed them at the subdivision entrances. Jim Spillers purchased them and displays them on certain federal holidays; particularly Veterans Day, Memorial Day and Independence Day. The discussion of Trustee service terms was then discussed with a little less than a year remaining for current trustees. It was recommended that the indentures be amended to ensure that terms had expiration dates that were spread out to ensure experience and continuity was maintained. Homeowners were asked to consider being a trustee and notify the current trustees of their interest. Without voluntary trustees, a management company may need to be brought on board to manage subdivision business and most likely would result in raising assessment fees. 

Updated indentures were discussed next. A homeowner committee has suggested changes which were reviewed by the trustees. Further action was curtailed due to the MSD action on the detention basin. After nearly two years, the MSD, MO Department of Natural Resources and Chesterfield are satisfied with the solution. MSD estimated $75,000 to $100,000 reconstruct the original basin configuration. It was resolved after expenditures of $9,800 (covered in budget) and an additional insertion of a Filtrex sock damn across the mouth of the spillway adjacent to Creve Coeur Creek. 

Now that the detention basin issue is in the past, the trustees will review the current status of the indentures and proceed with bringing them to a vote. The indentures had been reviewed by a licensed real estate lawyer. The plan is to move forward with the proposed new indentures in a few months for a vote by the homeowners. Trustees will keep homeowners posted. 

A suggestion was made that the Royalwood Website have a section added; Homeowner Maintenance Tips & Vendor Recommendations. The first article will be, New/Replacement Deck Considerations. Homeowners are urged to make Vendor/article contributions. Discussion, comments and suggestions followed about the sewer system and indentures. The meeting concluded at 8:30 p.m. 

The meeting was adjourned at 7:30 PM.

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