Glenmary East HOA Board of Directors Meeting Minutes

09/18/2017 | 07:00pm | 11312 Baumler Pl Lou. KY 40291

Meeting called by Jim Overturf Type of meeting Covenant Revision Facilitator Jim Overturf Note taker Sharon McDermott

Attendees Jim Overturf, Lonnie Wright, Louis Holzknecht, Sharon McDermott, Henry Ford

Old Business

Several issues were discussed regarding Covenant rules. Matters of fences needing to be stained per the covenant and landscape that was removed but not replaced. It is a requirement in the Covenant that all of the homes have landscaping. The Board wants to be sure that the Covenant is followed, and in order to do so a copy of it may need to be given to members.

The revised Covenant with better clarification regarding fencing was signed by all Board Members and notarized by Mr. Ford.

NEW BUSINESS

The neighborhood is having parking issues with their company. They are parking too close to Brentlinger and not allowing incoming traffic enough space to get off of Brentlinger safely due to vehicles parked too close to the corner. Incoming traffic cannot make the turn when traffic is outgoing from Sewell and it leaves the incoming vehicle sticking out into Brentlinger Ln. This is a safety problem with the traffic flow on Brentlinger and Sewell. Most of the homes have a driveway that can support the additional visitors or they need to advise their company to park away from the corners and park on one side of the street only. The board will send a letter as a reminder and the section of the Covenant that they are aware exists for the homeowners.

This concludes the meeting and it was called into adjournment at 7:45pm.

Minutes submitted by Sharon McDermott, Secretary of Glenmary East 1&2.

Approved: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht

Board of Directors Meeting 05-23-2017

Attendance: Lonnie Wright, Jim Overturf, Louis Holzknecht and Sharon McDermott

Called to order: 7:05 p.m.

Minutes from last meeting accepted per President, seconded and passed.

Chairperson’s report:

Delivery of “Little Green Men” to two homes on Sewell Dr. (Scott and Barker families) on Saturday May 20, 2017 for the purpose of trying to slow the traffic since the speed humps are not eligible for that road. The families seemed appreciative of the support from the HOA.

Treasurer report:

Mr. Holzknecht passed out copies of the financial statement. Updated the Board on the outstanding dues, which is no change. Mr. Holzknecht did obtain an address that he had been in search of for one of the debtors where the notices were coming back “unable to deliver”. The utilities and irrigation costs are still running approximately the same as last year.

Old Business report:

Entrance spruce up chores discussed. The men said they would just call and see who was available to do any work. (On Sunday, May 28, 2017 Mr. Wright and Mr. Overturf did more weeding and trimming of the shrubs and put mulch out to get things moving for the spring. Mrs. McDermott did a little trim of the rose bushes for the dead-heads and shape up.) White Begonias have been decided to be the flowers to be added.

New Business:

A Covenant rewording of Article 12-B regarding fences for properties was proposed and passed at the General Meeting. At this meeting the wording for this article update was adopted.

The election of the Officers was determined: the positions will remain the same. Motion accepted and passed by all.

Meeting adjourned at 8:00pm

Minutes submitted by; Sharon McDermott, Secretary Glenmary East Sections 1&2

Approved: Henry Ford, Louis Holzknecht

Glenmary East Sections 1 & 2 General Meeting, April 25, 2017

Notification letters to members mailed via USPS on April 10, 2017 included proxies.

Meeting called to order: 7:10 pm. At 11312 Baumler Pl. Louisville, KY 40291

Attendance: Jim Overturf, Lonnie Wright, Louis Holzknecht, Sharon McDermott and Henry Ford.

Proof of notice and proxies verified by Secretary. Count of members and sign in certified for valid member status, and proxies certified for valid status per Secretary. Calculations to confirm a quorum was met by the attendance. Eleven (11) members and five (5) proxies exceeded the required amount for the quorum.

Reading of minutes from the 2016 General Meeting. The notes of the meeting were reviewed as a general discussion due to the 2016 meeting not having the required members for a quorum. Minutes approved as read.

Four Board positions were up for election this year. Mrs. Cheryl Bynum volunteered as Inspector of Elections. The members present were polled for any interest to serve on the Board. No one volunteered. A motion was made to keep the present Board members, the Board members accepted and the motion was passed.

Mr. Holzknecht, the Treasurer, gave the report of the HOA monies, expenditures and proposed budget for 2017. The financial status of the funds is always available to the members on our Website (www.glenmaryeasthoa.com). Budget accepted.

Mr. Overturf addressed the meeting regarding the Covenants for trees in home owners’ yards. There was a discussion for the wording of the covenant as to what is the yard and what is the landscape. Section 11 of the Covenant reads: Upon the completion of construction of a residence, the Lot Owner shall cause to be planted in the front yard, two trees, each with a minimum diameter of three inches. These trees shall be maintained and/or replaced due to storms or other unforeseen acts. There shall be an exception for existing trees (3” in diameter), which are already growing in the front yard. The Board was trying to make the point that trees are being cut down and not replaced which is causing us to lose the canopy that trees in a subdivision provide for health as well as beauty. The members were not so inclined to change the wording and feel that the landscape area counts as part of the yard. After a strong discussion by the members, it was decided that the landscape and grass area of the front yard shall be considered all-inclusive regarding the count of the trees.

Home conditions and mailbox appearance were discussed. Some homes’ mailboxes have gotten nasty in appearance. Members were told where new parts and numbers can be bought and that information is also on the Website.

Mr. Overturf also reminded everyone about yard care. Some of the lawns are eyesores due to the weeds and lack of maintenance.

Some of the neighbors brought up the barking dogs in the neighborhood as a nuisance. The Board explained that they can report it to metro 311, the Board has sent a notice to the offenders that were previously reported to the Board, but Metro will issue fines to them after so many reports.

Members also complained about the traffic speed on Old Toll Rd and especially on Sewell Dr. The Board has tried twice to get the necessary approval for speed humps but have been informed that our streets are not long enough to qualify. The Board told the members to start reporting this matter to the police, try to obtain license plate numbers and call every time that they see this occur to try to get action by the police. Mrs. McDermott said that she will attend the next “Coffee with a Cop” to try to generate some action for more patrols during heavy traffic times. Mr. Gary Feltman volunteered to attend also. The meeting time will be placed on the Website for any and all to attend.

In the area of new business, a Covenant change for the requirements for the property fences has been approved at the meeting. The Covenant will be changed to state that any new fences will be black metal. It has been a continuing problem with some people installing wooden fences, promising to stain them dark as required by the Covenant and not doing so, some not staining at all. This is a breach of the existing rules and fines have been placed. To eliminate this constant conflict, the metal will apply to all new or replaced fences. Also a question was asked by a neighbor who was responsible for the fence at the outer perimeter in the lots that abut to the greenhouse land. The Developer stated in the Covenant that the property of abutting land owners will be maintained and painted by the Lot Owner.

The meeting was adjourned at 8:02pm.

Minutes respectfully submitted:

Sharon McDermott, Secretary Glenmary East Sections 1&2 Home Owners Association

Approved:

Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht