Author: Admin

Meeting August 3, 2015

Called to order 7:10pm

In attendance were Jim Overturf, Lonnie Wright, Karen Bickel, Ken Bickel, Louis Holzknecht, and Sharon McDermott

Previous meeting minutes accepted without reading into the record.

Treasurer report: Financial Spreadsheet and Budget reviewed.  Possible recovery of necessary funds could be obtained if we were to lessen the work by Eden Shale at entrance.  Ken and Karen are not happy with the quality of the work by Eden Shale at this point.  We can also save money by deleting the mum fall planting.  Will discuss more next meeting.

Old business: No Outlet Sign at Herring Ct and Old Toll Rd, there are 2 neighbors on Herring Ct stating about the constant turn around traffic and they need something done.  Jim and Ken will talk to Duggins Co. regarding the purchase of a pole and moving an existing No Outlet sign to the new location at the corner of Herring Ct and Old Toll Rd on the easement connected to the 8209 Old Toll Rd property.  Some of the traffic could have been from a home for sale on Herring Ct, but to try to solve the issue this method will be tried.  Ken and Jim will talk to the owners of 8209 as a courtesy for the placement of the new post and sign.

New Business: By law update need to be made to clarify some standards.  The Covenant states a 30 day time frame for dues payment and we have been sending out the notices as though it were a 45 day period.  Change the by-laws to reflect that a grace period from March 1^st to March 14^th is allowed by the board before enforcing the fines for late payment.   The by-laws also need to reflect that if a home owner contacts the board in writing in regard to a personal situation where they would need an extension for their dues payment that the Board would consider the circumstances and accept or reject with a given time frame for the homeowner.   The by-laws need to reflect the manner used for placing liens.  Currently the Board waits one (1) year, until the second annual dues has been missed by the homeowner without written reason or cause submitted to the Board.  On the next late fee notice, a statement regarding the facts of previous late notices and failure to pay or contact the Board the HOA will now be placing a lien on their home for past dues, late fees, fines and any and all legal costs.  This lien will be in place until the homeowner has paid in full.

Speed Humps: Jim Overturf has made numerous attempts to obtain additional information from our Councilman Robin Engel with no reply on their part.  Speed hump regulations require that the street be at least 1200 feet in distance.  Old Toll Rd is 1107 feet and Sewell is 553 feet.

Neighborhood children and teens cutting through people’s yards has been a complaint by several of the residents.  This matter will be addressed in the next news letter that Ken will publish.

Flags for the entrance; larger flags which will mount on the entrance wall will be priced for placement for a better appearance and to keep the Flags from dragging on the ground.

Magnets with the HOA contact information for members.  This will be revisited further in the year once we see how the budget is faring.

Meeting adjourned: 8:20 pm.

Minutes respectfully submitted: Sharon McDermott, Secretary Glenmary East HOA Sections 1&2.

Approved: Jim Overturf, Ken Bickel, Karen Bickel, Louis Holzknecht and Lonnie Wright

Meeting April 27, 2015

Called to order 7:10pm

In attendance were Jim Overturf, Lonnie Wright, Karen Bickel, Ken Bickel, Henry Ford, Louis Holzknecht, and Sharon McDermott

New Business: Neighbor on Herring Ct wants a more visible “No Outlet” sign for the street.  Complains there is a lot of turnaround traffic.  Problem is how to place the sign so that it is seen prior to the turn being completed by the motorist. Discussion on options for the size of the sign, how to place it and where to have it made/ordered.

Speed Hump information to again be checked by Jim Overturf to have the proper streets measured (the county measured the wrong streets first time) to see if we even quality for the county assisted Speed Humps.

Begonias planted and billed for entrance by Eden Shale.

Copy of home improvement requests and HOA action to be filed with the HOA papers.  Presently Mr. Overturf has originals and copies to be made for the HOA files.

Election of Board Officers by the Directors:

President:                     Mr. James Overturf

Vice President:            Mr. Lonnie Wright

Treasurer:                     Mr. Louis Holzknecht

Secretary:                     Ms. Sharon McDermott

Board:              Ken Bickel, Karen Bickel and Henry Ford

Minutes respectfully submitted: Sharon McDermott, Secretary Glenmary East Sect. 1&2 HOA Minutes accepted: Jim Overturf,  Ken Bickel, Louis Holzknecht,

2015 General Meeting Glenmary East Sections 1&2

April 16, 2015

The notices were mailed by USPS on April 10, 2015 including a proxy for each lot of the HOA. The meeting was conducted at the Glenmary Clubhouse at 10200 Glenmary Farm Dr. Seven (7) proxies were returned to the Secretary prior to the 24 hour deadline and all proxies were signed and time dated by Sharon McDermott, Secretary. All proxies are filed with the office of the Secretary; 4 proxies from Herring Ct, 1 from Baumler Ct and 2 from Baumler Pl. The sign-in sheets of the attendees for the meeting are filed with the office of the Secretary.

Board Members in attendance: Jim Overturf, President. Lonnie Wright, Vice-President. Karen Bickel, Treasurer. Sharon McDermott, Secretary. Ken Bickel, Henry Ford and Louis Holzknecht, Directors of the Board. Five (5) members in good standing were present and listed on the sign-in sheets. With the seven (7) proxies, this was enough members for a quorum. No guests were present.

Meeting called to order at 7:15 p.m.

The minutes from the 2014 General Meeting were read by Secretary Sharon McDermott and a motion to accept the minutes was put to the floor; seconded and passed.

The President, Mr. Overturf, requested volunteers for the election committee if needed. Brenda Overturf and George McDermott volunteered and were accepted by the members. A motion was put to the floor for any nominations for the six (6) board positions that were up for election. There were no nominations; a motion was presented to keep the present Board members; seconded and passed.

Treasurer Report was presented with hand outs of the Operating Budget for 2015 and the current financial statement. There was a discussion of costs that our budget covers; snow removal, landscape maintenance at the entrance, electric for entrance and lamp post and water for entrance. Suggestions were made by the members for types of mulch to use at the entrance to save monies. Rock, which is too messy for the neighbors connected to the entrance land area, or maybe the rubber mulch, which is also very expensive and it too fades after time. The amount of snow before plowing is employed was discussed. Factors that affect this matter are the cost for each time the equipment has to make the passes to the streets. The depth was 6-inches and the board has decreased this to be 5-inches. It is a flat community and the cost demands that we keep this to control the budget amount allowed for this service. The company that had been contracted failed to follow up with the agreement for this year, so the Board has contracted Mr. Jason Scott, who is a member of our HOA community and therefore gives our streets a better chance of prompt service. Mr. Bickel and Mr. Overturf explained how the entrance lumber of the sign and back walls must be painted and treated approximately every other year, and that some of the board members themselves volunteer to do the work to keep costs down. A motion was made to accept the budget; seconded and passed.

The President, Mr. Overturf, took the floor and discussed the community in general. He reminded the members that our community is a No Solicitation Neighborhood. If anyone comes door to door and tries to say they have a permit, our rules override whatever they claim to have. If they will not leave, call 311 and if they have threatening actions, call 911. He informed the meeting that our street care and sidewalk repair are the responsibility of Metro Government. In 2013 a weather condition made the Trick or Treat night confusing. The Board has since decided that we will follow the actions of Glenmary proper to keep the communities uniform. The budget was discussed for a possible increase in dues because we are barely making it to the end of each yearly budget. Utilities have increased, landscape fees have increased; just like we face in our own households, but the dues have not increased and it is very difficult to meet all needs much less have anything extra to set aside for unforeseen expenses as with the driver who knocked down one of the lamp posts destroying our street signs to a cost of five-hundred (500) dollars. The floor was opened to questions. One main concern was the speed humps. Mr. Overturf and Mr. Wright explained that the matter had been investigated with the Metro Council. Mr. Parry asked whether we could just put in our own speed humps and pay by a Special Assessment to the all the homes of our community. Mr. Overturf said he would revisit this matter with Councilman Robin Engel and see if this would change the status of our streets from public status, where the Government does the maintenance, or if this would cause our roads to be classified as private and then becomes our cost to maintain. Ms. Bevel of Herring Court would like a larger No Outlet sign for her street, they get a lot of turn-around traffic and the end of the court is not friendly for this maneuver of the vehicles. Mr. Bickel said he would check on design and cost of signs and the method to make them more noticeable. The cost could affect the timing for this matter due to the tight budget.

New Business was the presentation of a revision for the Covenant. Some of the articles were vague in their definition, so wording was added to Article 12 (a) and (b), Article 14 (a) and (b), Article 23 and Article 27. These proposed revisions were posted on our Web Site days prior to the meeting, but hard copies were passed out to the attendees at the meeting. Ms. McDermott read and explained the revisions to the membership and a motion was made to accept the revisions; the motion was seconded and passed by a hand count.

Mr. Overturf thanked those that attended and the 2015 General Meeting was adjourned at 8:30 p.m.

Minutes respectfully submitted: Sharon McDermott, Secretary Glenmary East Section 1&2 HOA 4/21/15

Accepted: Jim Overturf, Ken Bickel, Louis Holzknecht, Henry Ford, Jr., Karen Bickel, Sharon McDermott

Meeting, April 13, 2015

Attendance: Ken Bickel, Karen Bickel, Lonnie Wright, Jim Overturf, Louis Holzknecht, Henry Ford and Sharon McDermott

Call to Order: 7:06 pm.

Minutes of previous meeting were accepted as posted on Website, no reading.

Treasurer Report: Count of unpaid members discussed with address and name for update of records for General Meeting. Four outstanding members who cannot vote at meeting. Liens discussed; one placed and one removed, members were notified of their condition. Cost of entrance maintenance was discussed and debated on other methods for routine care due to cost. The service used is in alignment with the 3 other companies who gave estimates and this company was the chosen business. It is just a costly expense and part of the drain on the budget. The balance of the budget was discussed; it is very close for all of the expenses of lights, water and office supplies. The Board decided that this situation needs to be brought up to the community at the General Meeting.

Old Business: The revisions to the Covenant were fine-tuned for preparation of presentation at the General Meeting on Thursday April 16, 2015. The final draft will be sent to Louis by Sharon to be posted on the website for the members, a couple of hard copies will be brought to the meeting for those that have not read the information.

New Business: Requests by neighbors for property changes/upgrades have been granted. Jim Overturf, a new hand railing at the home’s front steps and the Bohn’s request for a fence at their home at the corner of Sewell and Old Toll Rd. Both requests were in conformity with the rules of the Covenant, presented in writing and approved by the HOA.

Preparation for the General Meeting was discussed for items needed and rules for Order of Business. This year’s meeting will have nominations for 6 Board seats which will be open for positions. A vote will ensue if there are any nominations for any of the seats. The number of members needed for a quorum was figured by the number of members less the outstanding unpaid members.

Meeting was adjourned at 8:04 pm.

Minutes submitted by Sharon McDermott, Secretary of Glenmary East Sections 1&2 April 14, 2015

Approved: Jim Overturf, Lonnie Wright, Louis Holzknecht, Ken Bickel.