Author: Admin

Meeting January 26, 2015

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

Meeting called to order: 7:10pm

Notice of Board meeting was posted on website.

Officer’s Reports:

Treasurer: the financial statement was passed out to all members for review for the end of 2014. Members reviewed and approved the data to be posted on the website. Dues report: all members are paid except one and a lien is in place for that property. 2015 dues; 2 have been received; one per a closing for a home purchase and one paid by a member early with an overpayment. The check will be deposited and a reimbursement for the overpayment will be drafted and mailed with a dues statement marked paid in full and mailed as the normal statements are sent out at the end of January. The new homeowner will receive an invoice marked paid in full for their records. 

Secretary: Minutes of last meeting were accepted as approved and posted on website.

Old Business:

Covenant revision: The changes and updates were discussed of the changes present at the previous meeting. Some members want a better clarification of “pool” description for Article 12 and a better description of invisible fence guidelines with Metro information provided. Lonnie and Jim volunteered to research the pool information for gallons and other defining terms for the acceptance or restrictions of yard pools. Information will be provided at the next meeting to finalize the rewrite of Article 12. 

Fines and Fees: the proposed uniform standards researched by Louis were reviewed and debated Changes were suggested by Board members and Louis noted the changes to be incorporated into the revision. Motion to approve the revised changes for the schedule was made and the vote passed.

Form Letter: President Overturf presented a form letter to be used for uniformity in the process of HOA approval for homeowners improvement plans and additions to be performed on their Property. This form will be placed on the website in a pdf format so the members can print and submit the form with their improvement plans to the HOA for approval. A copy will then be returned to them with the approval or rejection for their records and a copy will be retained for our records. 

New Business:

Invisible fence on Baumler Pl for the owner’s dog was discussed. This homeowner has the dog in the front yard and complaints have been voiced to Board Members by the mail person and various neighbors walking in the street that the dog is challenging to them. This dog is causing the yard to become unsightly and it is a nuisance. Metro was contacted by Sharon McDermott to research the rules and ordinances that govern this type of fencing. At this time the only ordinances that are in place are on Animal Control Ordinances and that really does no good until the dog bites someone. The neighbors have not complied with the ordinances properly, but Metro Government advised the HOA to add restrictions into the bylaws and Covenants for our community’s HOA. This advice is being taken and the HOA is rewording Article 12 of the Covenant to place restrictions on this in the future.

Budget: A brief outline of normal and customary expenses was discussed. Also a suggestion for the Board to start an emergency fund for backup for events like we ran into last fiscal year with the repairs needed at the entrance for the irrigation and electric. Also a suggestion for a fund to be started for replacement of the support timbers of the entrance wall to be brick which would be less maintenance and a more attractive appearance. Meanwhile; this year the entrance signs need to be refurbished and the timbers pressured washed and treated. Ken volunteered to work on the signs and Jim volunteered to do the timbers. The cost of all materials will be billed to the HOA. Ken is to contact John of Eden Shale to confirm 2015 maintenance schedule for entrance landscape and the costs for this year. 

Annual HOA General Meeting: A date and location for the annual General Meeting was discussed , dates to avoid Easter, Spring break and ballgames were planned. Jim is to check with Glenmary Club House as a location and see if April 13, 14 or 16 are available dates.

Mailboxes: Ken suggested an update on the house number portion of everyone’s mailboxes and to see what the expense would be for the design in mind. Update would be paid by the HOA.

Driveway/front yard appearance: a home on Baumler Pl has white rocks at the bottom of the driveway (purpose unknown) and said rocks keep getting in road. These are a hazard to people walking, the small rocks could cause one to turn an ankle and the rocks are digging into the road when cars drive over them. Board member suggested a letter to request the owner to keep them cleaned up or remove completely. 

Holiday décor for neighborhood: Karen has some suggestions for better decorations for the holiday season next year. The Board will discuss this in greater detail at a later date. 

Adjourned: 9:10pm

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

01-30-2015 6:30pm

Minutes approved: Jim Overturf, Louis Holzknecht, Ken Bickel, Lonnie Wright

Meeting Oct. 13, 2014

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

Meeting called to order: 7:15pm

Pre-agenda discussion regarding turn off of irrigation system,and Attorney bills for lien actions were lightly addressed. The bills and information regarding the Attorney charges were unavailable due to Treasurers’ absence.

New business: Update by Ken on dues and lien and report that notice was sent to homeowner.

Discussion of surveys sent to neighbors was tabled until all of the 3 that were returned by the neighbors would be available for review.

Committee reports:

Covenant updates/revisions:

Sharon presented the proposed updates for the Covenant. Item 8 changes accepted. Item 12 (b) changes had a revision, to again be presented with update. Item 12 (d) discussions to reword and delete some of proposed change; corrections to be presented at next meeting. Item 14, proposal accepted, but prompted discussion of Item 10. Sent back to committee for revision of 10 or additional revision of 14 (a) for better upkeep stipulations for property. Items 23 and 27 revisions accepted.

Proposed Fine Schedule:

Louis Holzknecht presented a tier for fees, fines and any necessary litigation regarding offenses to rules stated in the Covenants, Conditions and Restrictions and/or Bylaws. Revision of wording for section F and a chart to keep the said actions uniform has been drafted and the Board is going to study the documents for further input at the next meeting. Some discussion of the proposals occurred, but this will be a continuing topic for a later meeting.

Meeting was adjourned at 9:05pm.

Minutes respectfully submitted: Sharon McDermott, Secretary Glenmary East I&II, 10-23-14

Submitted for approval by email to Board Members: 10-23-14 3:00pm.

Approved:, Jim Overturf 10-23-14, Ken Bickel, Lonnie Wright, Louis Holzknecht, 10-24-14

Meeting September 8, 2014
Attendance: Jim Overturf, Sharon McDermott, Louis Holzknecht, Ken Bickel, and Karen Bickel

Called to Order: 7:10 pm

Reading of the minutes was waived, all had read previous meeting notes and they are posted on line.

Officer Report: Treasure reported that all community members are now paid in full with one exception who is 2 plus years in arrears and a lien has been placed on his property. A lien from a previous delinquent homeowner on Herring Ct has been removed. Budget shortcoming was discussed for means to cover the bills at the end of the year by the Board paying their 2015 dues early. Karen suggested ways to save some money for the fall entrance plant change by the Board doing the work themselves; Louis and Jim volunteered to help Karen. Items for the remainder of our 2014 budget are LGE lights, water and office supplies. Ken is to call Eden Shale to be sure that they do not show up to do a fall planting and the snow removal company that was used last winter to void them from just coming out to do work this year. The budget is empty for the money needed for those procedures.

 

Old Business: Inquiry as to whether or not anyone had any response from the four letters sent to neighbors due to Covenant violations. No one had any responses from anyone, but it seems some of the problems that were addressed have shown improvement. Website problems and issues have now been resolved and Louis Holzknecht will now be the web master. Request for information changes and/or added information should be directed to Louis. Surveys were discussed for the manner of sending them to the neighbors due to a lack of HOA funds. Ken and Karen presented the method of mailing the Survey along with the newsletter in one mailing. The newsletter would contain information on the purpose of the survey and how to return them to any of the board members. It was decided not to include a self-addressed and stamped envelope.

 

New Business: Jim brought up the fact that our Covenant needs some better wording in several categories and suggested that a committee may need to look into this matter and provide material to the Board at the next meeting. Sharon volunteered and said she may seek advice from Lonnie. Jim also stated that at the last meeting we discussed doing a chart for fines and schedule of payment of such. A committee was decided as the best method for defining offenses, fine amounts and schedule of time to correct the situation and method of implementing the fines. Louis volunteered as that Committee head and Jim offered to be of assistance to both committees if needed. Everyone had some input on what should be reworded and better defined for the Covenant. Sharon took notes on that for her work as the committee person.

 

There was a brief discussion of the next General Meeting (April 2015) regarding the election of new Board Members, Most of the present board members are over the two year board term now. Further discussions will take place at later meetings.

 

Meeting adjourned: 8:01pm

Minutes submitted by Sharon McDermott, Secretary September 9, 2014 5pm

Minutes accepted: Ken and Karen Bickel, Jim Overturf, Louis Holzknecht 9-10-14

Document submitted to Louis Holzknecht to publish on HOA web site 9-10-2014 2:05pm

Meeting Aug. 11, 2014

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

Called to Order at 7:15pm by Jim Overturf, President

Report by Treasurer: Past Due late notices were again sent to the same delinquent members.  The balance in the funds for the HOA is $1692 with outstanding normal monthly bills to be paid.  Electric and water is a monthly fee from LGE and LWC even if none of the services are used.  The transactions with the attorney will be completed this week by Karen for the Lien placement and one removal.

Old Business: Again we have the same neighbors violating rules and being an annoyance to other neighbors.  Issues are: habitual overnight parking by 11300 Baumler Pl, trash and litter left in the road and broken glass from visitors at 11305 Baumler Pl. and a home at 11107 Herring Ct. in need of exterior repairs.

It was decided by the Board that a friendly reminder was needed for these neighbors and to make documentation of the fact.  Jim and Sam are to work on a draft and submit for approval from the Board prior to sending to neighbors.   The accepted document will be emailed to Ken for printing with the logo and mailed by US postal service.

New Business: Sam had complaints regarding user difficulties on the HOA Website, so Ken has contacted the Website designer for him to call her directly and discuss what changes can be made to correct the issues.   The pending survey to be sent to the neighbors for input into the workings of the HOA and their ideas of what to do to help the neighborhood is still on the drawing board.  This matter should be designed and submitted to the Board for approval in this week of Aug. 11, 2014 by Sam.

For the next meeting ideas and plans regarding fines, fees and schedule of the fines are to be discussed with notes and information from the entire Board.  This is necessary because people seem to be failing to read and follow the Covenant Rules for our community.

Meeting was adjourned at 8:20pm by Jim Overturf, President.

Minutes submitted for approval, 08-12-2014 by Sharon McDermott, Secretary

Minutes accepted by: Jim Overturf, Ken Bickel, Louis Holzknecht, Henry Ford  by 8-14-2014

Meeting July 8, 2014

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

Called to Order: 7:10pm

Treasurer Report: Status of dues; one homeowner outstanding balance for 3 years, one homeowner unpaid for 2014 with outstanding fines for late payment, and one member who paid dues but not the fines, check is being held waiting for response to letter reminding member of the rules regarding late fees which have been applied to all.   The 3 year delinquent homeowner is to have lien placed on property.

Treasurer says she wants to find a new treasurer; circumstances are causing issues with duties.  Sharon McDermott offered to assist on some matters and Ken Bickel helps on several matters.

Budget was discussed; funds are getting low after repairs to entrance and input of landscape.  Board will watch the funds for monthly lights, water and maintenance of entrance.   A current budget sheet was presented to board members and Ken said that he would see that the information was posted on the Web site for the association members viewing.

Secretary Report; Minutes from previous meeting are posted on line and Board members said the reading could be excluded.  Sharon McDermott explained an error of Board Members names and information being omitted from the Web site by accident and that the situation was corrected and the Bulletin Board had been updated.

President: Mr. Overturf presented a draft of a letter for the neighbors to remind them of Covenant rules that are being broken or ignored by association members.  Sharon and Lonnie had input to the draft of the letter and the board was given a copy for review at the meeting.  A vote was taken and the consensus was to table the letter for now and send a evaluation letter to the neighbors for their input.  Sharon McDermott volunteered to do a draft of the “form” and send to each Board Member for input and suggestions.  Members want to keep the form short and with a scale of 1 to 5 for the questions.  Extra postage will be spent to include a self addressed and stamped envelope for the homeowners to return their input to the Board.  The form will address “hot button issues” and be brief in the amount of question but allow a comment space for each subject.

Committee Report: Entrance; the status of the irrigation system was evaluated and Ken and Jim are going to take another look at the sprinkler heads to check for accuracy of water disbursement.  A lock for the electric box is warranted due to safety and liability assurance.  Lonnie to handle matter.

Old Business:  Liens; one to be removed and one to be placed.  This matter is overdue and Sharon is to help Karen complete this issue.  Parking; the problem with certain neighbors consistently parking on the street was addressed again.  A visit to the offenders will be handled by Henry, he says he knows one of the family members.   Trees as required by the Covenant were a dead-lock discussion.  This will be further pursued in the fall.

Pools: there are 2 neighbors who have put above ground pools in their back yards; one is of a smaller nature which would have to be emptied nightly to avoid water problems, the other is a neighbor who wanted to install an above ground pool and was denied permission so she has bought a large quick set-up pool which is definitely a flagrant violation to the Covenant.  She will be issued a letter advising her of the violation and a recommendation to comply or the Board will have to take action.   The Board took a walk to evaluate the pools to accurately assess the situations.

Meeting adjourned at 9:10pm.

Minutes submitted Wednesday July 9, 2014 by Sharon McDermott, Secretary

Minutes approved: Jim Overturf 7-9-14/