Author: Admin

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/

Meeting May 5, 2014 Notice sent 5-2-2014.  Place 11312 Baumler Pl.

Called to order 7:04pm.

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

New Business:  verification of dues status for 11303 Baumler Pl.  Title company had called Jim to check on HOA rules and see if HOA had a first right for purchase of home. They needed to know if dues were paid and what our dues would be and when they would be due.  Everything is paid for that resident.

Late payments were tallied.  There are still 6 outstanding non-payments by members.   A lien is to be placed on the one member who is now 2 years in the rear and late notices AGAIN will be sent to all at the end of the month.  One member did tell a board member that his payment will be submitted in a week or two. The Treasure is to get the cost of removing the liens and the lawyer/court fees involved for that process.  Those charges will also be assessed to the delinquent home owner along with the lien charge and lawyer/court charge for the original lien and the accountable dues and fines.  All fees and fines must be paid in full for the member to again be a member in good standing and allowed to vote at meetings.

Old Business: Electric replacement at the entrance.   Bids from 3 companies have now been received and one more bid is expected today at 1 pm.  Corrigan Electric was our first bid and we thought it was high at $2900, then we got a bid from Ready Electric (Doug Thompson) for $5048 and a bid from Byron Electric for $4537.  We are getting one bid from Fox Electric(Larry Brown)  to compare to others.  A very important factor is when the company can get this work completed because these plants need to get in the ground.  The Electric must be code and operating for the irrigation settings to control of timing for watering the plants.

A motion was made by Karen Bickel to obtain the last bid and if they are a no show or too high or cannot get the job completed in a timely manner, then the bid will be given to Corrigan.  Lonnie suggested to have some of the Board members do the initial digging for the work to be done to try to save some monies; but the majority of the board objected due to physically unable to do that type of work but mostly for Liability issues.

Covenant violation issues:  there are 2 properties with no trees in front yard as required by the Covenant and several with only one or trees needing replaced.  The question was how to address this with the residents.  A vote was taken to explain the needs in the next newsletter and to make the residents aware that this is a rule of Covenant which was in place when they bought or built the home.   There are 2 homes that are exempt from this rule due to the fact that the entrance land takes up a good percentage of their property.

Another matter to be addressed in the newsletter is the fact that several homes are not maintaining their exterior home conditions to the required manner.   The home must be in proper home repair, no siding missing, no windows with paint peeling off and needing repair, no visible disarray of blinds and/or unsightly offensive interior décor that can be seen from the street.   These are offences that can be pursued legally if necessary.  These violations affect the value of every neighbor and the entire community. Along with home maintenance there is an import need to tend to the lawns.  Keeping control of the weeds is an urgent matter because they spread to your neighbors lawns in one method or another and the grass needs to be cut regularly.

Sharon McDermott is to obtain the exact wording and location in our rules and to see if there are city ordinances that also control this lack of maintenance.

Meeting was adjourned at 8:10pm

Minutes submitted for approval on May 6, 2014.

Emergency Meeting

Called to order: 7:10 pm

Attendance : Jim Overturf, Lonnie Wright, Ken Bickel, Karen Bickel, Henry Ford, Louis Holzknecht, Sharon McDermott                                                                    This meeting was required to do the unexpected estimate to repair and replace electric needs at entrance.   There is a lot of trenching/digging necessary to access the required work, but the price seems too high.                                                                                                                                                                                                         Jim Overturf is going to contact a few more companies to try to get an asap estimate and work commitment to start.  Also; Henry has a contact, Lonnie has a contact and Louis has a contact.  They are going to see if these people are available and can do the work.  They are licensed electricians.                                          This electrical work must be completed to operate the irrigation and this is necessary for the new planting which are on contract to begin.

Meeting adjourned 7:46PM

Minutes submitted:

Sharon McDermott, Secretary Glenmary East Section I&II

 

 

2014 ANNUAL MEMBERS MEETING

Notice of meeting sent to members by US mail on March 29, 2014

Location Glenmary Clubhouse / 10200 Glenmary Farm Dr. 40291

Meeting called to order: 7:08pm by Jim Overturf, President of GEHOA

Attendance: Board Members: Jim Overturf, Lonnie Wright, Karen Bickel, Sharon McDermott, Ken Bickel and Henry Ford

Attendance by members: 22 persons, 11 Class A lots represented (after payment of late fees were paid by delinquent lot owners). The sign in sheets are filed at the office of the secretary for verification.

No guests.  No proxies.

Quorum present: 61 homes in HOA, minus 8 unpaid illegible homes equals 53 class A members.  25% of the eligible lot owners equal 13.25 lots.  In attendance 14 lot owners were present.

Reading of the minutes from the 2013 Annual Members Meeting by Sharon McDermott.  Mrs. McDermott explained to members that the information for all meetings is posted on the Web site under the category of Meetings.  She and Mr. Wright explained all the other information that is available for any member to see at anytime on the Web site.  Mr. Overturf also told members of anyone ever needed a written copy that they could call any of the board members and the contact information if on every document or newsletter sent to them.

Follow up on the minutes and information regarding the rules of our community as governed by the Covenant was explained to the lot owners.  The purposes of the rules were explained, and the difference between our rules and the city/county ordinances were explained as well as what the HOA can and cannot control.  The members were told they too are responsible for illegal actions by neighbors and can call Metro Government at 311 to report matters against ordinances.  Mr. Overturf addressed fence and exterior regulations, tree requirements, above ground pools, satellite dish regulations, mailbox maintenance, signs in yards, habitual street parking and solicitation ordinances which is prohibited in our community.  The width of the assorted neighborhood streets were discussed vs. the street parking of vehicles on both sides of the street.  A neighbor complained because of cars parked right across from her driveway which hinders the ease of backing out of their home.  Another reason neighbors are asked to be considerate of the double sided street parking is for the safety of emergency vehicles to pass.  It was explained that the only way enforcement can control double side street parking is to have county place One Side Only parking signs.  These signs would be placed in people’s yards and no one would prefer that situation.  We need cooperation for common sense issues.

Information regarding trash collection was again explained at this meeting.  Some of the neighbors seem to think the board is pushing for one Trash Company over another, which is not the case.  Some think that the sole purpose of the request to employ only one trash collection service for the community is cost.  Mr. Overturf explained that the purpose is to get the extra truck traffic off of our streets.  We have at least three collection agencies coming through our subdivision each week.  Often these trucks drive our street twice a week for trash pickup and recycle/lawn waste pickup.  That’s a lot of wear on our streets and a lot of unnecessary noise.  Mr. Pete Flood, a member in good standing, who works for metro Government Regulating of Solid Waste Management in Louisville and Jefferson County, addressed the members to inform them of the changes in waste collection that is in progress with environmental and government agencies.  This information with the Public Notice, regulations and proposed resolutions adopting these changes can be found on the web site: http://www.louisvilleky.gov/SolidWaste/Waste+Management+District/

The information presented by Mr. Flood substantiates what the Board has been explaining for two years regarding trash service. Mr. Flood offered to answer any question that anyone may have regarding this field.

The Budget was explained and copies passed to members.  A few questions were asked and answered.  A motion to accept and pass the budget was put to the floor and seconded and passed.

The Committee for the entrance maintenance and restoral of plants and greenery were explained to the members by Karen Bickel.  Questions were answered regarding how many estimates were obtained for the landscape work.  Questions were answered regarding the companies hired to repair and/or replace the electric and irrigation that were improperly installed at the entrance.  All will be up to code at the end of the work.

Along this area the subject of compostable bags for leaves and lawn waste was explained and the cost efficiency of such by Mr. Pete Flood.  The environmental and monetary savings will be enormous to the community and county.  Other States are contacting his agency to learn how to adapt this program to their community.

Nominations for the Board were requested.  Louis Holzknecht was nominated by Ken Bickel, the motion was seconded and the vote for Mr. Holzknecht passed.   We now have representation for Herring Ct.

The floor was opened to a discussion regarding a letter sent to a Herring Ct. resident regarding an improper exterior addition which was not per the Covenant.  The neighbors were upset regarding the wording of the letter and the Board was upset that we did not know the circumstance for the offence.  Apologies by the President were not accepted and the Board tried to make a new start with the parties.  There was a lengthy debate on intent and purpose and unintended emotional stress.  No resolve was reached.  The member walked out of the meeting as well as one of her supporters.  The board decided to accept a motion from the residents to prepare a form letter to make the first request for conformity to an offence.  Several members tried to arbitrate the situation, but residents were still not content with the end of the discussion.

A few neighbors talked of safety issues that had been occurring in other neighborhoods and wanted our area to be aware of the problems.

Meeting adjourned 8:55pm.

Minutes submitted by: Sharon McDermott, Secretary Glenmary East Sections I&II HOA

Minutes approved on:___04/14/2014  By:_Jim Overturf, Lonnie Wright, Ken Bickel and Karen Bickel

Meeting 03-27-2014

Meeting called to order at 7:08pm.  In attendance were Ken and Karen Bickel, Lonnie Wright, Jim Overturf, Henry Ford and Sharon McDermott

Discussion on misunderstanding of letter sent to neighbor regarding handrail illegally installed.  Board did not know it was due to an illness in the family; mainly because we were never given a request to add the handrail as stated in the Covenant.  The Board had no idea there was an illness or the letter would have never been sent.  But all of this is hind sight due to a lack of communication.  The neighbor has sent a letter to everyone in the community (not by US Mail, but by “Glenmary Mail”, placing it in the paper boxes) and this method and attitude has created a hornets’ nest due to not explaining the entire situation.  What was a one on one matter, has now become a huge misunderstanding which is distorted out of reason.  Hopefully this can be resolved, no meanness was intended.

The entrance has more problems.  This is killing our budget.  Now the electric needs major repairs, then the irrigation needs redone-properly.  Companies, reputable companies, have been hired to correct and repair these situations.  Lonnie did extensive investigation to determine the electrical trouble.  We are now hiring Corrigan Electric Co. for repairs.  The entrance clean up has started by Eden Shale.  Chism Irrigation is scheduled for repairs to irrigation.

Dues, fines and failure to pay dues.  This year is a larger problem than normal for late or no-pay of dues.  We cannot pay lights or run normal business without funds.  The budget is cut to bare minimum to avoid raising dues.  A discussion and vote for the time frame to place a lien on homes of on unpaid members was presented; the suggestion of a 6 month time grace period opposed to the present one year time frame was 4 to 2 against the decrease in time.  Presently, if dues extend beyond the one year mark, the fines will continue into the following years.  If the next dues are not paid, then those fines are accumulatively assessed with the fines of the previous years unpaid dues and fines.   At the one year of missed payment for fines, dues and any other assessments is when the lien is placed along with legal and court fees to the homeowner.

A severe parking problem has started to occur on Baumler Pl, and we are sure other streets will face the same situation with Derby Parties and other summer activities.  The streets are not wide enough for double sided street parking, so Metro 911 was contacted to see how to avoid problems.  They told us that if an emergency vehicle needs to get through the street the people will not suffer the loss of service or care by the necessary services; but the people blocking the space of the roadway will not be happy people; the vehicles will get through and the damage to any cars is not the problem of the services that were hampered.

General Meeting.  The meeting will be at Glenmary Club house at 7pm on April 10^th.  The board members will be there at 6:30pm to set up all necessary paper work or information.  Sign in sheets will be required with name and address for verification of membership standing.  Sam will add this information to the Bulletin Board of the Web site.

Discussion of the letter to the hit and run driver of the Lamp Post accident was edited.  The driver cost the members $550 and we are trying to retrieve the cost.

Budget was discussed for presentation at the General Meeting.

Meeting adjourned 9:00pm

Minutes submitted;

Sharon McDermott, Secretary Glenmary East Sections I&II HOA