Author: Admin

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

Meeting 02-06-2014

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

Called to order at 7:03p.m.

Old Business:

Treasurer Report.  The financial data has been updated on the website with current payments and expenses.  The cost for the snow removal and the spreading of the Ice Melter from Worry Free Lawn Care was discussed due to the weather stream that we seem to be laying in the path.  The depth for removal for our area was again discussed due to the last snow; since our area is flat and without any hills for neighbors to navigate the consensus of all is the 5-inch amount is still logical so as not to eat up all of the HOA funds.   Along with the funds of the HOA was discussed the cost for replacing the signs destroyed by the reckless driver who on Jan.17, 2014 took out the lamp post and 2 street signs at the corner of Old Toll Rd and Sewell Dr.  We have put out a couple of notices trying to track them down, but no information as of this time.  Duggins has been contracted to re-do and re-mount the signs.

Entrance Committee:  The Board Members and the Entrance Committee weighed the bid replies from the companies that we had come out and do estimates for the Landscape upgrade at Sewell Dr and Brentlinger Ln.   A couple of the companies did not reply to a second request that we submitted to be more able to judge the money quotes on an even scale.   Of the replies, the members selected Eden Shale to do the work.  They are a very reputable company in our area and have been well established for many years.  Sharon to contact John Idstein on Friday to confirm the acceptance of the work.   The irrigation system still has ill fitted parts due to improper installation. Jim Overturf is to oversee the correction of this system with Chism Irrigation, a qualified company.   They already know of the problems and have a more efficient use of the system.   Lonnie and Jim are to purchase some accent lighting for the entrance, when this weather will    cooperate for the task to be completed.   The electric at the entrance is to get tested by Henry and Lonnie and if problems are still present, then an electrician will be hired to get it up to code.

Cleaning and rewording of the WebSite: Jim and Sharon reread each section of the website and deleted redundant and/or out of date information.  Sharon will be monitoring and updating the Bulletin Board section to keep it current.  The maintenance section was updated with the new cost for the Mailboxes by Duggins Company and there is a proposal to include fine information for offences to the Covenant or Ordinances by neighbors.   This matter will be further discussed and amended at the next Board meeting.

New Business:

Annual Meeting: the date of April 10, 2014 has been tentatively decided.  JCPS spring break is the week earlier and Easter/Good Friday is the next week, the board is going to contact Glenmary to see what is going on with them for possibly renting room at the clubhouse.   Hopefully the weather will be better this year and we can have more than 8 neighbors show up for the meeting.   These need to be their discussions also.

Several neighbors have contacted the Board of Directors complaining of neighbors who are doing illegal actions with or on their property.  Some of the things the HOA cannot control, but the City Ordinances cover the situations.  We informed the complainants of their legal action and who should be called.  Metro does not mess around, they warn the offender and then it’s a citation, boom; HOA and neighbors are happy.   Metro has a web page with the ordinances and a call to 311 can solve the problem.

Meeting adjourned: 8:57 p.m.

Minutes respectfully submitted,

Sharon McDermott, Secretary, Glenmary East Sections I&II

Meeting 12-12-2013

Called to Order: 7:10 p.m.

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

Discussion of dues and penalty fines.

Late fee fines have been assessed incorrectly in the past.  Beginning March of 2014 the fines will be determined as such: a $7 (1/2 Month) penalty fee for dues not paid by March 15^th, and then a $15 fine per month of non-payment.  If by the end of that billing year, the homeowner has still not paid their dues the fine for that non-paid year will continue to incur until paid in full.  The dues for the new year will be assessed and if that is not paid they will be fined the $15 per month plus the $15 per month for the previous year still outstanding.  Also, at the end of one year, the home will have a lien placed on it and the attorney and court costs will also be added to the delinquent homeowner.  The dues are what pay for the lights and water and irrigation and other improvements that the community wants.

Landscape:

Proposal clarifications were sent to the four (4) companies that were used for bids on entrance improvements and new plantings; only two (2) of those companies responded with the necessary information required by the Landscape Committee.  The two (2) companies that did not reply were contacted by Ken Bickel and the information faxed to them.  Only one of those two (2) companies responded.  The committee is going to contact one more company, so as to have four (4) professional companies to make our selection.  Lonnie Wright is to present the forms to this last company, and therefore; the landscape committee will need the needed time for this company to reply before any further decisions can be presented.

Snow and Ice conditions:

Last season the HOA board decided due to the cost of the snow removal; that we would only contract at the 5-inch mark for snow removal.  Ken Bickel has been in contact with Worry Free Landscape on their snow removal and application of Calcium Chloride for ice conditions and presented a very acceptable price cost for the snow plowing and ice-melter  method.  A vote of acceptance was cast by the Board present and Ken is to contact the company tomorrow.

Speed Humps:

Due to lack of budget for previously planned projects, the issue of speed humps is now tabled.  A vote of all members present was tallied and all were a no vote for further pursuit at this time.

Web site:

The data and information on the Web site is to be cleaned and updated by Sharon and Jim.  The new section of the Bulletin Board is to be presented in the news letter that goes out in January to be sure that the community knows of the information.   Discussion of a person wanting us to post information regarding security systems on the Web site was denied due to the conflict of possible advertisement issues.

Glenmary East, confusion for the two (2) subdivisions having the same name.

Several of the Board Members have had calls from people with needs or concerns for the other Glenmary East; but Lonnie explained that when these land sections were first developed it was the same developer and all the rights by the MSD and such were all granted with the name of Glenmary East.  So, we are pretty much locked in with the same names.  Ken made a suggestion to add to our entrance signs the defining mention of Section I&II in some fashion.  Ken is going to work on a format for such.

Construction by neighbor:

A neighbor doing home addition construction of a Sunroom; the plans were submitted to the Board and approved after discussion with the builder to better understand the poor plans that were submitted.  The person is also having all new windows installed and approved.

Garbage – unified collection

At this time it seems the neighbors do not have much concern that there are so many trucks driving up and down our streets numerous times a week.  The Board realizes there is only so much that can be done in this matter and will now table this issue until there is more concern by the community.

Meeting adjourned: 7:55 p.m.

Minutes respectfully submitted

Sharon McDermott, Secretary Glenmary East Sections I&II

Meeting: November 5, 2013

Attendance: Ken and Karen Bickel, Jim Overturf and Sharon McDermott

Called to Order 7:10 pm

Committee Reports:

Treasurer – still 3 unpaid members.  They monthly receive new bills with the information of the dues and penalties that are due to the Home Owners Association.  Discussion of liens that seem to be necessary and when to file them against the home owners.

Balance of the funds for the monies needed to be held in reserve for utility payments through the end of our year and monies available for landscape work at the entrance.

Landscape committee: Four companies have been selected from the proposals given for the work and plantings required at the entrance.  The problem is that the proposals of all four companies are so different and each seems to be missing some piece of information to allow the committee to be able to make a fair and equal assessment of which company provides the work at the best price.  The committee and board decided to table the matter for now and re-contact each company with a form that we provide as to attain the same data from each in return.

The irrigation system needs closed for the season and Jim and Ken said they could handle shutting that down.  The key for the control box is needed and will check to see if it is in the inside of the box.  The committee will check to see if any of the companies also do snow removal, otherwise; another committee will be needed to try to find a company to hire if needed, with the restriction of 5-inches of snow must fall before plowing service to be used.

Newsletter: Ken is the chairperson for the newsletter and Sharon basically suggests items for the letter.  Ken has information from previous notes for crime watch facts.  Speed humps will be addressed, but the county has not provided us the information at this time as to whether we are even qualified for the humps due to regulations. Ken suggested a section on the HOA web site for immediate information to the community and lost and found items.  Karen suggested that the section be titled ‘BULLETIN BOARD”.  All agreed to this addition for the web page.  Sharon will be in charge of getting the information and posting it on the section and will monitor the data to be placed there; this will not be classified section for selling cars and the such; but, it can be used to advertise if anyone in the community is having a yard sale so that others can do so also if they desire. Ken will place a section in the newsletter informing the community of contact information.

Solicitation; Jim has contacted Robin Engels office in regard to the people coming door to door and not leaving when told this is a NO SOLICITATION COMMUNITY.  Monica has been working with Jim on this matter, but due to person complication in her life she has not been avail to conclude this issue.  Right now it stands that if these people do not stop and desist then we should call 311 and ask that a patrol car be sent out to attend to the matter.  Jim will follow up as soon as Monica is available.

 

This concluded the meeting and committee work.

Adjourned: 8:25 pm

Minutes respectfully submitted:

Sharon McDermott, Secretary Glenmary East Sections I&II

Meeting 10-08-2013

Call to Order: 7:12 pm by Lonnie Wright

In attendance: Lonnie Wright, Karen Bickel, Sharon McDermott, Jim Overturf, Ken Bickel and Henry Ford

Re-election of Officers:

Jim Overturf to President, Lonnie Wright to Vice-President, Karen Bickel to Treasurer and Sharon McDermott to Secretary.  Ken and Henry remain as Board Members.

 Reports of Officers

Treasurer: Balance in HOA account $4374.57 less this month’s reoccurring utility bills, purchase for 2 additional rolls of stamps prior to rate increase was approved.  Review of monthly LGE as $194.65 (average) per month for lamps and $21.95 (average) for entrance electric.

Unpaid dues offenders were reviewed and motion to keep same attorney for filing liens.

Secretary: Sharon does most of the web site entries, and she is to review the site and update the date as necessary.  Changes will be emailed to the Board of Directors for their approval and suggestions.

Old Business: The entrance; electric is now in working order, irrigation is now in working order.

The key for the irrigation is not in our possession, but Henry said that he would obtain it.   Discussion for hiring a landscape company that will plant and do regular maintenance at the entrance.  A committee was selected to try to find the right company and the right price. Sharon has a list of the companies suggested at this meeting, and is to contact and set appointments to match Ken and Karen’s schedule to get this going.  A basic design of what is wanted for each side of the entrance has been drawn up by Karen and members agreed for as close as possible.

Also snow removal is being analyzed for a contractor and at what amount our scrapping should be set.  Discussion moves toward 5-6 inches of snow.  We are a flat land subdivision and the scraping is really hard on the asphalt, we do not want to ruin our streets.

Garbage collection change of subdivision to just one trash company seems to be at a stall due to lack of cooperation of residents.  It seems each company charges different customers different rates, and one company will not match the others rates, even though different customers with the same company and same services are being charged assorted rates. Cannot get a flat rate answer from any of these companies.  Each company: Waste Management, ID, EcoTech and a couple of other services have huge trucks driving our roads twice a week or more; recycle pick-up, trash pick-up and seasonal yard waste pick-ups, some of the homeowners were getting better price for one or the other and would not change to save our roads. This project may be dead until the neighbors better understand that we are not trying to force one company over another, we are just trying to save the wear and tear on our subdivision roads.

New Business:  Solicitation in the neighborhood is becoming an irritant to the neighbors and we are registered as a No Solicitation neighborhood.  Jim is checking with Robin Engels office on how to stop this and whom to call when the solicitors will not leave.  Monica Hodge is to respond back to Jim with this information.

Neighbors doing yard and exterior changes without consulting the Board when approval is needed has become a large offense.  The Board needs to decide how far we need to take these Covenant breeches or how to better inform the neighbors that the Covenant is a viable deed restriction in our Community.

Christmas decorations for the entrance were discussed such as lights with timers.

What to do about the entrance at Col. Hancock and Old Toll Rd to make people realize that they are not in Glenmary, but in our community of Glenmary East I&II.   One suggestion brought up by Ken was a band strap banner holder attached to some of the lamp posts; Ken is to investigate limits by LGE regarding the posts and the costs of the equipment, once complete a banner or flag of some sort will be designed for our neighborhood.

Adjournment of meeting: 9:10pm

 

Minutes submitted by:

Sharon McDermott, Secretary of Glenmary East I&II on October 10, 2013 3:45pm