Author: Admin

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Cleaning and rewording of the WebSite: Jim and Sharon reread each section of the website and deleted redundant and/or out of date information.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

Meeting  June 13, 2013

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

Meeting called to order: 7:10pm

Old Business:

Water meter and Louisville Water Company.  Placement tag for location of the meter has been received and turned over to Jason. Paper work from the LWC for the plumber has been given to Jason for completion by the plumber.  Jason is working with the plumber for connection of the LWC with the irrigation system.  Henry and Jason have decided to do the digging for the connection to save the HOA some monies that would be spent on the plumber’s time to dig.

Electric for the entrance has been nicked again, Jason to dig the lines deeper and repair.

Shrubs and plants were discussed for the entrance once the irrigation and electric is no proper working order, a previous plan for the greenery and plants will be followed for year round beauty at the entrance.   It was agreed that Ken and Karen can have a large voice in the plants, since that is a big piece of their front yard area.   Lonnie has a professional layout of plants that will be available for use.   It has been decided if this does not get completed in a timely manner, that the plumber will be hired to do it all and get it done.

Speed Humps:  The survey company measures the wrong streets.  We Jason is trying to get them back to redo the survey, only on the correct streets this time.

Back dues and delinquents current dues.

We still have 4 unpaid members.  One is in the rear for 3 years; a lien is being placed next week on that home.  Karen and Sharon have an appointment with the Lawyer for forms and county clerk records for filing lien.  The unpaid members are given new notices each month with the fines and fees added to their amount due.  If in one year, they have not paid in full; a lien gets placed on their property.  These people that think they do not have to pay, are causing budget strains on the paying members.

New Business:

Trash Services.  Jim Overturf has been working with the assorted trash collection companies that come through our neighborhood for the best deal offered by whom. We have 4 to 5 companies with trucks coming once each week for trash and once every other week for recycle and yard waste.  Our streets are taking a beating.   The information has been submitted at the general meeting and those present agreed that we need one service.  This month’s newsletter to the neighbors will contain an additional letter explaining the information for EcoTech, who offered the best price.

All the board members received an email from Mr. Tom Doyle of Windgate Meadows regarding joining a facebook group account.  The board elected not to join.  All of the information that is described as the use of facebook, our HOA already does on our website.  The information will be put in the newsletter for the neighbors to decide for themselves.

School is out:

There are some problems with stay at home children without parental supervision during the day time.

As board members we do not want to see the behavior that is occurring, but we do not want to start family fights and stress.  Kids are teasing some of the elder home owners, and this is really not an HOA problem or a matter that we can control.  As law abiding citizens though, we are obligated to report any unlawful actions to the police and the parents and kids will have to learn proper laws much less proper human behavior the hard way.

 

Meeting adjourned; 8:20pm

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

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

Meeting called to order at 7:06pm

Old business and reports:

Lonnie explained the next approach to repair the troubles and the entrance regarding the electric.  This operates the control for the irrigation and any accent lights that may be used.  There is a game plan and Jim is going to help Lonnie with the repairs.  If this fails, we are to hire a professional electrician and bite the cost.

Irrigation problem is due in part to the faulty electric, but the main problem is the billing by the Water Co.  Sharon is to try to get a resolution from the Water Co.  Will follow up with report on cooperation of LWC.

Delinquent homeowners and dues.

There are still 6 homeowners who have not fulfilled the obligation of the HOA dues.  This is hindering some improvements planned for the community.  We have one home owner who is renting/or leasing his home and is 3 years in the rear and now legal action is required.  A certified letter is again being mailed, and if no response or payment, a lien is in progress with a lawyer. The offender will be given a due date and then the process will be filed.

A plan to separate the monies and try to save for the Speed Hump project was discussed.  Laws need to be checked to see what is allowed for non-profit organizations for doing a CD or saving account.  Jason to follow up on this matter.  There has been no response from the Metro in regard to the survey for the speed humps, approximately 2 weeks have passed and it may take a little while longer for the Government to reply.  Along this same subject the matter of pot hole repair is to be determined, who is responsible; HOA or metro.

The matter for trash collection was discussed per the votes at the Annual Meeting.  Eco-tech needs 90% of the homes for a 2 year period to agree to the reduced rates.  We have LD, WasteManagement, Eco-tech and a couple of other companies rolling their big trucks through the streets about twice a week, this is wearing our roads not to mention the noise factor.  The plan is to get 54 of the homes to agree to one service and to start that as soon as possible.  Jim and Sharon are to present the facts and contact information for the neighbors to respond by email, voice mail, phone or fax.  Eco-tech will still bill each household for their personal service, so the homeowner will still have control on the amount of service they want to pay; trash, recycle or lawn waste.  The government is working on revising trash collection in the future due to the landfill sites becoming over full.

The matter of selecting new Board Officers as required by the By-laws was completed.  As of this time, all present members and officers will remain as the HOA Board.  This Board has gotten a lot of projects already completed: new street signs, and warning signs (children at play, no soliciting and neighborhood watch), the street lamps have been painted and new globes, and  soon the entrance will be up and running.  There is a quarterly news letter to all neighbors to keep everyone informed on the actions and needs of their dues.

Spring flowers that can survive until the water situation is resolved will be selected by the committee at Mrs. Baumlers on Brentlinger and planted by Landscape Outfitters.

Meeting adjourned 8:00pm

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

 

 

Annual Meeting, April 11, 2013

The meeting was held at Promised Land Community Church, 7710 Bardstown Rd. Lou. KY.40291

Meeting called to order at 7:12 pm and a count of membership and 1 proxy with verification of membership standing was confirmed for a quorum.

Introduction of the Board to the membership and the agenda was presented.

Nominations for new members to the board:  There were no nominations.

Report of officers: Treasurer

Our balance in the Associations banking was reported with the budget of recurring expenses and monies needed for maintenance and upcoming projects to be completed.

A slide show presentation of the budget, projects and money disbursement was displayed for membership to follow.   A discussion of money shortage due to delinquent member’s dues payments was brought up by the committee.   We have 9 homes that have not paid their share of supporting this community; one homeowner is 3 years in the rear with fines and legal fees attached to that.

Old Business:  Entrance

An update on the necessary repairs needed for the entrance regarding the electric meter and the battle with the Water Co over the billing of the water meter for the entrance was explained by Jason Scott.  The water company had placed a meter and said that the bill would be separate; but now says the bill has to go to an address, but it is not a separate bill, the water company has added the charges onto the bill of the treasurer.  Mr. Scott is trying to work this billing matter out or we are going to have to install a totally separate meter with an additional charge for the meter and installation.   An electrician is to be hired to move/repair the electric box that controls the timers and future lights at the entrance.   Once these matters are corrected the entrance can be landscaped with plants and small shrubbery.

New Business:  Signs: Ken Bickel designed and hired Duggins Co. to make and install the No soliciting and neighborhood watch signs located at 8306 Old Toll Rd and at 11200 Sewell Dr.   Also, the Newsletters that are sent to the neighbors are designs by Ken and have information of the upgrades and changes that are occurring in the neighborhood, often with pictures of such.

By-law and Covenant amendments were explained by Sharon McDermott and the body was shown how to find them on the Web site.  A vote was requested and seconded and a hand count vote to ratify the amendments was taken.  The amendments passed.

Speed Humps: Jason Scott presented the cost and plan for speed humps.  A survey is required first and only one more signature is needed for that form to get that process started.  Once the survey is complete the county will tell us how many speed humps we can install.  The county picks up half of the cost and our community will pay the other half; at an approximate of $1100 per hump.

Garbage/Trash collection:  The covenant calls for only one trash service in the community.  We have fallen by the wayside on that matter ages ago.  Jim Overturf has been working with the different collection agencies to obtain the best rate to try to get us back to the covenant.  Republic (ID), Eco-tech and Rumpke responded with price quotes; Waste Management never returned any calls or emails after several attempts.  The best price for trash, recycling and yard waste was presented by Eco-tech.  The service would include 1 container with a quarterly cost of $36.20, 1 bulk item per week (no call required), recycling at a $15 per quarter charge and yard waste at $55 for a season of Apr-Dec.  The invoice would go to individual homeowner and a commitment of 2 years would be required.   After some discussion with the membership, it was decided to approach Eco-tech with one more request at the price.  When the final information is obtained, a letter with all of the figures will be submitted by mail to the membership.  The community now has 4 trash agencies with a trash day, and a recycle day driving on our streets.  Four days out of the five per week, trash trucks are up and down our roads, this is a lot of wear on the streets and a lot of noise.   We are trying to find a better way of doing this.   Any of the above companies would require 55 of 61 homes to be with their service.

All of the slide presentations were professionally displayed by our Mr. Lonnie Wright and a demonstration of the Web site with its categories for information was explained.  The section with the amended By-laws and Covenant were pointed out to the membership.

Our location was provided with no charge by Mr. Henry Ford and he had the microphones and slide equipment ready for the meeting to begin.

A question and answer time was allotted to the membership and the main suggestion was to place liens on the unpaid homes.   The consensus by the membership was to do it.   The second topic was regarding more information on the trash, which we will follow-up and send letters.  The third concern was how tight the budget is for the expenses vs. income.  The board explained that we try to keep the dues as low as possible, and that is why sometimes it takes a longer time to get projects completed.  The speed humps are our largest expense for the future, but it may take a couple of years to have the funds.  Right now, the unpaid dues would actually cover the cost of one of the speed humps.  Some of these unpaid members are the same people that complain about the speeding traffic.

The meeting was adjourned at 8:00pm.

After the meeting the board met to sign the approved Covenants and By-laws and the documents were notarized by Henry Ford.  The document of the Covenant has to be filed with the County Clerk’s office and that shall be done in the week of April 15, 2013 by the Secretary, Sharon McDermott.  After filing the document, the originals will be kept on file at Glenmary East Sections I&II secretary’s office.

Minutes respectfully submitted,

Sharon McDermott, Secretary, Glenmary East Sections I&II Homeowners Association