Author: Admin

In attendance were: Jason Scott, Ken Bickel, Karen Bickel, Jim Overturff, Henry Ford and Sharon McDermott

Called to order: 7:10pm

Main purpose of this meeting was to establish the agenda for the Annual Membership Meeting.

Topics of discussion for members were reviewed and put in order for following By-laws schedule.  The budget was briefed and the dues and delinquent payment by residence were compared to eligibility for voting and what action per individual situation is needed.  Late notices were again mailed and the payment list will be updated prior to the start of the Annual Meeting.

The votes for members for the Board and the votes to ratify the Covenant will be taken by hand count.

At this time only one Proxy has been received and duly noted.

Meeting adjourned at 8:10pm.

Respectfully submitted,

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

 

Meeting, February 28, 2013

Meeting called to order 8:10pm. In attendance were: Jason Scott, Sharon McDermott, Jim Overturf, Ken Bickel, Karen Bickel and Lonnie Wright.

Old business:

The board members had a continuation of improvements to the By-Laws and Covenant to prepare for presentation to the members prior to the start of a brief meeting. This was from 7pm until 8pm.  No minutes were taken for these discussions.

Minutes for brief meeting which was called to order at 8:02 pm.

The Speed hump process has begun.  Jason has been in contact with our Councilman Robin Engel and a Survey team will come to the subdivision after a required form is signed by 5 community members for the streets involved.  This survey will tell how many and where speed humps may be placed with the purpose of slowing the traffic in our community.  Once survey is complete a Partition will be taken to all neighbors for required signatures.  The permit will be issued and payment from our Homeowners funds will be paid.  The government will then do the work for installation of the humps.

Entrance landscape is to have a Water meter installed.  The water company cannot get the billing organized for the original setup of the water.  This will cost the community $1000.00.  An electrician may be called to move and/or correct the problem with the electric boxes in the landscape area due to a shorting situation.  Lonnie and Jason are to do one more inspection of the condition before hiring an electrician.

A horticulturalist is to be consulted for types of plants that can grow under the condition of the west side of the entrance because of the streetlights constantly flooding light onto the plants.  The existing Mums are to be moved to portion of the landscape which is out of the streetlights.  The plans are to have low scrubs and seasonal flowers to beautify the entrance.

Meeting adjourned 8:31pm.

Respectfully submitted:

Sharon McDermott

Meeting called to order 7:10pm.  In attendance were: Jason Scott, Sharon McDermott, Jim Overturf, Ken Bickel . Henry Ford and Owen Parry.

Old business:

Tilted lamp globes have been report for repair to LG&E by Henry Ford.  Crime watch sign designs were presented by Ken Bickel and voted upon for cost and design by the attending members: Yes per Jason Scott, Sharon McDermott, Ken Bickel, Henry Ford, Jim Overturf and Owen Parry for the less costly of the two designs.

Absent: Lonnie Wright and vote by proxy for the less costly design was cast by Ken for Karen Bickel.

Jason followed up that there have been no more complaints regarding unrestrained dogs, probably due to weather.  Sharon McDermott reports a problem with a neighbor allowing their cat to roam free is still continuing.  Cat is causing property damage.  Letter will be sent to neighbor in contempt.

No Holiday trim at Entrance due to an electrical problem at the site.  Jason is to have the situation investigated and repaired.

New business:

Projects of Speed Humps is still on table and moving forward.  Must contact new Councilman Robin Engel to confirm that we have the backing for the city to pay half of the fee and our membership to pay the remaining half.  Since Jason had cleared this with the former Councilman, he is going to contact our new District 22 Councilman Robin Engel.  The estimated cost for our part is $6000.

Plants at the entrance will need some investigation due to constant lights, Ken knows someone who can give some insight into what plants should be used and then pass the information to the landscape people.

All members present agreed that the By-laws and Covenant needs revised due to the dated wording and the changes in technology for today’s world.  Jim has started working on this, but all members agree to meet April 7 to work as a team for agreement of the new wording.  There are sections that prohibit dishes for television and this is not practical in the communication options of present times.

The Winter Newsletter for the neighbors was discussed for ideas to publish for the community. Sharon McDermott took the notes of the information and will present to Ken for formatting.  News Letter to be mailed as soon as possible.

Dues amount and bill payment/due date were reconfirmed, mail out Feb.1^st deadline March 15^th.  Same amount as last year: $150.

Date for General Meeting was established as April 11, 2013 at 7pm and to be held at Promised Land Community Church, 7710 Bardstown Rd. Louisville, KY 40291.  This information will be published in the News Letter.

Meeting adjourned at 8:10pm

Minutes respectfully submitted by

Sharon McDermott, Secretary Glenmary East Section I&II

Called to order 7:05pm.  In attendance: Jason Scott, Sharon McDermott, Ken Bickel and Jim Overturf.

 

Old Business:

Vote to continue with cookout plans; Jason, Sharon, Jim and Ken voted yes; the other members were absent.

Meet and Greet original date changed to Oct. 27, 2012 and to be from 11am until 2pm.  Weather could affect plans.  Jason to contact Lonnie in regard to borrow grill and contact Ron Thurman regarding rental of tent and chairs and maybe “Air Flagging Person”. The menu was discussed and agreed upon.  Sharon and Jim to organize grocery list of condiments and food for cookout; also paper and waste containers for serving and clean up of event.  Fall News Letter will have a section for neighbors notice and request for a pot luck side dish.  Jim to try to set up a PA system if electric hookup can safely be established.   No bouncy this time – too weather susceptible.  All receipts must be turned into Karen for reimbursement.

 

New Business:

No Solicitation signs needed.  Two (2) signs: one at Sewell and Brentlinger and one at Old Toll Rd and Col. Hancock.  Ken Bickel to get estimates and suggestions for sign design and required mounting.

Entrance : Irrigation lines to be blown out for winter season.  An electric line needs repair due to a nick in line causing short.  Jason Scott to contract.  Meter issue still has no resolution from the Water Co.; so a new meter will be installed in spring with an estimated cost of $1400.  Landscape clean up for fall and winter to be completed in approximately 2 weeks allowing for weather.

 

Meeting adjourned at 7:45pm.

 

Minutes respectfully submitted: Sharon McDermott, Secretary Glenmary East HOA Sect.I&II

HOA Board Meeting 9-13-12
Meeting called to order at 7:40pm. In attendance: Jason Scott, Karen Bickel, Ken Bickel, Henry Ford, Jim Overturf, and Sharon McDermott

Discussion for Fall News Letter to mailed to all of the neighbors and information to be contained in the letter. Cookout for neighbors meet and greet number 2, rules for snow removal, general meeting date and place, and covenant violations by neighbors. Along with the afore mentioned information, the news letter will contain reminders to the neighbors to keep their pets on leashes when walking, and to maintain control of the animals in their own property. There is still the problem of certain neighbors not complying with the rules of not parking on the grass or parking in the streets.

A problem with the water meter for the entrance irrigation system and the lack of response by LWC in regard to correcting the issue was discussed to bring all of the members up to current status. Louisville Water Company wants to charge and additional $1450 for a meter change and that is not what they had told the landscape company on the original installation. Jason, Ken and Henry are trying to resolve and find a contact at LWC who can understand the situation.

Another cookout/meet&greet is in planning stage. Last time a lot of the neighbors complained about the location of the tent and grill so Jason is going to go door to door on Herring Ct to see what the neighbors want for this year’s location. Information is needed for Fall News Letter. Tentative date is Oct. 20th. Louisville and Kentucky have home games that day. Budget for the cookout and rental for tents and tables were figured, no bouncy this year; it was not used last year due to the wind and it was wasted money.

Discussion for date and time of General Meeting with Elections. Dues are due on March 1st, 2013 with a penalty starting on March 15th, 2013. The General Meeting needs to be after the dues period for the sake of the Treasurer and especially if a new Treasurer is elected to allow for the transition to be more easily implemented. More information regarding the General Meeting and Elections will be announced in the Winter News Letter.

Meeting was adjourned at 8:30.
Minutes submitted by Sharon McDermott, Secretary September 17, 2012

Meeting, May 22, 2012
Call to order at 7pm, in attendance: Jason Scott, Ken Bickel, Karen Bickel, Jim Overturf, Henry Ford and Sharon McDermott

Sharon McDermott received a call requesting to place an ad on the Web site. I was advised by the President that ads are not allowed. The business person was contacted with the decline.

The Children at Play/No Outlet signs (2) and 1 stop sign have been ordered. The signs will be placed at Herring Ct and Old Toll Rd and at Old Toll Rd and Baumler Pl. The cost for the signs is $1200.oo.

The lamp posts are to be painted by LG&E contractor with a renewed lease contract. The new annual lease is now $170, up from $141.
The nine new street name signs have been ordered and will be installed after the maintenance of the lamp post. The cost for the signs and installation is $2610.oo.

Irrigation has been installed at the entrance and a slight electrical problem of the outlet has been corrected. Next will be some Knock-out Roses to match the 2 sides and some plants.

Discussion regarding the budget balance for our current projects and needed monies to carry through to the end of year for such needs as snow removal was put under the count, and a plan to budget for larger projects such as speed humps have been measured. Still have 3 residents who have not paid dues for 2 years; these homes are to have a lean placed against them; and 2 residents who have not paid the 2012 dues. A monthly bill stating amount due including monthly penalty fees will be mailed to these offenders each month so that they will be aware of their outstanding debt to our community. This is over $1200.oo that should be going to use for our subdivision and is causing delay in some projects requested by neighbors.

A suggestion by the board is to do a quarterly news letter to neighbors. The letter should include improvements, events, meeting information and money expenditures.

Meeting adjourned at 8pm.
Minutes submitted by:
Sharon McDermott
May 29, 2012
PS Since the meeting, Duggins Co has offered us a discount of $225 on the street name signs.

HOA Meeting 04-19-12
Meeting called to order at 7:30pm. In attendance : Jason Scott, Lonnie Wright, Karen Bickel, Sharon McDermott, Jim Overturf, Henry Ford, and Ken Bickel.
Matters under discussion:
A paragraph is to be added to the announcement section of the web site regarding personal safety.

Speed humps: Jason has been in touch with our new Councilman Robin Engel and Mr. Engel verifies that the county will pay half the cost of each speed hump and the residents pay the other half. The cost per speed hump is $2100 and that is our half. We are not able at this time to have the funds for the 3 speed humps deemed necessary for our subdivision. We will start a separate fund to save for this project. We will contact the government to see if they will have the funds for us when we are ready with our monies.

Problem neighbors: There are 2 neighbors who keep parking vehicles in their yards. One has been warned before the other seems to be trying to get away with this since they see someone else can. It has been decided to start reporting them to the City, and let the court fines and fees solve this problem.
The neighbors could put a skirt to their existing driveways that are of concrete and meet HOA approval.

Entrance: Jason Scott has been hired to be the landscape company for the Entrance. He is to contact and arrange for irrigation to be installed. After this is complete, trees and plants will be added as talked about in prior meetings. A water meter will have to be installed by the Water Co. and it will have to be placed near existing water lines, which means on the property of one of the 2 corner homes. Ken and Karen Bickel have agreed to allow this to be done as long as the Water Co. can have the separate billing in the name of the HOA.

Community Meetings: The board wants to have a community meeting to update the community on the use of their monies, what they want done to enhance the neighborhood and any problems that they may want to discuss. We are now right at golf and vacation and children’s sports times, so the general consensus it to wait until fall, most likely October and have a cookout meeting combination.

Delinquent residents on payment of dues.
They know we are again a functioning HOA. They have now had 2 billings for dues. The same people that have not paid the first time, are again behind in payment. The Board has decided that it is now time to enforce the same rules for all. Those not paying and carrying the same responsibility as the rest of the community will have to pay a penalty fee per month that the bill is outstanding; they will face a lien on their home with additional fees for attorney and court costs. This information can be found on the Web site. The procedure will be documented and followed in the same manner from this time forth.

Street and Stop signs, Children at Play, and No Outlet signs;
They have not been forgotten, but Lonnie is going to contact a company to help with getting the installation of these signs.

Meeting adjourned at 8:35pm.
Minutes submitted,
Sharon McDermott
April 20, 2012

Glenmary East Section I&II
Board meeting: March 14, 2012
Attendance: Jason Scott, Sharon McDermott, Jim Overturf, and Ken Bickel
Called to order 6pm
Improvements and work for the entrance landscape and lighting is to be contracted to Landscape Outfitters. Plants will be implemented into the landscape after the installation of the irrigation system. Estimate cost for the irrigation system is $2400.
Deadline for the dues from the community is March 16, 2012; one deposit was made on March 12, 2012. Information on the budget was not available at this time.
Lonnie Wright made a quick stop and reviewed that the signs discussed in the November 2011 meeting are still on the agenda; that is a stop sign and no outlet sign. Neighborhood watch signs to match Glenmary are to be ordered.
Jason Scott is trying to contact Robin Engel’s office for information regarding placement of speed bumps on Old Toll Rd. and on Sewell Dr. As of the date of this meeting Mr. Engel has not responded to any emails which have been sent. Sharon McDermott is to furnish Mr. Scott with additional contact information for Mr. Robin Engel who is our new Councilman since we have been moved to District 22.
An email is to be sent to all board members requesting that they review the By-laws so they can be ready with updates and changes necessary to bring the by-laws up to proper code. All members need to check their social/work calendars for the best date near April 15th for a Board meeting to finalize the above stated material. Once a clean copy of the by-laws is approved, it will be added to the Web site as a pdf file for the community to access.
Information needed for the April meeting:
1. Information regarding dues and delinquent residents
2. Letter approval to mail to residents for community meeting.
3. Information for contact to obtain use of Glenmary Club House for meeting of community.
Meeting adjourned at 6:42pm.
Minutes submitted by :
Sharon McDermott, Secretary

Attendance: Jason Scott, Karen Bickel, Ken Bickel, Lonnie Wright, Jim Overturf, Sharon McDermott
Called to order: 7PM.
First topic: to set and define rules for dues payments and late fees.
There are still 5 residents who have not paid the dues. Legal action will be the next step to acquire the fees due to the Association. The committee has decided to forego any late fees for this first year of reestablishing the HOA (dues for 2011). The 2 homeowners who paid their late dues with the penalty fees will be reimbursed the penalty fee or if they prefer to just reduce the 2012 dues by the paid penalty amount. Lonnie is to contact the homeowner that paid him the check, and the other homeowner has stated to do the 2012 dues less the 2011 fine. Of the outstanding delinquent bills, Jason is to contact 2 of the homeowners, Henry is checking on contact information for 2 home owners that lease out the property.
2012 Dues: The dues amount for the coming year will remain $150.00. The bills will be mailed to all residents on Feb.1st with a due date of Feb. 28, 2012. Late fees of $15 will be effective March 1, 2012 and each month thereafter. Leans will be attached to properties by end of year.

Second Topic: Neighbors on Herring Ct. have requested a stop sign be placed at Herring Ct and Old Toll Rd.
We think at a prior time one was in place, but Lonnie is to check with Duggins Co. for cost of installation . Residents want no outlet signs put in place for Baumler and Herring, cost for mounting posts and signs are being placed in the 2012 budget.

Third Topic: Discussion by Members regarding residents complaining about the amount of crime occurring in our neighborhood; car break-ins, cable wires cut that control alarms, garages broken into. It seems the early hours of the morning are when this activity is occurring. It is imperative that if anyone has vandalism or crime to their property or belongings that they make an official Police report. Without this criminal activity being reported to the Authorities, we have nothing to validate the need for stepped up patrols in our neighborhood. The Police need to know the type of crimes and the times of the occurrence to schedule better patrols for us. Our neighbors need to protect themselves by not leaving valuables in sight in their vehicles and to lock the vehicles at all times. An open garage door at night is an open invitation to trouble, and it is easy for one to forget to do that last check before going to bed; so help your neighbor. If you see the door up at an odd hour or late at night, give them a call. Better safe than sorry.
Glenmary East section I&II is in Division 7 and we are beat 2. To contact this division to report a crime or suspicious activity call: 574-5673 and use option 3.

Fourth Topic: Ideas for dressing up the neighborhood for the holidays: Trying to save money, but yet make the subdivision look a little festive; members have offered to donate lights and time and labor for ideas in motion. Members to contact each other for date and time to start work depending on the weather.

Fifth Topic: The electric has been installed at the entrance, fall plants were placed to help improve the appearance and lighting designs for accent in the landscape are being considered for cost, durability and secure placement. Additional information will follow as selections are compared.

Sixth Topic: Members requested an update on the front page of the Web site to address safety information. Sharon will revise the Web site in the Announcement section to remove pictures from Meet & Greet and add safety information for the time being.

Adjourned at approximately 8:15 pm.
Minutes submitted by Sharon McDermott, Secretary.

Attendance: Jason Scott, Lonnie Wright, Karen Bickel, Sharon McDermott, Jim Overturf, Henry Ford, Jr., and Ken Bickel.

Meeting began at 7 PM and adjourned at 8:30 PM

The plan for the entrance improvements:
Henry Ford to contact LG&E to have electric meter installed. Cost will be approximately $17.50 per month for the lighting at the entrance, which is a minimum charge. Must have the electricity prior to installation of irrigation system due to operation of timers.
The two (2) Glenmary East signs are to be raised to a higher level to promote easier visual recognition to our subdivision. The height will allow new vegetation growth of the shrubs at the entrance without blocking the logo sign. Ken Bickel and Jason Scott volunteered to do the labor involved for raising the sign.
The wood at the entrance will be power washed, treated and a sealant applied. Ken and Jason volunteered to do the labor of this project.
When the electric is hot, landscape lighting will be installed. Lonnie Wright is to find the lighting system/kit for the entrance. Members have knowledge for installation to keep down costs and have volunteered to install the system.
Plans are to add irrigation next Spring, therefore better landscape plants and shrubs can be planted with hope of survival. The plan includes 2 water meters installed by Louisville Water Company with an approximate cost of $500. Afterwards the irrigation system can be added to both sides of the entrance. Jason Scott has talked with the LWC for all the facts and is taking bids from irrigation companies in regard to the installation of this system.
Immediate entrance plans:
Weed and clean the land areas, treat the lumber and sign as explained at the beginning of minutes, and plant some fall plants to improve appearance, even though we will probably lose them. Team work of the HOA board will be doing the labor on this project. Any other volunteers will be accepted. This work needs to be complete by the Meet and Greet event.
Future community plans:
Christmas décor to dress the neighborhood for the holidays. Wreaths on the lamp posts are on the planning table, it will be low cost and attractive, and possibly lights in the entrance area.
Winter weather:
Snow removal for our subdivision roads will be contracted to Jason Scott. When snow depth is 3-inches Herring Ct, Sewell Dr. Baumler Ct, Baumler Pl. and Old Toll Rd. will be plowed.
ICE ON ROADS CANNOT BE CLEARED. Salt or other materials to melt the ice causes damage to the roads, driveways, lawns and has environmental issues.

Meet and Greet
The event to have the neighbors meet each other and meet their new board members is scheduled for October 8, 2011. This is a Saturday and the time is scheduled from 10 AM to 2PM. Jim Overturf is to get the meats (hamburgers and brats) from Sam’s, also buns (hamburger and hotdog) and a couple loaves of rye. A large mustard, ketchup and Mayo will also need to be purchased.
Lonnie Wright is to check with Ron Thurman for a “friendly” rental fee for tent, tables and chairs. And he will see if Mark Bohn can do the same with a “Bouncy” for the kids.
Sharon McDermott will make a flyer for all neighbors and deliver into their paper boxes on or before September 19th. Neighbors will be asked to bring a “pot-luck” side dish or dessert.
Flyer will be prepared and submitted to committee for approval and suggestions prior to delivery.

Speed Humps
Jason Scott to contact Councilman Stewart Benson regarding county approval and funds for the speed humps needed on Old Toll Rd and Sewell Dr. Need to get some action on this matter so the signatures of approval for the humps do not expire.
Community Promotion and Awareness
Discussion to build a “Welcome Package” for new buyers. Sharon McDermott will work on that matter. A need to contact all Realtor Companies with the information that Glenmary East Section I & II is a deeded community with a covenant and annual dues and present our Web site information to them.
Ms. McDermott will work on trying to compile that information.
Follow-up
Members are to complete tasks assigned and email to all their progress or need for help so that all members are current on matters under consideration for the community.

Unpaid Dues
Finally, the certified letters for the five (5) neighbors who have yet to pay their dues from February were critiqued for data. Mr. Ford volunteered to try to find the mailing address for one owner who is leasing their home and is still delinquent on back dues. The laws and measures for those who stay in non-compliance to the dues payments were explained and a uniform method for action was established.

Meeting adjourned.

Minutes submitted by Secretary Sharon McDermott