Category: Meeting Minutes

BOD_Minutes_May 19, 2025

2025 Annual HOA Meeting Minutes April 24, 2025

BOD Meeting March 4, 2025

Glenmary East Homeowners Association Annual Meeting

(May 16, 2024)

The meeting was called to order at 7:09 p.m. by Lonnie Wright, President

An introduction of the Board Members was made and the Association Members were asked to introduce themselves.

The Proxy Report was given by Sharon McDermott; there were seven proxies and nine members present, giving a Quorum being established.

The Treasurer’s Report was presented by Louis Holzknecht, Treasurer.  A copy of the Operating Budget was given to all present, which outlines the carry over monies from 2023, the projected revenue from dues for 2024, the normal and expected expenses for the operating year of 2024.  The total projected income for 2024 is $16,690.29 and the expected expenses is $16, 690.29 for 2024.  The financial record is available on our Website: www.glenmaryeasthoa.com.

Old Business:

Entrance and Landscaping: The contractor for the landscape currently retained is Greenscapes.  They gave acceptable quotes for the majority of the work needed at the entrance, but some money was saved by Board Members purchasing and planting optional selections.  Maintenance is becoming necessary for the back of the berm at the entrance.  Mr. Wright is going to follow up with a couple of companies to determine what trees can be saved and which need to be removed.

Street lights working status:  Henry Ford, Jr. is our contact for reporting malfunctions, but anyone can report an outage by calling 502-589-1444 and follow the prompts.  At this time, all street lights are in working order.

Speed Humps: Mike Ratchford resubmitted the forms necessary for acceptance for installing speed humps on Sewell Rd and Old Toll Rd.  At this time there is no response.  He has also requested a traffic study for a 24-hour period, the last study did not catch the hours of our heaviest traffic through the neighborhood.

New Business:

Annual Dues 2025 ($175)

Metro Representative Ms. Monica Hodge was gracious enough to fill in for Mr. Robin Engel, who was not available due to prescheduled meetings.  Questions were presented to Ms. Hodge regarding speed hump and costs and rules. She shared information that speed humps usually go in by pairs, two per problem area at a cost to be shared by any funds the community would be granted and the community itself.  Information to obtain LMPD Smart Machine which shows the speed limit and the rate of speed the passing vehicle was discussed.  Ms. Hodges’ explained that each machine costs $5000.00.  Neighbors expressed their concerns of the high rate of speed that the cut through traffic is traveling on our streets.  Monica Hodge stated that Mr. Engel is 1 of only 3 Council members who even support Speed Humps and that the county does not like them due to the inconvenience they cause emergency vehicles.

The Board has proposed to rent a dumpster to be used solely by the community for the third weekend in June.  The placement for the dumpster is tentatively set for the north end of Baumler Pl., when approved by the residents in that court a notice will be given to all residents in our HOA.

A request for a New Board Member, one seat open, was submitted to the attending members.

A vote was taken to accept Sharon McDermott to the Board as Secretary and passed.

Monica Hodge informed the membership present at the meeting of a Town Hall meeting to be held on August 1^st, 6 p.m. at St. Gabriel.

To sign up for Robin Engel’s newsletter go to the following link and a pop will appear for you to click for this service:

https://louisvilleky.gov/government/metro-council-district-22

There is a District 22 crime map that is very beneficial also.

Sharon McDermott, Secretary

Meeting minutes submitted for approval May 18, 2024 2:22 p.m.

 

GEHOA_BOD_Meeting_04182024

 

-Meeting Agenda / Minutes-

Glenmary East HOA (I and II) Board Meeting – January 16, 2024

• Treasurer’s report –             Louis Holzknecht
  • Current cash status (2023 carryover $6015.29 plus $3500 dues paid total $9,083.89 cash on hand)
  • Dues payment status (2023) – one homeowner not paid; three letters sent, no reply
  • 2024 budget (balance end of year projected to be $4140.29 applying normal reserves (see website)
  • Future postings will be summed by expense category for clarity
• Action items from previous Board Mtgs Lonnie Wright
  • Covenants with revisions to 2017 official document to be mailed for validation by associates. Note: this is to include items voted affirmative  at annual HOA meetings but not yet updated with the court records.  Also please note that the covenants posted on website are the 2017 filed document.
• Entry
  • Holiday decorations 2023 – Great job Mike Ratchford!!
    • Add large real wreaths with bows in 2024 (LW to set new anchors in wall; MR to get LED spotlights)
    • Light bill higher than usual this year, MR may use timers vs light sensors next year
  • Find new Landscape Contractor Wright/Ratchford
    • (Real Care Property unacceptable) – LW to check Greenscapes; MR to solicit other contractors) LW to create RFQ with photos, send to board for comments and approval and out for bid
  • Replace Service Berry trees in 2024? Need estimates (need RFQ for trees) MR to check George for contractor used. LW to check with local nurseries                            Wright/Ratchford 

• Housekeeping / Possible Issues
  • Traffic Humps – DEAD or ALIVE?? Glenmary East roads not on 2 yr paving plan.
    • MR to check with public works for next cycle paving plans. Only then should we pursue since if installed, will not  be replaced when repaved (removed and discarded)
  • Street parking (continuous overnight) – LW to draft letter to all associates and distribute                 Wright/Holzknecht
  • New neighbors / associates (Kikinadze family at 11111 Herring Court)
  • Best yard competition – now defunct by Board vote due to lack of community interest.
  • MR’s new idea – order roll-back dumpster (about $500) for mid-summer or April/May neighborhood cleanup. Board is interested. MR to provide additional information.
• Construction Approvals (2023)
  • Pool and patio 8200 Old Toll Rd (approved by LW) now complete
• Future Projects
  • Propose ideas to improve the neighborhood (dumpster is good start; hardy shrubs at entry should be pursued)
  • Sidewalks in disrepair Henry Ford
    • HF to make contact regarding 11206 sidewalks needing repair and /or tree removal
  • Annual HOA Meeting
    • Timing and Place or change by-laws to annual memo only
      • Annual meetings required by state statutes per KRS Sect. 273.193
      • Send letter requesting email addresses to help setup zoom meetings for the future             Michael Baker
    • Construct Agenda             Lonnie Wright
  • New Business / Other items needing review All
    • None

May 18, 2023

Meeting called to Order by the President of the HOA, Lonnie Wright @ 7:40pm

10 households signed-in and 2 Proxy Votes equal 12. Numbers not met for Quorum(16)

Treasurers Report:

Louis Holzknecht discussed budget expenditures Carry over funds from 2022- $6,523.45. Current balance $8727.77

Old Business:

Lonnie Wright discussed old business:

Landscaping at front entrance. Members are satisfied with current business

Street lights working status. All seem to be in order according to board member Henry Ford

Board member Mike Ratchford discussed speed humps. Thus far our area doesn’t meet requirements for them. Ratchford will request another study later this year

New Business:

The HOA will send out hard copies of the Covenants with acknowledgments to all home owners. We will note on the letter if there are any issues they can be answered at the following HOA meeting.

Annual dues for 2024 will be $175.

Construction update: More information forthcoming.

Dobson Lane subdivision impact. HOA will apply for “No Construction Vehicle Signs” to avoid construction vehicles using our streets as a cut through.

SouthPointe Commons update: Hy-Vee expected to build a store on the site behind Panera. Two restaurants expected to be opened in that area as well-TBD

Request to fill board seat: No one interested at this time

Open discussion:

Member brought up the issue of barking dogs in the neighborhood. Not a board issue. Some avenues of approached given to home owner.

Mike Ratchford discussed the best lawn competition within the subdivision. Voting will be open on the website in June. Further voting will be in September and December.

Meeting adjourned at 8:18pm

Meeting open at 7:13PM

Treasury Report: Louis

Future projects discussion:
Replace the trees behind the berm at entryway.

Decorate entryway for Christmas
Quarterly yard contest and best Christmas decorations- Mike R

New landscaping company- decision is to wait one more year

Action items regarding previous meetings:

Attorney conversation still open
Producing our own lien document?

Speed humps option tables- We do not qualify- closed

Solar panel: Must be requested and approved by HOA board/more discussions to follow

Metal Roofs: Must be requested and approved by the HOA board/changes may be made to covenants for this particular item

Send out covenants letter to homeowners to request a vote for action on Solar Panels and other items once covenants are updated

Mike R recommend a quarterly or monthly yard contest. Discussed and approved. Implemented by Mike R.

Future projects: replace the trees behind the entryway

Return HOA fees to $175 next year

Annual HOA public meeting April 25th @ 7:00 at Lonnie’s residence

Meeting closed @ 8:26PM

Glenmary East HOA Board Meeting – January 11, 2022

In person attendance:

Lonnie Wright, Louis Holzknecht, Mike Ratchford. Guest Don Wilson

Via Phone: Henry Ford

Meeting commenced 7:10pm –

• Treasurer’s report – LH

• Current cash status $12,610
• 2022 budget 11,125 (estimated)
• Balance Dec 31,2022 $ 1,485 (slim but manageable)
• Board voted (4-0) to suspend 2022 annual assessments
• LW to write notification, Louis to mail to all homeowners
• Action items from previous Board Meetings
  • Attorney – Don Wilson to contact possible attorney of interest (cpt 1/14/2022); follow-up required by LW with attorney
    • Covenants verification method
    • Filing liens for non-payment; lien removal after payment in full
  • General Liability (GL) Insurance
    • $1mm blanket policy quoted at $967 by Insuramax
    • LW to pursue additional quotes
    • Board voted (4-0) to procure GL policy
  • HOA Checking account – By-Laws revision (LH to rewrite)
    • Chase Bank meeting for signature change (cpt 1/13/2022)
• Entry
  • Cap Sealing (LW has chemical and will apply early spring)
  • Holiday decorations 2022 & beyond – need plan
    • Board approved procuring wreaths and garlands for 2022 Holidays and doing the decorations themselves
  • Continue with Landscape Contractor (Real Care Property)
    • Board voted (4-0) to continue with Real Care Property with amended planting of seasonal flowers – Begonias in Spring / Pansies in the Fall
  • Irrigation Contractor (Chism) advises system getting old and may need valve replacements – offering 10% off preventive replacement (all)
    • Board voted (4-0) to replace valves as needed only
    •  
• Housekeeping
  • Website Update / options  (LH to review and present options next mtg or via email vote)
  • Original wall behind Baumler Place falling down
    • Owner’s responsibility in Covenants
    • Should HOA assume maintenance? No change to covenants

• Goals for future
  • Tree lined entry road (Sewell Rd) – not discussed
  • Community get together / picnic – not this year due to budget reduction
  • Speed Humps
    • MR believes County erred in initial study (improper timing)
    • Can request study again after 1 year (MR to follow)
• Annual HOA Meeting
  • Timing and Place
    • TBD in April due to Covid issues; possible annual report
• Bulletin Board – Crime updates (LH posts local issues on website)
• New Business / Other items needing review
  • Senior Care information – add to website?? NO, unanimous vote (4-0)
  • Mailboxes needing maintenance / painting
    • Send notice with annual assessments letter encouraging folks to upgrade to standards (LW to include in dues letter)

Meeting adjourned 8:50pm

Approved Lonnie Wright, Henry Ford, Mike Ratchford, Michael Baker, Louis Holzknecht

Attorney inquiry John Hodge. Lonnie to continue and follow up

Attorney inquiry C. Dodd Harris. Henry to continue and follow up

Multi-year delinquent property? What to do? Still reviewing options

Speed bumps-still awaiting a reply from the city: Mike R. will follow up on this.

Revise the by laws on payment methods? Louis will work on this

Lonnie & Henry to work with Sam to change over bank information

Mike Ratchford voted on and appointed to the HOA board

Louis- treasurer’s report. Balance as of 3/23/21. $14,868.85

Several home owners still behind on dues. Working with attorney to seek options

Seeking quotes for a snow removal company

Cap sealing for entry way- Lonnie will take care of this.

Seeking quotes from several companies for entryway landscaping. Lonnie is working

Michael B. and Louis to file HOA Report online before 30June.

Plaque disposition- raffle at HOA meeting in the future

Section 3 of website rectified-Louis

Future projects-community get together in the future after COVID

Tree line request to be placed on website- Louis

Rumble grids request- Mike R.

Annual HOA Meeting- Send letter in place of due to COVID

New Business-Speed limit sign on Old Toll- Lonnie & Louis

Glenmary East sign at the corner of Col. Hancock & Old Toll- in the works. More to follow

Request for new website- Louis will follow up and provide additional info