Category: Meeting Minutes

In person attendance:

Lonnie Wright, Louis Holzknecht, Michael Baker

Via Zoom: Henry Ford

Call to Order: 7:19 PM

• Previous Meeting – Prior meeting minutes were previously approved by the Board of Directors (BoD) and posted on the HOA website.

• Homeowner Request – Homeowner request to make alterations to property was discussed in reference to the HOA Covenants and Louisville Metro Codes and Ordinances. Email/letter will be sent with the BoD decisions.

• Solicitor Complaints – Both entrances to Glenmary East Sec 1 & 2 have a sign prohibiting solicitation. Holzknecht will investigate Metro Codes and report back.

• Dogs in Neighborhood: No formal complaints. Keep an eye out for any loose dogs.

• EntranceCosts: Discussed and reviewed expense report

Maintenance plan: The BoD will develop a plan to maintain the entrance.

Wright will contact both residents on the east and west side and discuss a plan going forward

The HOA will maintain the entrance for the rest of this year.

Decision was made to hire landscape contractor Spring 2021 maintain the entrance. BoD will request quotes and make a decision on which company to hire.

• Attorney – HOA still needs an attorney.

Holzknecht has reached out to a law firm and awaiting a response. More to follow on with this.

• HOA Dues and Budget – Dues will remain the same at $175 for 2021.

Holzknecht will adjust 2020 budget to show actual cost of entrance construction.

Holzknecht will work on the 2021 budget and publish in January 2021.

• Speed Humps – Holzknecht sent a letter to Metro Public Works regarding past history of the speed humps request for Sewell Drive and Old Toll Road. Awaiting response.

• HOA Checking Account – BoD must update by-laws in regards to check signing for the HOA as most payments are made online and not by written check.

• Board Member – Need an additional board member: A request will be placed in the outgoing 2020 Annual Meeting Newsletter.

Meeting adjourned at 8:56 PM

Call to Order 7:03 PM

• Previous Meeting – Prior meeting minutes were previously approved by the Board.

• Entrance Wall Status Update – Contract to build the entrance walls with Frank Kurk Masonry signed ($17136). Site has been ditched for pouring the footers. Details with Granite America (granite logos and plaques, $2295) have been agreed upon and approved. Materials for templates and granite installation will be purchased (approximately $400) by L. Wright. Landscaping after wall installation will be determined at a later date.

• Speed Humps – Years ago some neighbors and the Board of Directors investigated whether speed humps could be installed on both Old Toll Road and Sewell Drive to slow down the speeding short cut traffic going to and coming from Glenmary. Louisville Metro Department of Public Works online documents indicate that neither road is eligible for speed humps. However, we have no association record that a required written request for speed hump evaluation was ever made. Therefore a letter will be sent by L. Holzknecht to the Department of Public Works to request an evaluation.

• HOA Website – The HOA website is old and tired. It is “non-responsive” which means that it always appears the same regardless of the device used to view it. If you have ever looked at it on a cell phone you understand and realize you need to zoom in to read what is there. Sometime this year L. Holzknecht will migrate the current website to a new site that is more up to date and “responsive”.

• Disabled Auto – There is a disabled car on Baumler Place. The owner will be contacted and asked to remove or garage the vehicle.

• Treasurer’s Report – Current balance is $23, 903.33. Seventeen annual dues are still outstanding and payable by March 1, 2020. A reminder letter has been sent to the owners. Two properties owe annual dues for multi-years. Certified letters have been sent to those owners.

• Attorney – The Board is still searching for an HOA attorney.

• Board Positions – The Board elected Lonnie Wright – President and Michael Baker – Secretary. Several candidates for Board membership were discussed.

• Annual Meeting – The Annual Meeting has been set for Tuesday April 21, 2020 at 7:00 PM, location 8101 Baumler Court.

Meeting Adjourned: 8:00 PM

Minutes Approved: Lonnie wright, Louis Holzknecht, Henry Ford, Michael Baker

Called to Order 7:20 pm. by Jim Overturf, President

Attendees: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht and Sharon McDermott

Type of Meeting: Board of Directors Meeting

Facilitator: Jim Overturf

Note taker: Sharon McDermott

Prior meeting minutes noted and accepted.

New Business: Mr. Overturf resigned due to relocation from Louisville. Mrs. McDermott resigned as secretary and from the Board of Directors. Mrs. McDermott will prepare a brief outline of what her duties as secretary and will pass it and all HOA retained paper work and documents onto Mr. Holzknecht. within the next two weeks, Mr. Wright will assume leadership of the Board of Directors.

Mr. Overturf reported to the Board that he had received an email from Mr. Burnette at 11200 Sewell Dr regarding the lack of weeding at the entrance. Mr. Wright said he had also spoken with Mr. Burnette regarding the planting and landscape of the backside. Mr. Wright explained all the HOA does on the backside is mulch. Mr. Burnette would be welcome to plant on the backside what he would like just as the owner at 11201 Sewell does.

Treasurer Report: Mr. Holzknecht presented our balance and the approximate costs to finish out the year. We still have two home owners with outstanding back dues and penalties. Mr. Holzknecht had some questions regarding the Covenant upgrade that was to be filed at the County Clerks Office. After discussion, the Board decided to hold the update for further investigation. Along these lines, the Board discussed the matter of obtaining a lawyer for the HOA to assure all matters are handled properly.

Mr. Wright presented designs for the replacement of the entrance walls. All Board members studied and expressed likes and dislikes. The two most favored were the designs sketched by Mr. Wright. They look the most appropriate for our community. Price could be the determining factor for the final choice. Mr. Burnette and Mr. Birk will be included in the meetings regarding the entrance changes.

Mr. Holzknecht explained to the Board that our website is old technology and should be updated to a website that is responsive to the screen size, platform it is viewed on (e.g. cellphone, tablet, desktop monitor). An upgraded service is needed for better format and protection. He has been checking HOA website developers and has found several options. The Board members present told him that he is the one with the “know” and he should get what we need to serve our HOA requirements.

Meeting adjourned: 8:45 pm.

Minutes submitted by: Sharon McDermott, secretary 10/07/2019

Approved: Lonnie Wright, Henry Ford, Sharon McDermott, Louis Holzknecht

HOA Board Meeting 04/23/2019

Called to Order 7:05 PM. by Jim Overturf, President

Attendees: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht, Sharon McDermott and Michael Baker.

Type of Meeting: Board Meeting

Facilitator: Jim Overturf

Note taker: Sharon McDermott

The Board welcomed Mr. Baker to the team.

The Board discussed current Board positions and if anyone wanted to change. All stayed the same, Mr. Baker said he would like to have a year learning the slot before taking a position other than a member on the Board.

Mr. Holzknecht brought a good point to light to the Board whether we should be posting our financial information on line without any security. He is going to check into our Website to see if a lock can be placed so that the members could use sign in for certain sections. Mr. Wright wants an updated copy of all of the 61 HOA members. Ms. McDermott will compile information from Mr. Holzknecht and add any contact information for the members that has been made available.

Mr. Wright and Mr. Baker will be the Entrance Committee to acquire designs and estimates for a new entrance replacing the present wood timbers.

The gentlemen of the Board agreed to continue maintaining the landscape of the entrance.

Meeting adjourned 8:20 pm.

Minutes submitted by: Sharon McDermott, Secretary 04/28/2019

Approved: Henry Ford, Jim Overturf, Lonnie Wright, Sharon McDermott, Louis Holzknecht, Michael Baker

Glenmary East HOA Annual Members Meeting Minutes – 04/23/2019

Place: 11312 Baumler Pl. Lou. KY 40291

Called to Order 7:05 PM. by Jim Overturf, President

Attendees: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht, Sharon McDermott and 11 homeowners in good standing. We received 6 proxies of members in good standing which totaled 17 households to reach the needed number for a quorum.

Type of Meeting: Annual Meeting

Facilitator: Jim Overturf

Note taker: Sharon McDermott

Notice of meeting and proxies with instructions were delivered by USPS according to Covenant.

Officers Reports:

Secretary: Sign in sheet and proxies were verified by Secretary, Sharon McDermott. All are members in good standing and meet the percent for a quorum. The minutes of the 2018 Annual meeting were read to the members.

Treasurer:

Mr. Holzknecht discussed the budget and gave a copy to all attendees. He explained all the expenses and plans for the upgrade to the entrance wall. The check register is posted on our Web site at all times for the members to view. A lot of money has been saved by the Board doing the maintenance at the entrance and not needing snow removal. A motion to accept the financial report was made and accepted by all present.

Mr. Overturf, President, addressed the membership for questions or suggestions. Mr. Overturf explained that all of the Board Members were up for re-election except for Mr. Holzknecht, whose term expires in 2020. He asked for anyone who might be interested in joining the Board and Mr. Michael Baker said that he would be interested. A motion was made to keep the present Board Members and to also add Mr. Baker to Board. The motion was seconded and passed by all present. Mr. Overturf discussed the general condition of the neighborhood and that the Covenant should apply equally to all. And then he addressed Mr. Wright on his report to improve the wording of the Covenant in section 11 regarding trees and placement thereof for the homeowners. Mr. Wright distributed copies of the existing section with the proposed changes to the membership. A discussion followed explaining why it is so important for the community to maintain our neighborhood with quality maintenance including trees. The members had some questions and they were answered by Mr. Wright. Ms. McDermott made a motion to accept the Covenant changes and was seconded by Ms. Debbie Baker, the members voted by a show of hands and all accepted.

Mr. Overturf discussed the suggested parking on the streets with Derby and Graduation parties approaching. He reminded the members that there is a reason. Fire Trucks come to an emergency first. The recent changes in the Covenant last year regarding the fences were discussed and the complaints of the barking dogs and what type of action that we can and cannot pursue to correct that problem was heard.

Some members had questions about the new construction of the new road for the Bates School and the shopping center. Some members had some input and Mr. Wright had some information.

Meeting was adjourned at 7:50 pm.

Meeting minutes submitted by: Sharon McDermott, Secretary 04/28/2019

Approved: Henry Ford, Jim Overturf, Lonnie Wright, Sharon McDermott, Michael Baker

Glenmary East HOA Board of Directors Meeting Minutes – 01/15/2019

Place: 8101 Baumler Ct. Lou. KY 40291

Called to Order 7:00 PM. by Jim Overturf, President

Attendees: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht, Sharon McDermott

Type of Meeting: Board Meeting

Facilitator: Jim Overturf

Note taker: Sharon McDermott

 

Treasurer Report: Review of the budget; expenses, projected revenue, entrance wall replacement fund and dues status. Spreadsheet for the financial statement and budget were presented and accepted. Discussion of how a Closing company failed to enforce the proper amount due to the HOA during a closing and it had been through several hands and difficult to resolve. Will be working with a lawyer for guidance. Along that information our Attorney is falling down on her duties so the board members are reaching out to find a new lawyer. The board has 3 members trying to find a new Attorney and will decide on one by phone or email meeting. Most of the work would just be placing/removing liens or advice for odd matters. Mr. Holzknecht will be mailing out the annual dues notices with certified mailing to those with delinquent dues and late fees.

New Business: Mr. Holzknecht and Mr. Wright will obtain estimates for a professional service to remove a dead tree in the entrance landscape. A proposal to send letters of appreciation to the neighbors who have improved the appearance of their home by landscape or other improvements to their property was suggested by Mr. Ford and seconded and accepted.

The Home Owners Association Annual Meeting has been scheduled for Tuesday, April 23, 2019. Tentatively the location will be 11312 Baumler Pl. Notice of the meeting will be mailed two weeks prior to the meeting with proxy information included.

We have several neighbors that are brazenly disregarding some of the rules of the Covenant which will be addressed this early Spring. The irrigation, electric and possible addition of lighting at the entrance will be checked for working order and additional accents in early Spring. Snow removal will remain at 5-inches for plowing due to the streets being flat as has been the former action of the HOA.

The Board has agreed to publish reliable contractors used and recommend on the Web site. Meeting was adjourned at 8:40 PM.

Minutes submitted for approval by Sharon McDermott, Secretary of Glenmary East Sections 1&2 on Jan.27, 2019

Approved: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht, Sharon McDermott

Glenmary East HOA Board of Directors Meeting Minutes – 08/07/2018

Place: 11312 Baumler Pl. Lou. KY 40291

Called to Order 7:05 P.M. by Jim Overturf, President

Attendees: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht, Sharon McDermott

Type of Meeting: Board Meeting

Facilitator: Jim Overturf

Note taker: Sharon McDermott

A motion by Jim Overturf for all members to remain in present positions. Second by Lonnie Wright; all in favor. Passed

Treasurer Report: Review of the budget; expenses, projected revenue, entrance wall replacement fund and dues status. Mr. Holzknecht also explained that the billing mix-up with Chism Irrigation has been corrected.

Old Business: Two fences have been okayed and placed using the new approved material.

New Business: Dead tree at the entrance (10201 Sewell Dr.) Mr. Wright said he would talk with the property owner for action to be taken. Discussion of all of the bad lawns in the community, Jim and Lonnie are going to do a “lawn walk” at the end of the month. Also, the home at the corner of Old Toll and Baumler Pl has not replaced the healthy tree they cut down nor have they replaced the landscape that they have pulled out. Mr. Overturf has already spoken to the home owner regarding this matter and they have taken no action to correct this Covenant infraction. The HOA will send them written information and a copy of the Covenant to prompt compliance with the rules.

Metal Roofs were brought up and the discussion needs to be carried forward to the Annual Meeting for a vote.

Again, some of the neighbors are wanting speed humps, which we have already been denied; so, the Board voted to have a 25 MPH speed sign made by Duggins Co. and placed at the easement of 11206 Sewell Dr. A sign from Colonel Hancock into our subdivision is under consideration to identify us as Glenmary East 1&2.

Mr. Holzknecht informed the Board that the GoDaddy web is advising of possible web threats and we may need to upgrade our service. Also, he is going to place a form on line for Home Improvement requests.

Mr. Overturf and Mr. Wright are going to check on the placement of trees along the easements on Sewell Dr.

Meeting adjourned at 8:10pm

Minutes submitted for approval by Sharon McDermott, Secretary of Glenmary East Sections 1&2 on Aug. 28, 2018

Approved: Jim Overturf, Henry Ford, Sharon McDermott, Louis Holzknecht, Lonnie Wright

Glenmary East HOA Annual Members Meeting Minutes – 04/17/2018

Place: 11312 Baumler Pl. Lou. KY 40291

Called to Order 7:07 PM. by Jim Overturf, President

Attendees: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht, Sharon McDermott and 7 homeowners in good standing. We received 3 proxies from members in good standing which totaled 15 households to reach the needed number for a quorum.

Type of Meeting: Annual Meeting

Facilitator: Jim Overturf

Note taker: Sharon McDermott

Notice of meeting and proxies with instructions were delivered by USPS according to Covenant.

Officer Reports:

Secretary: Sign in sheet and proxies were verified by Secretary, Sharon McDermott. All are members in good standing and meet the percent for a quorum. The minutes of the 2017 Annual meeting were read to the members.

Treasurer: Mr. Holzknecht discussed the budget and gave a copy to all attendees. He explained all the expenses and plans for the upgrade to the entrance wall. The check register is posted on our Web site at all times for the members to view. A lot of money has been saved by the Board doing the maintenance at the entrance.

Mr. Overturf, President, addressed the membership for questions or suggestions. One of the members remarked about how many trees in the neighborhood have recently been cut down by the homeowner. Mr. Overturf and Mr. Wright talked about the Covenant rules which states the issue of trees in the front of the home. There were explanations in regard to types of trees and the beautification and importance for the environment these trees provide.

Mr. Overturf inquired if anyone had any problems from the AT&T work completed for the fiber optic lines run through the neighborhood. Some did but called and the company added more seed. Mr. Overturf did rate most of the yards in good condition, but a few neighbors’ yards are mostly weeds.

Mr. Litsey of Herring Ct mentioned a possible peeper or perhaps someone trying to see what is inside and that it was reported, Tony Fawbush had a vehicle in his drive that had been broken into and when he called the Police, they no longer make runs on such matters unless a gun was taken. The Police just do the report by phone. Mr. Litsey wanted suggestions for what measures he could do to keep people from driving up into his yard when they try to turn around at the end of Herring Ct.

Concrete cones were suggested. Mr. Litsey also had some concerns regarding snow and ice removal. Herring Ct., like Baumler Pl. and Baumler Ct, do not have much traffic so it takes longer to wear the road conditions down to the pavement. Ice is a problem it is very hard to treat due to the short period of time to apply the chemicals. The treatments used are so susceptible to rain and temperature. Mr. Wright explained with our subdivision being totally flat, the 5-inch snow is a logical marker for plowing. Mr. Flood of Baumler Pl. has knowledge of these chemicals and how the weather can affect their action on the surface and the environment. The Board made note of the concerns and will check with our snow removal person for more suggestions.

Mr. Overturf tried to get some input for their opinions of the tree requirements from the members who attended but no one had any comments.

Mr. Overturf called the meeting to adjournment at 7:50 PM.

Minutes submitted by Sharon McDermott, Secretary, Glenmary East Sect. 1&2 HOA,

April 24, 2018

Approved: Henry Ford, Louis Holzknecht, Jim Overturf, Sharon McDermott

Glenmary East HOA Board of Directors Meeting Minutes – 03/19/2018

Place: 11312 Baumler Pl. Lou. KY 40291

Called to Order 7:05 PM. by Jim Overturf, President

Attendees: Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht, Sharon McDermott

Type of Meeting: Overview prior to Annual Meeting

Facilitator: Jim Overturf

Note taker: Sharon McDermott

Treasurer Report: Review of the budget; expenses, projected revenue, entrance wall replacement fund and dues status.

Secretary Report: Information shared of two companies wanting to sell services to the HOA. The services were not applicable to our community so information was so noted and filed.

New Business: Discussion regarding the fiber optic cable brought through the neighborhood and the questions asked by the neighbors. The neighbors have to call for themselves for their individual needs.

Concern of neighbors who recently cut down healthy trees and the requirements for replacement.

The Board decided to not hire a landscape service for this year and to tend to the area themselves to try to save some monies for another year.

Discussion of topics of interest for the Annual Meeting.

Date and Time and Place set for Annual Meeting: Date: April 17, 2018 (Tuesday)

Time: 7 PM. Place: 11312 Baumler Pl, Lou. KY 40291

Notices to be mailed via USPS prior to meeting according to Covenants to all members.

Old Business: Fences that still need to be stained according to Covenants. Lonnie Wright and Jim Overturf are to work on the rewording of the Covenant for what is landscape and yard trees. When this is completed it must be voted by the members at the Annual Meeting.

Meeting Adjourned at 8:00 PM.

Minutes submitted by Sharon McDermott, Secretary of Glenmary East 1&2

Approved: Lonnie Wright, Henry Ford, Louis Holzknecht, Sharon McDermott