Category: Meeting Minutes

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

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