Glenmary East HOA Board of Directors Meeting Minutes

09/18/2017 | 07:00pm | 11312 Baumler Pl Lou. KY 40291

Meeting called by Jim Overturf Type of meeting Covenant Revision Facilitator Jim Overturf Note taker Sharon McDermott

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

Old Business

Several issues were discussed regarding Covenant rules. Matters of fences needing to be stained per the covenant and landscape that was removed but not replaced. It is a requirement in the Covenant that all of the homes have landscaping. The Board wants to be sure that the Covenant is followed, and in order to do so a copy of it may need to be given to members.

The revised Covenant with better clarification regarding fencing was signed by all Board Members and notarized by Mr. Ford.

NEW BUSINESS

The neighborhood is having parking issues with their company. They are parking too close to Brentlinger and not allowing incoming traffic enough space to get off of Brentlinger safely due to vehicles parked too close to the corner. Incoming traffic cannot make the turn when traffic is outgoing from Sewell and it leaves the incoming vehicle sticking out into Brentlinger Ln. This is a safety problem with the traffic flow on Brentlinger and Sewell. Most of the homes have a driveway that can support the additional visitors or they need to advise their company to park away from the corners and park on one side of the street only. The board will send a letter as a reminder and the section of the Covenant that they are aware exists for the homeowners.

This concludes the meeting and it was called into adjournment at 7:45pm.

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

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

Board of Directors Meeting 05-23-2017

Attendance: Lonnie Wright, Jim Overturf, Louis Holzknecht and Sharon McDermott

Called to order: 7:05 p.m.

Minutes from last meeting accepted per President, seconded and passed.

Chairperson’s report:

Delivery of “Little Green Men” to two homes on Sewell Dr. (Scott and Barker families) on Saturday May 20, 2017 for the purpose of trying to slow the traffic since the speed humps are not eligible for that road. The families seemed appreciative of the support from the HOA.

Treasurer report:

Mr. Holzknecht passed out copies of the financial statement. Updated the Board on the outstanding dues, which is no change. Mr. Holzknecht did obtain an address that he had been in search of for one of the debtors where the notices were coming back “unable to deliver”. The utilities and irrigation costs are still running approximately the same as last year.

Old Business report:

Entrance spruce up chores discussed. The men said they would just call and see who was available to do any work. (On Sunday, May 28, 2017 Mr. Wright and Mr. Overturf did more weeding and trimming of the shrubs and put mulch out to get things moving for the spring. Mrs. McDermott did a little trim of the rose bushes for the dead-heads and shape up.) White Begonias have been decided to be the flowers to be added.

New Business:

A Covenant rewording of Article 12-B regarding fences for properties was proposed and passed at the General Meeting. At this meeting the wording for this article update was adopted.

The election of the Officers was determined: the positions will remain the same. Motion accepted and passed by all.

Meeting adjourned at 8:00pm

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

Approved: Henry Ford, Louis Holzknecht

Glenmary East Sections 1 & 2 General Meeting, April 25, 2017

Notification letters to members mailed via USPS on April 10, 2017 included proxies.

Meeting called to order: 7:10 pm. At 11312 Baumler Pl. Louisville, KY 40291

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

Proof of notice and proxies verified by Secretary. Count of members and sign in certified for valid member status, and proxies certified for valid status per Secretary. Calculations to confirm a quorum was met by the attendance. Eleven (11) members and five (5) proxies exceeded the required amount for the quorum.

Reading of minutes from the 2016 General Meeting. The notes of the meeting were reviewed as a general discussion due to the 2016 meeting not having the required members for a quorum. Minutes approved as read.

Four Board positions were up for election this year. Mrs. Cheryl Bynum volunteered as Inspector of Elections. The members present were polled for any interest to serve on the Board. No one volunteered. A motion was made to keep the present Board members, the Board members accepted and the motion was passed.

Mr. Holzknecht, the Treasurer, gave the report of the HOA monies, expenditures and proposed budget for 2017. The financial status of the funds is always available to the members on our Website (www.glenmaryeasthoa.com). Budget accepted.

Mr. Overturf addressed the meeting regarding the Covenants for trees in home owners’ yards. There was a discussion for the wording of the covenant as to what is the yard and what is the landscape. Section 11 of the Covenant reads: Upon the completion of construction of a residence, the Lot Owner shall cause to be planted in the front yard, two trees, each with a minimum diameter of three inches. These trees shall be maintained and/or replaced due to storms or other unforeseen acts. There shall be an exception for existing trees (3” in diameter), which are already growing in the front yard. The Board was trying to make the point that trees are being cut down and not replaced which is causing us to lose the canopy that trees in a subdivision provide for health as well as beauty. The members were not so inclined to change the wording and feel that the landscape area counts as part of the yard. After a strong discussion by the members, it was decided that the landscape and grass area of the front yard shall be considered all-inclusive regarding the count of the trees.

Home conditions and mailbox appearance were discussed. Some homes’ mailboxes have gotten nasty in appearance. Members were told where new parts and numbers can be bought and that information is also on the Website.

Mr. Overturf also reminded everyone about yard care. Some of the lawns are eyesores due to the weeds and lack of maintenance.

Some of the neighbors brought up the barking dogs in the neighborhood as a nuisance. The Board explained that they can report it to metro 311, the Board has sent a notice to the offenders that were previously reported to the Board, but Metro will issue fines to them after so many reports.

Members also complained about the traffic speed on Old Toll Rd and especially on Sewell Dr. The Board has tried twice to get the necessary approval for speed humps but have been informed that our streets are not long enough to qualify. The Board told the members to start reporting this matter to the police, try to obtain license plate numbers and call every time that they see this occur to try to get action by the police. Mrs. McDermott said that she will attend the next “Coffee with a Cop” to try to generate some action for more patrols during heavy traffic times. Mr. Gary Feltman volunteered to attend also. The meeting time will be placed on the Website for any and all to attend.

In the area of new business, a Covenant change for the requirements for the property fences has been approved at the meeting. The Covenant will be changed to state that any new fences will be black metal. It has been a continuing problem with some people installing wooden fences, promising to stain them dark as required by the Covenant and not doing so, some not staining at all. This is a breach of the existing rules and fines have been placed. To eliminate this constant conflict, the metal will apply to all new or replaced fences. Also a question was asked by a neighbor who was responsible for the fence at the outer perimeter in the lots that abut to the greenhouse land. The Developer stated in the Covenant that the property of abutting land owners will be maintained and painted by the Lot Owner.

The meeting was adjourned at 8:02pm.

Minutes respectfully submitted:

Sharon McDermott, Secretary Glenmary East Sections 1&2 Home Owners Association

Approved:

Jim Overturf, Henry Ford, Lonnie Wright, Louis Holzknecht

Board of Directors Meeting 03-20-2017

Attendance: Lonnie Wright, Jim Overturf, Henry Ford and Sharon McDermott

Called to order: 7:10 p.m.

Minutes from last meeting accepted per President, seconded and passed.

Officer Reports: Treasurer Louis Holzknecht unable to attend due to illness, but he did email the financial report and outstanding dues and balances. Information approved.

Old Business: General meeting topics were discussed. Needed is the election of officers, all positions will be due for election because the 2016 General Meeting did not have a quorum. 11312 Baumler Pl, Mr. Overturf’s residence, was suggested as the location since we usually have so few that attend rather than paying rental fees of a meeting room from our funds. Mr. Ford 2^nd the motion, and all approved. A date of April 25, 2017 was selected. It is the last Tuesday in April. That date was chosen to avoid Spring breaks and vacations and Church nights. Ms. McDermott , secretary, will prepare the notice for mailing 2 weeks prior to meeting.

New Business: Infraction letters were sent to several neighbors, they were reviewed and discussed for further action. Entrance: 1. The electric has failed, Mr. Wright to check to determine the problem and action needed. 2. Mr. Wright has pulled some weeds, but it is get time to mulch and weed control, the gentlemen will contact each to decide when. Black mulch was agreed for the appearance. Ms. McDermott and Mr. Overturf has met with one Border Curbing Co. for estimates of landscape border for each entrance side, Ms. McDermott has 3 more appointments for this week. Will present for approval. General Meeting, if we have a quorum, a question will be presented regarding trees and changing the fence material to be used on future fences. People are not complying with the covenant rules for staining the wooded fences, change to metal or iron fences. HOA insurance: Lonnie to check on need and cost.

Meeting adjourned at 8:15pm

Minutes submitter by Sharon McDermott, Secretary

Approved by: Lonnie Wright, Jim Overturf, Henry Ford

Board of Directors Meeting 12-19-2016

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

Called to order: 7:10 pm.

Minutes from last meeting accepted per President, seconded and passed.

Officer Reports:

Treasurer: Louis Holzknecht: The membership saved approximately $4000 by the Board Members doing the work and maintenance at the entrance versus it being contracted to a landscape company. Dues per the membership: we still have 3 households that have not paid their dues; with fines and fees added to the delinquent persons there is one who owes $2193, and two that owe $310. These funds are part of our operational costs and those that do not pay their fair share put the burden on the rest of the members. A copy of the financial statement was given to each member of the board and the membership can always find the information on the web site.

Old Business:

Curbing at the entrance. Several companies have had messages to return calls, but none have done so, possible due to the off season. Sharon will try to make contact and get current estimates for the work to proceed at the entrance. Cardinal Curbing has given one estimate, but we have a few changes since the original measurements.

Complaints regarding neighbors barking dogs. There are two homes that the board members are hearing complaints due to their unattended dogs in their yards which constantly bark and are annoying. Jim and Sharon are to compose a letter to these offenders suggesting they use some consideration for their neighbors.

Trees: there are some homes that do not have the Covenant requirements of trees for their yards. Board has discussed several methods of approach to correct this condition. It is still under advisement and will continue at a later meeting.

Parking on the street: There are still some offenders and the Board discussed the appearance of one home in particular that has several neighbors upset by the general appearance that it presents in the neighborhood, such as; broken blinds at window, sheets rather than drapery ware at windows, pitiful lawn care.

New Business:

The Board discussed the legal conditions to have a separate fund for “rainy day” monies or a saving account started for the upgrade of the entrance wall. Louis is to check with the bank, if they do not know the legal rights of our account for this or these additional services, we think that they will aid us in the information.

Entrance Maintenance: Jim presented the motion for the Board members to continue, at least for one more year, to perform the maintenance and upkeep at the entrance. Seconded by Lonnie and passed by all. The electric has malfunctioned at the entrance again. Lonnie and Jim to check on it and try to repair or hire what is necessary.

Speed concerns of neighbors: Some of the neighbors are upset due to the speed of the traffic cutting through our subdivision due to children at play. Our roads do not meet the qualifications for the speed humps, but a suggestion was presented by Sharon to place the plastic slow/children at play Step2 KidAlert figures at the drive of homes on Sewell. Sharon is to obtain costs of these alerts. If affordable it could help with some of the neighbors’ issues.

Meeting adjourned: 8:15 pm.

Minutes submitted: Sharon McDermott, Secretary, Glenmary East Sections 1&2

Minutes accepted: Louis Holzknecht, Lonnie Wright, Henry Ford Jim Overturf

Meeting: May 15, 2016

Present: Mr. Overturf, Mr. Wright, Mr. Holzknecht, Ms. McDermott and Mr. Ford.

Meeting called to order: 8:15PM

Board of Directors Meeting after the Annual General Meeting to complete annual duties. Since a quorum was not obtained at the members Meeting, the Board voted to fill the expiring position of Louis Holzknecht from within the Board. Mr. Overturf nominated Mr. Holzknecht to remain on the Board, seconded by S McDermott and approved by all. Mr. Holzknecht accepted. Mr. Wright made a motion that all current officers remain as standing and seconded by Mr. Ford. The motion was approved by all. In regard to the 2 positions vacated by the resignation of 2 former board members, Mr. Overturf suggested we keep the BOD at 5 as allowed by the Bylaws. The BOD approved.

Mr. Holzknecht, the Treasurer, reported we still have 3 members with unpaid dues, one with a balance in excess of $1700. That member does have a lien against his home. A copy of the financial standing was presented to the Board. (It is also available on the web site.)

The entrance was discussed as to the amount of monies saved for the cost of mulch, start up maintenance and spring plantings. The labor was performed by Mr. Overturf, Mr. Wright, Mr. Holzknecht and Mr. Ford. The buying and work by the Board members was to establish the true cost for the materials for comparison on future estimates for entrance landscape and maintenance. A plan to do decorative curbing around the landscape area was addressed and the Board is interested, some estimates will be obtained by S. McDermott and/or J. Overturf. If accepted, the board will meet with the 2 neighbors whose yards are involved in the entrance area.

Flags will be placed for Election Day by Mr. Overturf.

Minutes respectfully submitted: Sharon McDermott, Secretary Glenmary East Sections 1&2 HOA

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

Present: Jim Overturf, Lonnie Wright, Louis Holzknecht, Sharon McDermott, Henry Ford, Ken Bickel and Karen Bickel.

Meeting notice and proxies were mailed to all members on April 1, 2016 via USPS.

The meeting was held at the Fern Creek Community Center 6104 Bardstown Rd.

One proxy was received, but it had no person designated as their vote power, so it only counted toward the attendance. We had to have 25% of the members in good standing to obtain a quorum, which would have been 13 households/proxies. We only had 10 members/proxies, so therefore the meeting was just an informal discussion with the few that did attend.

Owen Parry said the “No Outlet” sign at Herring Ct and Old Toll Rd has helped reduce the turnaround traffic on the street. Pete Flood discussed the Brightside projects in process to help clean up the area. People can also call 311 to report littering. Try to have the car tags, date, time and location of the incident. There are fines and ordinance codes that will be enforced.

The Treasurer, Mr. Holzknecht, presented the 2016 budget and there was some questions from a couple of the Board members as to why some of the Board members were doing the work on the entrance themselves instead of hiring it out like it had be allowed in the budget. Mr. Overturf and Mr. Wright explained that we were trying to get the actual cost of the merchandise without the markup for labor to get a better idea of how much this should really cost per year. It was also explained that our budget runs so close to zero at the end of each year that there are no monies to start a saving plan for unexpected emergencies or for the entrance wall replacement.

It was reported that one neighbor still wants Speed Humps; the problem is the streets have been measured and they do not meet the requirements.

As for Board members; one position term was to expire, but since there was no quorum reached we could not hold an election or vote. There were two (2) board members who resigned.

The group adjourned at 7:50pm.

This recap was submitted solely for any interested members to be able to see what were the topics of interest with the neighbors that were present.

Respectfully submitted: Sharon McDermott, Secretary Glenmary East Sections 1&2 HOA

Approved: Lonnie Wright, Henry Ford, Jim Overturf, Louis F. Holzknecht

 

Present: Jim Overturf, Lonnie Wright, Louis Holzknecht, Sharon McDermott, Henry Ford, Ken Bickel and Karen Bickel.

Meeting notice and proxies were mailed to all members on April 1, 2016 via USPS.

The meeting was held at the Fern Creek Community Center 6104 Bardstown Rd.

One proxy was received, but it had no person designated as their vote power, so it only counted toward the attendance. We had to have 25% of the members in good standing to obtain a quorum, which would have been 13 households/proxies. We only had 10 members/proxies, so therefore the meeting was just an informal discussion with the few that did attend.

Owen Parry said the “No Outlet” sign at Herring Ct and Old Toll Rd has helped reduce the turnaround traffic on the street. Pete Flood discussed the Brightside projects in process to help clean up the area. People can also call 311 to report littering. Try to have the car tags, date, time and location of the incident. There are fines and ordinance codes that will be enforced.

The Treasurer, Mr. Holzknecht, presented the 2016 budget and there was some questions from a couple of the Board members as to why some of the Board members were doing the work on the entrance themselves instead of hiring it out like it had be allowed in the budget. Mr. Overturf and Mr. Wright explained that we were trying to get the actual cost of the merchandise without the markup for labor to get a better idea of how much this should really cost per year. It was also explained that our budget runs so close to zero at the end of each year that there are no monies to start a saving plan for unexpected emergencies or for the entrance wall replacement.

It was reported that one neighbor still wants Speed Humps; the problem is the streets have been measured and they do not meet the requirements.

As for Board members; one position term was to expire, but since there was no quorum reached we could not hold an election or vote. There were two (2) board members who resigned.

The group adjourned at 7:50pm.

This recap was submitted solely for any interested members to be able to see what were the topics of interest with the neighbors that were present.

Respectfully submitted: Sharon McDermott, Secretary Glenmary East Sections 1&2 HOA

Approved: Lonnie Wright, Henry Ford, Jim Overturf, Louis F. Holzknecht

Meeting, March 14, 2016

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

Call to Order: 7:20 pm.

Officers Report: Treasurer: A “contingency fund” line has been placed in the 2016 Budget as proposed and approved at the last meeting. Budget is in order to present at the General Meeting. The Treasurer presented bank statements and the current balance of the funds, which is to be posted on the Web site for members to see. 14 homeowners still owe 2016 Annual dues. Reminder letters have been sent to the affected homeowners.

President: Jim Overturf had a discussion regarding the Eden Shale Nursery quotes for the maintenance of the front entrance. With mulch the quotes ran from $4600 – $6025 for the 2016 growing season. After discussion Jim Overturf made a motion to do the mulching and maintenance ourselves with community volunteers. The motion was seconded by Henry Ford and approved. Lonnie Wright made a motion to dismiss the services of Eden Shale Nursery. The motion was seconded by Jim Overturf and passed. Jim Overturf will inform Eden Shale.

Old Business: None

New Business: After a brief discussion a new category, “Entrance Wall Replacement Fund” will be added to the proposed 2016 Budget and funded with $2000 from the entrance maintenance category. More funds may be added annually depending on remaining money after actual 2016 expenses

Meeting adjourned: 7:52 pm

Minutes submitted: Sharon McDermott, Secretary of Glenmary East Sections 1 & 2 on 3-14-16 10:00 pm

Approved: Lonnie Wright, Jim Overturf, Louis Holzknecht and Sharon McDermott

Meeting, January 11, 2016

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

Call to Order: 7:20 p.m.

Officers Report: Treasurer: Louis presented a proposal for the 2016 Operating Budget, Jim (President) concurred with the document. A change was presented to install a contingency fund, seconded and approved. Budget is in order to present at the General Meeting. The Treasurer presented bank statements and the current balance of the funds, which is to be posted on the Web site for members to see.

Secretary, Sharon, presented the days for the 2016 flag to be displayed at the entrance. 2-15- Presidents Day, 5-21- Armed Forces Day,5-30- Memorial Day, 6-14-Flag Day, 7-4-Independence Day, 9-5-Labor Day, 11-8-Election Day, 11-11- Veterans Day. Seconded and approved.

President: Jim had a discussion regarding problem neighbors; which seem to be the same ones over and over. The board decided to hold up on fining a member who did not comply with promises for a property project which was approved with conditions of material to be preformed and has not been completed. Lonnie volunteered to talk with the neighbor to be sure he understands the rules and to complete the project when weather permits. Discussion of a change at the irrigation system to install a sensor to better utilize the water usage. Seconded and approved.

Old Business: Sign at Herring Ct for No Outlet, this had to be delayed because committee person was absent from meeting. Will be resolved at next meeting. Jim to email Ken to make sure we have the answers from a company that had not been available for a legal answer on placement.

Meeting location for the General Meeting has been researched by Jim and the cost and location was accepted and approved. Fern Creek Community Center will be reserved at a cost of $50 for the non-profit organization meeting. The date was set for April 14^th, pending availability of the hall.

New Business: A discussion regarding the rewording of the Covenant Article 12, paragraph (b); The Board voted to approve adding the following wording to the end:

The Board of Directors cannot comment on location of the fence within the owners’ property line. The Board, therefore, disclaims any liability for fence location; the Board only approves type of construction and height per paragraph 12 (b), and the condition of such fence over time.

This addition was approved by the Board and will be presented at the General Meeting for approval.

The Board discussed a method of getting a copy of the proposed budget to the members prior to the meeting per compliance with the By-laws. Also a suggestion was made to highlight the new dues amount, we have an increase of $25 this year and the validity of the increase can be seen in the cost of operation per the past years and the increases that we face from normal price increases from utilities and companies that we, as a community, have to pay.

Meeting adjourned: 8:10pm

Minutes submitted: Sharon McDermott, Secretary of Glenmary East Sections 1&2 on 1-13-16 10:45am

Approved: Jim Overturf, Ken Bickel, Karen Bickel, Louis Holzknecht, Lonnie Wright and Henry Ford.