Category: Meeting Minutes

In attendance: Karen Bickel, Ken Bickel, Lonnie Wright, Jason Scott, Jim Overturf, Henry Ford and Sharon McDermott

Meeting called to order at 7:06pm

Old business and reports:

Lonnie explained the next approach to repair the troubles and the entrance regarding the electric.  This operates the control for the irrigation and any accent lights that may be used.  There is a game plan and Jim is going to help Lonnie with the repairs.  If this fails, we are to hire a professional electrician and bite the cost.

Irrigation problem is due in part to the faulty electric, but the main problem is the billing by the Water Co.  Sharon is to try to get a resolution from the Water Co.  Will follow up with report on cooperation of LWC.

Delinquent homeowners and dues.

There are still 6 homeowners who have not fulfilled the obligation of the HOA dues.  This is hindering some improvements planned for the community.  We have one home owner who is renting/or leasing his home and is 3 years in the rear and now legal action is required.  A certified letter is again being mailed, and if no response or payment, a lien is in progress with a lawyer. The offender will be given a due date and then the process will be filed.

A plan to separate the monies and try to save for the Speed Hump project was discussed.  Laws need to be checked to see what is allowed for non-profit organizations for doing a CD or saving account.  Jason to follow up on this matter.  There has been no response from the Metro in regard to the survey for the speed humps, approximately 2 weeks have passed and it may take a little while longer for the Government to reply.  Along this same subject the matter of pot hole repair is to be determined, who is responsible; HOA or metro.

The matter for trash collection was discussed per the votes at the Annual Meeting.  Eco-tech needs 90% of the homes for a 2 year period to agree to the reduced rates.  We have LD, WasteManagement, Eco-tech and a couple of other companies rolling their big trucks through the streets about twice a week, this is wearing our roads not to mention the noise factor.  The plan is to get 54 of the homes to agree to one service and to start that as soon as possible.  Jim and Sharon are to present the facts and contact information for the neighbors to respond by email, voice mail, phone or fax.  Eco-tech will still bill each household for their personal service, so the homeowner will still have control on the amount of service they want to pay; trash, recycle or lawn waste.  The government is working on revising trash collection in the future due to the landfill sites becoming over full.

The matter of selecting new Board Officers as required by the By-laws was completed.  As of this time, all present members and officers will remain as the HOA Board.  This Board has gotten a lot of projects already completed: new street signs, and warning signs (children at play, no soliciting and neighborhood watch), the street lamps have been painted and new globes, and  soon the entrance will be up and running.  There is a quarterly news letter to all neighbors to keep everyone informed on the actions and needs of their dues.

Spring flowers that can survive until the water situation is resolved will be selected by the committee at Mrs. Baumlers on Brentlinger and planted by Landscape Outfitters.

Meeting adjourned 8:00pm

Minutes submitted by Sharon McDermott, Secretary, Glenmary East Sections I&II

 

 

Annual Meeting, April 11, 2013

The meeting was held at Promised Land Community Church, 7710 Bardstown Rd. Lou. KY.40291

Meeting called to order at 7:12 pm and a count of membership and 1 proxy with verification of membership standing was confirmed for a quorum.

Introduction of the Board to the membership and the agenda was presented.

Nominations for new members to the board:  There were no nominations.

Report of officers: Treasurer

Our balance in the Associations banking was reported with the budget of recurring expenses and monies needed for maintenance and upcoming projects to be completed.

A slide show presentation of the budget, projects and money disbursement was displayed for membership to follow.   A discussion of money shortage due to delinquent member’s dues payments was brought up by the committee.   We have 9 homes that have not paid their share of supporting this community; one homeowner is 3 years in the rear with fines and legal fees attached to that.

Old Business:  Entrance

An update on the necessary repairs needed for the entrance regarding the electric meter and the battle with the Water Co over the billing of the water meter for the entrance was explained by Jason Scott.  The water company had placed a meter and said that the bill would be separate; but now says the bill has to go to an address, but it is not a separate bill, the water company has added the charges onto the bill of the treasurer.  Mr. Scott is trying to work this billing matter out or we are going to have to install a totally separate meter with an additional charge for the meter and installation.   An electrician is to be hired to move/repair the electric box that controls the timers and future lights at the entrance.   Once these matters are corrected the entrance can be landscaped with plants and small shrubbery.

New Business:  Signs: Ken Bickel designed and hired Duggins Co. to make and install the No soliciting and neighborhood watch signs located at 8306 Old Toll Rd and at 11200 Sewell Dr.   Also, the Newsletters that are sent to the neighbors are designs by Ken and have information of the upgrades and changes that are occurring in the neighborhood, often with pictures of such.

By-law and Covenant amendments were explained by Sharon McDermott and the body was shown how to find them on the Web site.  A vote was requested and seconded and a hand count vote to ratify the amendments was taken.  The amendments passed.

Speed Humps: Jason Scott presented the cost and plan for speed humps.  A survey is required first and only one more signature is needed for that form to get that process started.  Once the survey is complete the county will tell us how many speed humps we can install.  The county picks up half of the cost and our community will pay the other half; at an approximate of $1100 per hump.

Garbage/Trash collection:  The covenant calls for only one trash service in the community.  We have fallen by the wayside on that matter ages ago.  Jim Overturf has been working with the different collection agencies to obtain the best rate to try to get us back to the covenant.  Republic (ID), Eco-tech and Rumpke responded with price quotes; Waste Management never returned any calls or emails after several attempts.  The best price for trash, recycling and yard waste was presented by Eco-tech.  The service would include 1 container with a quarterly cost of $36.20, 1 bulk item per week (no call required), recycling at a $15 per quarter charge and yard waste at $55 for a season of Apr-Dec.  The invoice would go to individual homeowner and a commitment of 2 years would be required.   After some discussion with the membership, it was decided to approach Eco-tech with one more request at the price.  When the final information is obtained, a letter with all of the figures will be submitted by mail to the membership.  The community now has 4 trash agencies with a trash day, and a recycle day driving on our streets.  Four days out of the five per week, trash trucks are up and down our roads, this is a lot of wear on the streets and a lot of noise.   We are trying to find a better way of doing this.   Any of the above companies would require 55 of 61 homes to be with their service.

All of the slide presentations were professionally displayed by our Mr. Lonnie Wright and a demonstration of the Web site with its categories for information was explained.  The section with the amended By-laws and Covenant were pointed out to the membership.

Our location was provided with no charge by Mr. Henry Ford and he had the microphones and slide equipment ready for the meeting to begin.

A question and answer time was allotted to the membership and the main suggestion was to place liens on the unpaid homes.   The consensus by the membership was to do it.   The second topic was regarding more information on the trash, which we will follow-up and send letters.  The third concern was how tight the budget is for the expenses vs. income.  The board explained that we try to keep the dues as low as possible, and that is why sometimes it takes a longer time to get projects completed.  The speed humps are our largest expense for the future, but it may take a couple of years to have the funds.  Right now, the unpaid dues would actually cover the cost of one of the speed humps.  Some of these unpaid members are the same people that complain about the speeding traffic.

The meeting was adjourned at 8:00pm.

After the meeting the board met to sign the approved Covenants and By-laws and the documents were notarized by Henry Ford.  The document of the Covenant has to be filed with the County Clerk’s office and that shall be done in the week of April 15, 2013 by the Secretary, Sharon McDermott.  After filing the document, the originals will be kept on file at Glenmary East Sections I&II secretary’s office.

Minutes respectfully submitted,

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

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