HOA Handbookpurchase property in a neighborhood governed by an HOA. Membership in the Glen Lakes HOA is automatic for legal owners of property within the community. We have 208 lots

2011

HOA Handbook

Glen Lakes Homeowners Association |Cordova, TN 38016

http://glenlakes.wordpress.com/

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February 2011

We as the Board of Directors for the Glen Lakes Homeowners Association want to welcome you

to our community! We are glad to have you as a neighbor and think you will enjoy living in Glen

Lakes.

This packet of information provides you with important information not only about our specific

sub-division (Glen Lakes) and the operation and maintenance of it, but also helpful information

related to the community of Cordova and its surrounding area. Homeowners Associations are

not as well known in the Memphis area as they are in other parts of the country, so we also

want to make you aware of whom we are and what our role is in your community.

We hope you enjoy this handbook and find it useful. It’s our desire to have a safe, friendly, and

well maintained neighborhood for the use and enjoyment of all who live here.

If we can assist you, please let us know.

Your 2010 Association Board

Wayne Pitts President 1845 Speyburn Cove

Robert Ahokas Vice President 9956 Oban Drive

Ashley Craig Secretary 1908 Talisker Drive

Johnna Field Co-Treasurer 1934 Bowmore Cove

Don Kesner Co-Treasurer 9928 Oban Drive

Daniel Bice At-Large 1810 Houston Levee

Marc Holder At-Large 9991 Bowmore Drive



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Table of Contents

Pg 2 Welcome Letter

Pg 3 Table of Contents

Pgs 4-6 Quick Reference Guide

Pg 7 Community Contact Info

Pg 8 Community Map

Pgs 9-11 Guidelines

Pg 12 Table of Penalties

Pg 13 Architectural Review Form

Pg 14 Gate Access Code Update Form

Table of Contents



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What is a Homeowners Association?

Freedom is relative. Everyone lives under different governing authorities that exercise control

over different aspects of our lives. From the Federal Government forcing us to give them our

hard earned resources (think “taxes”) to local governments who place restrictions on what

individuals can and can’t do on their land (think “building codes”). None of us are free to simply

do whatever we want. A Homeowners Association is yet one more

governing body with rules and regulations with which property owners

must comply. But unlike the Federal Government or our local

governments where you really don’t have much choice in the matter, a

homeowner chooses to live under an HOA by the very fact they chose to

purchase property in a neighborhood governed by an HOA.

Membership in the Glen Lakes HOA is automatic for legal owners of

property within the community. We have 208 lots that compromise our membership rolls. The

Glen Lakes HOA Board is comprised of individuals who must be property owners in Glen Lakes,

must be a resident of said property, and are elected annually by the membership. The Board is

tasked with managing the affairs of the Glen Lakes HOA according to the voted on and approved

Covenants and Bylaws filed with the Shelby County Government. Se the Covenants and Bylaws

here: http://glenlakes.wordpress.com/covenants/.

Glen Lakes Management Company

The Glen Lakes HOA Board has contracted with Keith Collins Company to assist us in handling

the everyday affairs of our association. Joyce Millard is the property manager assigned to us.

She is your first line of contact on any neighborhood needs. She may be contacted by phone at

901.753.4170, ext. 100, or via email at [email protected]. Any needs, such as gate

openers, or problems such as parking issues, should first be directed to Joyce. Your association

dues, special assessments, and fines are paid to Keith Collins Co. and they coordinate the

deposits going into our HOA Bank accounts.

HOA Common Areas and Property

Unlike many Homeowner Associations, the Glen Lakes HOA actually owns a large percentage of

the land in our community. Essentially, if it’s not someone’s home and lot, then the HOA owns

it. For example, the HOA actually owns all five ponds and the land surrounding them. The HOA

actually owns all the streets, sewage and drainage systems, parking areas, and the street lights

that illumine them. The HOA owns the gates and the gazebo area at our main entrance and

south entrance. The HOA owns the land in the coves and the land on the eastern edge of the

community. This land is there for the use of homeowners, but there is a large responsibility

placed on us to properly maintain and manage these assets. That means we pay all bills

associated with these assets including electricity (for gates, fountains, street lights, etc.) and

Quick

Reference

Guide



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grounds keeping (like flowers, grass mowing, tree/shrub grooming). This property is maintained

for the enjoyment of legal owners in Glen Lakes. It is incumbent upon each of us to respect

each other in our usage of the land. BE THOUGHTFUL! You are only one of 208 owner/users.

Parking

One of the challenges our neighborhood has is with the availability of parking. Our streets are

narrow and many homes have very short driveways. In light of this, local law enforcement, along

with medical and fire agencies have asked that we keep our streets and

access alley’s as free from parked vehicles as possible. In case of an

emergency, they will need unhindered access to move their vehicles

within our neighborhood. The HOA Board has promulgated a set of

guidelines that can be found in this document, but in essence

homeowners are expected to park vehicles either in their own garage,

in their own driveway, or in one of the two parking lots provided on

Talisker. Trailers of any kind are NOT ALLOWED to park on the streets but must be parked in

garages or in the parking lots. A more detailed explanation can be found in the legal Covenants

posted on our website. Failure to comply with these guidelines not only irritates and endangers

your neighbors, but also risks fines and towing charges.

Security

GATES: We are privileged to live in a gated community. This means that access to Glen Lakes is

restricted to homeowners and guests. For homeowner’s convenience, “Clickers” can be

purchased from our management company, or you can use the pre-programmed access code at

the entry of the main gate. This access code can also be obtained from the management

company. Guests may scroll through the listing at the gate and phone you. To give access to a

guest, while on the phone with your guest at the gate phone, simply press the “9” button on

your touch tone phone and the gate will open.

PERSONAL PROPERTY: If a homeowner is experiencing some kind of theft, vandalism, or noise

pollution to their property, it is not the responsibility of the HOA to pursue perpetrators. In case

of any of the above situations, homeowners should contact the Shelby County Sherriff’s office

and file a report or complaint. The HOA cannot legally do anything to assist you. The direct line

to the Sherriff’s dispatch desk is: 901.379.7625. The HOA Board is not responsible for notifying

the community of any reported victimization and the Board is not a security agency. It is helpful

though to inform the HOA Board if you are experiencing any of the above issues.

Ponds

We are fortunate to have five beautiful ponds on our property. These ponds all have names.

The two that front Houston Levee Road are named Glen Lake North and Glen Lake South

respectively. The small pond behind the Gazebo is named Little Glen Lake. The large lake on the

Quick

Reference

Guide



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north of the property is named Audrey Lake, and the small pond on the north east corner is

named Little Audrey Lake. Most of these lakes have various kinds of wildlife in them from fish,

turtles, and snakes to various kinds of duck and geese. We ask homeowners and guests to not

harass the waterfowl and to be careful during the spring and watch out for mother’s sitting on

nests. Please stay away from nesting birds. Mother waterfowl have been known to attack and

their bites can be painful. The HOA allows catch and release fishing only and only by

homeowners. Fishing by non-homeowners is not allowed. The HOA does NOT allow swimming

or boating in the ponds. Care and maintenance of the ponds and

fountains are managed by the current HOA Board.

Rental Properties / Leasing Prohibition

In November of 2008 during a regularly scheduled meeting of the HOA

membership, we voted in a provision that prohibits any property in

Glen Lakes from being leased (rented). This rule applies to property

purchased AFTER November 28, 2008; all property owners who held title in Glen Lakes before

that date are allowed to lease their home if they desire. Property owners who purchased after

this cutoff date are NOT ALLOWED to lease their property without obtaining previously written

consent from the current HOA Board. Severe penalties can be levied that potentially can result

in the forced foreclosure and sale of the property. The HOA Board takes the leasing of property

seriously, and violators will be aggressively pursued.

Annual Dues, Special Assessments, and the Annual Budget

As of this writing the annual dues are $600 per lot. According to the bylaws, these dues may

increase no more than 10% in any calendar year. Dues are assessed at the beginning of the year

by the outgoing HOA Board. Special assessments may be levied from time to time, but only for

the purpose of capital improvements to the HOA owned property. The annual budget is created

late in December by the outgoing HOA Board. The incoming Board in January may amend this

budget, or choose to accept it being the recommendation of those Board Members who have

been previously managing the HOA assets. Failure to pay HOA dues or special assessments will

result in late penalties and fines. Continued failure to pay will result in a lien being placed on

the property. Even further failure to pay can be cause for garnishment of wages and ultimately

a forced foreclosure and sale of the property. The HOA membership voted in November of 2008

to allow for “Non-Judicial Foreclosure”. That simply means in certain situations that a home can

be foreclosed on without the case having to go before a judge or jury. This option is intended as

a last effort at collecting legally owed dues from homeowners who, for whatever reason, have

not paid their portion of the annual assessment or special assessments.

Glen Lakes Website

The HOA Board funds and maintains a community website. PDF’s of our legal charter and bylaws

are here along with regularly updated financial spreadsheets. Homeowners may also find timely

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announcements regarding current issues in the community. For example, if you enter the

community one night and the gates are not functioning, check the website and see if something

has been posted. If not, the Board may not know about it yet. If you notice some kind of issue

with the streets (we had a sinkhole one time), check the web and see if something has been

posted. Community wide events are also commonly posted on the

website. It is:

www.glenlakeshoa.org

Emergency Services

Police

Shelby County Sherriff: 901.867.1400

Fire and Paramedics

Shelby County Fire Department: 901.386.1728

Hospitals

Baptist Hospital/Memphis 6019 Walnut Grove Road, 901.266.5000

Methodist Hospital/Germantown 7691 Poplar Ave, 901.516.6000

St. Francis/Bartlett 2986 Kate Bond Road, 901.820.7000

Public Schools

Macon Hall Elementary (K-5) 9800 Macon Dr, 901.759.4530

Mt. Pisgah Middle (6-8) 1444 North Pisgah Road, 901.756.2386

Arlington High School (9-11) 5475 Airline Road, 901.867.1541

Cordova High School (12) 1800 Berryhill Road, 901.759.4540

Utilities and Services

Electricity, Gas, Sewer, and Water

MLGW 901.544.6549

Cable Television

Comcast 901.259.2225

Direct TV 800.200.0827

Phone

AT&T 888.757.6500

Comcast 901.259.2225

Newspaper

The Commercial Appeal 495 Union Ave, 901.529.2211

Cordova Beacon, 901.388.1500

Post Office

Cordova Post Office, 8255 Macon Road

Waste Disposal

Express Disposal, 901.794.9750

Southern Disposal, 901.398.5400

Community

Contact

Information



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Glen Lakes

Site Map



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Constructing Fences and Walls

The Glen Lakes Homeowners Association has adopted a Guideline for the construction of fences and

walls on all Lots in the Property. This Guideline will greatly improve, though not guarantee, the likely

approval of your plan by the Architectural Review Committee (ARC). All plans for fences and walls

requires submission of a formal request to the ARC as called for in the Declaration of Covenants,

Conditions, and Restrictions for Glen Lakes and the Second Amendment to the Declaration and

Covenants, Conditions, and Restrictions for Glen Lakes, Article IX: Architectural Control.

1. In order for any request to be reviewed by the ARC, the homeowner should be current with all

fees and expenses due to the Homeowner’s Association or have

evidence that an acceptable plan has been approved by the

management company.

2. All ARC requests regarding fences and walls should have a schematic

drawing clearly specifying the dimensions and placements of all walls in

relation to structures and property lines.

3. All ARC requests must be received by the Committee at least 48 hours

prior to a scheduled meeting in order to receive full consideration.

4. The maximum finished height of any wall may be no higher than seven (7) feet as measured

from the grade on the lower lot (homeowner or neighbor).

5. The materials approved for privacy walls include:

a. Stained wood in a brown shade consistent with the community

b. Brick, identical to the construction materials used in construction including slurried

brick.

c. Wrought iron

d. Vinyl materials are expressly not allowed.

6. The wall shall be finished in a quality workmanship manner on both sides of the wall

(homeowner and neighbor). For wooden privacy walls, the studs, posts, slats and other

reinforcements must face inwards, towards the homeowners property. The finished side faces

outwards.

7. Preferred fences will include wooden trim along the top of the fence.

8. Wooden and brick fences and walls must be flush with, or embedded in, the ground. Wooden

or brick fences that are suspended are not allowed. Wrought iron fences should not be more

than six inches above the ground.

9. Written acknowledgement of project by affected adjacent neighbors is encouraged and should

be delivered in advance to the HOA Board. Neighbor approval is not required.

10. Privacy walls and fences should be maintained regularly and are subject to maintenance fines.

11. Fence construction projects should be completed as proposed within 30 days of initiation

without exception. Unfinished fences will be subject to fines and/or removal.

Homeowners are solely responsible for compliance with Zoning and County Ordinances. The Guidelines

does not guarantee compliance with County requirements and regulations. Homeowners are cautioned

to satisfy themselves that the wall is structurally sound.

Guidelines



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Security Iron and Storm/Screen Doors

The Glen Lakes Homeowners Association has adopted a Guideline for security iron and storm/screen

doors on all Lots in the Property. Following the Guidelines below, homeowners may install security iron

and storm/screen doors without submitting a request to the Architectural Review Committee.

Deviation from the guideline requires submission of a formal request to the Architectural Review

Committee as called for in the Declaration of Covenants, Conditions, and Restrictions for Glen Lakes and

the Second Amendment to the Declaration and Covenants, Conditions, and

Restrictions for Glen Lakes, Article IX: Architectural Control.

1. The color of security iron shall match the color of the trim paint and

existing ironwork.

2. The color of a security of storm/screen door shall match the color of the

brick/stucco, painted trim, or the color of the door.

3. The security iron may enclose a front entry area into the home between existing brick or stucco

pillars.

4. Security iron on windows is expressly not allowed.

Homeowners are responsible for compliance with County Ordinances and all other regulations

pertaining to emergency exits.

Should a homeowner install a storm or screen door or security iron outside of the guidelines above

without approval, the Architectural Review Committee will request that it be brought into compliance or

removed.

Should the homeowner wish to install storm/screen doors or security iron outside of the guidelines

listed above, the Architectural Review Committee must be contacted in advance of installation. The

Architectural Review Committee will require the submission of information on any alternate installation

for its consideration.

Expansion of Driveways

The Glen Lakes Homeowner’s Association has adopted guidelines for expanding driveways.

Homeowners that would like to expand driveways must submit a request to the Architectural Review

Committee.


fees and expenses due to the Homeowner’s Association or have evidence that an acceptable

plan has been approved by the management company.

Guidelines



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2. Additional width of 48” may be added to the front door side of the driveway and 36” may be

added on the opposite side. NOTE: The total area of increase cannot exceed 60% of the total

area of the front yard. The combined width of the driveway and added sections shall be limited

to thirty feet.

3. Additional width shall be poured concrete to match the color and finish of the existing driveway.

4. The thickness of the additional driveway area must be no less than six inches.

5. Paving stone or blocks can be added alongside the front entry side of existing driveway to be

used only for foot traffic. This area is not to be used for vehicles to park upon.

6. Driveways not in compliance with the above regulations are subject to fines and/or removal.

Swimming Pools

The Glen Lakes Homeowner’s Association has adopted guidelines for installing swimming pools.

Homeowners that would like to install a swimming pool must submit a request to the Architectural

Review Committee. Here are some guidelines to assist homeowners in developing proposals to the

Architectural Review Committee.


fees and expenses due to the Homeowner’s Association or have evidence that an acceptable

plan has been approved by the management company.

2. Above ground and below ground pools are allowed under certain conditions.

3. All pools must comply with Shelby County ordinances.

4. Swimming pools are not approved for rental properties.

5. Pools are only allowed in back yards and must be enclosed by a fence that meets the Glen Lakes

HOA Guidelines for fences. Automatic or manual pool covers do not qualify as a fence. Pool

gates should be lockable.

6. Homeowners are strongly encouraged to install anti-drowning drain covers.

7. Pools must be maintained to prevent health risks. Pool owners may be required to provide

evidence that pool water meets standards according to the Shelby County Health Department.

Stagnant or foul smelling water will be the responsibility of the homeowner to correct.

8. All pools shall be enclosed with a fence that meets Shelby County Codes and includes lockable

gates. No gate shall open to common property areas.

9. Written acknowledgement of project by affected adjacent neighbors is encouraged and should

be delivered in advance to the HOA Board. Neighbor approval is not required.



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Violation Penalty

Trash cans left out in view of streets more

than 2 days prior/after pickup date.

$25.00

Utility trailers, moving trailers, boats,

Watercraft, RV’s and Mobile Homes

parked on street.

$100.00 per week

Basketball goals (including moveable)

not stored behind building line.

$50.00

Grass more than 6” high

Cost to groom plus $25.00

Overgrown Landscaping

Cost to groom plus $25.00

Fencing (broken or missing)

$50.00

Cable or Radio Antenna’s improperly mounted $100 per occurrence plus forced removal of

infraction.

Cars parked in the street or alleyway more

than 8 days in a year or more than 4 days

in a row.

1st Occurrence = Warning

2nd Occurrence = $25.00

3rd Occurrence = $50.00

4th Occurrence = Towed at owners expense.

Architectural change without ARC approval

$150 per occurrence plus forced removal of

infraction.

*** Note: please refer to the CC&R’s on the website for more detailed information on Glen Lakes

subdivision rules and regulations.

*** NOTE: This list is not intended to be all inclusive. The Board of Directors may assign fines for other

offenses as they occur and as they are brought to the attention of the Board.

To avoid further penalties, payment is required within 30 days of notification, along with the correction

of the violation. If violation is not addressed, another fine may be assessed.

Table of

Penalties



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1. OWNER’S NAME:

LOT # AND PHYSICAL ADDRESS:

PHONE:

EMAIL:

2. CONTRACTOR’S NAME:

PHONE:

3. ESTIMATED START DATE:

ESTIMATED COMPLETION DATE:

4. DETAILED DESCRIPTION OF IMPROVEMENTS:

5. DETAILED DESCRIPTION OF MATERIALS:

This form may only be submitted by a property owner (renter’s may not submit this form). Please attach

other appropriate information such as a plot plan (engineer’s survey), elevations, pictures, brochures,

architectural plans, etc. to make sure that there is not a delay in the review process. Please allow 30

days processing time for your ARC Form to be voted on.

Architectural

Review

Form



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GLEN LAKES

ACCESS CODES

The computer which houses the gate information is located in the offices of Keith Collins Co.

Please complete the attached form and fax to them for processing.

Please complete the info below for EACH remote you order.

Thank you for your cooperation.

Please mail or fax the form to Keith S. Collins Company, LLC. Thank you.

--------------------------------------------------------------

GLEN LAKES ACCESS INFORMATION

NAME: _________________________________________________________________

ADDRESS: _____________________________________________________________

PHONE: ________________________________________________________________

Remote(s) Info: 5 digit # from remote _________________________




KEITH COLLINS CO.

3 036 CENTRE OAK WAY •

GERMANTOWN, TN. • 381 38

PHONE: 753 -41 70 FAX : 753 -621 5

[email protected]

Gate Access

Codes

Documents

HOA Handbookpurchase property in a neighborhood governed by an HOA. Membership in the Glen Lakes HOA is automatic for legal owners of property within the community. We have 208 lots