2015 Board Minutes

GNA Board Meeting Minutes- January 5, 2015
Micheal Reitzel’s House
1. Board Members
Robert Cadenhead, president-present
Tracy Sims, Treasurer-present
Michael Reitzel, Secretary-present
John Alden, Vice President-present
Eric Dorris, Vice President-present
Cortney Johnson, Vice President-present
2. Budget
Tracy presented the status of the current year expenditures compared to the Budget as well as a draft
Budget for 2015. GNA is operating within the approved Budget for this year but the Budget for 2015 will
need to be adjusted as with expenditures on the website we are now running at a deficit.
Last meeting John had recommended that the treasurer be given check writing authority for
expenditures up $500 for items approved in the current year Budget. Any expenditure over $500 should
be co-signed by either the president or secretary. The board did not address this issue this meeting.
3. Landscaping
Eric reported that Mike Ferrell will paint the Gate House shutters an egg shell doe skin once the current
cold weather passes. Eric also will help organize a trash pickup day. The board will pick a date also for
GNA wide fire ant prevention day.
4. Water
John reported that he has attempted to contact the Austin Water Utilities about them performing fire
hydrant water pressure tests throughout the neighborhood and the rumored proposal to allow a new
development across City Park Road to obtain water by hook up with the Genlake/ Westminster Glen
water system.
John has left phone messages and is waiting on a response to this from Jill Mayfield at Austin Water. It
was requested that he invite a representative from Austin Water to address our general GNA meeting
on January 27th.. NOTE & UPDATE: John has confirmed that Austin Water Utilities says they will have a
representative at the scheduled meeting.
5. Signage
Courtney reported that David Greer, the county traffic engineer has some signage available for our
neighborhood. She will form a GNA working group to develop some suggestions/recommendations for
GNA board to review and then pass onto Engineer Greer.
GNA Board Minutes of January 5, 2015
pg. 1
John stated that in his opinion the numbers David Greer provided at the Traffic Committee Meeting, and
referenced in our last Board Meeting Minutes, are erroneous. He said the total traffic volume on the
September 2014 traffic study was 1774 cars per day not the 1100 the county engineer mentioned and
that his estimate of approximately 150 cars cutting through our neighborhood should have been
reported as in addition to the volume already cutting through from the 2002 study used as a
comparison. In the 2002 study the Traffic Engineer stated that the volume on the 911 driveway was 321
vehicles per day and that a substantial portion originates outside the neighborhood. John proposed
that we also consider some signs on the 911 road that would deter people cutting through our
neighborhood.
David Greer also asked for recommendations on where to do tree trimming and this working group will
address that as well.
6. Website
Courtney reported on the website progress. She obtained 2 bids and the board discussed both of them
and accepted her recommendation. She will contact the one chosen and begin implementation of a new
website. At the board meeting, it was felt that the working group approach worked well in the past and
the board asked Courtney to form a GNA working group to help shape the needs of the new website.
7. Gate House County Agreement
Bob asked Mike to work with the county to obtain a license agreement with the county to allow GNA to
maintain the gatehouse.
8. Austin Neighborhood Council – repeat from December BOD meeting
Courtney reported on this item based on input from Carol Lee. Carol is a past president and serves on
the board of the Austin Neighborhood Council (http://ancweb.org). Carol explained that as a past
president she gets a vote on this council. Our association in addition has positions for the president and
a designated representative. The next meeting of the council is January 28th, the day after our general
association meeting. It was erroneously reported in the last board minutes that Linda Bailey is currently
serving as the GNA representative. We still need to identify a GNA representative. We also need to be
sure Bob as president tries to attend.
9. Membership Engagement
In preparation for the January meeting, Tracy, Courtney and Mike agreed to work on contacting
neighbors who may not be well informed to get them more engaged either by attending the general
meeting or paying dues or providing proxies. Tracy pulled together a list of those who are in the
neighborhood, and are not on the yahoo group, pay dues or attend meetings. We will use this to guide
us in contacting them via email, US mail or by phone. We hope to get more involvement and also more
members paying dues so we can make up the short fall in the budget.
10. Architectural Control Committee
Mike Reitzel reported that prior to the December board meeting he has spoken to Richard Yoder who is
doing a great job actively as ACC chairman and is dealing with some active ACC issues. It is important we
add more ACC committee members as we have 1 member and should have 5. The board feels 5 may be
GNA Board Minutes of January 5, 2015
pg. 2
too many but we need now more than one person on the Glenlake 1&2 ACC and will be searching for
volunteers.
11. Texas HOA Property Code Laws
Mike presented an update on the Texas HOA laws at the last board meeting. The board did not feel this
was something that should be presented to the general membership on January 27th.
12. Records Retention and Production Policy
In order to comply with the HOA laws, Mike presented a proposed Records Retention and Production
The board unanimously approved the policy. Bob will see that it is posted on the GNA website.
13. General Association Meeting Agenda
Here are the proposed items for the association meeting on January 27th at 7:00 PM at River Place:
- Budget
- Elect Board member as Bob Cadenhead’s term is up. He is intending to run again for his 3rd term.
- Signage
- Website
- Trash Pickup and Fire Ant Day
- Ice Cream Social- be sure it happens this year
- ACC member requests
- Austin Neighborhood Council representative request
- Membership Drive
-Water
12. Next Meetings
The next GNA board meeting will be held February 18, 2015 and will cover those items discussed in the
minutes.
The next general meeting of the GNA association will be held January 27, 2015 at 7:00 PM and Eric has
already arranged for the room at River Place Country Club.
Respectfully submitted,
Michael H. Reitzel, Secretary
Glenlake Neighborhood Association
GNA Board Minutes of January 5, 2015
pg. 3
GNA Board Meeting Minutes- March 4, 2015
Micheal Reitzel’s House
Officers and Board Members
Robert Cadenhead, president-present
Tracy Sims, Treasurer-present
Michael Reitzel, Secretary-present
John Alden, Vice President-present
Eric Dorris, Vice President-present
Cortney Johnson, Vice President-present
1. Bob Resigned from the Board
Bob Cadenhead announced he was resigning from the board with the following statement“As the January general meeting rolled around I was looking forward to cycling off the board after many
years. I have some new business opportunities that are my top priority. Prior to the meeting a number
of residents approached me with some concerns about the board and asked that I accept their
nomination. Some progress has been made since then and I think their concerns have been addressed.
With that said, please accept my resignation from the GNA board effectively immediately.”
The board expressed deep appreciation for his leadership the past year as president.
2. Treasurer Report
Tracy requested authority to:
Move Funds from Ameriprise Money Market Fund to Plains Capital Bank – a Money market account,
which will earn a little more interest- $18,000 total and close Ameriprise.
Also move funds from Chase Savings & Checking –about $2,500 to Plains Capital Bank – Money Market
Also, set up a Plains Capital Bank Interest earning Checking account, and both Chase Accounts closed.
The board approved these actions.
3. Landscaping
Eric reported that Mike Ferrell will paint the Gate House shutters an egg shell doe skin once the current
bad weather passes. Eric also will help organize a trash pickup day and will pick a date also for GNA
wide fire ant prevention day.
4. Website
Courtney reported on the website progress. She will make a request to residents to submit highresolution photographs (particularly horizontally oriented) for use on the new website. Eric will pick up
this responsibility from Courtney over time. Tracy will be setting up a meeting between the developer
and Eric and Courtney to work on details face to face probably at Tracy’s home.
GNA Board Minutes of March 4, 2015
pg. 1
5. Signage
Courtney reported on the status. The speed limits will be posted on the other streets that did not have
speed limit signs. She read an emailed explanation from the TNR representative regarding some
resident’s concerns about Far View Drive requiring 25 MPH, including thoughts that Far View should
have same MPH as similar road: Big View Drive. This email was entered into the records. TNR Rationale
for 25 MPH in comparison to Big View’s 30 MPH included:
Big View is 8 – 10 ft. wider than Far View
Big View is a neighborhood collector street with numerous side streets connecting to other collectors,
whereas Far View is considered a local street
Big View was revised from 25 MPH to 30 MPH on 11-29-07. This change was due to road length change
and Big View becoming a collector street rather than a local street.
Inclinometer-equipped trial runs of Far View showed a yaw during L-R and R-L turns indicative of 25
MPH.
Density, foliage and severe vertical grades also contributed to the TNR decision that Far View receive 25
MPH designation.
She feels signage has been substantially completed per the working group’ and association requests.
The board approved expenditures of no more than $200 for replacing existing Neighborhood Watch
signs.
John asked if TNR was still going to put small advisory signs on the recently installed intersection signs as
planned. He suggested that they should read “Limited Sight”, “Reduce Speed”, or “Slow”. Courtney was
also asked to investigate if GNA can request that Stop Signs be installed on Ranch Creek, Far View and
Turkey Creek.
6. Tree Trimming
Courtney reported on the tree trimming that was done and how visibility was improved throughout the
neighborhood. The only unaddressed issues were some visibility issues with foliage on the corner of
Ranch Creek and Glenlake Drive. Courtney said that four neighbors have asked her to have this corner
trimmed further due to limited sight lines. Courtney will investigate this with the owner and Mike will
support her.
7. Membership Engagement
Tracy, Courtney and Mike agreed to continue work on contacting neighbors who may not be well
informed to get them more engaged either by attending the general meeting or paying dues or
providing proxies. Tracy pulled together a list of those who are in the neighborhood, and are not on the
yahoo group, pay dues or attend meetings. We will use this to guide us in contacting them via email, US
mail or by phone. We hope to get more involvement and also more members paying dues so we can
make up the short fall in the budget.
This will start after the new website is up and working so it can be used as a communication tool.
GNA Board Minutes of March 4, 2015
pg. 2
8. Architectural Control Committee
The board approved the addition of Carol Lee, Tim Cole and Arthur McLean to join Richard Yoder who is
chairman on the Architectural Control Committee.
9. Officer and Board Roles
The board elected members to the following roles:
Michael Reitzel, President and Board Member
Courtney Johnson, Secretary and Board Member
John Alden, Vice President and Board Member
Eric Dorris, Vice President and Board Member
Tracy Sims, Treasurer
10. Gate House County Agreement
Mike worked with the county to obtain a license agreement with the county to allow GNA to maintain
the gatehouse. This agreement gives GNA the rights to do maintenance and gives us some influence
over what happens to the Gatehouse even though it is county property. The agreement requires general
liability insurance by the association. Some board members were cautious and asked Mike to talk to
Westminster Glen HOA who has an identical license agreement and see if they have any concerns.
11. 911 Road Update
Mike reported that attended a meeting with Hector Uribe, attorney for ESD4 and Kevin McDonald
recently. Hector had invited Kevin as Kevin had been Fire Commissioner in the past. Mike was there to
represent GNA. Hector shared that ESD feels uncomfortable with members of our neighborhood
attending their meetings. As a result, he informed us that he is investigating the possibility of
transferring the 911 road from ESD4 to the county. Mike reported that he contacted people at TNR at
the county and they indicated they were not very interested in taking responsibility for the 911 road,
but if they did, they would be required by state law to widen it to a full road width similar to Glenlake
Drive.
Mike reported that he suggested to Hector that perhaps a license agreement similar to the one
proposed for the Gate House with the county may take off some of the political pressure and give GNA
some influence over what may happen to that property.
The board also discussed the possibility of GNA purchasing the land from ESD4, but there is real concern
that the association, being a voluntary HOA, just may not have the financial capability to do this. Mike
agreed to look further into this issue.
It is clear this is an open issue and not yet resolved.
12. Austin Water
John reported that Bart Jennings had responded to the questions raised at our last General Meeting. He
said that decommissioning of the Glenlake facility on Far View is included in a large contract and that
GNA Board Minutes of March 4, 2015
pg. 3
work is planned to be completed between September of this year and March of 2015. Bart also said a
fire wise study is currently underway on the site by Austin Water and Austin Fire.
13. Next Meeting
The next GNA board meeting will be held near the end of April or early May. Mike will send out some
suggested times.
Respectfully submitted,
Michael H. Reitzel, Secretary
Glenlake Neighborhood Association
GNA Board Minutes of March 4, 2015
pg. 4
May 4th Glenlake Board Meeting Minutes
Present:
Michael Reitzel, President
Courtney Johnson, Secretary
Tracy Sims, Treasurer
Eric Dorris, Vice President
John Alden, Vice President
Austin Spencer, nominee for board vacancy
7:18 Michael Reitzel called the meeting to order
Michael noted that many residents in the neighborhood had called him to thank him for the
board’s recent, new activity.
Those present agreed to a suggested hard-stop of the meeting at 9 p.m. due to other personal
matters.
Eric Dorris nominated Austin Spencer to fill the vacant seat on the board.
Courtney Johnson seconded the motion.
No one opposed.
The Board reports that they have brought on Austin Spencer to fill the vacancy.
The issue regarding the board’s process for reviewing meeting minutes and their subsequent
approval was reviewed. Michael Reitzel suggested the following process:
 Secretary reports minutes to board via email, within a week of meeting.
 Board replies to all Board members, advising Secretary of corrections.
 Secretary re-releases to board within 2-3 days to entire board.
 A majority (3 persons) approval is required to approve minutes
 Changes suggested without objections are incorporated by Secretary.
 Changes suggested that are met with objection and cannot arrive at agreement are
recorded and added to the minutes.
Eric Dorris reported on the status of the Glenlake Website development.
 Eric said he has not heard back from Sonja, the website developer but that he believes
she is waiting on the board to generate a content list of what needs to be included in
the website, but through public portal and a private, password-accessible portal
 Eric Dorris has provided Sonja with beautiful neighborhood photos for site.
 Tracy Sims will investigate if Plains Capital has a plug-in for electronic direct payment, in
order t avoid incurring fees from use of a Paypal plug-in.
 John Alden suggested Eric make some suggestions for the content information that
Sonja needs allowing her to further this work.
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
Eric will ask Bob Cadenhead for access information to both the Yahoo group and the old
website.
Michael Reitzel reported on the Membership Drive.
 To date, membership drive has been put on hold to wait until website is operational.
 A discussion was held about the upcoming Glenlake Neighborhood picnic, to consider
contacting people who may not know about the picnic and who have not yet paid their
dues.
 Tracy reported that 90 people have paid dues; this time last year 109 people had paid.
The neighborhood has approximately 186 residents.
 Tracy did send out an email to everyone for whom she has emails for dues and about
the picnic.
 Eric reminded everyone on the board to please Bcc all residents when sending out mass
emails because of resulting links to spams.
 John Alden noted that the picnic is GNA’s biggest recruiting tool; perhaps it should be
promoted more. He suggested reaching out personally to those who have not yet paid.
 Austin suggested a letter with a self-addressed envelope.
 John suggested simplifying, perhaps a postcard invitation.
 Michael suggested asking Tracy if the event committee would send out another
reminder email and a nice postcard; that the board would pay for this expense.
Board Member Roles for 2015
 John Alden volunteered to be a representative for County Liaison
 Austin volunteered to be a representative on Committee and RPClub Liaison
 Eric agreed to continue to work on Maintenance.
 All other roles remain the same.
 Michael Reitzel agreed to work with Austin Spencer with coordinating new Architectural
Control Committee volunteer committee members: Arthur McClean, Carol Lee, and Tim
Cole.
Michael Reitzel commented on the proposed Gatehouse Licensing Agreement with Travis
County
 He has both called and emailed ESD #4 and had no response.
 Michael reported on his conversation with Jim Rumbo, Westminster Glen NA President.
They discussed the license agreement which WGNA has had for years on their City Park
Road entrance: Jim Rumbo highly recommends a license agreement and liability ins.
Jim Rumbo will recommend a property attorney that is currently advising the WNA. We
may consider seeking legal counsel on this issue.
 John disagreed with this recommendation citing that we may be taking on a liability we
do not have, since the Gatehouse is the property of Travis County.
 Austin Spencer strongly recommended liability insurance for the association.
 Michael noted his concerns: 1) Travis County gives us the right to maintain and treat it
like our property. 2) They require us to have insurance.
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
Eric Dorris and John Alden dissented from the recommendation for a license agreement
and liability insurance. Eric Dorris recommended that the Board seek third-party council.
He then volunteered to contact Travis County representative Paul Scoggins to
understand Travis County’s insistence that GNA purchase liability insurance for a
property we do not own.
Parkland Exploratory Committee, reported by Michael Reitzel
 6 GNA residents have volunteered to put together a proposal and a budget to complete
the application for a city program that helps pay for parks in their neighborhoods.
 If awarded, city would help pay for converting city property into park.
 June 1st is application deadline for concept.
 By filing the application, GNA is not committed to anything.
 Site description: 1.1 acres, on Far View Drive; location of old city water system that has
been decommissioned.
 Board voiced desire to review application before any commitment is made by GNA.
Due to commitment to hard-stop at 9 p.m., GNA Board meeting was adjourned at 9 p.m. A later
date in May will be considered to issues that were not covered or may need revisiting after the
GNA picnic.
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