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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
Glen Lakes Homeowners Association |Cordova, TN 38016
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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
Glen Lakes Homeowners Association |Cordova, TN 38016
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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
Glen Lakes Homeowners Association |Cordova, TN 38016
http://glenlakes.wordpress.com/
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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
Glen Lakes Homeowners Association |Cordova, TN 38016
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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
Quick
Reference
Guide
Glen Lakes Homeowners Association |Cordova, TN 38016
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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
Glen Lakes Homeowners Association |Cordova, TN 38016
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Glen Lakes
Site Map
Glen Lakes Homeowners Association |Cordova, TN 38016
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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
Glen Lakes Homeowners Association |Cordova, TN 38016
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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.
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.
Guidelines
Glen Lakes Homeowners Association |Cordova, TN 38016
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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.
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. 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.
Glen Lakes Homeowners Association |Cordova, TN 38016
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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
Glen Lakes Homeowners Association |Cordova, TN 38016
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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
Glen Lakes Homeowners Association |Cordova, TN 38016
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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 _________________________
Remote(s) Info: 5 digit # from remote _________________________
Remote(s) Info: 5 digit # from remote _________________________
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
Gate Access
Codes