POA Meeting Minutes
St. Joseph’s Glen Property Owners Association
Meeting Minutes
Date: 08/20/2026
Location: City Hall, Alexander
Meeting Called to Order: 7:03 p.m.
Presiding Officer: Tonya Prowse POA President
Vice President: Alex Blake (Absent due to illness)
1. Call to Order and Opening Remarks
The meeting was called to order at 7:03 p.m.
The POA President welcomed homeowners and explained that the St. Joseph’s Glen Property Owners Association is intended to operate through open discussion and homeowner participation. It was noted that the Vice President was unable to attend due to illness and that there are currently two open POA officer positions.
Homeowners were encouraged to participate in the discussion and provide comments, questions, and suggestions throughout the meeting.
The use of Nextdoor as a community communication tool was briefly discussed. Homeowners noted that, although conversations on the platform can occasionally become contentious, it has also been useful for quickly distributing information about emergencies, police activity, suspicious activity, and other neighborhood concerns.
A suggestion was made that the subdivision consider establishing a private online group specifically for St. Joseph’s Glen homeowners.
2. Private Sewer Billing and Homeowner Accounts
Before beginning the primary agenda, the Association discussed concerns involving sewer billing.
It was reported that conversations with the water company indicated that there are homeowners within the subdivision who have accumulated unpaid sewer balances, including some homeowners who apparently had not established or paid a sewer account for an extended period.
There was also discussion, based on information received but not independently verified by the POA, that homeowners with substantial delinquent sewer balances may be able to contact the sewer provider and establish a payment arrangement. Under such an arrangement, water service may potentially be restored temporarily while payments are being made. If the homeowner fails to comply with the arrangement, service could again be disconnected.
Homeowners questioned how sewer balances could become substantial before service was interrupted or the homeowner was made aware of the issue.
A newer homeowner explained that when purchasing or moving into a home in the subdivision, it may not be immediately apparent that water and sewer service are provided and billed separately.
The Association discussed whether a better procedure could be established so that water service is not initiated for a new homeowner until confirmation is received that the homeowner has also established the required sewer account. It was acknowledged that such a procedure would involve the utility providers and is outside the direct control of the POA.
Homeowners with individual billing disputes were encouraged to contact the appropriate utility provider directly and, if necessary, seek independent legal or consumer assistance.
The Association reiterated that St. Joseph’s Glen currently receives wastewater treatment through a privately owned sewer treatment system, which is a major reason the subdivision has been working toward connection to a municipal sewer system.
Homeowners were reminded that information concerning the Association’s previous sewer litigation is available on the St. Joseph’s Glen POA website, which can be accessed through the QR code provided on the meeting handout.
3. Road Improvement Project
Background
The Association reviewed the proposed major road improvement project.
At the previous POA meeting, homeowners authorized the Association to move forward with obtaining estimates for substantial road repairs throughout St. Joseph’s Glen.
The objective is not simply to make temporary repairs. The larger goal is to:
- Bring the subdivision’s roads up to an acceptable condition;
- Protect the roads from continued deterioration; and
- Position the subdivision to request that the City of Alexander accept responsibility for the roads after the improvements are completed.
The Association explained that the current annual POA assessment of approximately $60 per homeowner does not generate enough revenue to perform major road reconstruction.
For the past several years, POA funds have been accumulated to allow larger repairs to be performed. Even with those accumulated funds, the Association would not be able to address all of the significant road problems throughout the subdivision.
Continuing to make small repairs every few years would result in other portions of the roads deteriorating before sufficient funds could be accumulated to repair them.
The preferred strategy is therefore to perform the necessary major repairs and then seek municipal acceptance of the roads.
4. River Valley Road Repair Proposal
The Association reported that several contractors were contacted regarding the road project.
Three companies were approached. One company eventually responded that the project involved more work than it wanted to undertake, while two others did not provide proposals.
River Valley provided a comprehensive proposal after inspecting the subdivision.
River Valley was recommended by City officials and has previously performed work in the area.
The contractor inspected the roads throughout the subdivision and identified different repair methods depending upon the condition of each section.
The estimated construction cost discussed during the meeting was approximately $319,000.
Because the contractor’s estimate is valid for a limited period and because additional bond, legal, administrative, or miscellaneous expenses may be incurred, the Association has been planning around a total project amount of approximately $350,000.
It was explained that the final amount could potentially be lower, but using $350,000 provides a reasonable financial cushion against unexpected costs.
5. Proposed Road Repair Methods
River Valley did not recommend completely resurfacing every road in the subdivision because doing so would cost more than $1 million.
Instead, the contractor inspected individual road sections and proposed repairs appropriate to the existing damage.
Severely Damaged Areas
Areas with significant separation, substantial deterioration, or extensive “alligator cracking” will receive more extensive repairs.
These areas may receive treatment of the damaged surface followed by approximately 1½ inches of new asphalt, depending upon the condition of the roadway.
Depressed Areas – “Inverted Speed Bumps”
The subdivision has numerous locations where the roadway has settled, particularly around previous utility and pipe work. These depressions have commonly been referred to by residents as “inverted speed bumps.”
The contractor plans to bring these areas back to the proper grade and place new asphalt over the repaired area.
Minor Cracking
Areas that remain structurally sound but contain ordinary cracking will generally receive crack sealing rather than complete resurfacing.
This approach allows the Association to concentrate available funds on the portions of the roads requiring substantial repairs while preserving areas that remain in relatively good condition.
The contractor has already marked numerous locations on the pavement indicating the anticipated type and extent of repair.
6. Improvement District Bonds and Financing
The Association discussed financing the road improvements through the subdivision’s existing improvement district structure.
Homeowners are currently paying approximately $900 per year in improvement district assessments.
It was explained that payments associated with the improvement district had previously been deferred for approximately seven years while the subdivision was involved in litigation concerning the private sewer treatment system.
As a result, assessments subsequently had to be increased in order to resume repayment obligations.
The Association explained that financing the road project would extend the period during which the current assessment level is collected rather than immediately creating an entirely separate road assessment.
If the road project were not undertaken, the existing bonds could potentially be paid off approximately two years earlier.
The Association’s position is that using the financing capacity to repair the roads now may provide a greater long-term benefit if the roads can subsequently be transferred to the City.
7. Goal of City Acceptance of Roads
The primary long-term objective of the road project is to have the City of Alexander accept the subdivision’s roads after they have been brought to an acceptable condition.
If accepted, future routine maintenance and repairs would become the City’s responsibility rather than continuing indefinitely as a POA responsibility.
The matter has previously been raised with the Mayor and during public comment at an Alexander City Council meeting.
The Mayor has been kept informed of the proposed project and provided recommendations concerning road contractors.
It was also noted that St. Joseph’s Glen has representation within City government, which homeowners hope will assist in communicating the subdivision’s needs during the eventual road-acceptance process.
No guarantee of City acceptance was represented as having been made; rather, bringing the roads up to standard is intended to place the subdivision in the best possible position to request acceptance.
8. School Bus Access
An additional potential benefit of repairing the roads was discussed.
In previous years, school buses traveled through the subdivision. Bus service inside the neighborhood was discontinued because severe roadway depressions were reportedly damaging or creating difficulties for the buses.
If the roads are repaired sufficiently, homeowners hope that school bus service may eventually be able to resume inside the subdivision.
This would particularly benefit households with school-age children who currently must travel to the subdivision entrance for bus service.
9. Traffic and Access During Construction
A substantial portion of the discussion concerned maintaining homeowner access during construction.
Using traditional highway-style construction involving lane closures and dedicated traffic-control personnel could add approximately $100,000 to the project.
To avoid this expense, River Valley proposes performing the work in smaller road segments.
Individual sections would temporarily be closed while work is performed and while the repaired surface cures sufficiently for traffic.
Residents whose homes are within a closed section may need to:
- Move vehicles before construction begins;
- Park outside the active work area;
- Walk to and from their homes temporarily; and
- Make advance arrangements for deliveries or other transportation needs.
The anticipated closure for most individual repair areas is approximately one day, although actual conditions and construction requirements will determine the final schedule.
Residents expressed particular concern about homes located on streets with only one practical means of access.
The POA acknowledged that these locations will require additional planning.
The subdivision entrance will also require special consideration because all normal neighborhood traffic passes through that location.
Emergency vehicle access will remain a priority throughout construction.
10. Construction Notifications and Interactive Road Map
The Association intends to provide extensive advance notice before construction begins.
Communication methods discussed included:
- Signs at the subdivision entrance;
- Flyers and/or mailed notices;
- Online announcements;
- Social media; and
- The POA website.
The Association has an interactive subdivision map on the POA website.
Once the contractor establishes the construction sequence, the map will identify areas scheduled for work so residents can determine approximately when construction will reach their street.
The map will be updated as the project progresses.
The QR code distributed at the meeting directs homeowners to the POA website, where the map and future project information will be available.
Residents were strongly advised that vehicles must be removed from scheduled work areas before construction begins.
Vehicles remaining in an active construction area may need to be towed.
Residents were also cautioned not to drive across newly repaired pavement before it has been released for traffic. Damage caused by intentionally entering a closed construction area could potentially create additional repair costs.
Several homeowners volunteered to assist neighbors who may have difficulty carrying groceries, supplies, or other items between their temporarily relocated vehicles and their homes.
11. Homeowner Confirmation to Continue Road Project
The presiding officer asked whether homeowners remained supportive of moving forward with the proposed road improvement project.
No opposition was expressed when homeowners were asked whether anyone objected to proceeding.
Later in the meeting, the selection of River Valley as the contractor was specifically presented to those attending.
A motion was made and seconded to proceed with River Valley for the road repairs.
Vote: Motion carried by those present.
The Association will therefore continue the necessary financing, administrative, contractor, and project-planning steps required to move the project forward.
A construction start date has not yet been established.
The contractor indicated that additional coordination will occur after the Association completes the necessary meetings and financing arrangements.
12. Commercial Vehicle Weight/Axle Restrictions
The Association discussed establishing a weight and/or axle restriction for large commercial vehicles entering St. Joseph’s Glen.
The purpose of the restriction is to protect both the existing roadway and the substantial investment that will be made through the upcoming road repairs.
The Association reviewed proposed signage.
The preferred sign will clearly state that:
Emergency vehicles are exempt.
The emergency vehicle exemption will be prominently displayed so that there can be no misunderstanding concerning police, fire, ambulance, or other emergency access.
The Association also intends to place a QR code near the signage directing drivers and residents to additional information.
The proposed signage was acceptable to those present.
13. Trash Collection Vehicles
Because large refuse trucks are among the heaviest commercial vehicles regularly entering the subdivision, the Association discussed the effect of the proposed vehicle restrictions on trash collection.
Trash providers will be contacted before enforcement begins so that they have an opportunity to determine how they will continue servicing customers within St. Joseph’s Glen.
It was reported that some smaller trash companies have indicated that they can continue providing service.
Waste Management was identified as a company that may require additional discussion because of the size of some of its collection vehicles.
The Association will contact affected companies and provide advance notice rather than implementing the restriction without warning.
Residents also noted that because of the subdivision’s proximity to the landfill, garbage trucks entering St. Joseph’s Glen may be carrying substantial loads by the time they reach the neighborhood.
This was cited as another reason for attempting to limit unnecessary heavy commercial traffic after the roads are repaired.
14. No-Soliciting Sign
The Association intends to replace the subdivision’s No Soliciting sign, which was previously removed or stolen.
The new sign is expected to be installed in conjunction with the vehicle restriction and informational signage at the subdivision entrance.
15. Emergency and Secondary Access
A homeowner raised concerns regarding the subdivision having essentially one primary entrance and exit.
The concern was that a severe storm, fallen trees, downed power lines, tornado damage, or another emergency could block the entrance and prevent residents from leaving.
The Association discussed a former secondary access route near Hickory Glen.
Historically, an area in that vicinity apparently provided or was contemplated as emergency access. Changes in property ownership and development of adjoining property, including fencing, have affected that route.
The property is not owned by the POA, and the Association does not currently have a documented permanent right to use it as a public secondary entrance.
It was noted that, in an extreme emergency, emergency responders would take whatever actions were necessary to gain access.
For more ordinary obstructions such as fallen trees, residents and emergency personnel may also be able to remove the obstruction.
Homeowners agreed that a permanent second entrance would be desirable, but no formal action was taken during the meeting.
16. POA Officer Vacancies and Volunteer Participation
The Association continues to need homeowners willing to serve as POA officers and volunteers.
The presiding officer emphasized that operating the Association, coordinating the road project, communicating with governmental agencies, and pursuing the municipal sewer connection require significant time and participation.
Homeowners interested in serving were encouraged to contact the POA.
The Association also needs homeowners willing to participate in a sewer project committee to assist with the work necessary to transition the subdivision away from the private wastewater treatment system.
A possible volunteer for a violations/enforcement position was also discussed.
17. Improvement District Commissioner Vacancy
The subdivision also needs appropriate representation among the improvement district commissioners.
It was explained that commissioners who reside within the subdivision are necessary to conduct improvement district business, including matters associated with bond financing.
Former commissioner/treasurer Brian Rupart sold his home, moved from the subdivision, and resigned his position.
It was announced that Gavin has agreed to step forward to serve as a commissioner.
The proposed change will need to be presented to the Alexander City Council and completed through the appropriate appointment and swearing-in process.
18. Municipal Sewer Connection Project
A major update was provided concerning the subdivision’s continuing effort to connect to a municipal sewer system and ultimately move away from reliance on the privately operated wastewater treatment plant.
Representatives of St. Joseph’s Glen have been working with the City of Alexander and Little Rock Water Reclamation Authority (LRWRA) concerning possible connection routes.
A recent meeting included representatives from the POA, the Mayor, the City Attorney, and LRWRA.
Earlier discussions had suggested that St. Joseph’s Glen might have to connect to the municipal system near the Dollar General area. The POA expressed concern that this route would significantly increase the distance and cost of the project.
LRWRA subsequently performed additional engineering evaluation and identified more favorable alternatives.
19. Potential Municipal Sewer Connection Points
LRWRA identified two potential connection points.
One is located near the railroad tracks.
The second is located near the S-curve in the vicinity of Sharon Baptist Church.
The connection near the church is substantially closer to St. Joseph’s Glen and is therefore considered the more favorable route.
The Association had previously been told that the church-area connection might not have sufficient capacity because of concerns about maintaining sewer capacity for the existing City of Alexander system.
After further evaluation, LRWRA determined that the connection could potentially accommodate the subdivision.
This represents a significant improvement in the feasibility of the project because the shorter route may eliminate the need to obtain certain railroad and private-property easements that would have been required under other alternatives.
Existing utility easements may be available along much of the proposed route.
20. Conceptual Sewer Design
The conceptual plan discussed at the meeting would collect the subdivision’s wastewater at approximately the same general location where the neighborhood’s existing sewer system currently converges before entering the private treatment system.
Rather than continuing into the private treatment plant, the flow could be redirected into a new lift station.
The lift station would pump wastewater through a new force main running generally along the existing drainage/utility corridor toward Highway 111 and then toward the municipal connection near the S-curve/church area.
The Association stated that engineers have previously inspected the area and determined that there appears to be adequate room to install the necessary lift station and related infrastructure.
The new sewer line would be installed underground using appropriate construction methods.
The group also discussed the possibility that portions of the existing municipal sewer line may need to be increased in size, potentially from approximately six inches to eight inches, subject to final engineering.
All dimensions and routing discussed during the meeting remain conceptual and will require engineering confirmation.
21. Existing Sewer Line Near the Subdivision Entrance
The Association also discussed an existing sewer line running near the front of St. Joseph’s Glen.
For some time, residents and officials believed the line existed but its precise location had been uncertain.
During installation of fiber infrastructure, a contractor accidentally struck the sewer line.
Although the incident caused a leak that required investigation and repair, it also confirmed the physical location of the previously uncertain line.
The repaired area can be identified by newer asphalt near the subdivision entrance.
Knowledge of the line’s actual location is expected to assist with future engineering and planning.
22. Regional Benefit of Proposed Sewer Improvements
The proposed sewer infrastructure may provide benefits beyond St. Joseph’s Glen.
By installing or improving sewer infrastructure between the subdivision and the municipal connection point, the project could potentially provide additional infrastructure capacity that supports future development within the City of Alexander.
The Association views this as a potential advantage when working with City officials and LRWRA because the project could serve both the subdivision’s needs and broader municipal growth.
The sewer project remains in the planning and coordination stage. Additional engineering, financing, approvals, and organizational work will be required before construction can occur.
Homeowners interested in assisting with the sewer project were again encouraged to volunteer for the proposed committee.
23. Financial Report
No formal financial statement was distributed at this meeting because there had been no significant financial changes since the previous report.
The presiding officer reported that no unusual expenditures had been made.
Routine expenses previously authorized by the Association, including lawn and property maintenance, have continued.
More detailed financial information will be provided as necessary as the road financing and construction process advances.
24. Community Questions and Open Discussion
Homeowners were invited throughout the meeting to raise concerns and make suggestions.
Topics included:
- Road construction access;
- Parking during temporary road closures;
- Assistance for residents with mobility or transportation concerns;
- Emergency vehicle access;
- Secondary emergency access to the subdivision;
- Heavy commercial vehicles;
- Trash collection;
- Sewer billing;
- Municipal sewer conversion;
- POA officer vacancies;
- Improvement district representation; and
- Communication with homeowners.
The Association emphasized that continued homeowner participation will be important as both the road and sewer projects progress.
25. Adjournment
With no additional official POA business presented, the meeting was adjourned.
Adjournment Time: 7:45 PM
Post-Adjournment Discussion
After the POA meeting was formally adjourned, attendees remained for an informal discussion unrelated to official POA business.
Summary of Actions and Decisions
- Road Repair Project: Homeowners reaffirmed support for proceeding with the major subdivision road improvement project.
- River Valley: A motion was made and seconded to proceed with River Valley as the road repair contractor. The motion carried.
- Project Financing: Planning will continue using approximately $350,000 as the anticipated financing/project ceiling to provide room for construction, bond, legal, administrative, and miscellaneous costs.
- City Road Acceptance: Following completion of repairs, the Association intends to pursue acceptance of the subdivision roads by the City of Alexander.
- Construction Communication: The POA will develop advance notices and an online/interactive map showing anticipated road work locations and schedules.
- Vehicle Restrictions: The Association approved moving forward with signage establishing a commercial vehicle weight/axle restriction, with emergency vehicles expressly exempted.
- Trash Providers: Affected trash companies will be contacted before implementation of the vehicle restrictions.
- Entrance Signage: The POA intends to install vehicle restriction/information signage, a POA website QR code, and replacement No Soliciting signage.
- POA Vacancies: Homeowners are encouraged to volunteer for open POA officer and other Association positions.
- Improvement District Commissioner: Gavin has volunteered to fill a commissioner vacancy, subject to the required City Council appointment/approval and swearing-in process.
- Municipal Sewer Project: The Association will continue working with the City of Alexander and LRWRA toward the proposed municipal sewer connection, with the route near the S-curve/Sharon Baptist Church area currently appearing to offer the most favorable connection option.
- Sewer Committee: Homeowners are encouraged to volunteer for a committee to assist with the municipal sewer connection project.
Prepared for:
St. Joseph’s Glen Property Owners Association
These minutes are intended to document the official business conducted during the meeting and are subject to correction and approval by the Association.