Brookville Knolls Homeowners Association - Draft Annual Meeting Minutes

Brookville Knolls Homeowners Association

DRAFT Annual Meeting Minutes

November 8, 2018 – 7:30 PM

Introduction:

• Mary called the meeting to order at 7:35 p.m.

• Mary introduced the Board members

• Confirmed Quorum requirements – 17

• Directed proxies received = 13

• General proxies received = 13

• Members present = 10 (including Board members)

• Total = 23

Establish Election Committee:

• Judy and Keith volunteered.

Approved Annual Meeting Minutes from 2015:

• Maria reviewed 2017 annual minutes – Stu moved to approve. Keith moved to approve. All present were in favor approved; no one objected.

Guest Speaker:

• Kathleen introduced GOCA speakers:

• Billy B, GOCA President

• Katy H, Correspondence Secretary

• Issues being covered by GOCA:

• Neighborhoods without sidewalks have culverts under the driveways. They are starting to rot, and the driveways are starting to cave in. County is saying the homeowner is responsible, which will cost between $2-8K. GOCA is lobbying for elected officials to get involved if these are sidewalks the County maintains.

• Sunoco is installing a one-bay automatic carwash

• The new water tower has been painted

• Dunkin donuts traffic issue – not much can be done

• McDonald’s renovation; study showed 2nd drive through lane will improve the traffic pattern

• Giant will move into Shoppers Food Warehouse building in April 2019. GOCA doesn’t know what is moving into Giant’s building. GOCA can have some influence. The lot is owned by the parent company of Giant.

• Brew Belly opened this week (early November)

• Primrose school (early education) looking to move to Route 108, south of hospital; they contacted GOCA and want to present their concept; they are looking at two lots on Route 108.

• Proposed communications tower: SHA proposed a 330-foot communications tower at the ICC and Georgia Avenue. GOCA managed to get the hearing postponed indefinitely.

• On the horizon:

• A medical marijuana dispensary has been proposed at Armand’s location

• Questions:

• What is going on with the retaining wall at the Jiffy Lube location? It needs work. They are trying to negotiate with the office building next door to fix that wall.

Board Nominations:

• Larry nominated David.

• Mary asked for nominations from the floor.

• Keith motioned to close the nomination and Stu seconded. All present were in favor; no one objected.

• Stu motioned to accept David’s nomination due to acclamation. Keith seconded, and all present were in favor; no one objected.

Board Member Reports:

• Mary’s commented on the Boards contributions.

• Kathleen indicated that she responds to emails from homeowners. Let her know if you have questions about communications. She also writes our newsletters, attends the GOCA meetings, where she gets much of the content for the newsletters and our Website. If you have ideas about the newsletter let her know.

• Larry has been our Treasurer for the past 6 years. He too is retiring. We are coming up with our annual audit. He’s coming up with the materials for the audit.

• Ryan is our Member at Large. He created our website.

• Maria is our Secretary. She takes our monthly meeting notes. She also sends out our dues letters as well as our annual meeting information.

Other Business:

• Past year accomplishments:

• See accomplishments document for details (https://www.brookevilleknollshoa.com/blank-2/2018/11/15/Brookeville-Knolls-HOA-2017--2018-Board-Accomplishments)

• Launched our community Website

• Piles of mulch in the common are from the ash trees; homeowners are welcome to take the mulch

• Sinking path was repaired

• Two successful Community Clean-up days

• Future focus:

• Updated the Architectural Guidelines; did one revision regarding fence materials. Kathleen headed up the process. When complete they will be shared and posted on the website.

• Had problems with unauthorized traffic on the pipeline; we contacted Williams for ideas on how to prevent this traffic.

• Community picnic

New business:

• Review Proposed Budget

• Stu motioned to approve the budget. Keith seconded, and all present were in favor; not one objected.

• Common area usage

• Trash and recycle bins; need to be stored out of sight or in garage

• No dumping of yard waste in common areas

• Use Architectural Change Request forms for any changes; forms are on the Website

Member Comments:

• Great that we fixed the path and created the website

• Simeone asked if we had email addresses for all homeowners; we have addresses for about 95% of the homeowners