May 2019 Board Meeting Summary

Brookeville Knolls HOA Board Meeting Minutes

Wednesday, May 8, 2019

7:00 p.m. - Olney Library

Attendees:

Ryan Rick Bob

David Kathleen

General:

Kathleen called the meeting to order at 7:05 p.m.

Ryan motioned to approve the April minutes. David seconded, and all were in favor.

President’s Report:

• Kathleen responded to requests on how to obtain resale packages. David has received a formal request with the check and is preparing the resale package.

• Kathleen sent the notice on the traffic meeting coming up on May 14 to the BKHOA email list.

Treasurer’s Report:

• David provided a comprehensive report:

• Including Homeowners with outstanding dues

• Reported on account balances.

Vice President’s Report:

• Website

• Ryan revised the FAQs and shared with the Board for feedback.

• Ryan will make additional updates and post on the website.

• Ryan will also add resale package information to the main page of website.

• Ryan posted to the website information about the traffic meeting on May 14.

• GOCA

• The communication tower will not be built at the Georgia Ave and ICC.

• GOCA has a new website that should be easier to navigate.

Old Business:

• Architectural Guideline revisions

• The revised guidelines were distributed by email on 4/28.

• They will be mailed to those who do not have an email address.

• Board volunteer recruitment

• David will coordinate with a volunteer for the Grounds Monitor role.

• Grounds Maintenance / Landscaping Projects

• Pupkar removed one tree in the common area that was discussed at the last meeting.

• David will follow-up and contact Pupkar on additional trees that need inspection and possible removal.

• HOA Legal Questions follow-up from April 2nd Meeting

• Kathleen will follow-up.

New Business:

• Updates to Re-sale Package Letter

• David updated the resale letter to include the required forms from the realtor after the sale to be provided with the set-up fee.

• David will further update the resale letter to include whether there are any outstanding architectural violations.

• Bob volunteered to create a searchable spreadsheet of the architectural requests to make it easier to identify approved changes.

• Architectural Notices Templates

• The Board and committee approved language for the first and final notice templates and suggested creation of a new second notice so there will be a series of 3 notices available.

• Kathleen will draft a second notice that is a little stronger than the first.

• Architectural Complaints/Issues

• Responded to home owner questions and complaints.

• Architectural Grounds Requests

• Responded to home owner requests

• Architectural Change Request Form

• Bob asked if the form could be updated to include request for information permits and the contactor (if using one). The Board agreed that the form could benefit from updates to encourage more complete information submitted.

• On the recommendation of the Architecture Review Committee, David motioned to not approve any architectural request that requires permits until the home owner supplies proof of permit or proves that a permit is not required. Kathleen seconded, and all approved.

• Bob will provide suggested language to update the Architecture Change Request form. Kathleen will update the form and include the new content on permits.

Ryan motioned to adjourn the meeting at 8:16 pm; David seconded, and all were in favor. The next Board meeting is scheduled for Wednesday, June 5th from 7-8:30pm at the Olney Library.