June 2019 Board Meeting Summary

Brookeville Knolls HOA Board Meeting Minutes

Wednesday, June 12, 2019

7:00 p.m. - Olney Library

Attendees:

Maria Ryan

David Kathleen

Bob

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 from 2 homeowners on how to obtain resale packages.

Treasurer’s Report:

• David reported on Account Balances as of 5/8/2019

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 website page.

Secretary’s Report:

• Maria put together the list of rental properties for the COC report. She worked with David on the financial questions. She reviewed the remaining questions with the Board. All Board members approved the inclusion of their contact information and addresses.

• Maria will finalize the document and mail to COC.

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 Michele on the Grounds Monitor role.

• Grounds Maintenance / Landscaping Projects:

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

• They are additional trees located at the corner of Heritage Hills and Queen Elizabeth. There is a tree that appears dead as well as one that is further down on Heritage Hills. David will contact Pupkar and follow-up on additional trees that need inspection and possible removal.

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

• Kathleen will follow-up J. Ferguson on outstanding requests from the April 2 meeting.

New Business:

• Updates to Re-sale Package Letter:

• David updated the resale letter to include the forms required from the realtor after the sale to be provided to the HOA. David will further update the resale letter to include whether there are any outstanding architectural violations.

• When resale requests come in, the Board will forward the address to the Architecture Review Committee to take a look at the property and inform the Board of any violations. The Board will review and will include any violations in need of remediation in the resale letter.

• 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 and includes information about home values and maintaining the well-kept nature of our community.

• Architectural Grounds Requests:

• A request was received.

• Architectural Change Request Form:

• Bob asked if the form could be updated to include request for information permits and the contractor (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, July 10th from 7-8:30pm at the Olney Library.