2020 Annual Meeting Summary - November

Brookville Knolls Homeowners Association

Annual Meeting (Zoom)

November 5, 2020 – 7:30 PM

Introduction:

· Ryan called the meeting to order at 7:36 p.m.

· Ryan introduced the Board members

· Confirmed Quorum requirements:

o Received 43 proxies; 9 were removed as the homeowner attended the meeting. 34 valid proxies

o Members present = 25 (including Board members)

o Total = 59

Establish Election Committee:

· Larry and Stu volunteered for the Election Committee.

Approve Annual Meeting Minutes from 2019:

· Ryan reviewed 2019 annual minutes.

· Larry motioned to approve the agenda; Keith seconded. All present were in favor.

· Stu moved to approve the minutes. Larry seconded and all present were in favor.

Board Election:

· We have 3 open positions:

o Ryan term has ended

o Maria B term has ended

o The Member-At-Large position is vacant.

· We have 3 candidates running for the board:

o Maria B

o Rick W

o Bob W

· Ryan asked for nominations from the floor; there were none.

· Stu motioned to accept all nominated due to acclamation. Joe seconded, and all present were in favor; no one objected.

Old Business:

· Reviewed Board Accomplishments:

Architectural Change Requests

- Established an Architectural Review Committee.

- Reviewed 15 architectural and grounds change applications.

Trash Service

- Continued to negotiate and monitor trash service program to members via a contract with Potomac Disposal. Under this contract trash is picked-up twice weekly; service is generally not interrupted by holidays unless a pick-up day falls on Christmas Day or New Year’s Day.

- Any issues with the trash service should be reported directly to Potomac Disposal at 301-294-9700, 8am-4pm Mon-Fri.

Communications

- Responded to questions and inquiries that came in through the email account (brookevilleknollshoa@gmail.com) and the website; 175 email conversations and 22 website inquiries.

- Enhanced the brookevilleknollshoa@gmail.com web site and posted regular updates. Information available includes HOA Documents, Information on Re-Sale Packages, Frequently Asked Questions, Board Meeting Minutes, and Community Announcements. There is as FAQ section as well as a subscription option to sign up for email alerts when new content is posted to the website. Sign up for alerts at https://www.brookevilleknollshoa.com/blog

- In the last 90 days there were 244 site visits.

Traffic

- The Community voted to approve the speed humps last year. The installation was completed earlier this year.

Community Involvement

- Renewed the Brookeville Knolls HOA membership in the Greater Olney Civic Association (GOCA) and attended regular meetings.

- Shared updates from GOCA on the BrookevilleKnollsHOA.com website.

- Supported GOCA in the ADU resolution, which is up for vote this evening.

Financial and Administrative

- Audit performed by Geoffrey Brundage, a local CPA. Our current auditor is retiring and has recommended a replacement

- Paid 24 invoices.

- Printed and mailed various documents to HOA members: 2019-2020 annual meeting, 2019 trash program, 2019-2020 annual dues, and other miscellaneous communications.

- Received 375 pieces of mail.

Re-Sale Packages

- Responded to Re-Sale Package requests.

- Resale packages can be obtained by sending a check for $50 to BKHOA, PO Box 393, Olney MD 20830. Resale packages can take up to 10 days to prepare.

- Resale Packages – new process to review submitted and approved Architectural Change Requests prior to sending resale packets to homeowners. Any compliance issues will be identified and must be resolved before the resale packet will be issued.

Grounds Maintenance

- Retained landscapers to mow, clean up, and mulch the common areas.

- Common grounds clean up days in the spring and fall were not scheduled due to Covid-19.

- Repaired a section of the path behind Dartmoor Lane. In process of identifying additional sections to be repaired.

- Worked with an arborist and tree company to maintain and, where necessary, take down trees or prune them in the interest of safety. We felled or topped off 18 trees; removed 3 bushes, trimmed low branches of several pine trees, and removed several broken branches hanging over the path system. Homeowners need to be aware that trees in the common area are felled and left where they fall; they are not hauled away due to prohibitive cost.

- Although our arborist does a walk-through of the HOA common grounds regularly, homeowners should email BrookevilleKnollsHOA@gmail.com to report potentially dead trees so they can be addressed before causing damage.

Compliance with Architectural Guidelines

- The Architectural Committee and Board members walked the neighborhood on multiple occasions to identify compliance issues.

- Call and/or send letters to homeowners to address issues as needed

· Review / Approve Budget for 2020-2021:

- Ryan shared his screen with the 2020-2021 budget.

- Keith asked about more urgent path repairs (divots); he suggested these need to be addressed quickly. Maria indicated she is working with the paving company to clarify items on their proposal. All items will be completed with the same urgency. One trip to complete work is less expensive than splitting it up into multiple trips.

- All present were in favor and none opposed

New Business:

· GOCA Updates

o Ryan shared some GOCA updates.

o Visit GOCA website.

· Community reminders

· Trash / recycle bins must be out of sight or in garage

· Do not put debris in common areas

· Reviewed proposed amendment to prohibit ADUs

· Ryan explained what the amendment means.

· The Board will continue pursuing responses from the remaining HOA members.

Member Comments:

- Traffic Calming

- Homeowner asked about the signage at the corner of Heritage Hills Drive and Queen Elizabeth drive. WSSC is replacing water mains in the area. This impacts Tanterra and Olney Mill roads.

- Homeowner asked about paving the easement to Georgia Avenue and behind Tidewater Court. Easement area is about 400 feet to Ga Avenue. Keith offered to help David with this issue.

- Homeowner thanked past and present board members for what they’ve done. He also suggested we get newer community members involved.

Keith motioned to adjourn at 8:54pm. Ryan seconded and all were in favor.