August 2022 Board Meeting Summary
- brookevilleknolls
- Oct 18, 2022
- 4 min read
Brookeville Knolls HOA Board Meeting Minutes
Thursday, August 18, 2022
7:00 p.m. – Zoom
Attendees:
Maria B
David K
Maria H
Rick W
Bob W
Review / Approval of June and July Meeting Minutes
● Maria B. called the meeting to order at 7:00pm.
● Maria B. motioned to approve the June meeting minutes. David seconded an all were in favor.
● Maria B. motioned to approve the July meeting minutes. David seconded an all were in favor.
President’s Report
● Website updates: The August meeting date was posted on the HOA website.
● GOCA Update: Maria B. was unable to attend the August meeting. Rick also was not able to attend.
● Emails
Treasurer’s Report: David reported that Sandy Spring Bank changed their account statement policy. Because of this the HOA accounts have to be viewed separately as shown in his budget report. David edited the annual dues letter sent to homeowners. He mentioned that the MoCo homestead credit must be refiled with the state in order to be eligible for it.
● Account Balances
● Re-Sale Packages: No requests were received or are pending.
● Dues Status: No changes from the previous month.
Vice President’s Report: No report.
Secretary’s Report: No report.
Member-At-Large Report: No report.
Architectural Committee:
● Resale Packages for Review: none pending nor requested.
● Architectural Change Requests for Review
● Compliance Issues
Old Business:
● Grounds Maintenance / Landscaping Projects
o Need to create an RFP for bids to complete the proposed work to address water flow issues.
o The Board motioned to get additional bids for the survey of Parcel D only from OC&L.
o Discuss additional action(s) needed with Land Decor.
● ADU Voting/Meeting Review of new amendment
● Reserve Study:
o Maria B. and David met and a draft file was put together. Maria B. looked at the CCOC website for information on where to send our documents for CCOC approval. Maria B. drafted a detailed file following the format provided by CCOC. She reviewed the file with David and made a few changes for his review.
● Trees
o Three additional dead trees were identified by Pupkar to be felled. Pupkar completed the work following BOD approval. To mitigate storm water drainage in areas where branches were placed or dropped following the tornado, Pupkar submitted an estimate of $1850 for cleanup and removal. Maria B. motioned to approve. Rick seconded and everyone was in favor for approval. Maria B. sent the signed contract to Pupkar to move forward.
o There is a tree in the triangle area of the path system that needs to be evaluated.
● Montgomery County 311 Submissions:
o Maria B. submitted a request on Feb 25, 2022 for the county to evaluate the trees in the Shady View Ct. cul-de-sac circle since they are over 25 years old. They sent an automated response and have not communicated any further.
o Maria B. will contact Montgomery County about trimming trees in 10 ft. frontage (street) easements.
o Maria B. contacted MoCo requesting the installation of an additional streetlight at the corner of Georgia Ave and Queen Elizabeth. No response has been received and she sent another message.
● Proposed Covenant Changes:
o Maria B. redlined the Bylaws with a couple of changes noted below. Remaining changes apply to the Covenants.
o Maria B. added a fee structure for assessing fines in those instances where the homeowners in non-complaint with the ACR guidelines and have failed to respond.
o Maria B edited a portion of the covenants and discussed possible changes:
o Homeowner rights of enjoyment
o Access thru homeowner property to the common area, where the HOA has the right to access the common area for maintenance. Rick suggested that the wording should include the right of a BOD member or contractor (engaged by the BOD)
o Any item not adhered to could incur a fine
o Verbiage concerning political signs (section 3). David suggested leaving it as currently written.
o Rubbish and trash
o HOA maintenance of common areas
o Utility companies have access to common areas
o Home condition should be in “good working order”; the HOA can correct, repair or rectify with costs billed to the homeowner
o Insurance (page 13);
o Communication. Consider making it more efficient by updating the section where communication to homeowners is only by mail to electronic (e-mail).
o Fines for violations.
o Payments.
o Meetings.
o Review of Article Six (6), Section 1.
o Exterior maintenance.
o Casualty insurance.
o HOA access to the common property thru homeowner’s properties.
o Only “For Sale” signs are permitted in yards;
● Review current budget expenses and proposed updates for 2022/2023 budget.
o Maria B. motioned that dues be increased by 10% (yearly increase). David seconded and all agreed with the motion passing. Dues will rise to $278 ($253 current + 10% = $25).
o Other operating expenses:
▪ CCOC fees anticipated to increase
▪ The audit will increase to $1700
▪ Insurance will increase to $1900 (it is required because of the gas pipeline).
▪ Costs for path maintenance and repair are projected to remain the same.
▪ Any new major unexpected expense will be taken from the reserves.
▪ David will update new budget numbers for the next meeting.
o Maria B. motioned that $3800 be transferred to the reserve fund. Rick seconded and all were in favor. Motion carried.
o Maria B. motioned to approve the 2023 budget. Rick seconded. All approved and the motion was carried.
● Path to Private Property
New Business:
● Trees
● Review 2022/2023 proposed budget. Discussed above.
● Review draft of annual dues letter. Payments should be received by Oct 1st.
● Annual meeting. It has to be occur as close as possible to a year. In 2021 it was on Nov 4th. The BOD selected Thursday Nov 3rd 2022 as this year’s date.
● BKHOA Zoom account.
The next Board meeting will be on Wed Sept 28th, 2022 at 7PM. Rick motioned to adjourn the meeting at 8:53 PM. Maria B. seconded and all were in favor.
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