August 2024 Board Meeting Summary

MINUTES

Brookeville Knolls HOA Board of Directors Meeting

7:00 p.m., Wednesday, August 21, 2024

Invitees: Maria B, Jim, D, Maria H, David K, Brad S, Joe K

Review / Approval of July 2024 Meeting Minutes

Motion to approve minutes by Brad, Joe Seconds, Motion unanimously approved

President’s Report

·       New members of the board to complete training; Brad and Joe still need to complete; Maria B. resent the link on 8/19 – Brad and Joe have completed the Training

GOCA

o   GOCA has direct link to 311 on their website, we would like to have a similar link on our HOA website. Maria B. will review with Ryan.

o   GOCA also has a direct link to Roads; able to report missing signs, blocked signs, areas where grass hasn’t been mowed, etc. Maria B. will review with Ryan.

o   No GOCA meeting in August

o   Maria B. attended MoCo County Council work session on Attainable Housing on 7/22. The MoCo Planning Board answered questions from the County Council.

o   Maria B. attended EPIC Attainable Housing meeting with Elrich on 7/31. 100 attendees.

o   4 Planning Sessions in Sept, open to the public.

Treasurer’s Report

Significant expenses from last month – MOCO Rain Tax, Condo refunds. Normal expenses for Trash for the month. Auditor send draft Audit, with Invoice. Revised dues letter will be going out next week.

Vice President’s Report  

N/A

Secretary’s Report

Nothing to report

Member-at-Large Report

Architectural Committee

ACR’s

Old Business:

1.     Grounds Maintenance / Landscaping Projects

a.     Grading/Water Run-off Issue - Maria B. sent identified questions to Boyer and copied the BOD on 3/14/23. Maria B. sent a follow-up email. No response yet.  Sent to Joe to review. Jarmon’s are asking for status. Maria B. sent email to Jarmon’s asking them how long it takes for the water to dissipate. Asked them to provide photos and water measurements 6, 12, 18, 24, 36, and 48 hours after a heavy rainfall (as best as possible). Jarmon’s sent additional photos of a heavy rain on 3/9.  I again asked for the measurements we previously requested. I reminded her that flooding will continue to occur have a heavy rain but the important thing is how fast does that water dissipate. Jarman’s sent measurements. Waiting for final word on proposals from Brightview, then will respond to Jarman’s with the plan.

b.     Maria received the name of another company to contact about mitigation - Brightview. Maria B. contacted Brightview; playing phone tag and trying to schedule a call for Joe and I to discuss. Maria B. and Joe met with BrightView on 5/21. Review proposals. Proposals reviewed by board. Discussion of plans in the proposal, General agreement about the proposal to fix the path. Discussion of the type of plant that was proposed to use, plant seems appropriate for the desired outcome, shouldn’t spread/colonize the entire area. Questions about the proposals will be sent back to Brightview, once those are answered, it will be brought to the board for approval. Sent questions to BrightView and emailed response to the Board. Questions regarding warranty on the plants if they die after planting. Maria B. emailed BrightView with this question. Maria B. also asked Pupkar for a quote to fell the tree in question.

c.      Maria B. contacted Johnson regarding survey completed previously. They sent a copy of the last survey which indicates there are markers near the driveway bib at Georgia Avenue. These may have been covered by asphalt when that driveway bib was installed. Johnson indicated this could be checked and is to provide a cost estimate to do so. No response yet on the estimated cost. Receipted proposal for updated surveys for Parcels D and F.  Maria B. proposed that we only need survey for Parcel D and not F. Motion to accept the survey proposal for Parcel D. Joe Seconded and all approved. Maria B. emailed Johnson and asked that they move forward with the survey for Parcel D only. Maria B. and Brad signed the proposal for them to move forward. Survey has begun, awaiting results. David received an invoice for the work which is now completed. However, the asphalt on Georgia Avenue was not marked. Maria B. sent email to CJP asking about this. Updated Map sent by David with where the pins and boundary markers were, and which were missing after the survey was done. The information regarding the missing markers was sent back to Johnson with request to place/mark the missing boundary markers.

d.     Maria H. asked for the status of the path repair reimbursement from Rock Creek. Maria B. sent second letter to Rock Creek via certified mail; a copy was also mailed to our attorney. Maria sent new letter with correct city dated 8/19 via certified mail.

2.     Trees

a.     Maria H. indicated that we need to follow-up on tree plantings as discussed at the 2022 and 2023 Annual Meetings. We need trees planted to replace the many trees felled over the year. We need to pick trees that are smaller and less likely to fall over. Maria H. contacted the County and they submitted a request for us; still waiting to hear back.  Maria H. stated that she would try to follow-up with the County again.  No updates yet.

3.     Proposed Covenant Changes

4.     Path

5.     New Paving Company

·       Joe announced that Brian Hill with B&B Paving is currently working on a large golf club project and them will be retiring. Joe asked him to provide us a recommendation for another paving company. Joe will research other options. Joe met with 2 paving companies: Town and Country Paving – Scott Jones, D&H Paving – John Carroll.

6.     Homeowner letters

New Business:

a.     Review draft annual dues letter

b.     Determine date of 2024 Annual Meeting so we can include in the dues letter

▪       November 14th – 7pm, Zoom

c.      Schedule September Board meeting; proposing 9/18 @ 7:15pm

Motion to Adjourn 9:00 by David, Seconded by Brad, motion carried