December 2023 Board Meeting Summary

Draft Minutes

Brookeville Knolls HOA Board of Directors Meeting

6:30 p.m., Thursday, December 14, 2023

In Person

Attendees:

Maria B             David K 

John H              Joe K

Maria H             Brad K

Maria B. called the meeting to order at 7:34 pm.

Maria B. welcomed our newest Board member – Brad Seebeck.

Review / Approval of October 2023 Meeting Minutes

1.     John K motioned to accept the minutes as written. Maria H. seconded and all were in favor.  

Review Annual Meeting and Approve Meeting Minutes

1.     Maria B. motioned to accept the minutes as provided to the Board via email.  These minutes will be reviewed and approved at the 2024 Annual Meeting.

President’s Report

1.     Discussed the Reserve Study requirement. Although a Study is required, it is not required for it to be performed by a certified analyst. Maria B. and David Kerr have extensive experiences with financial reports, budgets, and costs analyses.         

2.     ACRs submitted are up to date; none outstanding.

3.     Maria B. provided an update on GOCA from their November meeting.

4.     John H asked about the Olney bike path; Maria B. will ask John Seng about the status.

Treasurer’s Report

1.     Account Balances

2.     Currently a small number of homeowners with outstanding dues

Vice President’s Report

1.     Discussed the concept of community homeowners planting trees in the common area. The Board voiced concern of liability and safety issues.  

2.     Maria B. will forward County email about trees to Maria H.  Maria H. to follow-up with the County.

Secretary’s Report

1.     John H has provided all outstanding documents to Maria B.

2.     Maria B. thanked John for his assistance over the past few months and offered him to continue on the Board.

3.     Brad S will serve as Secretary for the next 3 years.

Member-at-Large Report

1.     No update

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. 

b.    Maria B. contacted Johnson re. 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. Maria B. sent a follow-up email; still no response. 

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. will follow-up with the County.

3.     Montgomery County 311 Submissions

4.     Proposed Covenant Changes

5.     Suggested Improvements to the ACR process

6.     Path

New Business:

a.     Board members all signed Conflict of Interest and Code of Conduct forms.

b.     Scheduled next Board meeting for January 17 at 7pm via Zoom.

Maria B. motioned to adjourn the meeting at 8:43pm. David seconded and all were in favor.