February 2025 Board Meeting Summary

Minutes

Brookeville Knolls HOA Board of Directors Meeting

7:30 pm, Tuesday, February 18, 2025

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

Meeting called to order at 7:33pm, all invitees in attendance.

Review / Approval of November 2024 Annual Meeting Minutes and January 2025 minutes

Motion to approve minutes from January meeting, Motion seconded, all attendees voted in favor. Motion passed.

Board will review November 2024 minutes at March meeting.

President’s Report

a.     Maria B. sent December 2024 meeting minutes to Ryan to post on the website

b.     Maria B. asked Ryan to post February meeting date/time on the website

c.      GOCA website also has a direct link to Roads; able to report missing signs, blocked signs, areas where grass hasn’t been mowed, etc. Maria B. emailed link to Ryan to add to our website.

d.     Sent email to community (excluding THS) about upcoming Trash Program Renewal.

e.     Received two emails about a tree down behind Sinclair Court and Toddsbury Lane; emailed Pupkar to give us an estimate to move the tree off the path.

f.      Sent email to community about County Recycling pick-up date move from 2/21 to 2/22

g.     GOCA:

o   Maria B. and Joe participated in the February 11 GOCA meeting

§  Discussed Police Priorities – Juvenile Crime, Officer Support, and use of Technology.

§  Talked about ADU’s and Amendments, proposal with a new name to replace the AHS, hearings coming up on March 11th.

§  GOCA Awards are coming up

o   Marc Elrich was a speaker                                                                                                                                                                                             

o   MoCo Police Commander was a speaker

§  Burglary and Property crime is up in Olney

Treasurer’s Report

·       Trash bill notices have been sent out via mail.

·       Engagement letter for the Audit needs signing and sent back. David will take care of this.

Vice President’s Report

·       Maria H. completed shed review for Toddsbury and Chancery. She found 3 houses that might need checking or might not comply.

·       Maria H. heard back from the county regarding trees. Forwarded emails to board members. Maria B. and Maria H. will coordinate and work on this together.

Secretary’s Report

·       Brad completed shed review for Dartmoor Lane and Court.

Member-at-Large Report – no update

Architectural Committee:

3.     Sheds:

a.     Jim drafted a letter that will be sent to all homeowners letting them know of the shed guidelines and that specific letters will be sent to homeowners with a shed that either does not meet guidelines and/or does not have an approved ACR:

a.     Existing shed meets guidelines and has an approved ACR – no letter

b.     Existing shed meet guidelines but does not have an approved ACR – will get a letter

c.      Existing shed does not meet guidelines – will get a letter

b.     Maria B. asked Board members to sign up for streets to review. We need the initial email sent about 30-60 days prior to the individual letters.  The sooner the reviews occur the sooner we can start sending the initial letters.  Reset target review date to 1/31. Once complete, Maria B. will send email to all homeowners, followed by targeted emails to non-compliant homeowners. We should consider giving homeowners 90 days to rectify any compliance issues; it will be difficult to do work in the winter.

c.      Maria B. updated Jim’s tracking file to note which homes with sheds do / don’t have ACRs on file.

Old Business:

1.     Grounds Maintenance / Landscaping Projects

2.     Trees

3.     Proposed Covenant Changes – ON HOLD

4.     Path

5.     Homeowner letters

6.     Reserve Study

a.     Received question from homeowner on this. Maria B. will reach out to MoCo on status of our review.

7.   Encroachment

8.   Update ACR form

a.     Jim needs to update the form to say “Rev. February 2025” - COMPLETE

b.     Maria B. will have Ryan post this on our website.

c.      Maria B. will also send an email to the community notifying them of the new form.

9.   Misc. Items:

New Business:

1.     Discuss mowing contract for upcoming year; suggest we ask Horeb for a bid

a.     Will send request for bid.

2.     Review draft message to attorney on open items needing follow-up

a.     Reviewed email draft to attorney. Maria to update and send out.

3.     Schedule March Board meeting; proposing March 19 @ 7:30pm

a.     That works for folks!

Motion to Adjourn at 8:47pm Motion approved.