January 2023 Board Meeting Summary

Brookeville Knolls HOA Board Meeting Minutes

Wednesday, January 25, 2023

7:00 p.m. – Zoom

Attendees:

Maria B

Maria H

Judy B

David K

Review / Approval of December 2022 Meeting Minutes

1. Maria B. motioned to approve the December 2022 minutes. Maria H. seconded and all were in favor.

President’s Report

1. Website updates: The January meeting date was posted on the HOA website. October meeting minutes were also posted on the HOA website.

2. Maria B. created a worksheet to track ACRs; input data for 2022 through current date. Maria B. will send this file to the Board.

3. GOCA Update:

   • Maria B. did not attend.

   • Reviewed 2022 GOCA awards nominations. The awards ceremony will be held on 3/12/23 at the Good Counsel High School cafeteria. There will be a reception starting at 2pm, with the presentations starting at 3pm

   • Next general membership meeting will be 2/14/23. Meeting will be in person at Cadence as well as on Zoom.

4. Emails:

Treasurer’s Report:

1. Savings account

2. Trash account

3. Operating account

4. CDs

5. Paid Pupkar for work completed

Vice President’s Report: None

Secretary’s Report: None

Member-At-Large Report: None

Architectural Committee:

1. Architectural Change Requests for Review:

2. Compliance Issues

Old Business:

· Grounds Maintenance / Landscaping Projects

· Proposed work to address water flow issues: Bob contacted Doug Tilley at OC&L (the civil engineer that developed the remediation plans) about possible companies and Mr. Tilley provided Bob with 3 names that were forwarded to Rick. Bob also summarized his conversation in an email to the BOD and included alternatives, such as splitting the asphalt path modification as an independent fix in an attempt to entice companies in bidding on the swale and drainage work. Bob talked with Boyer and received a proposal.

· The Board motioned to get additional bids for the survey of Parcel D only from OC&L.

· Mowing Contract: Need to send to various companies for bids. The Board agreed to solicit the following companies:

1 Land Décor

2 Boyer

3 Planet Green

4 Murphy’s Lawn Maintenance

· ADU Voting/Meeting Review of new amendment; item tabled for review at April 2020 meeting. This issue is pending until we get feedback from the HOA attorney

· Reserve Study

· Trees

· Montgomery County 311 Submissions:

· Proposed Covenant Changes

· Received a letter from Williams regarding an environmental survey they will be conducting. The BOD approved the survey and David suggested that Williams be asked to provide a copy of the results for the BOD. No update received yet.

· Suggested Improvements to the ACR process:

a. On ACRs that involve physical structures, for example fences and sheds, we could attach the appropriate section from the ACR guidelines (i.e., the page highlighted with the rules) to the approved ACR so that there is no confusion as to what is expected.

b. We could modify the ACR form to highlight in BOLD that once approved, no modifications are allowed without submitting another ACR. Also emphasize they should not start the project until approval is received (similar verbiage is already on the form but we should BOLD this text). Who can revise the form? Maria B. will revise the form and send to Ryan M to post on our website.

c. Underline / bold the 30-day rule. Who can revise the form? Maria B. will revise the form and send to Ryan M to post on our website.

d. Per Rick’s suggestion, add verbiage to the Resale Package information on our website that failure to submit an ACR will delay the release of a resale package. David will revise the verbiage around this so we can update our website.

· Potholes

· MoCo Storm Water Survey.

· Trash Program: David contacted the trash company regarding any increase or change to our program. Next Generation will NOT be increases our fees. David sent the trash program renewal letter to participating homeowners. Maria B. send an email to ALL homeowners letting them know this renewal letter was sent. She also indicated that non-participating homeowners that wish to join the program need to send an email. CLOSED

New Business:

· Review Mowing Bid Request document; see above.

· Judy suggested we number the bullet items to make the agenda easier to follow.

· Schedule February Board meeting; next meeting scheduled for Wednesday, February 15th at 7pm.

Maria B. motioned to adjourn at 8:16pm. Judy seconded and all were in favor.