March 2022 Board Meeting Summary

Brookeville Knolls HOA Board Meeting Minutes

Wednesday, March 16, 2022

7:00 p.m. – Zoom

Attendees:

Maria B

Rick P

Maria H

David K

Bob W

Review / Approval of February 2022 Meeting Minutes

● Maria B. called the meeting to order at 7:00PM.

● Maria B. motioned to approve the Feb meeting minutes. Rick seconded and all were in favor.

President’s Report

● Website updates:

o Ryan has posted the March meeting date on our website banner.

o The approved January meeting minutes were posted on our website.

● GOCA

o New GOCA board voted in and introduced;

o An update on the Thrive 2050 was presented by the General Plan Project Manager, Montgomery County Planning department. A presentation was made about “Green Olney and the green initiatives for the greater Olney area,” primarily in schools (note: they are not currently listed on the My Green Montgometry.org website).

● Emails:

o Followed-up on many trash program emails.

o Received emails from settlement companies for HOA info, but all addresses were not within our HOA.

Treasurer’s Report: One additional homeowner signed up for trash collection and also paid the reinstatement fee.

● Account Balances

● Re-Sale Packages: No requests are pending.

● Dues Status: No changes in status.

Vice President’s Report: No report.

Secretary’s Report: No report.

Member-At-Large Report: No report.

Architectural Committee

● Resale Packages: No requests were received or are pending.

● Architectural Change Requests: No new requests were received.

● Old 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. Rick sent a draft RFP to the Board for review by the end of the following week. Rick will send this RFP to ECR and maybe one additional company.

o The Board motioned to get additional bids for the survey of Parcel D only from OC&L. David found information from previous surveys. Bob contacted Johnson and received additional information. Bob will compose a letter for review that can be emailed from the BKHOA account.

o Land Décor was emailed about their protocol is if they come across a down branch when mowing; per their contract, any debris that will take no more than 2 hours to clean up will be taken care of at the time of mowing. Debris that will take longer than 2 hours will require prior approval from the Board.

● Mowing:

o Maria B. sent our mowing requirements to 5 companies and asked for responses by 2/12

● Land Décor

● Nave Landscaping Services

● McFall and Berry Landscape Management

● Ruppert Companies

● Landmark Lawns

o Bids were received from Land Décor and Landmark Lawns. The Board reviewed the details from proposal received. Board voted to move forward with Land Decor with minor changes to their proposals. Maria B. signed the contract, which was returned to Land Décor. The company was asked to provide confirmation that the signed contract was received.

o Homeowner requested the HOA trim behind fences

▪ Maria B. asked Land Décor if this is something they do for other customers. Land Décor doesn’t trim behind homeowner fences.

▪ The Board felt this would be a liability for the mowing company if they damage a fence. This would also increase our mowing costs, which would be shared by all homeowners, not just those with fences.

▪ Maria B. will draft a response to the homeowner.

● Trash Program proposals: Contract signed with new company and homeowner responses/billing completed.

o Maria B. sent release letter (drafted by our attorney) to PDI. PDI has signed and returned the release letter. We still need an ETA on when the PDI totters will be picked up.

o The Board voted to sign the trash removal contract with New Generation

o Maria B. sent paper letter and email to the current participants on 2/14. Follow up emails were sent every few days.

● ADU Voting/Meeting Review of new amendment

● Path to Private Property

● Common Area behind Tidewater Court Townhomes

● Reserve Study:

o Maria B. and David met and a draft file was put together.

● Trees

New Business:

● Bob was asked to find out if the HOA would be eligible for the Montgomery County Watershed Restoration and Outreach Program. His research showed it was restricted to 501(c)(3) organizations and we are not eligible.

● Light post down

● 311 Submissions

● There was a brief discussion prompted by Rick when BOD meetings might revert back to in-person rather than Zoom. The Board agreed to continue with Zoom meetings for now. Come spring/summer we can revisit with meetings on our decks.

The next Board meeting will be on Wednesday April 20th, 2022 at 7:00 PM via Zoom. Maria B. motioned to adjourn the meeting at 8:07 PM. Rick seconded and all were in favor.