October 2023 Board Meeting Summary

Brookeville Knolls HOA Board of Directors Meeting

Wednesday, October 18, 2023

Via Zoom

Attendees:  Maria B, Maria H, David K, Joe K, John H

The meeting started at 7:02 p.m.

Review / Approval of September 2023 Meeting Minutes

A motion was made by Maria B. to accept the minutes as provided to the Board by John H. via email, 10/09/2023.  Joe K. pointed out the need for one minor modification.  John H. seconded.  With the one minor modification, the Board approved unanimously.

President’s Report

1. Website updates

• The October meeting date was posted on the HOA website. The June and July meeting minutes were also posted on the HOA website.

2. GOCA Update:

• Joe K. attended the October meeting and presented the results.

3. GOCA Update: Topics expected by GOCA at Annual Meeting

• (See “Review Preparation for Annual Meeting,” below.)

4.  Emails

5. Maria B. indicated that no new ACRs were recently received.

Treasurer’s Report

1. Operating Account

2. Trash Account

3. Reserves

4. CDs

5. Savings

• David K. presented his comprehensive pdf.

• David K. stated that delinquency notices have been sent out as usual.  He further stated that 18436 Shady View Lane house that is in foreclosure may also be part of a bankruptcy proceeding and that the BKHOA may never recover the past dues of that property.

Vice President’s Report

• Maria H. indicated that no action has been taken yet by the County on the “small tree” plantings concept.

Secretary’s Report

• John H. made a motion to formally state that the written minutes of Board of Directors meetings are the official record of the meetings.  Maria B. seconded.  The Board approved unanimously.

Member-at-Large Report - No update

Architectural Committee

1. Architectural Change Requests (ACRs) for Review

2. Compliance Issues

No change.

Old Business:

1.    Grounds Maintenance / Landscaping Projects

• Joe K. to look into possible alternatives.  Joe K. provided a flood analysis.  John H. speculated on the possibility of a retaining wall. 

2.    Trees

• A BKHOA Tracking File with the status of Tree Issues is being maintained.

• Letter submitted to Pupkar authorizing some tree work.  Completed.

• Maria B. to check on other tree work proposed by Pupkar and request a bid.  It was noted that this needed to be coordinated with homeowners.  A question was raised if anyone knew what kind of tree was involved and no one did.

• Maria H. previously indicated that we need to follow-up on tree plantings as discussed at the 2022 Annual Meeting. We need trees planted to replace the many trees felled over the years. 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.

• John H. indicated that when the county replaced the silver maple on his easement, they planted a “swamp oak.”  Otherwise, no change to this item.

3.    Montgomery County 311 Submissions

• A BKHOA Tracking File for the status of MC311 requests is being maintained. 

• John H. submitted a MC311 request to the county 10/3/23 to remove an unused signpost near the start of the path on Queen Elizabeth Drive.  This signpost was removed by the County 10/10/23.  CLOSED.

• Maria B. submitted a request on Feb 25, 2022 for the County to evaluate the trees in the Shady View Ct. cul-de-sac circle since they are over 25 years old. The County evaluated the trees and indicated they would be pruned. We are on the County’s waiting list. Per an update from the County, this work will occur summer of 2024.

• No change.

4.    Proposed Covenant Changes

6.    Suggested Improvements to the ACR process

7.    Path

8.    Record Keeping

9.    Draft Modified Articles of Incorporation

New Business:

1.    Review Preparation for Annual Meeting

• The Annual Meeting will be held, via Zoom, at 7:30 p.m. on Thursday, November 16, 2023.

• The cover letter, proxy form, draft agenda, proposed budget, and Board 2022/2023 Accomplishments were mailed out Oct. 6. 

• Maria B. requested that any updated documents that require regular review at the annual meeting be sent out electronically.  Maria B. suggested that the GOCA representative talk about the benefits of GOCA and give a crime update.  She requested that the presentation be no more than 10 minutes and then allow 5 minutes for questions.

2.    Schedule December Board Meeting 

• Thursday, December 14, 2023, at 6:30 p.m. in person.

Maria B. motioned that the meeting be adjourned.  Joe K. seconded and the vote was unanimous.

The meeting ended at 8:11 p.m.