October 2024 Board Meeting Summary

Minutes

Brookeville Knolls HOA Board of Directors Meeting

7:30 p.m., Wednesday, October 16, 2024

Attendees: Maria B, Maria H, Brad S, Joe K

Maria B. called the meeting to order at 7:37pm

Review / Approval of September 2024 Meeting Minutes

Brad Motioned to accept minutes, Maria H. seconded and all were in favor

President’s Report

a.     Emails:

o   Received several ACRs

o   Received email from one homeowner who paid dues twice; David sent a refund

o   Sent out several emails about the Attainable Housing Strategy

b.     GOCA:

o   GOCA has direct link to 311 on their website, we would like to have a similar link on our HOA website. Maria B. will review with Ryan.

o   GOCA also has a direct link to Roads; able to report missing signs, blocked signs, areas where grass hasn’t been mowed, etc. Maria B. will review with Ryan.

o   Maria B. was not able to participate in the October 8 GOCA meeting

o   Maria B. attended 10/2 AHSI virtual meeting

Treasurer’s Report

David’s report sent via email. Notes payments for landscaping and Brightview for path work

Vice President’s Report

Nothing to report

Secretary’s Report

Nothing to report

Member-at-Large Report

Nothing to report

Architectural Committee

ACR’s:

Old Business:

1.     Grounds Maintenance / Landscaping Projects

a.     Maria received the name of another company to contact about mitigation - Brightview. Maria B. contacted Brightview; playing phone tag and trying to schedule a call for Joe and I to discuss. Maria B. and Joe met with BrightView on 5/21. Review proposals. Proposals reviewed by board. Discussion of plans in the proposal, General agreement about the proposal to fix the path. Discussion of the type of plant that was proposed to use, plant seems appropriate for the desired outcome, shouldn’t spread/colonize the entire area. Questions about the proposals will be sent back to Brightview, once those are answered, it will be brought to the board for approval. Sent questions to BrightView and emailed response to the Board. Questions regarding warranty on the plants if they die after planting. Maria B. emailed BrightView with this question. BrightView did another review of the area and expressed concerns with the deer traffic in that area. They don’t believe the plantings along the path will survive this traffic. Below is a revised proposal for gravel along the path edges instead of the plantings. This proposal increased from $5832 to $7564.  Everyone okay with this change? Change approved at September meeting. Proposal was signed and deposit paid. Work complete, waiting on final invoice.

b.     The proposal to create a berm, redirect water flow to the drain, and install plantings does not change ($18,942). Everyone okay to move forward so the planting can be completed ASAP? Everyone approved. Proposal was signed and returned with a deposit check. Work was completed on 10/11. BrightView will send final invoice.  Work was completed. Looks great. They did a good job. Waiting for final invoice.

c.      Maria H. asked for the status of the path repair reimbursement from Rock Creek. Maria B. sent second letter to Rock Creek via certified mail; a copy was also mailed to our attorney. Maria sent new letter with correct city dated 8/19 via certified mail. No updates on this yet.

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. stated that she would try to follow-up with the County again.  No updates yet.

3.     Proposed Covenant Changes

4.     Path

5.     New Paving Company

a.     Joe announced that Brian Hill with B&B Paving is currently working on a large golf club project and them will be retiring. Joe asked him to provide us a recommendation for another paving company. Joe will research other options. Joe met with 2 paving companies: Town and Country Paving – Scott Jones, D&H Paving – John Carroll.  CLOSED until path work is needed.

6.     Reserve Study

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

8.     Encroachment

9.     Update ACR form

a.     Discuss changes to ACRs to ensure we have the appropriate details to review/approve. Jim will take a stab at updating the application for review at the next Board meeting

10.  Review final Annual Meeting documents

New Business:

a.     Review Pupkar’s tree review and proposal. We need details on these trees. Pupkar needs to mark the trees or review with a Board member.

b.     Schedule December Board meeting; 12/9 at 7:30pm will be via Zoom

Motion to adjourn the meeting at 8:48pm