September 2023 Board Meeting Summary

MINUTES

Brookeville Knolls HOA Board of Directors Meeting

Wednesday, September 20, 2023

Via Zoom

Note: There was no August 2023 Brookeville Knolls HOA Board Meeting.

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

The meeting started at 7:05 p.m.

Maria B introduced John H as Acting Secretary.

Review / Approval of July 2023 Meeting Minutes

Maria B asked if there were any changes to the July minutes. There were none. David motioned to approve and Maria H. seconded. Approved unanimously.

President’s Report

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

2. GOCA Update:

   1. There was no August meeting; Maria B. attended the September meeting

   2. We need a backup rep for GOCA. Joe volunteered. Maria B. will send his email address to GOCA.

   3. Lone Oak event on 8/30 was successful; 17 non-profits attended; event will be repeated in 2024

   4. GOCA is looking for a new Treasurer

   5. Transportation Committee: Talked about the speed hump process; Maria B. offered to share her experience with the GOCA Board

   6. National Night Out: over 5,000 people attended

   7. GOCA trying to address panhandlers

   8. GOCA awards and elections for 2024 is coming up

   9. Asked for GOCA to speak at our Annual Meeting; they agreed

   10. GOCA looking for meeting locations that don’t charge (schools, churches, Longwood)

Discussion centered around inviting a GOCA representative (or representatives) to the Annual Meeting and ensuring that they had enough time for a presentation and questions, but not so much time as to unduly extend the meeting. Joe suggested that we should have a representative of the Montgomery County Police Department address what appears to be a rising crime rate in the area.

Maria B. to talk to GOCA about topics; maybe a visit from the police to talk may be a possibility.

3. Emails:

1. Received ACRs

2. Received a few emails about the downed tree over the path behind Sinclair Court (The tree was subsequently removed.)

3. Sent email to community about upcoming tree/bush trimming in common areas

4. Sent email to community about recycle pick-up schedule changes due to Labor Day holiday

5. Sent email to Horbel regarding approved proposal to trim trees/bushes in common areas (Subsequently completed by the company.)

Treasurer’s Report

1. Operating Account

2. Trash Account

3. Reserves:

   1. CDs

2. Savings David Kerr presented documents for each of the items above, noting that the Savings Account plus the Total CDs equals the BKHOA reserves. He further indicated that a number of bills were coming and that changes to the associated reports will be made accordingly.

Vice President’s Report

Maria Herrera indicated that the homeowner on Queen Elizabeth Drive with the dead tree in their front yard has had it removed. (This is now closed.)

Secretary’s Report

John H has agreed to serve at the Acting Secretary to the Board through the end of the documentation of the Annual Meeting of November, 2023.

Member-at-Large Report - No update

Architectural Committee:

1. Architectural Change Requests (ACRs) for Review

2. Compliance Issues

Old Business:

1. Grounds Maintenance / Landscaping Projects

a. Maria B. sent identified questions to Boyer and copied the BOD on 3/14.

b. Maria B. contacted Johnson re. survey completed previously.

2. Accessary Dwelling Units (ADUs) Amendment

Voting/Meeting Review of new amendment

This item is now incorporated into the larger BKHOA Draft Modified Articles of Incorporation revision. (See New Business, below.)

3. Trees

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

4. Montgomery County 311 Submissions

5. Proposed Covenant Changes

Edited Covenants and Bylaws with attorney’s edits/comments

Discussion then centered around a change in how sheds were addressed. Maria B. suggested the creation of a common non-compliance letter for sheds be created to give notice to all homeowners in non-compliance.

No action was taken at this time.

6. Suggested Improvements to the ACR process

7. Path

8. St. John’s Fence

9. Record Keeping

10. Replacement Board Members

New Business:

1. Review draft documents needed for Annual Meeting

Minutes of Last Year’s Annual Meeting

Maria Bender to finish minutes of last annual meeting to be included.

a. Accomplishments

Reviewed with the Board. Maria Bender to finalize.

b. Proposed Budget

David reviewed the proposed budget.

The cover letter, agenda, and proxy form need to be mailed out by Oct 2.

c. Open Board seats

d. Schedule the Annual Meeting

The Annual Meeting is projected to be held, via Zoom, at 7:30 p.m. on Thursday, November 9, 2023.

2. Draft Modified Articles of Incorporation

3. Schedule October Board Meeting

Wednesday, October 18, 2023, at 7:00 p.m. via Zoom

Maria B. moved to adjourn the meeting. Maria H. seconded and all were in favor.

The Meeting ended at 9:30 p.m.

These Minutes were approved at the BKHOA Board of Directors meeting, October 18, 2023.