September 2024 Board Meeting Summary

Minutes

Brookeville Knolls HOA Board of Directors Meeting

7:15 p.m., Wednesday, September 18, 2024

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

Maria B. called the meeting to order at 7:07pm

Review / Approval of August 2024 Meeting Minutes

·       Maria H. motioned to approved as written; Joe seconded and all were in favor

President’s Report

a.     Emails:

o   Sent out several emails about the Attainable Housing Strategy

o   Sent email about Recycle Pick-up date change for Labor Day

o   Received email about dues increase and Reserve Study

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 M.

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 M.

o   Maria B. participated in September 10th GOCA meeting. There will be 4 in-person Planning Sessions in September and one virtual session in October - all open to the public but you must register.  Maria B. will attend 9/25 meeting in Germantown as well as the October virtual meeting.

o   Maria B. attended MoCo Civic Federation (MCCF) meeting. There were 2 very thorough presentations.

Treasurer’s Report

·       Account Balances

Vice President’s Report: Nothing to report

Secretary’s Report: Nothing to report

Member-at-Large Report

·       Discussion of Board members’ terms ending this year at the annual meeting; Maria and David’s terms expire. They were nominated to run again by the Board and agreed.

Architectural Committee

ACR’s

Old Business:

1.     Grounds Maintenance / Landscaping Projects

a.     Grading/Water Run-off Issue - Maria B. sent identified questions to Boyer and copied the BOD on 3/14/23. Maria B. sent a follow-up email. No response yet.  Sent to Joe to review.

b.     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.

c.      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 to be signed and returned to BrightView.

d.     Maria B. asked Pupkar for a quote to fell the tree behind Sinclair Court. BrightView’s bid was $3264 and Pupkar’s bid was $1100. Maria B. sent to the Board and all approved via email. Pupkar has completed this work. CLOSED.

e.     Maria B. contacted Johnson regarding survey completed previously. They sent a copy of the last survey which indicates there are markers near the driveway bib at Georgia Avenue. These may have been covered by asphalt when that driveway bib was installed. Johnson indicated this could be checked and is to provide a cost estimate to do so. No response yet on the estimated cost. Receipted proposal for updated surveys for Parcels D and F.  Maria B. proposed that we only need survey for Parcel D and not F. Motion to accept the survey proposal for Parcel D. Joe Seconded and all approved. Maria B. emailed Johnson and asked that they move forward with the survey for Parcel D only. Maria B. and Brad signed the proposal for them to move forward. Survey has begun, awaiting results. David received an invoice for the work which is now completed. However, the asphalt on Georgia Avenue was not marked. Maria B. sent email to CJP asking about this. Updated Map sent by David with where the pins and boundary markers were, and which were missing after the survey was done. The information regarding the missing markers was sent back to Johnson with request to place/mark the missing boundary markers. New markers are in place now. COMPLETE

f.      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.

2.     Trees

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. 

6.     Homeowner letters

7.     Reserve Study

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

8.     Encroachment

New Business:

a.     Discuss changes to ACRs to ensure we have the appropriate details to review/approve.

b.     Documents for the Annual Meeting; Maria B. will draft all necessary documents and send to Board for review.

1.     Budget Documents

2.     Cover letter

3.     Proxy Vote / Ballots

4.     Speaker? Maria B. suggested getting someone from County Council, Elrich’s office or EPIC rep to discuss Attainable Housing. Joe suggested asking MoCo police to discuss drones and crime.

5.     Accomplishments.

6.     Agenda

c.      Schedule October Board meeting; proposing 10/16 @ 7:30pm

Joe motioned to adjourn at 8:42pm. Brad seconded and all were in favor.