August 2024 Minutes

BHOA August 2024 Minutes.pdf

Download PDF • 131KB

Briarwood HOA meeting

August 13, 2024

1. CALL TO ORDER

 The meeting was called to order at 7:01 pm

 The meeting was held on-line via Microsoft Teams.

2. ROLL CALL

 Board Members

o Present: Pat Daniels, Kayla Daniels, Mike Karagoulis, Lynne Page, Chrislyn

Particka, Jim Rypkema, George Plastis (left early), Jean Zwier (arrived late).

Absent: Kristen Leary. Quorum met.

o Guests: Cory Pahl, Elizabeth Pahl, Ryan Roberts, Sheryl Page.

3. APPROVAL OF MINUTES FROM THE 7/9/2024

MEETING

 Chrislyn noted that she had circulated the draft minutes, then a second version of the

draft minutes with some minor corrections, prior to the meeting.

 Jim moved to approve the minutes. Pat seconded.

o The vote was unanimous yes, and the motion carried.

4. ANNOUNCEMENTS

 Pat noted that the potential for a fall garage sale was added to the agenda under new

business.

5. GUEST COMMENTS

 All guests stated that they were attending to observe the meeting.

6. OFFICER AND COMMITTEE REPORTS

President’s Report

 Pat had a few notes. He stated that he has sent some emails to the board in the time

between the July and August meetings. He also sent a copy of the dues tracker to Lynne

and clarified some information regarding missing payments. He also stated that he

hopes to discuss missing dues further in New Business.

Vide President’s Report

 Jim stated that there has been a great deal of communication about the pond and the

broken pumps. He noted that the water is currently stagnant. He has talked with

representatives from Ingham County Drain Commission (ICDC) and the Spicer Group,

which is the company that has been hired to manage the pond by the ICDC. The ICDC

commissioner came today to inspect the pumps and found both to be broken. The

commissioner also stated that the county will have two new pumps installed at their

cost and admitted that the pond looked bad.

o Lynne noted that she had also spoken with the deputy drain commissioner.

o In email exchanges about the pumps prior to the meeting, Chrislyn had asked if

any winterization of the pumps was required. During the meeting, Jim reported

that he had asked ICDC/Spicer Group and was told that they did not need to be,

as the pond was deep enough to prevent them from freezing.

Treasurer’s Report

 Lynne reviewed the P&L statement that she had circulated via email prior to the

meeting.

o Received past due dues from two homeowners during the month.

o Renewed Google Suite and Quickbooks.

o Paid for lawn maintenance services.

o Received a bill from Grainger for the special trash pickup.

 There was discussion about why, as Pat and Kayla thought there should

have not been a bill. Lynne will forward the invoice to Pat so that he can

follow up.

o Paid the lease for the recreation park.

o Filed Michigan non-profit report.

Secretary’s Report

 Chrislyn raised the question about how much detail from guest comments should be

included in the minutes. She is concerned about the difficulty in capturing the details of

another person’s statement and then adequately summarizing them. The board also

decided to include less detail on discussion items, so it seems imbalanced to provide

detail about member comments.

o There was discussion about different ways to handle this issue and the board

decided to add it as an agenda item for the next meeting.

Maintenance Committee

 Mike reported that he had purchased the new roofing for the shed but would be waiting

until it cools off to install it.

 There are some declining trees on HOA property that homeowners in adjoining

properties would like to have removed. He will put a comprehensive list together for the

board to review.

 Sisu has continued with brush cleanup work and a bit more is left.

 The lights on the entrance signs have all been replaced.

Nominating/Elections Committee

 Jim had no formal report.

o There was discussion that the members of the committee should start working

soon to find homeowners to run for the 2025 board.

 There was also discussion about who was on the committee; Chrislyn

referenced the March 2024 meeting minutes and stated that the

members are Jean and Pat, along with Jim as the chair.

Welcoming Committee

 No report.

Audit Chair

 No report.

Communications Committee

 Final changes to the survey need to be made.

o Pat reported that he had gotten cost estimates for printing. Lynne and Mike both

offered to look into coupons/discounts that they might have.

Events Committee

 National Night Out was cancelled as both the food and ice cream truck had

cancelled due to the weather.

o The committee will look into rescheduling an event.

 Pat announced there are two more food trucks on the schedule.

 There was also discussion about the Halloween event and how it should be

structured this year.

ACCE Committee

[The ACCE Committee report was moved from its original place on the agenda to the

end of the reports as Kayla had to step away from the meeting from 7:35 to 7:40 pm.]

[Jean joined the meeting at 8:40 pm, prior to the start of the ACCE Committee report.]

 Kayla reported that the committee (she, Lynne, and George) had met to discuss the

ACCE requests and talked to the homeowners that had submitted them.

o All requests were sent to the entire board via email prior to the meeting for

review.

 3926 Belding Court, installation of privacy fence/panel.

o Kayla stated that the committee was not in agreement regarding this request, so

the board is not recommending it for approval. The entire board will vote on

whether to approve it.

o Pat moved to approve the privacy fence/panel at 3926 Belding Court. Chrislyn

seconded.

o The board discussed the proposal, with individual members providing their

thoughts.

o Kayla called for a vote.

 Yes: Kayla, Pat, Chrislyn, Jean

 No: Lynne, George, Mike

 Abstain: Jim

 The motion carried; the request was approved.

 3881 Roxbury Avenue, installation of solar panels.

o Lynne referenced the new Michigan law that prohibits HOAs from not allowing

solar panel installations, with some caveats, including height above the roof and

how far over the roof edge that panels can extend.

o Kayla stated that the committee had not voted on this request. Discussion

followed.

 Some members of the ACCE committee did not feel that the request was

complete, given the new law. There was some discussion about whether

or not the application was complete and why.

o Chrislyn moved to approve the request for solar panels at 3881 Roxbury Avenue.

Pat seconded.

 There was more discussion about whether the application was complete

or not, with some board members feeling that it was not, given what the

HOA could require under the new state law, with others feeling that it

was complete because the current ACCE request form does not ask any

questions about those potential requirements.

 George called for a motion to table the vote. Mike seconded.

 Lynne called for a point of order, questioning if the committee

had to vote before it could be considered by the entire board.

o Jean stated that she believed this was why the board

voted to have all ACCE requests voted on by the entire

board.

 There was discussion about the motion to table and that if it

passed, it would require the board to deny the application as

submitted to meet the 30-day timeline for a response to an ACCE

request, and then ask the homeowner to resubmit the

application.

 Vote on the motion to table.

o Yes: George, Mike

o No: Chrislyn, Pat, Kayla, Jim, Jean

o Abstain: Lynne

o The motion to table failed.

o The board returned to voting on the motion to approve solar panels at 3881

Roxbury Avenue, with a friendly amendment that the approval include the

standard caveats that the homeowner will pull the necessary permits, etc.

 Yes: Pat, Jim, Chrislyn, Kayla, Jean

 No: George, Mike

 Abstain: Lynne

 The motion carried; the request was approved.

 3980 Channing Way, addition.

o The committee recommended this unanimously.

o The committee as a whole therefore moved to approve the request for the

addition at 3980 Channing Way, with the standard caveats that the homeowner

will pull the necessary permits, etc. The homeowner may change the siding

slightly depending on pricing but will first seek approval from the ACCE

committee. Chrislyn seconded.

 The vote was unanimous yes and the motion carried; the request was

approved.

 3911 Sandlewood Drive, repair to foundation which will include addition of an egress

window for fire safety.

o The committee was not in agreement to recommend this request, as some

members did not feel the application was complete as there was not enough

detail regarding the type of materials to be used for the egress window, nor had

the homeowners talked to their neighbors.

o The board discussed the proposal.

 Some members felt that an ACCE request was not even necessary due to

it being a repair.

 Some members felt that the application was complete, as the form does

not ask for specifics regarding the type of materials to be used, and the

form only recommends that homeowners talk to neighbors if the work

would be visible to neighbors, and this would not be.

o Chrislyn moved to approve the request to repair the foundation and add an

egress window at 3911 Sandlewood Drive. Jim and Pat seconded.

 Yes: Chrislyn, Pat, Jim, George, Mike, Jean, Kayla.

 Abstain: Lynne

 The motion carried; the request was approved.

 Other ACCE requests that were submitted since the July meeting were not complete and

the committee will follow up with homeowners.

o There was discussion that if the ACCE committee is unanimous that an

application is incomplete, they should let the homeowner know that their

application cannot be considered due to it being incomplete. The committee

should advise the homeowner on what information needs to be added and

explain that the 30-day window will restart once the new application is

submitted.

[George left the meeting at 9:53 pm]

o Pat moved to allow ACCE to require resubmission of an ACCE application if they

are unanimous that the application is incomplete. They must notify the

homeowner in writing, as outlined above. Jean seconded.

 The vote was unanimous yes, and the motion carried.

o Jim suggested that we should allow the board to vote via email on ACCE

applications on which the ACCE committee is unanimous.

 Pat made a motion as stated above, Jean seconded. There was discussion

regarding additional details that could be added to the motion.

 Kayla moved to table the issue until the next meeting. Jean and

Lynne seconded.

 The vote was unanimous yes, and the motion carried.

 The issue of the board voting by email on ACCE requests will be added to

the September agenda.

7. ADJOURNMENT

 Jean moved to adjourn the meeting; Kayla seconded.

o The vote was unanimous yes, and the motion carried.

o The meeting adjourned at approximately 10:15 pm.

[Note that there was no discussion of new and old business due to time constraints. Issues

that were on the agenda and not covered will be added to the September agenda]