April 2025 Minutes

BRIARWOOD HOMEOWNERS ASSOCIATION

BOARD MEETING

April 8, 2025

BHOA revised minutes APRIL 2025.pdf

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Minutes of the Board of Directors Meeting of the Briarwood Homeowners Association, Okemos, MI held at the Okemos Library April 8, 2025, 6:00PM.

I.                    CALL TO ORDER

Board president Mike Karagoulis called the meeting to order at 6:01 p.m.

II.                  ROLL CALL

Roll call of officers at 6:02 p.m.

Present in person: BHOA Board Members Mike Karagoulis, Sheryl Page, Lynne Page, Jean Zwier, Tasha Warren-Yehuda, Sascha Eisner, Pat Daniels, Jim Rypkema

Present online via Google Meet: George Platsis, joins at 6:13PM

Also Present in person: David Austen, Brenda Howser

III.                APPROVAL OF THE MINUTES OF THE REGULAR MEETING

Jim Rypkema motions to pass March meeting minutes, seconded by Patrick Daniels

All in voted in favor voted none against

IV.                PENDING RESOLUTIONS

1.       Mike Karagoulis presents “Roberts Rules” to be followed in BHOA Board meetings. Sheryl Page moved to approve, Jean Zwier seconds- all vote in favor none against

2.       Mike raises issue of allowing email voting only for emergencies or for issues that had already been raised and discussed in a previous meeting. Jean requests clarification of method of email voting, and Lynne asks about issues that may need further discussion or are time-sensitive, and Pat suggests that the option for email voting will exist based on the matter at hand. Mike suggests that only in rare situations of urgency and time-sensitive matters that have not already been discussed fully, special meetings can be called. Pat moves to approve, Sheryl seconds. All vote in favor none oppose.

3.       Liability- Lynne emailed attorney Mike Stephenson for advice and Lynne wants to defer discussion until he is back in office. Jim offers that he has done much research on this matter and learned that we can all sign a waiver to relieve liability for board members- Mike asks Jim to draft this and we can vote at next meeting. Unanimously agreed to continue this discussion at next meeting.

4.       ACCE -Issue presented: if this committee’s decision on a property modification application is unanimous it doesn’t need to go to entire board. Sascha clarifies that if it is a split vote or special situation it can come to full board. Jim moves to vote- Patrick Daniels seconds. All vote in favor.

5.       George Platsis joins 6:13 via Google Meet

6.       Board appointment for vacant seat. Jim reports that nomination committee has met- George, resigning from board, is thanked for his service to BHOA and for his contributions. Mike asks Jim to discuss the nomination committee’s discussions regarding next steps in filling this seat.  Discussion and vote commence later in Nominations Committee report.

V.                  OFFICER REPORTS

Before beginning reports, an issue of timekeeping is raised for the efficiency of the meeting and Mike appointed Jim as timekeeper.

TREASURER- Lynne Page: distributed current month financials online prior to meeting for review as well as in meeting- Has retrieved mail from BHOA PO Box, prepared dues status letters for real estate closings, paid bills received in March. She has recorded/deposited payments received online and by mail, prepared March 2025 cash basis financial statement and Treasure’s Report, and reconciled bank accounts for March 2025. Hard copy and digital March 2025 cash basis Income Statement (P & L) was submitted for review. The amount of Dues Receivable as of 03.31.25 was approximately $7,731. Collection efforts are ongoing. A second dues reminder notice will be mailed in April to owners with a current unpaid balance. Liens will be filed on 7 homeowners with past due (prior to 2025) balances.

A written collection policy document will be presented to the BHOA Board for approval at the May meeting. Requests that Committee Chairs submit updated budget estimates prior to the May 13 BHOA meeting in case amendments to the preliminary budget are required.

Mishaps with communication with snow removal company resulted in too-frequent snow removal, overshooting the budget, and that these issues were addressed after the fact to avoid happening again. Michael has contacted snow removal company. and confirmed that he would call them to confirm in advance next time.

SECRETARY: Tasha Warren-Yehuda: clarification of record keeping tasks, taking minutes.

ACCE – Sascha Eisner, Chair:

The ACCE Committee is currently drafting updates to several documents, including Property Change Application, Briarwood Fence Guidelines (including a Fence Drawing Template diagram), ACCE Process Summary Description, Required caveats for ACCE approval letters. Proposed draft changes to these documents will be shared with the full HOA Board for review and discussion, with the goal of having the full Board approve updates to each document at a future Board meeting.

Solar Panel Guidelines: Michigan House Bill No. 5028 (and Act No. 68 of 2024) was approved by the Governor July 8, 2024. The HOA is required to post the new solar panel guidelines on our website by September 2025. ACCE will circulate these in advance via email with the full Board.

Property Change Applications:

● 3921 Sheldrake: New exterior paint colors. Approved 4/7/25.

● 3866 New Salem: Replace front porch concrete with composite decking. Approved

4/7/25.

● 2197 Tamarack: New fence. After discussion with the homeowner, the application is

pending a resubmission to include accurate property line and fence

markings/dimensions, homeowner consultation with neighbors, and consideration of split

rail wood fence with optional vinyl-coated metal mesh lining (for dog containment).

This third application still undergoing conversations and mediation of dimensions. Mike clarifies that in this specific instance and sometimes in other, clarification of lot lines is necessary from surveying standpoint. Mike helped these homeowners define their lot lines, and recommended they refer to deed to clarify discrepancies in lot line. Discussion ensued regarding online forms for property change requests, including fence drawing template diagram, ACCE process summary description, required caveats for ACCE approval letters, solar panel guidelines.

Changes to BHOA Website Request:

Request to remove the incomplete “ACCE Request Form,” and leave only the “Printable

Version” link to the fillable PDF of “Application - To Change Existing Property.”

Sascha explains that the prior form either doesn’t match PDF form, or when information is collected becomes incomplete during upload. Sascha asks if there is there a way to mandate that all sections be completed before submitting, as some homeowners skip required material but form is allowed to be submitted anyway. After discussion of ways to ensure uniformity between the two forms and how to ensure all required information is gathered and submitted in a clear and user-friendly way, Mike asked for motion to steer owners to PDF for their property change application. Sascha wanted to advertise this on website, requesting that website uses PDF form only and that this is easier for record keeping as well. Mike repeats request to move this motion. Jim moves to approve this change, and Lynne seconds the motion. Pat mentioned to move the link and highlighting it. Jean communicates that she has more questions trying to simplify the ACCE application process and abstains from vote. All others vote in favor.

AUDIT Sheryl Page, Chair: The Committee met on March 26, 2025, (with Lynne Page, Sheryl Page, and Jim Rypkema. George Platsis was absent) to begin the Audit process. Lynne has uploaded all documents for 2023-24 to the Google Drive so they are available for review. Lynne provided a check-off sheet containing numerous items to be reviewed by Jim and Sheryl. After an explanation by Lynne of the Treasurer Drive, locations of files and information needing review we began the work. This is a time-consuming process. Over the course of the hour the Fifth Third savings and checking accounts were reconciled and confirmed correct. The PayPal and Quick Book accounts still need to be reviewed. To assist the effort Lynne will be writing up a procedure for the annual process, including a signature page. She will also create a document summarizing the major bills and expenses. Committee is planning a subsequent meeting post-vacations to complete the 2024 Audit.

MAINTENANCE Patrick Daniels- Committee Meeting held Saturday, April 6 at 3:00 PM

Current Concerns: Emergent

Mowing/lawn treatments

o Sisu (mowing) -Tentatively looking to have Sisu mow every other week, rather than every week. Jean Zwier will monitor mowing needs and frequency and contact Sisu as needed.

o Lawn Tech (treatments) We would have had a total of $990.38 (discount of $30.62) had we prepaid by February 28 – but the previous board did not vote to approve the reduced schedule. Pat discussed the matter with Mike and he proposed we discuss at the BHOA meeting, rather than vote by email. Total amount is $1,021.00 ($21.00 over the amount approved within the preliminary budget approved in March). Pat has been in contact with Curt Boak and let him know that he is awaiting board approval before getting this scheduled. Pat requests motion to approve the total amount of $1,021.00 for three treatments: one treatment in spring (fertilizer and herbicide targeting crabgrass), a second in summer (preventative insecticide targeting grubs), and a third in autumn (fertilizer and herbicide).

Mike moves to pass, Jim seconds, all vote in favor.

Erosion along Belding/Binghampton footpath

Washout repaired in 2023. (Sisu), Smaller rocks are washing/rolling into the water. Drain commission unwilling to repair washout in the past as the footpath is the HOA’s responsibility. Repairs necessary; larger rocks (riprap) needed to cease loss of rocks on slope, issues we may be able to repair ourselves. Pat will check pricing of rocks, and we need to confirm we have necessary volunteers (and a trailer to move rocks). Pat contacted Samuel at Sisu on Monday, 04/07 to obtain quote. Pat left voicemail my but also noted that Jean Zwier may be in contact. Jim suggests building a mini wall of larger rocks so little ones don’t slide into it.

Fiber box down in Recreation Park: Box and cables in brush by the light post, behind Timmons’ residence. Jean Zwier volunteered to contact Metronet. Pat also will take a closer look at this new issue.

Non-emergent

Tamarack entrance sign: Mike noted that the bricks are showing wear from the elements, suggest that the shed is waterproofed, and that we will want to consider using a similar treatment on our signs.

Fencing along Belding/Binghampton footpath and Hemmingway entrance to Nature Park: Rotten/broken split rails. Metter Construction installed the split rail along the Binghampton entrance to the Nature Park and installed the community garden fencing. Pat has been in contact with Alesha Metter for a quote. She requested photos. A meeting has been tentatively scheduled for 10:00 Thursday, April 10 to look at the state of the fence currently in place.

Trees/branches down near Recreation Park: Jim was uncertain whether these are on East Meadows’ property or another HOA between East Meadows and Fox Hollow. Concerns were shared regarding aesthetics despite this not being on BHOA property.

Brush cut in Recreation Park: Brush was cut down on BHOA property behind the Munishamaiah residence, but left piled, uncleared. Pat has spoken with Suhas and Alyse Munishamaiah (property owners), who confirmed that he cut the brush and has been gradually disposing of it with yard waste (Granger). He fully intends to finish disposal of the brush in the coming week or by next week’s yard waste pickup at the latest, additionally noting that said Alyse brought the issue they were having with brush and woodchucks to the board in 2021/2022, and the time seven woodchuck holes/dens had been exposed. Brenda suggests clarifying Briarwood lot lines for what maintenance falls within BHOA property, and what can be maintained by the township. Lynne contributes that the pond is also in Briarwood and drain commission does accept that responsibility.

Signage in/around Recreation Park and community garden: Renewed discussion of 2022 board proposal to renew and increase signage in the Recreation Park. Jean proposes that Carla Close from Drain commission could be contacted to ask about this matter.

NOMINATIONS Jim Rypkema, Chair:- In lieu of George Platsis' resignation, Nominations Committee recommends Brenda Howser for appointment to serve out his term. Brenda is a past board member and is a regular attendee at BHOA meetings. Brenda is present and confirms that she willing to serve. Jim moves to approve; Sheryl and Sascha simultaneously second.  All in vote favor unanimously and none oppose.

Regarding the indemnification question for board members, Jim has reached out to the Tacoma Hills HOA, who confirmed they only have liability insurance for common areas, and no additional specific coverage for board members.

PUBLICITY:  Sheryl Page, Chair Committee has largely been on vacation and not met- needed dates for events, if we aren’t able to get events in need these to publish. Pat suggests that committees have ownership of what is to be published then submit…including laying groundwork for things like dues allocation, etc. Pat is managing website now. Sheryl has contacted Indian Lakes HOA website for reference and comparison. Sheryl suggests some positive aspects to having a third party managing to avoid time, cost, and logistical conflicts for board members. Pat is currently managing changes and updates as they come. Some conversation ensued regarding how this this could be benefit or possibly not.

WELCOMING COMMITTEE, Sheryl Page: Committee needs to meet and discuss updates are needed for materials. Concept of directory needs to be discussed, as well as management of Facebook, email responses and who is responsible for this, etc. Pat adds that the newsletter is needed for buy-in, goal Is to have this info by next meeting, and that garage sale and events can also be posted on Next door, Facebook, Briarwood website also in advance of the newsletter, “Briarwood Bugle” is the existing name of the newsletter, and the plan is to continue using this name.

Lynne confirmed that much information is still needed to publish a directory. Information also needs to be manually entered, and that existing information is incomplete. Time will be needed to allow Lynne to confer with Sheryl to fill in the informational gaps. Michael proposes that at next meeting we discuss Facebook site and who manages this. Conversation ensued as to how to approach Facebook site management. Sascha suggests fewer clicks on website, and that the face of website shows all upfront, with immediate reference to the calendar and updates right on home page- suggested that it can be advertised that we spruce up the website.

EVENTS- Tasha Warren and Jean Zwier, Co-Chairs: Dates are shares with Board:

Garage Sale:  

Friday and Saturday, June 6th and 7th, 9-4pm

Trash to Treasure:  Monday, June 9th, 9-4pm

Large Trash Pick Up Potential Dates* (to be confirmed with Granger)  

Large Trash PU on Wed/June 11th*

Small Trash PU on Thurs/June 12th*

NNO - Ice Cream Social

Briarwood Pond

August 5th, Tuesday  4-7pm

Briarwood Neighborhood Picnic (further discussion about dates)

Briarwood Park

Sept. 20th, Saturday,  3-6pm

Sept. 21st, Sunday Rain date

Halloween Kick-off

Held outside the Briarwood Nature Park

October 31st, Friday.  4:30-5:30pm

We'd like to keep this to the 31st due to competing Halloween events the Sunday before, and other kids' activities.  Participation was low when it was on Sunday and much higher on Halloween

 Trash pick-ups need to be clarified with Granger. Issue of communication of events is discussed, including April 17th deadline for inclusion into newsletter, website, and postcard notices for community. Pat is working on setting up Food Trucks up and will let us know. Lynne communicates concerns about the picnic dates, suggests holding on Sunday instead of Saturday. Discussion exceeds time allowed, deferred to vote via email after further consideration of picnic date objections and clarification of Granger trash pick up dates. April 11 deadline for Board to communicate concerns to Tasha or Jean before voting to finalize event dates. Events team will meet as a group within the next week. Jim comments regarding his research into potential competing dates (with neighboring communities) for Garage Sales, Takoma Hills has not yet scheduled theirs. Forest Hills is scheduled on 5/30 -6/1.

VI.                UNFINISHED BUSINESS

Unfinished business was discussed by pertinent account access in transitioning between Pat and Mike. Pat clarifies that none of this was in his name though his name was attributed, all have been in Google Drive. Michael has created a directory for 2025 board to archive in Google Docs. Pat requests that this be shared with everyone. Mike requests that whenever there are finalized documents, BHOA board members should put in BOA 2025 BHOA Board Google Drive.

VII.              NEW BUSINESS

1.       Jim reports activity as community liaison –references communications with Meridian Township community relations representative Amber Clark as someone who could assist with surveying homeowners from other local housing divisions/HOA’s. Jim sent an email to gather content pertinent to yard sales (the person in charge of this was not in that position anymore), exploring inviting food trucks, inquired about architectural issues, and their willingness to share info with BHOA. Discussion of food truck coordination so that these nights don’t compete. Elaine Putvin and Shelby Denike, board officers at Tacoma Hills HOA, responded. Elayne discussed liability/insurance, covenants, bylaws, etc. and noted these subdivisions, (Briarwood and Indian Hills) were built within seven year apart. Friendly dialogue was reported.

Pond maintenance summary- Jim and Mike met recently with Carla Clos, who is the

designated representative from the Drain Commission. Carla promised Mike and Jim to

be proactive- improvements are forthcoming. Immediate plan is to restore catch basin

and to assess working order of pond. There is history of problems with this drain/pump

issue. Sascha contributes that Scott was supervisor of Lawn Tech, who claimed

responsibility for the newly laid mulch, checking water levels etc. Assessments here are

ongoing.

2.       Tasha follows to propose subcommittee to address these pond issues in more centralized and organized way. Lynne suggests that this includes drain commissioner appointee.

3.       Sheryl proposed that Brenda Howser be slotted in George’s now open spot for audit.  Nomination of Brenda to committee for Audit is pushed by Mike to May meeting.

4.       Pat expresses concern about lack of contribution from residents; suggests having a resident sit on any committee.  Brenda suggests that residents who are on committee need to be present if they are to have a say. Residents would also be expected to attend meetings. Sascha suggest that if we need help, we can ask for assistance, and has reservations about having a non-board person on the committee, as this committee discusses issues such as enforcing covenants, ACCE applications, etc. Mike enters that as far as ACCE goes, all residents have temporary de-facto membership with ACCE when they are asked for input. Make offers to attend any committee meetings as needed.

VIII.            GUEST COMMENTS:

David Austen mentions Steve Thomas ecologist, who has previously contributed to BHOA, made suggestions that in the Fall we should remind residents not to blow their leaves into the park under fences of adjoining properties as this will kill saplings, and that leaves need to be collected and carried out. Dave shares that this will help us be better stewards of the nature park. This also pertains to SISU not clearing paths within nature park by blowing leaves from the paths.

IX.                NEXT MEETING DATE

The next monthly Board meeting is scheduled for May 13 at 6:00PM. At the Okemos Public Library..

Jim moves to adjourn and Sascha seconds; all vote and all approve. The board meeting adjourned at 7:02 p.m.