May 2025 Minutes

BRIARWOOD HOMEOWNERS ASSOCIATION

BOARD MEETING

May 13, 2025

BHOA 2 final corrected minutes with ACCE attachments May 2025.pdf

Download PDF • 688KB

ACCE documents are included in the attachment.

The approved fence guidelines and revised application are on the BHOA website here: https://www.briarwoodhoa.org/acce.

BRIARWOOD HOMEOWNERS ASSOCIATION

BOARD MEETING

May 13, 2025

Minutes of the Board of Directors Meeting of the Briarwood Homeowners Association, Okemos, MI held at the Okemos Library May 13, 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, Brenda Howser

Present in person and online via Google Meet: (following were names collected of guests, some of which joined the meeting at different times) Jeff Thornton, Joshua Wease (online), Nate Belonga, Mark and Michelle Szidik, Amy Adolph, Rajani Tattala, Mayuri Patel, Nick and Megan Davis, Tom Davis, Megan Blanford, Megan Belonga, Meghan Webber (online).

Introduction of board members to guests and online attendees

III.                APPROVAL OF THE MINUTES OF THE REGULAR MEETING

Jim Rypkema motions to pass April meeting minutes, seconded by Lynne Page

Correction stated that April meeting had ended at 7:45 (corrected time) and- Jean Zwier corrected name spelling. Jim moves to vote, Lynne seconds all vote in favor.

IV.                AGENDA CHANGE

Mike announces changed agenda to reflect Tasha’s availability to vote and participation. Lynne moves to accept changes to agenda, Jim seconds, all vote to approve. General comments are moved to the next item on the agenda.

V.                  BOARD APPOINTMENT FOR OPEN SEAT

Sheryl resigning tomorrow due to move out of neighborhood. Mike displays revised agenda. Jim recognizes that we have two candidates, Chanin Heise and Joe Schmidt- moves to accept comments for a few moments vote between two individuals who have applied. Jean asks to amend the motion to vote so that we can discuss the candidates individually. Mike will call names and call for show of hands. Discussion ensued. Brenda voices communications experience from Chanin Heise. Pat expressed Joe Schmidt earned fifty votes last election Tasha voices support for Chanin noting her experience in Marketing and communications. Moves vote- 8 for Chanin 1 for Joe. Chanin welcomed to board.

VI.                GENERAL COMMENTS

Nick Davis comments that his family is among Briarwood’s newest homeowners, expressing concerns about ACCE regarding fences, and possibly limiting the type of fences. Mike mentions these proposed changes are guidelines but not requirements, specifying that the preferred material for fencing is split rail fence. Nick’s concern relates to kids and dogs, kids being able to enter yard, and that split rail is not the safety they were looking for, that they are applying for a black aluminum fence and don’t feel comfortable applying for split rail. Michelle Szidik also commenting about fencing- Questioning why we would be limiting fencing to a particular type, citing concerns about property values and costs of upkeep.

Amy Adolf presents to speak – resident of Dixon Circle, also voicing concerns about fencing. She requests the board consider, when bringing this issue to a vote, looking at the diversity of homeowners and ideas, asking if the board really wants to limit to this kind of fence, and urges the board to consider quality of fence over materials of fencing. Amy urges the board to look at proposals from the perspective of fences that are in good condition rather than type of fence, citing previous years where this issue was debated, causing rifts. Also cites concerns with property values. Raj speaks- does not care about allowed materials of fencing, just wants to be approved to build a fence. Says she doesn’t want to disturb the pond view and wants to preserve this but wants to have a fence. Tom Davis speaks- he is a 20-plus year neighbor in Briarwood and was also previous board member. He thanks and applauds board members for tackling this issue but argues against having a preferred fence. Some homes may not be perfect for split rail. Encourages flexibility to consider applications on a case-by-case basis. Also raises issue of communication between board and homeowners. Asks how members would know that there is a vacancy on the board, for example. Urges encouraging bettering communication, asking how people are directed to the website, and how information is distributed. Megan Blanford also on Hemmingway (Davis wife) saw fences before purchasing their new home and thought from what she had seen that there were different options. Finding a week after closing that these options are not going to exist this is disheartening- proposed that if we vote for these propose imposing an “effective” date- also expresses concerns about the split rail since they are hard to keep up.

ONLINE guest comments: Mehgan Belonga, has a child with downs syndrome, and fears her going into street etc. needs a fence that would be considered safety expresses that she feels a split rail would not work. Megan Webber - also online guest -comments believes facts and data are how people should make their decisions, stated statistics about homeowners as pet owners and choosing how they buy a home based on how to contain their pets. Urges board to base decisions on fact and data rather than opinion.

VII.              COMMITTEE/OFFICER REPORTS

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

SECRETARY:

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

ACCE – Sascha Eisner, Chair:

Committee has met several times over the past couple months- to discuss forms and processes etc. This took a lot of iterations and hours of meetings- committee sent to board after many different versions and edits and compromise. Documents proposed for changes were distributed to board for review May 3:

1	ACCE Fence Overview_Board Draft 05.13.25	Why Change?
2	ACCE Process Summary_Board Draft 05.13.25	Goals and Roles
3	(NEW) BHOA Fence Guidelines_Board Draft 05.13.25	What’s New
4	Approved Fence Guidelines_Adopted 03.08.22 (current)	What’s Old (Needs Updates)
5	ACCE Property Change Application_Board Draft 05.13.25	New Application Form
6	ACCE Approval Caveats_Board Draft 05.13.25	Standard Terms and Conditions

First document is not up for voting- is more of an “aspirational” document-addresses open aesthetic of the neighborhood. There are indeed many different types of fences in the community. The ACCE aims to tighten guidelines up to maintain aesthetic, while making clear that there is not one type of fence that is mandated. Document is shared on screen- Split rail is least disruptive- Notes ways to install split rail that provides more safety with interior lining.  If it is agreed that split rail in unacceptable, another fence can be requested, and a compromise can be made. Makes it clear that this is not a proposal to restrict to one type.

Jean questions appearance of exclusivity of ACCE decision. Sascha acknowledges that comments and feedback from board have been solicited and wants to see if we can move documents as proposed to enable committee to work from these guidelines moving forward when considering applications as they continue to come in. Much discussion ensues. Sascha asks for motion to approve fence guidelines document. Mike moves to vote, hands are raised to vote. Tasha calls in to vote on motion for fence guidelines, votes in favor. 6 in favor 3 opposed.  Fence Guidelines: 6-3 (No=BH, PD, JZ)

Sascha proposes 2025 version ACCE property change application. Lynne makes motion to discuss. Pat seconds. Lynne- residents must submit application – changes now include items people have asked for and new laws regarding HOA guidelines on solar panels. Discussion ensues, Jean proposes amended wording and some objections are raised. Mike and Sascha clarify that this wording has not changed in the document. Current form broadens this interpretation from the earlier one, according to Sascha – specifying structural changes, not aesthetic changes- that this form also clarifies that there is a contractor indeed etc. Mike moves to vote, Jean expresses support with her included amended wording, 7 vote in favor Brenda votes opposed Tasha is not present to vote.

Property Change Application: 7-1 (No = BH)

Sascha proposes next document: process summary document. Jean asks for modification to add 12 months as timeline. Lynne responds that the term “substantive” deflects continuous resubmission of the same application also that the one-year limitation allows for reapplication within 12 months with substantive changes, and after 12 with none.  Mike call vote – Brenda opposed needs more discussion seven vote in favor. Process Summary: 7-1

(No=BH)

Next item: Caveats:

Lynne asks for a motion to adopt ACCE approval caveats, Sascha seconds. Sascha explains/clarifies that a homeowner will follow code, state and local ordinances and obtain permits, this is a liability issues- not something we put in our communications. In the past -  Mike clarifies that BHOA used to have to shoulder burden of informing, but adding this caveat that it is the responsibility of homeowner to adhere to ordinances alleviates this burden. Pat adds comment- depending on the comment that twelve months from time of approval this timeline may not be feasible – examples if the supplies and contract work may exceed this timeline. Asks that we add a friendly amendment that “unless an extension can be granted by ACCE and approved by the board” in these circumstances.

Jean comments “new structure must be repaired or removed by ACCE” at “sole discretion if deemed it doesn’t follow ACCE – then clarifies this discussion is for “approval” *Responsible for removing- what is HOA’s recourse if a resident may not be able to afford repairs or removal- Lynne states there many things we can do to volunteer and help. Mike mentions that when things are in disrepair it affects property value. Mike suggests that Jean think about offering an amendment to think about until next month. Mike moves to vote- 7 in favor 1 opposed, Jean abstaining. Sascha asks for clarification that documents are kept in BHOA drive and concludes ACCE committee talk.

 Caveats: 7-1-0

EVENTS- Jean Zwier, Co-Chair:

Met as a committee via Zoom April 14 to discuss finalization of events dates and distribution of workload related to upcoming events. Discussed location of each event and confirmed these would remain the same as in the past. Pat updated committee on his communications with food trucks – clarified that their available dates would be forthcoming in the weeks ahead. Signage and budget for this was discussed, but no consensus was reached regarding changing existing available signage. The concern raised was the difficulty updating the neighborhood in a timely and specific way regarding immediate changes. Jean proposed obtaining signage that could be update with interchangeable “dates” (i.e.: “Tomorrow”, “Saturday”, or “Postponed”, etc.). Tasha suggested a main sign that states all upcoming events for the season, to be posted at either the pond or nature park – Sascha agreed with the idea of such a sign at the nature park. Because signs have already been recently purchased, and there was no immediate budgetary solution for obtaining these types of signs, the committee paused this discussion to resume after the May meeting, where this could be brought to the board.

Garage Sale/Special Trash Pick-Up-To date, there are 2 people signed up for special trash pick up that the committee is aware of. Ads for Garage sale will be in the LSJ (the Sunday before), Briarwood FB page and Nextdoor. Volunteers are needed to help put up the large “Garage Sale Today” banner on Heritage and Tamarack entrances the night before. The committee chairs need a key to the shed to check supplies for upcoming events. Map of garage sales using QR code. We haven’t requested people to register for the garage sale, so we won’t be able to do this. Jean requests weekly report for trash pickup. Lynne expresses about the cost for trash pickup; Jean confirms these prices were the same. Nothing to report on garden.

PUBLICITY:  Pat: Newsletter- requested articles from all committees, - after first round there were some changes- opt/out for email for mailing put in bold, minimal images due to black and white- newsletter in print same as that being mailed out, food truck calendar announcement forthcoming. Enlarged application- Lynne asks do we need the whole application- Pat added that this was because it was requested. Conversation about thumbnail instead of entire ACCE application. Jim shared our newsletter with other local HOA’s and they were impressed.

Pat expresses last piece he needs before printing is discussing BW vs color for printed version- Sheryl – have gotten quote from printer. Pagination and layout were discussed- Jean requests adding enough for welcoming. Pat asked for those who just wanted emailed versus physical mailings- Pat suggesting that we mail to everyone first round then after that we can edit database based on what people say after. Pat asks for motion to get it in the mail with the acceptation of the one change to ACCE listing. Unanimous vote in favor.

AUDIT Sheryl Page, Chair:

Files are there, completed financial review, all posted on site in treasures report. Every line has been checked and passed.

MAINTENANCE Patrick Daniels- 

No report except what was submitted before meeting, which is comprehensively summarized below. Maintenance committee meeting held Monday, May5.

Emergent Concerns:

Mowing/lawn treatments- Sisu Seasonal Services (mowing), LLC sent a contract addendum, passing our contract (same rate agreement) to Ilex Outdoors, LLC. Ilex (Dale) has been assisting Sisu (Samuel) since August 2024. Jean Zwier had planned to speak with Sisu and limit mowing to every other week, rather than every week, but the current contract states weekly. This is our opportunity to revise our contract and/or solicit new bids. Jim Rypkema, Mike Karagoulis, and Pat agree that we should solicit new bids. In the interim, we plan to keep the Sisu contract in place until we have a satisfactory contract with another company (or satisfactory edits to the existing contract). Lawn Tech (treatments). Pat spoke with Curt Boak. He plans to continue service as rendered last year and stated a new contract is not necessary, unless we want one. (Pat said that was not necessary.) Pat gave treasurer, Lynne Page, an opportunity to pre-pay for service, but she prefers to pay the invoices as submitted – which works for the committee. This will ensure we know when the service is rendered.

Erosion along Belding/Binghampton footpath- Ingham County Drain Commission has apparently reconsidered their initial position regarding the washout and the footpath being the HOA’s responsibility. (Similar to the pond being HOA property, but the Ingham County’s responsibility.) Jim Rypkema agreed to stay in contact Ingham County Drain Commission on the matter (as he is already speaking with Carla Clos about the pond).

Briarwood Pond (pump) Jim Rypkema has been in contact with Carla Clos about the pump. She

recommended he stay in contact with Scott Richey to ensure the project is progressing. The current circulation pump is operational. The replacement has been ordered and is being built. Weeds have been taken out and wildflowers will be planted in the next three to five weeks. Additionally, Ingham County (Carla Clos) stated that the well pump is not operational and will need to be replaced. Jim Rypkema said he would stay in contact with Scott Richey on that project as well.

Fiber box down (Metronet) in Recreation Park. Pat spoke with Metronet 4/21/25 (initial report) and 5/5/25 (escalated as hazard). Metronet to check site Tuesday, 5/6/25. Residents at 2137 and 2147 Tamarack were notified of the situation. If anyone needs the number: (877) 407-3224. First contact was #3 Construction. Second contact was #2 Customer Service, and Pat had the matter escalated as a potential hazard.

Non-emergent

Fencing along Belding/Binghampton footpath and Hemmingway entrance to Nature Park. We should be able to replace the railings ourselves – but it is OPS that has been maintaining the pathways. (Splitting dues with BHOA/Sisu?) If this is indeed the case, then we need to remove the pathways from our contract with Sisu (Ilex).

Hemmingway entrance to Nature Park. Pat had to reschedule Metter Construction’s site visit twice due to weather. Metter installed the split rail along the Binghampton entrance to the Nature Park and installed the community garden fencing. Metter meeting Jim Rypkema, Mike Karagoulis, and I at the Nature Park on 5/7/25 at 12:00 PM. 5/7/25 Update: Mike Karagoulis and Pat met with Dave Metter at the Nature Park and set parameters for the estimate. Metter will need to cut some branches from the pines along the east edge – which is fine as they were planted (and encroaching) and are not old-growth. (And Metter is aware the limbs will need to be removed; they cannot be left in the Nature Park.) Mike Karagoulis is going to speak with George Platsis and possibly use his bush hog to clear out brush along the entrance. 5/8/25 Update: Estimate received and under review by the committee.

Tamarack entrance sign

Jim Rypkema, Mike Karagoulis, and Pat agree that we will need to waterproof the signs this summer. Mike Karagoulis is trying to find the brand/type of sealant used on the shed. Pat noted experience with this process and that we will need to ensure that we plan ahead. Clean with a brush or low-pressure washer – and then allowed to dry completely (24–48 hrs). Repoint with mortar or use masonry caulk for small cracks – and then let repairs cure before sealing (24 hrs). Apply sealer with pump sprayer or a roller/brush (bottom to top) – and saturate the surface, especially older bricks. Pat also noted that, depending on when the shed was waterproofed, it will likely need a fresh coat as well. Most sealants are good for 3-7 yrs, depending on exposure.

 Signage in/around Recreation Park and community garden

The 2022 board proposal to renew and increase signage in the Recreation Park was in part due to the planned replacement playscape. Proposal forthcoming.

Community garden gate: The stress/contortion in April was due to someone attempting to pull the latched/locked gate outwards. I moved/removed some of the grass and dirt and pushed the gate back in place with relative ease. Mike Karagoulis noted that any twisting or contortion could damage the integrity of the gate and that we will want to watch for future issues

TREASURER- Lynne Page: Every month a profit loss and written Treasure’s report is submitted in advance- this month also added calendar of events for when things need to take place and when to execute. Retrieved mail from BHOA PO Box. Prepared dues status letters for real estate closings. Paid bills received in April. Record/deposit payments received online and in the mail. Update/ reconcile Dues Receivable subsidiary ledger. Prepared April 2025 cash basis financial statement and Treasure’s Summary Report. Dues Receivable as of 04.30.25: $7185.34. Reconciled bank accounts for April 2025. Lynne requests a motion to approve the monthly income statements and Treasurer’s reports as submitted. Mikes moves to vote, Jim seconds, Unanimous (7 present one absent not present to vote) vote in favor.

VIII.            OLD BUSINESS

Indemnification- Lynne explains that there is hole in our coverage- MI non-profit act has protection for volunteers in nonprofit that does provide protection in the event something occurs in non-criminal acts against HOA – however if someone files suit there is a question there is a question of who pays to defend us and when that would occur. Typically, boards have indemnifications in their bylaws, and we do not. Mike had asked Lynne to get an estimate from Attorney for this. Our insurance coverage doesn’t issue this and we cannot get an insurance company that provides this type of insurance.

Lynne confirms our insurance that we do have only covers financial- if someone sued everyone was sued. One time expenditure- is also retroactive according to statute of limitations- to indemnify coverage- we are not approving the content but the authorization to spend $2500 to the attorneys. To draft this agreement. Lynne moves to advance this, Mike seconds. Jim asks will we have to approve once this is drafted, Lynne has examples and explains that the law includes this content. Jean asks who pays for the legal fees. HOA funds pays for this indemnification, allowing HOA to defend us. Pat asks does this need to be signed every year- No Lynne says we apply our corporate seal and voted 7-1.

IX. NEW BUSINESS

Consider timing of when things should happen- document annual tasks for

board members. Committee chairs are asked to submit these instructions for the benefit of

future board members.

NEXT MEETING DATE

The next monthly Board meeting is scheduled for June 10 at 6:00PM, t the Okemos Public Library. Jim moves to conclude the meeting Lynne seconds. The board meeting adjourned at 7:43 p.m.