Braeloch Homeowners Association

CARY, NORTH CAROLINA

2025 Annual Meeting February 13, 2025

The annual meeting of Braeloch Homeowners Association, Inc has been set for February 13, 2025. The annual meeting has been scheduled at 6:30 PM on Google Meet. Please see the information below on how to join.


                                   
Google Meet joining info
Video call link: https://meet.google.com/nvk-dwng-mhe
Or dial: ‪(US) +1 978-616-7307 PIN: ‪851 724 617#
More phone numbers: https://tel.meet/nvk-dwng-mhe?pin=4851918901272

Agenda

  • Welcome & Introduction of existing Board of Directors
  • 2024 Accomplishments
  • Nominations from the floor
  • 2025 Budget Ratification
  • 2025 Goals & Priorities
  • Question & Answer Period

Enclosed you will find a Board of Directors nomination form. If you have an interest in being considered to serve on the Board of Directors, please complete this form and return to Cedar Management Group no later than Monday, February 10, 2025. 

The Budget is automatically ratified unless 51% of the homeowners vote to reject the budget. A copy of the budget is included for your review.

Sincerely,

The Board of Directors of Braeloch


Meeting Documents

Braeloch-Cover-2025
Braeloch-Nomination-2025

Note: Cedar Management Group recently mailed the notice for the Braeloch Homeowner’s Association annual meeting.  A copy of the 2025 budget was included.  The HOA Executive Board thought it might be helpful to provide you the following key points to better understand the budget.

  1. Homeowner Annual Dues:  2025 annual dues are $225 per home representing a 6% increase from the $212 in 2024.
  2. Annual budget for 2025 is $28,575. ($27,375 operating funds and $1,200 capital reserve) The annual budget represents a 6% annual increase from the 2024 budget.
    Annual budget for 2024 was $26,924.  ($24,924 operating funds and $2,000 capital reserve)
  3. The line item on the 2025 budget labeled General Maintenance for $9000 should be reflected as a $9000 expenditure for Landscape Contract. (Note: We will ask Cedar Management to make this correction.) This has been corrected below.
2025-Braeloch-Budget-Corrected

Draft Minutes for Approval

2024-09-12-Braeloch-HOA-Board-of-Directors-Meeting-Minutes-DRAFT
2024-09-12-Braeloch-HOA-Board-of-Directors-Executive-Session-Minutes-DRAFT
2024-11-13-Braeloch-HOA-Board-of-Directors-Executive-Session-Minutes-DRAFT
2025-01-22-Braeloch-HOA-Board-of-Directors-Executive-Session-Minutes-DRAFT
2024-10-2024-11-Braeloch-HOA-Board-of-Directors-Electronic-Votes-DRAFT

2024 Board Accomplishments & 2025 Board Goals

2024 Board of Directors

  • Walter Bolles, President
  • Tricia McDonnell Garrison, Vice President
  • Eileen Dills, Secretary & Treasurer
  • Mike Daniels, Arc Committee
  • Chris Becker, Landscaping Committee

2024 Accomplishments

Board Policy Improvements

We did a huge push to really formalize our HOA’s standard operating procedures across the board this year, so future boards and board members have a much easier time understanding their roles and responsibilities.

As president I read a book on HOA management, did hours of legal research, and had many, many conversations with our property management company and legal to try to come up with a solid HOA foundation for our community.

  • The board adopted a formalized Code of Conduct to govern the behavior and conduct of board members that will be re-ratified yearly. Previously, the former property management company offered a basic template Code of Conduct that was insufficient and lacked any authority.
  • The Landscaping Committee did not have an official charter governing expectations and committee scope in previous years. This has been addressed with a new Landscaping Committee Charter.
  • The Rules and Regulations were refreshed to clarify rules around architectural changes and rentals.
  • We have completely revamped our board meetings structure per legal and best practices. All board meetings now:
    • Follow a standardized format (agenda approval, homeowner forum, committee reports, public board votes, etc.).
    • Have publicly posted draft agendas and prior minutes at least a week prior to a board meeting, followed by email reminders.
    • Open with a 20 minute homeowner forum with rules and expectations for participation.
    • Scheduled board meetings for the year ahead of time on the website and the property management portal at the beginning of the year.

Legal Q&A

At the 2024 Annual Meeting we invited attorney Kenneth Love to discuss the recent rental legal opinion we received, as well as address any legal questions from members of the community.

Landscaping

This year we held a landscaping committee meeting to compile a landscaping committee report to present to the community and approve at the April board meeting. We were able to make considerable improvements to the playground, as well as increase lighting and safety at the front entrance, and remove diseased plants.

We replaced aging electrical equipment at the front entrance that failed this winter, as well as repaired the Braeloch neighborhood sign and a broken bench at the playground.

Architectural Requests

Approved 10 out of 11 submitted Arc Requests (91%).

Violations & Inspections

We’ve returned to a regular inspection cycle with the inspector driving through on a two month cycle.

We’ve had several hands-on meetings with our neighborhood inspector and property management company to standardize and most importantly improve the consistency of violations reporting by the inspector to the board.

Website Improvements

  • The Rules and Regulations were transcribed into a text-based searchable page for convenience to the community.
  • All of the various board policies and governance documents were re-organized.
  • A copy of the Rental Legal Opinion was uploaded for anyone who did not attend the 2024 Annual Meeting.
  • A new meetings page with copies of all prior agendas and minutes starting with the 2024 term.

2024 Corporate Transparency Act

  • The board was in full compliance with the 2024 Corporate Transparency Act by the legally mandated deadline for 2024.
  • For 2025 a federal court has filed an injunction on the CTA so there is no requirement at this time for us to submit filings for 2025. So as not to spend money unnecessarily we have not done so, and will submit filings if and when the injunction is lifted.

2025 Goals

  • Continue executing the 2024 Landscaping Plan and maintaining our landscaping investments made this year.
  • A holiday event like a Halloween house decoration contest.
    • Requirement: No financial rewards or costs to the HOA (i.e., Google Forms and a blog post displaying the winner).
  • Continuing to improve coordination between the HOA board and property management company.
  • Continuing to improve board organization and communication.

– Walter Bolles, President

2024-09-12 – Meeting Agenda

Agenda may be found by clicking here (Last Updated: 2024-09-12)

2024-September-Meeting-Agenda-FINAL


Proposed 2025 budget may be found by clicking here (Last Updated: 2024-09-09)

2025-Braeloch-Proposed-Budget

You may find the new rules and guidelines for the Homeowner Forum portion of the meeting at these links.

Join with Google Meet: https://meet.google.com/eft-dkis-oxg

Or dial: (US) +1 908-738-1331 PIN: 683857218#

Learn more about Meet at: https://support.google.com/a/users/answer/9282720


Draft Minutes:

https://braeloch-hoa.org/wp-content/uploads/2024/09/Braeloch-HOA-Board-of-Directors-Meeting-Minutes-2024-08-08.pdf

Braeloch-HOA-Board-of-Directors-Meeting-Minutes-2024-08-08

https://braeloch-hoa.org/wp-content/uploads/2024/09/Braeloch-HOA-Board-of-Directors-Executive-Sessions-2024-08-08-2024-09-09.pdf

Braeloch-HOA-Board-of-Directors-Executive-Sessions-2024-08-08-2024-09-09


Previous Meeting(s) Approved Minutes:

https://braeloch-hoa.org/wp-content/uploads/2024/09/Braeloch-HOA-Board-of-Directors-Exec-Session-Minutes-2024-04-18.pdf

Braeloch-HOA-Board-of-Directors-Exec-Session-Minutes-2024-04-18

https://braeloch-hoa.org/wp-content/uploads/2024/09/Braeloch-HOA-Rules-and-Regulations-Committee-minutes-2024-06-26.pdf

Braeloch-HOA-Rules-and-Regulations-Committee-minutes-2024-06-26


2024 Approved Rules and Regulations:

https://braeloch-hoa.org/wp-content/uploads/2024/09/2024-Braeloch-R-R-Revisions-Final.pdf

2024-Braeloch-R-R-Revisions-Final


Note: It looks like there may have been a permissions issue on this page last week. It has been resolved and updated. Apologies for any confusion.

2024-08-08 – Meeting Agenda

Agenda may be found by clicking here (Last Updated: 2024-08-01)

You may find the 2024 Rules and Regulations Committee proposal and the new rules and guidelines for the Homeowner Forum portion of the meeting at these links.

Braeloch Board Meeting
Thursday, August 8 · 6:30 – 7:30pm
Time zone: America/New_York
Google Meet joining info
Video call link: https://meet.google.com/ymb-ixjv-pde
Or dial: ‪(US) +1 315-801-9397‬ PIN: ‪541 038 166‬#

2024-04-18 – Meeting Agenda

Agenda may be found by clicking here (Last Updated: 2024-04-12)

Included is the 2024 Landscaping Committee proposal and the new rules and guidelines for the Homeowner Forum portion of the meeting. If you have any feedback prior to the meeting please review the agenda and send feedback to braelochboardhoa@gmail.com.

Join with Google Meet: https://meet.google.com/bzr-uhdq-hzh
Or dial: (US) +1 929-276-0454 PIN: 536719764#
More phone numbers: https://tel.meet/bzr-uhdq-hzh?pin=9618920702630&hs=7

April 2024 Newsletter

All about SOPs

Happy Spring!

Website Updates & Improvements

Along with the previous update in March we’ve made a lot of quality of life improvements:

Upcoming Board Meeting

Click here for updates.

New SOPs

We have been hard at work drafting fresh standard operating procedures across the board that are in full compliance with all applicable laws, regulations, and best practices.

We have moved away from the legacy non-binding document previously provided by Pindell Wilson, and approved an extremely detailed and binding Code of Conduct for Board Members that will be re-ratified yearly that ensures all boards, present and future, are bound by an unambiguous and established set of expectations governing their actions.

As we noted last month, the Landscaping Committee now has a clearly written charter. We’ve recently amended the charter to align it with the new Code of Conduct: Committee members also must now disclose any conflicts of interest before any action is taken between Braeloch HOA involving another neighborhood or organization where they are also a board member or committee member.

In a continued effort to improve transparency, and based on our property management company’s guidance regarding best practices for Homeowner Forums, the Board has developed new Rules for Homeowner Forums. Our goal is to ensure that all homeowners who wish to address the Board of Directors during Homeowner Forums have equal time and opportunity to share their concerns regarding agenda items.

Happy New Term From Your President (March 2024 Newsletter)

Thank you to all the nominees and voting participants this year, we appreciate your participation.

Introduction

The Board of Directors met on 2024-03-06 as required in the Bylaws for the Regular Meeting (ARTICLE VI Section 1. Regular Meeting) following the 2024 election.


Your 2024 Board is:

  • Walter Bolles, President
  • Tricia McDonnell Garrison, Vice President
  • Eileen Dills, Secretary & Treasurer
  • Chris Becker, Landscaping Committee Chair
  • Mike Daniels, Arc Committee Chair

My goals this year for everyone are transparency, compliance, and courtesy. I am in the process of drafting fresh standard operating procedures across the board that are in full compliance with all applicable laws, regulations, and best practices. You will see these start to roll out in the coming weeks.

Landscaping

The first item is we have overhauled the Landscaping Committee with a clearly written charter. We will be giving priority invitations to people who attended the first Landscaping Committee meeting in 2023 and reaching out to them this week to verify their continued participation. If there are additional slots available we will follow up shortly and start accepting nominations for consideration. Our goal is to have one meeting of the Landscaping Committee before the April Board Meeting to provide sufficient time for us to consider any proposals.

In the meantime, if there are landscaping priorities you would like to share with us, please contact us with the following email, and I will ensure your suggestions are passed along to the Committee Chair: braelochboardhoa+landscaping@gmail.com

Rental Records

It has come to the board’s attention in the annual meeting that we do not have complete records of rental homes in our neighborhood. If you have a known rental near you please email the address to the board so we can cross reference our existing records and ensure mailings and electronic communication are directed appropriately.

Additionally if you missed our prior post you can view the latest legal review on neighborhood rentals here.

Rules and Regulations

Proper Disposal of Yard Waste

As a reminder now that Spring is upon us, please dispose of large yard waste such as branches and limbs appropriately. The woods by Medfield are not an appropriate place to dispose of large limbs and other yard waste.

For pickup by the Town of Cary, please do the following:

  • Securely tied bundles that are small enough for one person to handle, not more than four (4) feet in length, not more than twenty-four (24) inches in diameter and with no individual pieces more than four (4) inches in diameter.
  • Limbs must be less than four feet in length and less than four inches in diameter.

If you need a chipper you can contact the City of Cary to grind tree limbs longer than 4 feet. Limbs must be less than 14 inches in diameter and fees apply.

Click here for more information from the City of Cary.

Upcoming Meetings

The next Board of Directors meeting is planned for April 18th at 6:30pm. This meeting was rescheduled due to time conflicts. I am currently working on the agenda for this meeting, the focus of which will be landscaping.

The April meeting will open with the homeowner forum for about 20 minutes. Homeowners who wish to speak will be given 3-5 minutes each to discuss an item on the agenda.

We have scheduled board meetings with homeowner forums for the year. Moving forward agendas for open board meetings will be published no later than seven days before the meeting is to be held. Agendas for Executive Sessions will be posted no later than three days unless the board is addressing an urgent issue.

Note: Executive Sessions are closed board meetings to address confidential, sensitive, or privileged information.

FAQs for Board of Directors Meetings

“Who decides the agenda for Board of Director meetings?”

Agendas for upcoming Board of Directors meetings are drafted by the President, in collaboration with the Secretary, and any committee chairs and other board members as needed, in addition to considering any recommendations from homeowners, not by homeowners.

“How do homeowners participate in board meetings?”

Homeowners may not make motions or participate in Board of Directors meetings following the homeowner forum; homeowners are an audience to the board meeting, not participants.

Homeowners generally have the following means to directly effect change once a year at the annual meeting:

  • The election of new board members
  • Approval of annual assessments over six percent (6%)

Homeowners are shareholders in the corporation of the homeowners association. Their job is to elect the Board of Directors which then sets direction and policy for the year. That said, it is our responsibility and duty to regularly receive feedback from the homeowners and provide transparency. These are specific areas actively being improved so homeowners are empowered to make informed decisions at the annual meeting.

“How do homeowners provide feedback to the board?”

Homeowners may and are encouraged to attend the next open forum and provide suggestions and feedback to items on the agenda that day. Any off-topic items will be tabled by the President for consideration at the next meeting.

Outside of open forums homeowners may reach out to the board at any time and provide suggestions and your own priorities for future agenda items by the contacting the following:

The Board may incorporate this feedback in upcoming board meetings. We also review summaries of communication between homeowners and Cedar every few months.

“Will we get updates regarding specific violations in the neighborhood?”

No. Your neighbors have a right to due process and confidentiality, and we are strictly bound by both. I understand this can be quite frustrating and may give the impression that the board is not enforcing the covenants, but appropriately following the law and the regulations by carrying out due process takes time, sometimes quite a bit of time. We are well aware of all major issues in the community, and homeowner forums are not an appropriate venue to report a violation or discuss a violation.

If you have a concern about a potential violation you may report it via Cedar at any time using the portal.

“Will we get updates regarding violations in general in the neighborhood?”

Yes. We will be publishing more reminders such as the Proper Disposal of Yard Waste above.


We will have more updates soon!

Regards,

Walter Bolles,
Braeloch HOA President

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