BPCommunityIndy

Meeting minutes of Saturday, Aug. 22, 10:30 AM meeting

Attending: Dylan Frabutt, Sherry Hatcher-Coleman, Brenda Jagnandan, Leslie Marie (auditing)
Missing: Katie Wilson, Derrick Clay

Board - Minutes of last meeting - no objections - approved

Dylan - McNeeley Law firm - he contacted them, but they appear to be pretty expensive and require a substantial retainer - it was decided to seek other law firms

Board - Grand Gulch potholes opening up - getting complaints - Dylan mentioned that the City had not properly scraped off the old gravel, causing the new pavement to crumble. We're still hoping that the City will fix this.

Brenda - Treasurer report - We're currently at around $17,000 in the bank; still hopeful that we can make it to the end of the year.

Board - Flooding around Cole Wood pond and Fox Glen street - Derrick had provided some pictures of the flooding, but was not available to provide any more detail. It appears that the retention pond is not deep enough to contain excess drainage, but dredging it woudl be cost-prohibitive

Brenda - Wild Ridge - reduction in mowing frequency due to weather - The grass doesn't grow as fast in the hot, dry summer months, so Wild Ridge will mow every other week.

Board - Outstanding and Expired Violations - how to handle....long discussion.

Board - No other issues.

Since both Dylan and Brenda will be unavailable the last part of September, the next meeting was scheduled for October 10th.

Meeting adjourned.

Possible Agenda Items for Saturday, Aug. 22, 10:30 meeting

Board - Minutes of last meeting

Dylan - McNeeley info for possible court cases of delinquent accounts

Board - Grand Gulch potholes opening up - getting complaints

Brenda - Treasurer report

Board - Flooding around Cole Wood pond and Fox Glen street

Brenda - Wild Ridge - reduction in mowing frequency, due to weather

Board - Outstanding and Expired Violations - how to handle....

Problem Properties and Issues

Next meeting scheduled

July, 2026 NEWSLETTER

Welcome to the summer edition of our community newsletter! Inside this issue, you will find important updates on neighborhood infrastructure, upcoming
events, landscaping changes, and our 2026–2027 financial overview. We invite you to read through these updates. As always, please feel free to reach out
to the Board with any questions, ideas, or feedback. Together, we continue to make Brookfield Place a wonderful place to call home!
And a warm welcome to everyone who has recently moved into Brookfield Place! As you settle in, here is a quick list of our shared community spaces:
● Playgrounds: We have two neighborhood playgrounds, one of which features a community shelter.
● Ponds & Common Areas: There are four neighborhood ponds (including a front fountain pond along Franklin Road) surrounded by open common areas
for residents to enjoy.
Annual HOA Meeting Recap: Our full HOA meeting was held on April 18th, 2026. While attendance was light, it was a highly productive session. President
Dylan Frabutt shared a presentation reviewing our neighborhood’s many accomplishments throughout 2025.
Grand Gulch Repaving Complete: We are pleased to report that the repaving of Grand Gulch Drive is largely complete, with crews currently wrapping up
the final touch-up areas. A special thank you to Board Member Derrick Clay for leading the effort to request and coordinate this project.
Annual Yard Sale Feedback: Our annual neighborhood yard sale saw a lower turnout this year—we would love to hear your thoughts. Please email us to let
us know what weekend works best for your family so we can maximize success next year!
New Vendor Partnerships: We have transitioned to Wild Ridge for our neighborhood landscaping and mowing, and Hoosier Aquatics to manage algae
control in our community ponds. ASAP Aquatics continues to maintain our water fountain.
● Missed Areas: Because Wild Ridge is new to our layout, please let the Board know if you notice a common area that was inadvertently skipped so we can
have them address it.
Fountain Repair Update: Last winter, a vehicle drove into the Franklin Road Pond, destroying the front fountain water and electrical lines. Repairs cost over
$3,000, but we are happy to report the fountain is fully operational again.
Lawn Maintenance: To keep Brookfield Place beautiful and preserve property values, all residents must stay on top of mowing and w**d control. Please
ensure that lawns are regularly maintained, including the outer perimeters of properties with fences.
Unmaintained properties will be subject to a $50 fine plus cost for remediation. If you rent out your property, please ensure your tenants are aware of
these guidelines, as fines are assessed directly to the property account.
Street Parking: Per neighborhood covenants, vehicles should not be parked on the street. Please use your driveways and garages whenever possible to
ensure clear passages for emergency vehicles, school buses, mail delivery, and trash pickup.
Neighborhood Pool Clarification: We frequently receive questions regarding pool access. Please note that Brookfield Place does not have a neighborhood
pool. The facility located on Cole Wood Boulevard belongs exclusively to the Greythorne HOA. Due to insurance restrictions, Greythorne is unable to offer
paid passes to outside neighborhoods; please remind children that pool tags are strictly required there.
○ Local Alternative: Indy Parks operates a wonderful, highly affordable public pool just around the corner at the Liberty Park Elementary school complex
(8575 E. Raymond St.).
Delinquent Accounts: HOA dues are legally required for all property owners; they ensure our common spaces remain safe, clean, and fully funded without
placing an unfair financial burden on neighbors who pay faithfully. To ensure fairness to the overwhelming majority of residents who pay on time,
outstanding accounts that do not establish a payment plan will be forwarded to a collection agency (incurring an additional 30% fee) or processed through
small claims court, which can result in legal fees, credit impacts, and/or property liens. The Board is highly committed to working with you—if you are
behind, please log into PayHOA or reach out to us directly so we can set up a manageable payment schedule. It should be noted that the largest delinquent
accounts have already been turned over to a collection agency, who is currently working with the homeowners for payment.
Financial Information: Due to rising operational costs—specifically standard contract increases for mowing, pond maintenance, and electricity—the HOA
has approved a dues adjustment from $240 to $320 for the 2027 fiscal year. A key update for invoicing moving forward…2026 HOA dues were due in
January, but you can pay as much or as little as you’d like throughout the year without penalty, as long as you show a zero balance by the end of the
year. Any balance remaining will be assessed a $50 late fee. The HOA will continue to cover the cost of paying by credit/debit card as long as it remains
financially feasible to do so. Please note: If your balance is a NEGATIVE number, that means that you have a credit, which will be applied to next year’s
dues. For those who have already paid their dues for the 2026 year – THANK YOU!! Please see below, our expenses from last year and our projected
expenses for this year.
State Law Update: What HB 1115 Means for Our Homeowners
Effective July 1, 2026, the Indiana General Assembly enacted major updates to Homeowners Association (HOA) governance across the state. These changes
are designed to increase transparency, protect property owners, and make community operations more open. Here are the highlights of changes that are
pertinent to our HOA:
More Transparent Meeting Notices: The Board will now post HOA Board meeting agendas 4 days in advance of a meeting on our page
(BpcommunityIndy). We will also post meeting minutes afterwards.
Virtual Attendance Rights: Remote attendance is now recognized as a valid way to attend for voting and quorum. We’ll be working on methods of virtual
attendance before our next annual meeting in April 2027.
A Clearer, Capped Process for Fines: The law brings total transparency to covenant enforcement. The HOA cannot assess a fine for a violation unless the
board first adopts an official, publicly viewable Schedule of Fines. More about this at a later date.
Included with this mailing you’ll find your current statement, which reflects the remainder of the 2026 dues. Through PayHOA, you are able to pay your
dues using credit/debit card or ACH (bank) withdrawal. For those homeowners who have not activated their account yet, please send an email along with
your name and address to our email: [email protected], and we’ll send you an activation link. Or use the handy link below. For those who
prefer to continue paying by check or money order, please continue to send your payments to the HOA PO Box: Brookfield Place HOA, P.O. Box 39536
Indianapolis, IN 46239. And, as mentioned earlier, 2027 dues will be $320.
Current HOA Board Members
• Dylan Frabutt, President (Grand Gulch Drive)
• Sherry Coleman, Vice President (Cole Wood Blvd)
• Katie Wilson, Secretary (Harshaw Ct)
• Brenda Jagnandan, Treasurer (Grand Gulch Drive)
• Derrick Clay, Member-at-large (Cole Wood Blvd.)
Warm regards, Brookfield Place HOA Board
Email: [email protected]
Phone: (317) 480-1595
page: BPcommunityIndy
PayHOA sign up link:

PayHOA | SIMPLE HOA MANAGEMENT SOFTWARE Simple HOA management software

Agenda items for July 25, 2026 HOA Board meeting:

Minutes of last meeting
Status of problem properties
Homeowner wants to purchase HOA common area land - discussion
Treasurer's Report
HB5111 rules / Fines for various issues
Purchase of Zoom for HOA meetings
Results of Law Firm contact
Next meeting

BPHOA monthly board meeting minutes
Date: June 27, 2026
Next Meeting: July 25, 2026
1. Legislative Updates & HOA Policy Adjustments (HB 1115)
The Board discussed the administrative and community impacts of HB 1115. To maintain
compliance with the new legislation, the following adjustments were reviewed:
• Meeting Logistics: Agendas must be posted a minimum of 4 days prior to each
meeting. Virtual attendance options will be formally integrated.
• Governing Document Thresholds: The covenant modification threshold is now set
at a two-thirds (2/3) majority.
• Quorum Requirements: The resident quorum required for standard community
voting has been reduced to 25%.
• Next Steps: The Board will update the community fine table and ensure proper
board agenda to comply with HB 1115.
2. Management Company Evaluation
The Board reviewed current quotes and held a discussion regarding prospective property
management firms.
• Feedback: Initial assessments (Negative) were shared regarding KMC Management.
• Feedback: As the board is satisfied with the quality and transparency of
bookkeeping services provided automatically by PayHOA with physical check
management and PO box monitoring provided by the BPHOA treasurer, the board
aligned on a future focus for services that would facilitate monitoring for covenant
violations.
• Action: The Board noted mixed sentiment regarding the transition to external
management and agreed to streamline future document reviews to optimize
meeting efficiency.
•
3. Community Events: Yard Sale Results
The recent community yard sale saw low resident participation. The Board noted that
ongoing local road repairs likely restricted traffic and impacted overall turnout.
4. Infrastructure: Grand Gulch Repaving
• Acknowledgment: A formal thank you was extended to Derrick for coordinating the
Grand Gulch repaving project.
• Status Update: The city has been notified regarding immediate pothole formation
following the project's completion and is already on-site conducting corrective
repairs.
5. Compliance & Violations Status
The Board reviewed the ongoing status of neighborhood covenant violations. It was noted
that current enforcement strategies require more structured oversight moving forward.
6. Financial Report: Delinquent Accounts
The Board reviewed the delinquency spreadsheet to determine appropriate legal remedies.
• Action Item: President will investigate use of McNealy law firm to recover
delinquent account sums in small claims court.
7. July Newsletter & Upcoming Communications
The upcoming July newsletter will feature several critical community updates, including:
• The current invoice and the updated fine table.
• An explanation of new collection protocols and small claims procedures.
• A QR code linking directly to PayHOA for streamlined dues processing.
• An introductory notice regarding a projected HOA dues increase starting in 2027.
• Updates regarding new landscaping services, ongoing pool maintenance issues,
and delinquent account handling.
8. New Business & Additional Topics
• Property Investigation: Brenda will cross-reference county tax information to
identify and contact the legal owner of a problematic neighborhood property, as the
address listed in PayHOA appears out of date

The fountain in the "front pond" facing Franklin Rd was badly damaged, due to a car driving into the pond, destroying all the electrical and water lines. ASAP Aquatics has been contracted to do the repairs, but no ETA yet.

Send a message to learn more

Though our meeting (full HOA meeting, Apr 18th) was lightly attended (as usual), I think it was a successful one!

Dylan gave a very nice slide presentation on HOA accomplishments and plans. Several items were presented to the full HOA group and voted on:

1) Due to increasing costs, the HOA dues will be raised to $320 for 2027. As before, HOA dues are due in January, but must be paid by end of year to avoid a $50 late fee. PayHOA is being used by more homeowners now, but a mailed check is till ok.

2) Unanimous vote to decrease the threshold of delinquent accounts to $700 to turn over to the collections agency. The current delinquent accounts over $1,000 have already been turned over to collections, and have seen some success.

3) On mowing (long grass or failure to mow around outer fence perimeter): We had a discussion as to how to handle, but the final, unanimous decision was for a 2-tier enforcement...first, a dated letter, with notification that within 10 days of the date of the letter, if the issue is not resolved, a $50 fine will be levied. And, if it still is not resolved, the HOA will hire someone to take care of it, and charge the homeowner the fee. The fines and fees will be charged as additions to their PayHOA balance. In some cases, the homeowner is a landlord or property manager, who will see the fine and pass it along to the renter.

4) General home maintenance issues....such as missing siding: letter first, then $50 fine (though we would allow 30 days, as this may take some time to resolve)

5) YARD SALE - Sat & Sun, June 13th & 14th (to closely match Greythorne and Willow Oaks' schedule)

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