Board Meeting Minutes 4/8/08

Harps Mill Woods HOA, INC.
April 8, 2008 Board Meeting Minutes

Attendance:

  • President – Carole Springfield (absent)
  • Vice President – Ron Alford (present)
  • Treasurer – Jon Lee (present)
  • Secretary – Brenda Campbell (present)
  • Board Member – MJ Jones (present)
  • Homeowners present – Christine Jones, LaDonna Lee

This meeting was called to order by Ron Alford at 7:05 pm.

Old Business:

Financial – All job duties successfully transitioned as a result of annual meeting in February. Jon presented budget for review; taxes slightly higher than planned, but all other categories are on target with plans to improve method of tracking expenses. There are still 16 homeowners who owe dues for 2008 and have been billed two months interest. One homeowner owes for both 2007 & 2008. Jon will continue to send bills with interest.

Pool – The pool needs concrete repairs performed prior to opening inspection in May. MJ will work with the pool company to make sure these repairs are completed, as well as confirming opening schedule. An itemized bill for repair costs will be provided to Jon. Troy’s availability to provide the landscaping maintenance by the pool area is being confirmed with Carole. MJ has offered to provide this service, if necessary. MJ will provide 3rd daily chemical check with Brenda acting as backup during the season.

New Business:

Financial – Jon has registered our HOA on a website that is used by most Real Estate closing attorney’s to verify dues are paid-to-date. This will help provide a method of collecting outstanding dues when homeowners go to settlement.

Communication Improvements – Website addresses for each board position have been established. Brenda to check with Michael Arbor on re-direct page to provide new website address in place of auto-redirect action. A letter to update contact information for homeowner, as well as gather information such as owner/renter occupied and permission to post contact information on HMW website is being drafted by Jon. Website will have protected area containing homeowner directory and password will only be provided to those who respond to mailing and are current on their dues. Treasurer position will keep master list and provide most current data to the secretary as mailings are needed. A separate bill will be mailed in October/November for the annual dues to increase our percentage of on-time payments. An additional sign and lettering set were approved for purchase; Jon will place order. The signs will be placed at each end of Paddlewheel to reduce communicating to non-HMW traffic. Our homeowners on Harps Mill Road will be notified of this change and the reasoning behind it.

Approval Requests – There is a request to approve a Ham Radio antenna. MJ is working to get more information and pictures to the board for a review of this request.

Next Meeting: June 10, 2008 at Harp Mill Woods pool.

Meeting adjourned at 8:20 pm.