Board Members in Attendance:
- President – Mark Jones – Absent
- Vice President – Janet Cummings- present
- Treasurer – Brenda Campbell- present
- Secretary – Ron Alford- present
- Board Member – Jon Lee- present
Additional homeowners in attendance: Bobby and Barbara Mayton, Laura McCarthy, Lois Foster, John Booker and Pete Cummings
Guest Speaker: Garrett Dysart- Account Manager from American Pool Service
The meeting was called to order by Vice President Janet Cummings at 7:00 pm. The minutes from the October 5th 2010 HOA meeting were previously approved prior to the meeting and posted on the web-site.
Officers Reports:
President
Mark Jones was unable to make the meeting in person, but did provide the 2011 Pool Service Contract from Crystal Clear Swimming Pools with documented projected annual costs at $9,709 and asked the Secretary to present copies to Board members for their records, review and discussion.
Vice President
Janet Cummings reiterated the need to have the proposed shrubbery placed along the pool fence on the bank side
Janet reminded the board that some regular maintenance needs to be contracted with a company to regularly trim the shrubs and trees at the neighborhood entrance (around the sign), instead of once a year. It would look better year round and be more inviting to prospective homeowners.
Treasurer
Brenda Campbell, HOA Treasurer, provided a copy of the 2010 budget through December 7th 2010 and stated that she would provide the 2011 Budget to the Board members by 12-11-2010 and requested any changes and approval by 12-14-2010. Brenda stated that the new budget would make allowances for at least two home owners not being able to pay their dues, thus making the “Income” figures more actual and allowing for more accurate planning. The goal is for the Harps Mill Woods HOA Financial Summary to be as accurate as possible reflecting actual income and expenses.
New Business
Garrett Dysart, Account Manager with American Pool Service Inc came to the meeting to discuss a proposed pool service contract for the HOA pool. Mr. Dysart included a changeover to a salt water system, which supposedly is more efficient to operate, easier on the human body, less corrosive on pool equipment and easier to maintain. Multiple questions were asked and answered and there was significant interest in the concept.
A written document was provided to the Board by Mr. Dysart with an offer for changes and flexibility in a final draft. An annual cost was documented at $8750, but there were specifics of the contract that raised more questions and possible undocumented costs to the HOA.
Summary
The results was that the Board and the attending members were interested in knowing more about this type of service and that we needed to gather more information for comparison and cost analysis. On the surface and on paper, it appeared that there might be some savings in changing our pool service provider, but we want to gather more information before making such a major decision.
For example, our current pool service company recommended a pool cover at an approximate cost of $4,000, which would result in the elimination of our current pool “Winter Maintenance” charges of $3,690.
Mr. Dysart from American Pool Service discussed the same idea, but quoted an approximate cost of $7,000 for a cover, which would also reduce their “Winter Maintenance” costs to the HOA. So, as a Board representing the Homeowners, we need to gather more information about services and proposals. We want to obtain information from “References/Current Customers” receiving services from American Pool Service and or other companies who offer salt water systems and the costs of the required maintenance.
It was reiterated that we have had excellent service from Crystal Clear Pool Service and that they have gone “over and above” on several occasions during the years to keep our pool safe and within Code without unexpected and or hidden costs. Throughout the years, calls were initiated by a Board Member to other pool service companies to obtain estimates for comparable services. The results of the inquiries were that Crystal Clear Pool has an excellent reputation in their service area and that their costs are reasonable for the services that they provide.
Annual Meeting will be at 7:00 pm on February 1st 2011 at the Golden Corral Restaurant
The meeting was adjourned by Vice President Janet Cummings at approximately 8:30 pm.