Board Members in Attendance:
- President – MJ Jones
- Vice President – Ron Alford
- Treasurer – Jon Lee
- Secretary – Brenda Campbell
- Board Member – Janet Cummings
- Additional Households in attendance – 1
The meeting was called to order by President Mark Jones at 7:04 pm.
Old Business:
Financial – Budget on target for this year. Still have 6 homes owing current years dues, with an additional 2 homes still owing interest only. Current surplus is $21,296, which is less than one year’s expenses.
Pool – Pool is closed. Spotlight replaced with sensor activation model and other lighting fixed.
Compliance Issues – No complaints were issued in the past two month.
New Business:
Invoices and Maintenance – Issue raised over the appearance of invoices; not pre-printed with letterhead that contains license number and insurance information on them. Discussion on practice of reviewing contractor for these items is adequate, but suggestion that we ask for more professional looking invoices was submitted. Suggestions will be considered as part of a full review of the financial process (see Treasurer duties below). Most board members get similar types of invoices for work done on their homes, but more documentation will be retained for HOA work.
Compliance Issues – Board has noticed newspapers left uncollected at home on Harps Mill Road and will approach in person. Board members will continue to approach homeowners in person before sending official of complaint, as a means of educating about HOA bylaws and showing concern for our neighbors.
Communication – Notice to be sent about upcoming Halloween carnival on 10/31. Secretary will investigate getting Harps Mill Woods in the Wake County Real Estate system for immediate notification on closings and property transfers. Contact form to update homeowner information will be posted to website and announcement sent to email distribution list.
Pool – Need to get firm estimate on pool drain replacement before next budget meeting – MJ to follow-up with pool company to contract them to have work performed instead of HOA dealing directly with vendor. Cost is estimated at $5,000 which will include draining, replacement of drain and repainting. Separate water cost to refill is estimated at $150.
Landscaping – Sea grass bushes will be removed this fall. Board approved the $250 cost for our regular landscaper Troy to perform work. Replacement holly plants will be planted in the spring and cost factored into 2010 budget – MJ will get estimates for budget meeting.
Holiday Activities – Board will send out email to gauge the participation we can expect if we vote to purchase luminaries for December. The suggestion of a Progressive Supper to increase neighborhood social time will also be added to this message.
HOA Management Company – After much discussion the board voted 4-1 against researching management companies for our association. Any homeowner who feels strongly about this topic is encouraged to voice them at the February General meeting.
Treasurer Duties – Jon will train Brenda Campbell and Ron Alford on Treasurer responsibilities, to ensure a smooth transition in 2010 (Jon’s last year on our HOA board). Treasurer position does not have to be a sitting board member. Board will officially vote on the Treasurer position in February.
Meeting adjourned at 8:24 pm.
Next Meeting: December 1, 2009 at the Golden Corral on Millbrook Road, at 7 pm.