2010 Annual HOA Meeting Minutes

Board Members in Attendance:

  • President – MJ Jones (not present)
  • Vice President – Ron Alford
  • Treasurer – Jon Lee
  • Secretary – Brenda Campbell
  • Board Member – Janet Cummings
  • Additional Households in attendance -7

The meeting was called to order by President Ron Alford at 7:00 pm. The minutes from the December 1st 2009 HOA meeting were approved.

Old Business:

The approved 2010 Budget was presented to the homeowners that were at the meeting for their review and discussion. Jon Lee provided a detailed explanation of current expenditures and projected expenditures, as well as a comparison to previous annual budgets dating back to 2003.

Homeowner Pete Cummings made a request for the bids offered on the steps/walkway at the pool parking lot that were built in 2008. Jon Lee agreed to retrieve those written bids (2) that were obtained. Two other contractors provided verbal estimates. The concern was that as a Board of the HOA that we should attempt in all cases to obtain at least three written bids, if possible, in order to demonstrate to the homeowners that the Board is being efficient and trustworthy with the expenditures of the Homeowners monies. In addition, there was a concern that a permit to build was not acquired and that the steps did not meet building code standards. The Board agreed to have the liability insurance representative visit the site and provide us a written statement addressing these concerns.

New Business:

Discussion was held regarding a new homeowner’s fence request on Harps Mill Woods Run. MJ agreed to visit the homeowner to review the standards and provide approval and or suggestions.

Board agreed that we should provide a list of the other homeowners in our neighborhood who volunteer to organize activities and events for the children and our families. It was agreed that we place that information on the web-site under “Volunteers” In addition to the Board and their family members, we certainly appreciate those other families as the Powell’s and Reston’s who consistently “step forward” to assist with neighborhood needs and events.

Discussion was held regarding the upcoming Easter Egg Hunt and party scheduled for Saturday March 20th- Amy Powell volunteered to be the coordinator.

Discussion regarding ongoing issue of homeowners and or tenants parking vehicles on the street. It was agreed that Ron would place notices on those vehicles which are consistently parked on the street advising the owners of the bylaws and possible fine if not corrected in 30 days.

The Pool Drain repair is taking place now and is the largest exception to our 2010 budget.

Money was added to the budget line items to include a Pig Roast with the Summer Family Pool Party, as well as money for Luminaries and a progressive supper to increase the social contact in the neighborhood.

A vote was held for 1 expiring board member – 7 proxies along with 8 present homeowners voting. 14-1 for Brenda Campbell to be re-elected to the board

It was suggested by present homeowners that we should have a covenants review to keep more uniformity. It was agreed that we should have a good cross-section of homeowners to make recommendations. Any recommended changes that the board would like to make would be reviewed and voted on by all homeowners at a special meeting, according to the current HOA rules. This came about resulting form a discussion regarding uniformity and standards for fences on homeowners’ properties. Harps Mill Woods has referred to the City of Raleigh regulations on fencing. Our covenants do prohibit chain link fencing.

Board Meeting following the annual meeting was conducted and officers were selected:

  • Mark Jones- President
  • Janet Cummings- Vice President
  • Ron Alford- Secretary
  • Brenda Campbell- Treasurer

It was agreed that Brenda and Ron would be added as signatures on the HOA banking account.

Meeting adjourned at 9:15 pm

Next Meeting: April 13th 2010

HOA Board Meeting Dates:

Board Meeting dates:

  • April 13th 2010
  • June 8th 2010
  • August 3rd 2010
  • October 5th 2010
  • December 7th 2010

Annual Meeting – Feb. 1, 2011