Board Members in Attendance:

• President – Mark Jones
• Vice President – Janet Cummings
• Treasurer – Brenda Campbell (not present)
• Secretary – Ron Alford
• Board Member – Jon Lee (not present)

Additional homeowners in attendance:  Lois Foster, John Booker and Pete Cummings

The meeting was called to order by President Mark Jones at 7:00 pm. The minutes from the February 2^nd 2010 HOA Annual meeting were approved.

Officer Reports:

• President– Mark Jones provided a detailed report of the recent modifications and up fitting of the pool, which included a new paint job, new regulated drains and water supplier pipe covers. Mark presented written bids from three different companies. Scuba Clean was selected by Mark to perform the pool modifications. The costs for the modifications were $5500.00 to Scuba Clean and $300.00 to the required architectural firm. We are waiting for the Raleigh City Inspector to review all documents reflecting the changes and modifications to the pool. Upon the inspector’s review and approval, we will be allowed to open the pool at a time to be announced in the near future.
• Mark announced that Troy Olsen would be trimming the bank behind the pool on a monthly basis at $50.00 per month. Troy will also trim the bushes around the front sign and mulch the Common areas as the season progresses on a one time basis.
• Mark has been keeping the grass cut at 7844 Harps Mill Woods Run. It appears to the neighbors and other observers that the homeowners have left the property and that a realtor does not have a contract to sell the property. Ron Alford, Secretary, agreed to try to determine who holds the mortgage and contact them for assistance in property maintenance. A home across the street is for sale and a complaint was filed with the Board by a neighbor regarding yard maintenance. Mark Jones had cut the yard on one occasion. Ron Alford contacted the realtor and they agreed to have their crew keep the yard maintained, which they have begun.

• Vice President– Janet Cummings reported that the community had an excellent Easter Party for families and children on March 20^th 2010. Janet stated that we wanted to have a Pig Pickin this summer or early Fall for homeowners. A tentative date was set for September 18^th 2010. Also, Janet mentioned that several families had mentioned a desire to have some progressive dinners. Janet was provided a list of interested families, so she will contact some of those families to form a committee to plan the event for interested families. Janet mentioned that we need to consider having the gravel pathway to the pool replenished with some additional pebbles. Mark Jones agreed to investigate that request and provide the Board a recommendation.

• Secretary- Ron Alford provided the new Liability Insurance policy to the Vice President for her review and approval. Ron developed a memo to inform homeowners of parking on the street violations and it was used on a few occasions over the last 60 days. There was a positive response by homeowners of adherence to the bylaws regarding parking in the property.

• Treasurer– Brenda Campbell was not able to attend the meeting due to an unforeseen conflict; however, she presented a recent treasurer’s report reflect budget and expenditures. That report is attached to the minutes for members (homeowners review).

New Business:

Suggestions:

1. Vice President, Janet Cummings, asked that if complaints are submitted to a Board Member(s) from a homeowner regarding specific issues, the Board Member(s) should address the issue directly with the homeowner and attempt to resolve the complaint. The homeowner who submits a complaint should be kept anonymous to the violator.

1. Minutes for Board Meetings should be completed, reviewed and approved by the Board and posted on the web site within 10 days or before.

1. If there are “unusual occurrences” witnessed in the neighborhood, i.e. storage PODS on homeowner’s property, visitors vehicles parked on the street; junk cars on the property, there should be a time limit for tolerance. A 30 day time period was suggested as reasonable before a Board Member speaks to the homeowner to ask for resolve.

1. It was suggested that we consider appointing a three person Architectural Committee as mentioned in the Bylaws under Article 4. Discussion followed among the Board and homeowners who were present. A decision was not made at this meeting and the topic was left open for further discussion and decision. Currently, the President and one other Board Member have consulted with homeowners regarding their requests for architectural changes on their property. With homes built in the property and most major structural changes having been implemented to the homes, the most recent requests have been on fence construction or screened in porches and decks.

1. It was suggested that we add contact phone numbers of Board Members to the website to provide another means of contact for the homeowners. There were no objections from those Board Members who were present.

The meeting began at 7:00 pm at the Golden Corral and was adjourned at 7:58 pm.

HOA Board Meeting Dates:

Board Meeting dates:

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

Annual Meeting – Feb. 1, 2011

The transition was completed from Jon Lee to Brenda Campbell after the Annual HOA meeting on February 2.  Our bank account signatures were updated to remove Jon Lee and add both Brenda Campbell and Ron Alford.  The post office box key was also transferred to Brenda Campbell.

General Update:

• Corrected Budget item for Total Dues from $19,283 to $19,320.
• Capital Reserve balance as of 3/31/10 is $28,895.09.
• We have received $17,702.86 in dues payments so far, which is for 2010 and some prior outstanding balances. I will show the itemized interest breakout starting next month.
• Outstanding dues remaining to be collected on 11 properties for 2010, 3 properties for 2009 & 2010 and  1 property owing back interest only.

Payments made 1^st Quarter 2010:

Itemized Budget balance as of 4/11/2010:

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

Board Members in Attendance:

• President – MJ Jones
• Vice President – Ron Alford (absent)
• Treasurer – Jon Lee
• Secretary – Brenda Campbell
• Board Member – Janet Cummings (absent)
• Additional Households in attendance – 0

The meeting was called to order by President Mark Jones at 7:09 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 capital reserve balance is $17,327, which is less than one year’s expenses.

New Business:

2010 Budget Approval – Mandatory pool repair estimates were reviewed and bid of $5,000 which will include draining, replacement of drain and repainting was approved. Separate water cost to refill is estimated at $150. Estimates for replanting of holly bushes along back fence around pool added into the general landscaping line item. Increase in Social budget to include costs for planned Pig Picking family gathering around the pool opening date, as well as the supply purchases for luminaries in December. The estimate on cost of the Progressive Supper would be limited to flyers.

Review of past years expenditure and planning for future normal expenses required the increase in annual dues. Considering our low dues rate and the need to keep a minimum of 6-months in reserves we foresee the need to increase rates again for 2011. Our HOA bylaws prevented dues from being raised further this year, so we present this financial trend to the annual meeting in February.

Vote was passed 3-0 to increase dues the maximum allowed without full association vote, which was 5%, adjusted for the consumer price index as of July 2009, which was -0.2% for Raleigh. Dues will be $168 for 2010.

Secretary was directed to mail out invoices no later than December 12th to all homeowners.

Meeting adjourned at 8:40 pm.

Next Meeting: Annual HOA Meeting, February 2, 2010 at the Golden Corral on Millbrook Road, at 7 pm. Board to hold position elections immediately following the annual meeting adjourns.

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.

Board Members in Attendance:

• President – MJ Jones
• Vice President – Ron Alford
• Treasurer – Jon Lee
• Secretary – Brenda Campbell (absent)
• Board Member – Janet Cummings
• Additional Households in attendance – 1

The meeting was called to order by President Mark Jones at 7:02 pm.

Old Business:

Financial – Budget on target for this year. Only 6 homes remain past due, with an additional 2 homes still owing interest. Last foreclosure has sold and partial back dues were paid.

Pool – Pool is open and we are still waiting on cost to replace drain, paint and possible get metal tables for next season.

Communication – Seasonal letter was not posted, but regular announcements are being sent to most homeowners.

Compliance Issues – Letter sent to homeowner regarding broken swing set. Back yard has been picked up and looks better.

New Business:

Compliance Issues – No complaints were reported at or before meeting. Some neighbors are still not cutting grass frequently enough, so board members have been knocking on doors.

Communication – Notice needs to be sent for upcoming social events and continue to update email list as requests are sent to Secretary or Board email.

Pool – Several items around the pool need to be taken care of:

· No trespassing sign and No Swimming at Night signs are needed – Jon Lee to get legal wording required

· Replace spotlight with one with sensors

· Fix lights in hallway & supply room – Janet will get a couple of estimates on both lighting items

· Need to get good estimate on pool drain replacement before budget meeting; limited approved contractors exist to perform work – MJ to follow-up with pool company

Landscaping – Sea grass bushes need to be replaced with matching holly plants like on other – MJ will get estimates.

Luminaries for Christmas Season – Suggestion to provide luminaries during the December holiday season to brighten the neighborhood and bring our neighbors. More information on costs are needed to make a decision.

HOA Management Company – Suggestion that an HOA management be hired to perform administrative tasks was brought up for discussion. Most board members are not in favor of this due to the increased cost to homeowners. The subject was left open for further discussion and would need majority vote of full association in February.

Treasurer Duties – Jon wants to pass over the Treasurer duties to interested board members since he is entering his last year on the HOA board. A training session will be held after the next board meeting to review these duties. Treasurer position does not have be held by a voting board member, but must be a homeowner of the association.

Meeting adjourned at 8:00 pm.

Next Meeting: October 6, 2009 at the Golden Corral on Millbrook Road, at 7 pm.

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 – 8

The meeting was called to order by President Mark Jones at 7:02 pm. The minutes for the previous HOA board meeting on April 14, 2008 were approved.

Old Business:

Financial – Budget on target for this year. Only 6 homes remain past due, with an additional 2 homes still owing interest. Last foreclosure has sold and partial back dues were paid.

Pool – 20 additional keys were purchased, checked and given to MJ to have available for homeowners who lose them. Risk assessment was made by Erie Insurance, with no recommendations for changes noted.

Communication – We added links to City of Raleigh ordinance and helpful government sites for all homeowners as a courtesy and reminder about general rule on pets, lawn watering, etc. Also, all future board meeting dates are also posted.

Compliance Issues – No new complaints received in the past two months.

New Business:

Compliance Issues – Swing set behind home at 7844 Harps Mill Woods Run needs to be removed, repaired or replaced. It is broken and dangerous to neighborhood children who can access it easily, and parts that break off are being tossed into ditch that runs along property line. Secretary will send letter to homeowner to take action or face fines under the Nuisance clause.

Communication – Seasonal letter will be going out this month to remind homeowners about pool rules, grass cutting, pet clean-ups and ‘come socialize at the pool and meet your neighbors’.

Pool– HOA will have to budget money to replace the vent covers at the bottom of the pool before the 2010 season. We will take advantage of the drained pool to repaint and fix any other cracks. Best estimate on costs at this point is $5,000. MJ will get quotes from the 2 contractors that are authorized to replace covers. MJ is also gathering prices on metal tables with umbrella holes to add to the remaining pool furniture. We cannot replace broken glass tops with non-glass option, so only one table remains available.

Landscaping – HOA pays $300 to cut the tall grass and bushes along the back edge of pool each year at the beginning of the season. Discussion on replacing these bushes that attract ticks with holly plants matching the other sides – MJ will get some prices. A concern over soil retention along the back was mentioned.

Sign Repair – Entrance sign quote from Jack Rabbit Signs was approved and Ron will follow-up to get sign replaced.

Meeting adjourned at 7:45 pm.

Next Meeting: August 4, 2009 at the HMW pool, weather permitting at 7 pm.