Category Archives: Meeting Agenda and Minutes

Board Meeting Minutes 6/10/08

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Attendance:

  • President – Carole Springfield (present)
  • Vice President – Ron Alford (present)
  • Treasurer – Jon Lee (present)
  • Secretary – Brenda Campbell (present)
  • Board Member – MJ Jones (present)
  • Homeowners present – Lois Foster

This meeting was called to order by Carole Springfield at 7:06 pm.

Old Business:

Financial – Jon presented budget for review, with everything looking on target. There will be a new verification process for receipt of supplies, before payment. There are still 7 homeowners who owe dues for 2008 and have been billed interest. One homeowner owes for both 2007 & 2008. Jon will continue to send bills with interest.

Pool – The pool bathrooms need new locks to keep them from accidentally locking on exit. Ticks are back and the bushes along the back fencing need to be kept trimmed. MJ will spray for the ticks with chemicals purchased out of HOA funds. Ron and MJ will trim the bushes throughout the season.

Communication Improvements – A letter to request updated 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. It should be ready for approval before the next meeting.

New Business:

Pool – The pool supplies ordered and quantities stocked were discussed and Carole volunteered to contact Crystal Clean Pools for answers.

Next Meeting: August 5, 2008 at Harp Mill Woods pool.

Meeting adjourned at 7:53 pm.

Board Meeting Minutes 4/8/08

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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.

Board Meeting Minutes 4/17/07

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Harps Mill Woods HOA, INC.
April 17, 2007 Board Meeting Minutes
Attendance: Board members: Carole Springfield, Rob Smith, Jon Lee, Brenda Campbell by proxy to Carole Springfield.

Others: Michael Arber, Lois Foster, John Booker, Ron Alford

7:05 Call to order by Carole Springfield
Minutes approved

Furniture: Rob has plans to purchase extra pool furniture including tables and umbrellas. They will most likely be stored in the bathrooms in the off season. The budget is $2000.

Social: Brenda has made plans for social activities for the remainder of the year. A function similar to last years pig pickin’ has been considered but with a smaller budget the event will likely be hot dogs and burgers. Although alcoholic beverages are not prohibited everyone agreed the HOA should not supply alcohol for any of its functions. Brenda is also considering an event tailored to middle school age children.

Parking: Lois remarked that parking is still a problem on Harps Mill Woods Run. Michael agreed to focus on that street and make sure everyone understands the parking rules. There might be a language barrier.

The Board decided police cars are except from street parking covenants because they are an effective crime deterrent. Of course you can still ask your policeman neighbor to move his car.

Pool: There are no by-laws that prohibit the HOA from granting pool access to non-HOA members. Without a restriction the HOA could give pool access to non-HOA members. A restriction was debated but not passed (1-3). Jon and Lois were not in favor of allowing pool access to non-HOA members.

A motion was made to create a pool committee but it did not get a second.

Carole will contact Mark and she will make the arrangements for pool chemical checks this summer.
Next Board meeting will be 7:00pm June 12 at Golden Corral on Millbrook.
8:20 Adjourned by Carole Springfield