23 June 2025

Minutes

Mill Creek Estates Property Owners Association Board of Directors

Annual Community Meeting

The Meeting was called to order by Steve Webber, Board President at 3 PM

The President stated that a Quorum of the Board was Present.

The minutes of the 16 June 2025 Board Working/Planning Meeting were approved.

The President introduced the Board members for the 2025-2026 Fiscal Year:

President

Steve Webber

Vice President

Mac Woodring

Secretary

Jacob Cambell (Absent)

Treasurer

Chuck Henderson

Director

Ken Bowden

Director

Mark Ditmeyer

Director

Pat Hedrick

and Committee Chairpersons:

Roads and Grounds

Ken Bowden

Mark Ditmeyer

Security and

Regulatory Enforcement

Water and Sewer

Chuck Henderson

Architecture

Chuck Henderson and Pat Hedrick

Beautification

Pat Hedrick

The President then addressed the published Agenda topics.

Budget: Budget review/preparation for the year is underway, and the proposed budget will be presented to the membership for ratification at the July Community meeting. The 2024-2025 Budget was exceed and funds from the Reserve Account had to be used. The intent is to avoid that re occurring this year.

Update on Projects:

Sewer lift station. The entire station is being replaced (motor/pumps/generator/new fencing, removal of trees and shrubbery). The project is almost complete.

Improving road shoulders and drainage: Rocks have been placed along roadways to fill in drainage ditches thereby controlling drainage, protecting the road shoulder, providing additional room for vehicles to move to the side when facing oncoming traffic.

Clearing obstructions to vision at intersections/corners.

To be done — placing barriers at both sides of the emergency exit gate to block traffic from bypassing the gate.

Continued assessment of leakage of ground water into the sewer system which increases the amount of sewage charged to Mill Creek Estates by the City.

Further data collection and modification of the placement of the sewer meter to establish a more accurate and reasonable charge to Mill Creek Estates.

Outlook:

Community Participation: Monthly Community Meetings with the Board of

Directors . The next meeting will be at 3 PM here (Mt Hope Baptist Church) on 21 July 2025. Hopefully there will be active community representation as we have today.

Community representation on standing committees — Architecture,

Beautification, Decoration, Welcoming, DIY (perform minor repairs/projects, upkeep to common property and save money while contributing to overall community appearance.)

Coordination between the Mill Creek Board of Directors and Sub-Community Boards

Reviewing the current sewer base rate increase with the goal of lowering it as soon as possible.

Establish a means to better inform/educate new community members to the rules/requirements in our governing documents. Realtors should provide these to new home owners but do not always do so.

Consistent, uniform, and prompt enforcement of the rules and requirements in our governing documents.

Long range planning for sewer/water/roads

Sewer and water are ongoing and will continue with pro-active repairs rather than patches to failed elements.

Ongoing effort already mentioned to detect and eliminate ground water leakage int the sewer system.

Evaluation of roads for near term repairs and assessing longer term needs(white lines for safety and appearance, protected shoulders, removal of restrictions to vision, adaptation for safety considerations, etc.) Collecting impact fees for construction (modifications, upgrades, new buildings, etc.)

Collecting fees for new connections to the water and sewer systems Meet with anticipated new owners of the golf course to establish a cooperative relationship of mutual benefit.

The meeting was opened to questions and comments from the membership.

A question was raised about new signs for the Villa Sub- Communities similar to those on the other sections of the community. A former Board member stated that historically had been a Sub-Community responsibility. However, the Board will look into the possibility of covering the cost.

A question was raised about having a microphone available for subsequent meetings. That will be pursued.

for Jacob Campbell Secretary

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28 July 2025

MILL CREEK ESTATES PROPERTY ASSOCIATION

July 28, 2025

Board Members Present

Steve Webber, President

Mac Woodring, Vice President

Chuck Henderson, Treasurer

Pat Hedrick, Secretary Ken Bowden, Director

Meeting was called to order by Steve Webber, President at 3:05 PM at Mount Hope Baptist Church

Steve announced that Mark Ditmeyer was moving, and we will have a vacancy on the board. Also, it was announced that Jacob Campbell will no longer be on the board but will continue to serve on the architectural committee.

A motion was made by Ken Bowden and a second by Pat Hedrick to approve the minutes for the last meeting of the board and last board working meeting were approved,

Covenants: Water and Sewer Systems

The first item on the agenda was the covenants related to the water and sewer system. Water and sewer are considered common elements. Two thirds of our budget covers taking care of both water and sewer. The community is responsible for maintaining and improving both the water and sewer system. We only charge those owners that use the community sewer system. Everybody pays for community water. So, there is good news and bad news. The good news is that at the last board working meeting the board approved lowering the base rate for sewer by ten dollars. Then the bad news is, following our last working board meeting, the town of Franklin raised water and sewer rates. In order to cover the increase we were only able to lower the rate by five dollars.

The current rates have been approved by the board and are as follows:

Water Base Rate $44.00

Sewer Base Rate $54.00

Water Usage Rate $9.13 per 1000 gallons with no charge for the first 1000 gallons Sewer Usage Rate $8.90 per 1000 gallons.

We still have concerns regarding the high sewer usage bill. Henry Griffin has discussed the problem of meter readings with the manufacturer. There seems to be a peaking of the readings, and we are in the process of determining the cause. The meter has been moved and hopefully that will correct that problem. We also know that when we have a lot of rain there is ground water drainage into the sewer system. We have spent $13,000 checking the manhole covers and still don't have an answer. Another issue is the usage of about 98,000 gallons of water that is unaccounted for and is possibly due to teaks in the system. We are not passing that charge along to owners. The association is absorbing that cost and continues to look for possible leaks in the system.

Proposed Budget for 2025-2026

Proposed budget was presented online for owners to review, and it was ratified by the board.

Rules and Regulations

As of July 1 4, 2025 the board adopted rules and regulations regarding water and sewer connections, Each individual unit must have its own meter. We have a set of villas where all 13 units are on one meter. This amendment will eliminate this from happening in the future. We will charge all new owners a water and sewer connection fee. $750 for water connection and $750 for sewer connection plus the owner will pay us for the water meter and all construction cost for connecting. Please refer to Article 12 of Consolidated, Amended and Restated Declaration of Restrictive Covenants for Mill Creek Estates.

Sub Community Signs

The board is in agreement that each subdivision that would like to have a community sign in keeping with the current design and construction of newly constructed Mill Creek signs should contact the board and the MCEPOA will cover the cost of the new sign for the subdivision.

Position Openings on the Board

As mentioned earlier in the meeting we will have two vacancies on the board.

Mark Ditmeyer has a one-year term left and Jacob Campbell has a 2 year term left. Anyone interested in serving is encouraged to contact any board member. That also applies to any of the committees such as beautification, landscaping and such,

Highlights of Governing Documents

Highlights of governing documents will be posted on bulletin boards at each of the mailbox areas and posted online so that all owners and renters will eliminate potential violations. Hopefully this will be a one page document highlighting important items that need to be reminded and enforced. Things regarding covenants, bylaws, rules and regulations and architectural guidelines will be emailed to all owners.

Employment of Non-Documented Aliens and Contractor Licensure and Insurance

The board announced that we should not be hiring any individuals without the necessary documentation to eliminate any possible liability. The board encourages individual homeowners to follow the same policy.

Open Forum for Member Feedback

Steve mentioned activities that are underway. The markings on the roads are due to electrical lines that are being installed underground in the country club area. Tree trimming of the canopy over the roadsides was completed by Michaels Tree trimming along Mint Lake Road,

Residents were concerned about the large rocks on Oak Creek Road, Ken explained that there was a need for larger rocks to help slow down the drainage when it rains. Owners were encouraged to drive with caution.

Resident asked that we get a notification on one call when construction workers are in construction areas. Would hopefully avoid accidents when large construction trucks and employees are parked in the road. The concern is our narrow roads and possibility of an accident.

Resident mentioned she has seen a water leak in Creekside. Environmental had been notified.

Question regarding water lines in Woodside and who is responsible for repairs. It was explained that a leak between the water meter and house is homeowners' responsibility. Chuck clarified how the cost is determined.

There being no further business the meeting was adjourned,

Respectfully Submitted

Pat Hedrick, Secretary

25 AUGUST 2025

MCEPOA Board Meeting Minutes

Date: August 25, 2025 Time: 3:00 PM Location: Mount Hope Baptist Church Board Members Present:

Steve Webber, Pat Hendrick, Terry Hood, Ken Bowden, Mac Woodring

Absent: Chuck Henderson

Meeting Called to Order

President Steve Webber called the meeting to order at 3:00 PM.

Approval of Previous Minutes

The minutes from the July 2025 meeting and the planning session were approved. Motion: Mac

Woodring Second: Ken Bowden

Introduction of New Board Member

Steve Webber introduced Terry Hood, who will assume the role of Board Secretary.

Updates & Reports Water and Sewer – Steve Webber

• The sewer base rate was reduced by $10; however, town-imposed usage rate increases resulted in a net reduction of approximately $5, depending on individual water usage.

• The sewer meter was relocated based on recommendations from the installation company due to erratic usage spikes.

• August usage increased, likely due to seasonal residents being present.

• Groundwater infiltration into the system is still under investigation.

• The monthly sewer budget remains capped at $10,000.

Property Violations – Steve Webber

• Several letters were issued regarding dead trees and other covenant violations.

• All relevant covenant information is available on the MCEPOA website.

• Enforcement measures may include liens, water shut-off, etc.

• One property, now 30 days past notification, will be fined. Motion to approve: Ken Bowden Second: Pat Hendricks

Capital Budget Planning – Steve Webber

• A capital budget is being developed to address long-term infrastructure needs, including water system upgrades, road repairs, and drainage improvements.

• A five-year strategic outlook will be created to guide future planning.

Governing Documents Summary – Steve Webber

• A summary of key covenant points, approved at the August 11 planning meeting, will be posted at both mailbox locations.

• Steve read the summary aloud to attendees.

Board Member Reports Water and Sewer – Steve Webber (on behalf of Chuck Henderson)

• Repairs are underway for a leak on Oak Creek Road.

• A significant leak at Woodside Villas, located before the water meter, is MCEPOA’s responsibility.

• Duke Power damaged a water line while marking underground utilities. The repair cost was $10,500, and a reimbursement claim has been filed.

Roads and Roadways – Ken Bowden

•April- Black Bear Paving $1,450 for minor street repairs.

•June-Michaels Tree Service $2,000 to trim trees around the lift station.

•June-Santiago $6,880 for cleaning the drainage area at the Willow View entrance and installing riprap along the entrance and another section of Oak Creek Road.

•July-Michael's Tree Service for raising the canopy along Mill Creek Road and Mint Lake Road using pole saw and chipper shredder. Hauled off all debris.

•Ridgecrest Villas Drive cleared and hauled off fallen tree $900.

•August-Michaels Tree Service $2,200 to clear a fallen tree and removal after using the chipper shredder.

•September-Santiago will install riprap along Reserve Road and Longbow.

•Snow removal preparations are complete.

•Morgan’s driveway repair due to contractor error cost $3,400. Reimbursement was denied due to late notification.

Beautification Committee – Pat Hendrick

• Entrance area landscaping is underway. Hardscape is complete; plant design assistance is being considered.

• Plans include perennials and low-maintenance plants. Maintenance will rotate monthly among committee members.

• Holiday decorations will follow previous traditions.

• Next community Decoration Day: October 15

• Christmas event: “Light Up Mill Creek” with tree lighting, hot chocolate, and festivities on December 4

• Committee consulted Henry regarding sprinkler system education.

• Signage requests from subdivisions are being prioritized and will be addressed quarterly based on budget.

• Committee Contact: Pudden Monroe (706-631-4186, pudden_bcm@bellsouth.net). Betty will include this in the newsletter.

• Fall Fun Project: Pudden Monroe introduced a movable scarecrow game. If caught placing the scarecrow, the person must donate a pumpkin for entrance decoration. The scarecrow is then secretly passed to another neighbor. Updates should be sent to Pudden.

Member Questions & Comments

• Jim Donnelly: Asked if the town required the bulk sewer meter. Steve confirmed yes.

• Harold McCarthy: Inquired about valve placement for tracking water loss. Steve confirmed valves are added during repairs and will explore further tracking options.

• Pudden Monroe: Asked about Willow Creek repair costs—confirmed as MCEPOA’s responsibility.

• Buddy Crawford: Noted that small leaks may account for the 100-gallon water loss.

• Bill Rennie: Concerned about large rocks used for ditch drainage on Oak Creek Rd. Ken explained they’re necessary for strong runoff; Harold added sharpness is more concerning than size. Steve will assess leveling the rocks.

• Construction Concerns: Large trucks on Oak Creek Rd. due to home construction need proper cones and flaggers. Steve will contact the contractor.

• Cindy Crawford: Raised concern about overgrown grass near the golf course. Steve will contact Granning, the lawn contractor.

• Home in Disrepair: Across from Reserve Rd., first house on the left—Steve will investigate.

• Lighting Request: Pudden suggested a streetlight near the sharp curve at Willow Creek.

Steve will look into it.

• Road Settling: Mint Lake Road near the pond is being monitored.

Adjournment

Motion to adjourn made by Mac Woodring. Second: Ken Bowden Time: 4:00 PM

Respectfully submitted

Terry Hood

Secretary, MCEPOA

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16 SEPTEMBER

Community Planning Committee

Date: September 16, 2025 Time: 4:00 PM Attendees: Steve Webber, Ken Bowden, Chuck Henderson, Robert Woodring, Patricia Hedrick, Terry Hood

Meeting Overview

Call to Order Steve Webber commenced the meeting at 4:00 PM.

Property Maintenance Updates

• 29 Crescent Ridge Drive: The property appears vacant and is in poor condition. Attempts to contact the owner via phone and email have been unsuccessful. Patricia Hedrick will reach out to Lori Sanfilippo (the owner) at the Credit Union, her place of employment.

• Oak Creek Road Parking: The contractor has been contacted regarding roadside parking and signage. He now believes parking off-road is feasible.

Infrastructure Improvements

• Water & Sewer Upgrades: Chuck Henderson shared updates from discussions with Henry Griffin. The plan - as leaks occur a complete section where the leak occurs will be upgraded, not just a repair at the specific leak point. Chuck will present a full report at the upcoming Community Meeting.

Road Maintenance

• Road Visibility Enhancements: Mandy Ramaswami raised concerns about visibility on Winding Way and other roads lacking painted lines. White lines help both drivers and service providers identify Mill Creek roads. Mac proposed temporary reflectors as an interim solution.

• Action Item: Ken Bowden will obtain estimates for line painting and potential resurfacing.

Country Club Mailbox Expansion

• A new mailbox section will be added to accommodate incoming residents. The chosen color will be a close match to the existing gray units. No painting required.

• Future Policy: New residents of newly constructed homes will be charged $150 for mailbox installation due to rising costs (current order exceeds $146).

Website Transition

• Henry Griffin has offered to train Terry Hood on managing the community website. A training date is pending. Steve Webber will follow up to coordinate the transition.

Community Signage

• Mac Woodring has contacted Signs Express for a new Mint Lake sign to match existing signage. Chuck Henderson will obtain a second quote from another vendor.

Financial Updates

Bank Transfers: It was confirmed that FDIC coverage is $500,000 for a single account with two authorized signers and total coverage for all accounts will exceed/cover Mill Creek's total deposits at Nantahala Bank and Trust. Funds from the First Citizens checking account will be moved to Nantahala Bank and Trust Company due to fee concerns. The money market account will remain at First Citizens.

Architectural Guidelines

• Chuck is revising guidelines for metal roofing and approved color schemes.

• New construction must be completed within 12 months. A tracking list will be created for ongoing projects.

Streetlight Request

• A new streetlight has been requested at the blind curve on Oak Creek Road near the Willow View sign.

Next Board Meeting

Date: September 29, 2025 Time: 3:00 PM

MCEPOA Board Meeting Minutes

Date: September 29, 2025 Time: 3:00 PM

Location: Mount Hope Baptist Church Board Members Present:

Steve Webber, Chuck Henderson, Pat Hedrick, Terry Hood, Ken Bowden, Mac Woodring

Call to Order

President Steve Webber called the meeting to order at 3:00 PM.

Follow-Up on Member Concerns from August Meeting

• Drainage Issue: Concerns were raised about the size and sharpness of the rocks used for ditch drainage on Oak Creek Rd. Due to the depth of the ditch and the size of the rocks needed for the flow of drainage, there is no adjustment that will make a difference.

• Parking on Oak Creek: Construction-related parking issues were addressed. The contractor has committed to resolving the matter.

• Overgrown Grass: Landscaping crews were notified and have since addressed the overgrowth along the roads where needed. Golf course property is not something that MCEPOA’s contract covers.Further discussion with the contractor and DIY by community residents may help.

• Property Condition on Crescent Ridge: The first home on the left was reported to be in poor condition. Steve Webber contacted the homeowner, and visible improvements have been made. Cindy Crawford stated that more needs to be done. Steve Webber will contact the property owner again.

• Lighting on Oak Creek Curve: A request for better lighting at that particular sharp curve was made. Duke Energy is scheduled to install a streetlight.

• Road Striping on Winding Way: Ken Bowden has not received a response from the striping company. A second attempt at contact was made today.

• Mailboxes (Country Club Side): A new mailbox section has been installed to match existing units. Installation was done by DIY community members. Residents of new construction will pay a one-time fee of $150 upon mailbox assignment.

Committee Updates & Reports Water & Sewer – Chuck Henderson

A new valve is scheduled for replacement. Going forward, any leak will prompt full lateral section replacement to minimize service disruptions. Updated “as-built” drawings will be maintained for future reference by board members and homeowners.

Roads and Roadways – Ken Bowden

An area where trees were removed and heavy equipment was used on Mill Creek Rd. is now sinking. This issue requires further inspection.

Beautification Committee – Pat Hedrick

• Scarecrow Project: 22 homes are participating. Feedback has been positive.

• Fall Decor: Pumpkins and gourds should be delivered to the package room or front gate by October 12, 2025. Decorating day is October 15th, and all residents are invited to help.

• Subdivision Signage: Work is ongoing, with Mint Lake scheduled first.

• Spring Plantings: Once selections are finalized, residents will be notified if they wish to donate specific plants.

Architectural Committee – Chuck Henderson

• Committee revisions are in progress.

• Site visits were conducted at Willow View to approve removal of six dead/diseased trees.

• A deck addition at 53 Willow Place was approved.

• Steve Webber commended the community for its cooperation and responsiveness to architectural requests.

Webmaster – Terry Hood

Training was completed today with Henry Griffin. Changes to existing webpage information for residents may be accomplished by completing the change form available on the website. Any questions should be directed to Terry Hood at chaplainterry@yahoo.com or text 407.497.3289.

Financial Update

In the 2025 budget, an additional $52,000 was approved from reserves to cover unexpected expenses, primarily related to water system repairs. Despite this, a deficit of $25,000–$50,000 will occur at the present rate of expenditures. While manageable this year, future assessments or dues increase may be necessary.

Member Questions & Comments

• Dues Increase: A member asked about the potential increase in dues. The board acknowledged the need to calculate and communicate this before the deficit grows further.

• Crescent Ridge Property: The backside of the property mentioned earlier remains in poor condition, with visible debris, moss on the roof, and a damaged screen door. It appears abandoned from Reserve Road.

• Water/Sewer Charges: A suggestion was made to increase income by adjusting water/sewer rates. The current minimums are $40 for water and $64 for sewer. This option is under consideration.

• Negotiating Fees with the City: Henry Griffin previously attempted negotiations with the city, which were unsuccessful. Chuck Henderson and Steve Webber may revisit this with the current administration.

• Leak Notifications: Leaks in villa communities are not widely known unless reported via OneCall. Improving communication was suggested.

Motion to Adjourn: Pat Hedrick

Second by: Chuck Henderson

Time: 3:40 PM

Respectfully Submitted, Terry Hood

Secretary, MCEPOA

Planning Meeting Minutes

Date: October 6, 2025

Attendees: Steve Webber, Chuck Henderson, Mack Woodring, Ken Bowden, Terry Hood

Absent: Pat Hedrick

Guest: Henry Griffin, MCEPOA Manager

The meeting was called to order by Steve Webber at 3:56 PM.

Murdoch Memorandum Agreement:

Discussion was held regarding the memorandum agreement for Murdoch. Chuck Henderson proposed the following:

1. MCEPOA should receive a copy of the final plan approved by the State of North Carolina for recordkeeping.

2. The finalized sub-association documents should also be submitted to MCEPOA.

3. Witnesses should be present to sign the memorandum.

Banking Update:

Steve Webber provided an update on the transfer of checking account funds from First Citizens Bank. The planned move to Nantahala Bank was reconsidered due to incorrect information regarding FDIC insurance limits. The actual coverage is \$250,000, not \$500,000 as previously stated. To avoid exceeding this limit, First Bank is now being considered. A written proposal is expected, which will include details on ACH debit transactions used for monthly water/sewer payments. First Bank has indicated no fees will be charged if transactions remain under 500 per month. Environmental has agreed to manage the ACH transition once a decision is made, and they prefer First Bank due to its Sylva location.

Water/Sewer Billing Changes:

Environmental will begin offering residents the option to receive water/sewer invoices via email at no cost. Those who opt to continue receiving paper invoices will incur a \$1.25 monthly fee.

Road Maintenance:

Ken Bowden reported that cost estimates for road striping will be available by October 7, 2025. He will also obtain pricing for street paving.

Traffic Signage:

Ken Bowden relayed a request from resident Terry Furr for a yield sign at the intersection of Reserve Rd. and Ridgecrest Rd. Alternatives such as installing a mirror were discussed. Steve Webber recommended a stop sign for the Reserve Rd. side of the intersections since it would impact fewer homes.

Neighborhood Safety:

Terry Hood suggested enhancing speed limit visibility by adding signs to both sides of existing posts, aiming to improve compliance.

Website Transition:

Terry Hood updated the board on the website management transition. She has been training with Henry Griffin and Carl Nordhielm, Director of Customer Care at Nord Enterprises, the website host.

Road Damage Claim:

Steve Webber asked Henry Griffin to file a claim for damage to Mint Lake Rd. caused by Duke Energy’s subcontracted equipment during utility pole replacement.

Covenant Enforcement:

Mack Woodring will investigate a political sign at 130 Reserve Rd., which may violate community covenants.

Architectural Committee Recommendation:

Chuck Henderson proposed that stump grinding be included as a homeowner responsibility when tree removal is approved by the Architectural Committee.

Security Upgrade Proposal:

Henry Griffin presented a plan to enhance security at the Mill Creek mailbox kiosk using a direct lineof-sight camera system to the mailbox kiosk at Country Club Dr. The upgrade would include a new lock and individual access codes for residents. Estimated cost is \$700–\$800, covering hardware, labor, and networking equipment, through Tomcat Security.

Next Meeting:

The next MCEPOA Community Meeting is scheduled for October 27, 2025. Steve Webber will be absent, and Mack Woodring will preside.

MCEPOA Board Meeting Minutes

Date: October 27, 2025

Time: 3:00 PM

Location: Mount Hope Baptist Church

Board Members Present: Chuck Henderson, Pat Hedrick, Terry Hood, Ken Bowden,

MackWoodring

Absent: Steve Webber

1. Call to Order

Chair Mack Woodring called the meeting to order at 3:00 PM.

2. Agreement with Tom Murdoch

The board confirmed that the agreement regarding water access for Tom Murdoch’s development has been finalized.

• MCEPOA will bear no cost or liability for construction or maintenance within the boundaries of his development.

• The agreement pertains solely to water access.

• Mr. Murdoch plans to construct an additional four single-family homes and is responsible for covering all county fees prior to construction.

3. Beautification Committee

The board extended congratulations to the Beautification Committee for their outstanding fall decorations, with special thanks to Pudden Monroe.

• Pat Hedrick expressed appreciation for the committee’s preparation and ongoing maintenance.

• Cindy Crawford was recognized for crafting all decorative bows.

4. Traffic Signage Update

Following a request at the previous meeting, a stop sign will be installed at intersection of Reserve Road and Ridgecrest Rd. The stop sign will be on Reserve Road and a yield sign at Ridgecrest Road.

5. Roadway Markings and Safety

Ken Bowden reported on the cost of white line painting along Winding Way, totaling $7,748—a significant increase compared to last year’s Oak Creek project, which involved only one side of the road.

• In the interim, 24 reflectors have been installed by Raj Ramaswami and Mac Woodring along Winding Way, particularly at the curves.

• Residents are encouraged to provide feedback on their effectiveness.

• Henry Griffin noted ongoing discussions with Duke Energy regarding the installation of a streetlight on Oak Creek and the source of its power.

6. Snow Removal Services

Ken Bowden provided updated rates from BH Granning for snow removal:

• $190/hour for two-person crew with spreader and plow

• $25 per bag of ice melt

• $130/hour for skid steer tractor

• $78/hour for shoveling, if needed

• These services apply to MCEPOA roads only. Individual residents or subdivisions wishing to contract BH Granning should reach out prior to a snowfall.

7. Mill Creek Package Room Wi-Fi

Henry reported that a new lock is needed to access the Wi-Fi in the Mill Creek Road package room. Once installed, passcodes and related information will be distributed.

8. Architectural Committee Update

Chuck Henderson shared that the architectural brochure, originally created in 2020, is available on the website.

• Community members are invited to submit suggestions for updates.

• A revised version is planned for early 2026.

9. Speeding Concerns in Mill Creek

The board discussed ongoing issues with speeding.

• Speed bumps and additional signage were considered.

• Steve proposed signage reading “Only You Can Prevent Speed Bumps.”

• Chris Bullis, drawing from extensive experience, noted that signage and speed bumps alone are ineffective; direct, individual engagement is often required.

• The board may use the One Call system to remind residents to observe posted speed limits.

10. Community Comments

• Steve Duman raised concerns about water runoff affecting his yard at 772 Country Club Drive. Henry noted the slope has long been problematic. Ken will investigate further.

• Pudden Monroe requested a unique padlock combination for the Beautification Committee’s designated room in the gatehouse, as all three padlocks currently share the same code. The board will review and consider updating the combination.

MCEPOA Planning Committee Meeting Minutes

Date: November 17, 2025

Location: Mt. Hope Baptist Church Fellowship Hall

Time: Meeting called to order at 3:05 p.m. by President Steve Webber

Attendees: Pat Hendrick, Mack Woodring, Chuck Henderson, Steve Webber, Terry Hood

1. Water and Sewer Agreement with Murdoch.

• Based on the previous agreement, a licensed engineer was required to develop a plan and submit it to the State; however, the engineer is unavailable for three months. So the decision was made to comply with the original plan.

• Murdoch has agreed to proceed with the original plan:

oEach house will have its own water line, with meters placed inside the property line. o Responsibility for maintenance lies with the homeowners.

oPressure-reducing valves will be installed at each line, per Murdoch’s decision.

• Sewer decisions remain pending. Steve noted Murdoch will need to install a lift station to serve the homes being built.

2. Road Safety and Maintenance

• Reflectors installed on Winding Way have received little feedback.

o Mack will ask Raj Ramaswami for input.

• Mack has asked Ken to seek an additional quote for road striping (beyond Black Bear Paving).

• The committee will confirm State requirements for paint quality used in striping.

3. Streetlight Installation

• Henry Griffin has inquired with Duke Power and they have not yet provided a firm installation date for the streetlight on Oak Creek Road.

4. Water Flow Concern – 772 Country Club

• Ken Bowden investigated water flow issues near this property.

• Responsibility lies with the Mountain Vista Sub-Association.

• Pat and Chuck will locate the governing document that outlines which roads fall under Mill Creek POA responsibility.

5. Governing Documents – Tree Liability

• The issue of liability when a tree falls on common property has not been addressed in governing documents.

• The board agreed to follow State law.

6. Resident Suggestion – Arborvitae Planting

• A resident suggested planting arborvitae trees near the emergency exit.

• The board declined due to unnecessary cost.

7. Water Account Transfer

• The Environmental Inc. water account will be transferred to 1st Bank.

• After transfer:

oInvoices will be sent via email.

oHard copy invoices will incur a $1.50 fee.

• Motion to transfer funds made by Steve, seconded by Chuck. Motion carried unanimously.

• Water payment slot will be removed from the mail kiosks.

8. Sewer Rate Charges

• Discussion continued regarding consulting the town manager (or responsible party) to reduce sewer charges, given that the community maintains its own system.

9. Community Meetings

• Motion by Steve Webber and Ken Bowden to suspend community meetings for the remainder of 2025. Motion carried unanimously.

• Next community meeting scheduled for January 2026.

10. Website Updates

• Chuck requested an update to the Mill Creek website to reflect January 2026 as the next community meeting date.

• Mack noted the ongoing effort to recruit a seventh board member.

o Website will be updated to encourage potential board members. The posting will include Steve Webber’s email address for inquiries.

11. Adjournment

• Motion to adjourn made by Pat, seconded by Ken. Meeting adjourned.

MCEPOA Planning Committee Meeting Minutes

Date: January 13 2026

Location: Mt. Hope Baptist Church Fellowship Hall

Time: Meeting called to order at 2:57 p.m. by President Steve Webber

Attendees: Pat Hedrick, Mack Woodring, Chuck Henderson, Steve Webber, Ken Bowden, Terry Hood

1.Budget status.The current version of QuickBooks Advanced is $275/month. It has far more capabilities than used or needed by us.Furthermore, it is not correctly updated to reflect the approved budget for the current fiscal year. Cost For QuickBooks Essential is $75 /month. It meets our needs. The recommendation is to cancel the existing Advanced version of QuickBooks and go with the Essential version. The savings would be approximately $200 per month.

Motion to accept and begin using the lower cost version of QuickBooks for $75/month made by Mac Woodring and seconded by Ken Bowden was approved. Mac will be taking over accounting in the future.

2.Melissa from Environmental explained what we are paying for regarding all of the services they provide for Mill Creek especially as it relates to the water and sewer services.Suggestion that we take all the billing over from Environmental instead of paying them for billing the water and sewer. Another software program we have is QuickWater. It takes the meter readings data that transfers to this software to create bills. And we own meter reader so the Community Manager could read the meter and do the billing. This would save a significant amount monthly $800 approximately.

4.Bank account change is still in process due to the ACH process transfer. The suggestion was made to open First Bank now account and leave the First Citizens account open until the ACH transfer is sorted out.

5.Status of architectural guidelines changes. Chuck Henderson replied that there have not been any changes as of yet. Trying to reach previous chair, Nick Wylie, of the Architectural Committee for the guidelines that were created several years ago.

6.Status of review of road responsibilities. Snow removal. Ken Bowden plans to pretreat if it is predicted 4-5 inches of snow.

7.Procedures for late annual assessment payments. Current charge is $50. We have two residents that still have not paid. Certified letter to be sent. In the future, the suggestion is that they should pay $50/month until satisfied.Motion made by Chuck Henderson and seconded by Mac Woodring was approved.

8.Stop sign on Reserve Rd. at intersection of Ridgecrest Rd. has arrived and will be installed by Steve Webber and other board members.

9.Murdoch (developer building off of Oak Creek Rd.) will do water and sewer as we desired.Memoranda of Agreement have been signed by Steve Webber and Tom Murdoch (developer). There will be a sewer lift station for each house built. Water meters for each house will be at the entrance to the development. The developer, then the sub association and property owners will be responsible for maintaining and repairing all of the system within the boundaries of the development. MCEPOA will have no liability whatsoever and will receive payment for each residence water and sewer connection and water meter.

10.Speeding/running stop signs is a continuing issue. Need further discussion of possible remedies.

11.Reflectors on Winding Way Dr. No feedback.

12.Streetlight at Oak Creek Rd. Status unknown. Community manager to pursue with Duke Power.

13.Sub association signs. The next to be installed is the Mint Lake sign. Rick Crotts and Dave Berrryhill to install.

14.Plan for permanent landscaping at entrance will be developed.

15.It was determined that trees that fall or are taken down due to rot are the responsibility of the owner of that property where the tree is rooted. Cost to remove such trees from MCEPOA common elements will be charged to the respective property owner.

16.BH Graning has submitted contract for coming year Roadway upkeep. There is no scope of work specified in the contract. There are issues with recent service. Steve Webber will not sign the renewal contract until an acceptable statement of the scope of work is agreed upon and included in the contract.

17.The house under construction on Fairway Dr. has exceeded the 12-month construction period authorized by the Architectural Guidelines. The guidelines specify that fines can be charged daily for exceeding the deadline, but the amount is unspecified. Agreement among the board is that Mac Woodring and Chuck Henderson will contact the owner and discuss the situation with him before making a recommendation to the board to extend the construction period or to initiate fines.

11. Adjournment

• Motion to adjourn made by Pat, seconded by Ken. Meeting adjourned. Next Community

Meeting 3 PM 01-27-26 at Mt. Hope Baptist Church Fellowship Hall

MCEPOA Special Board Meeting Minutes

Date: January 22, 2026 Location: Webber Residence Attendees:

• Pat Hedrick

• Mac Woodring

• Chuck Henderson

• Steve Webber

• Ken Bowden

• Terry Hood

1.Call to Order

• President Steve Webber called the meeting to order at 11:03 a.m.

2.Old Business

• Minutes from the previous two meetings were reviewed.

• Minutes were approved as presented.

3.Review of Governing Documents

• The Board reviewed the Mill Creek Estates Property Owners Association Declaration of Policies and Procedures.

Motion to accept reviewed document:

• Moved by: Mac Woodring

• Seconded by: Chuck Henderson

• Outcome: Motion carried

4.Community Manager Responsibilities and Communications

The Board discussed issues related to Community Manager Henry Griffin, including duties, contract compliance, and recent communications.

Discussion Points

• Concern expressed regarding the Community Manager’s compliance with contractual responsibilities.

• Concerns noted about performance of assigned duties.

• Recent communications from the Community Manager were identified as problematic.

• The Board reviewed and revised a draft letter addressing these concerns and in compliance with the Community Manager’s contract.

Board Decisions

• The Board agreed to send the revised letter to Community Manager Henry Griffin.

• Purpose of the letter:

o Request compliance with contractual obligations o Address resistance to Board requests

Vote

• A vote was taken to approve sending the revised letter.

• Result:

o All members in agreement o No nays expressed o No abstentions

Signatures

• Following the vote, all Board members signed the revised letter in person:

o Steve Webber o Ken Bowden o Pat Hedrick o Chuck Henderson o Terry Hood o Mac Woodring

• All members witnessed each other's signatures.

• A copy of the letter is attached to these minutes.

5.Adjournment

• Motion to adjourn: Made by Pat Hedrick

• Seconded by: Mac Woodring

• Outcome: Approved

• Time adjourned: 1:00 p.m.

MCEPOA

Special Board Meeting Minutes**

Date: January 24, 2026 Time: 1:07 p.m.

Location: Webber Residence

1.Call to Order

President Steve Webber called the Special Board Meeting to order at 1:07 p.m.

2.Board Members Present:

• Steve Webber

• Pat Hedrick

• Mac Woodring

• Chuck Henderson

• Ken Bowden

• Terry Hood

A quorum was established.

3. Approval of Minutes — Special Meeting of January 22, 2026

A motion to approve the minutes of the January 22, 2026 Special Board Meeting was made by Pat Hedrick and seconded by Mac Woodring. Motion carried.

4. Community Manager Response and Contractual Actions

The Board reviewed the Community Manager’s response to the letter referenced in the January 22, 2026 meeting minutes. The Community Manager contacted all Board members via telephone to state that he did not require the 10-day cure period and had elected to resign. The Board agreed that written confirmation of his resignation is required, consistent with the terms of his contract.

4.1 Contractual Requirements

• Under Paragraph 7.3, the Community Manager is obligated to provide up to 30 days of transition assistance, at the Association’s expense, to support the transfer of management responsibilities back to the Board or to a designated successor.

• Under Paragraph 8.02, a formal letter (attached) will be issued confirming the mutual agreement to terminate the management agreement effective January 31, 2026.

The letter will also request all necessary materials, records, and documentation required for the Board to assume responsibilities previously managed by the Community Manager. See attached document.

4.2 Motion

A motion to send the correspondence to Henry Griffin, Community Manager, was made by Pat Hedrick and seconded by Mac Woodring. Motion carried.

4.3 Pre-Delivery Review

The Board agreed that Ken Bowden will review the contents of the letter with Henry Griffin by phone prior to its issuance.

5. Storm Preparation

The Board discussed contingency plans for the upcoming storm, particularly identifying a method to keep the community gate open should freezing temperatures cause mechanical malfunction.

6. Reassignment of Duties

The Board reviewed and discussed responsibilities that must be reassigned among Board members due to the Community Manager’s resignation.

7. Adjournment

A motion to adjourn was made by Chuck Henderson and seconded by Ken Bowden. The meeting adjourned at 3:20 p.m.

Submitted by:

Terry Hood, Board Member / Secretary

Document

MANAGEMENT CONTRACT as specified in Paragraph 8.02 MODIFICATION AND

CHANGES. Specifies that “No variation, modification, or changes of the Agreement shall be binding unless it is made in writing and executed by both parties.

The following statement meets that:

---------------------------------------------------------------------------------------------------------------

Per MANAGEMENT AGREEMENT between MCEPOA, Inc. and Henry C. Griffin dated 12 October 2023, Paragraph 8.02 MODIFICATION & CHANGES, the undersigned mutually agree to TERMINATE the MANAGEMENT AGREEMENT effective 31 January 2026. Henry C.

Griffin will provide all information relative to administrative and financial management of MCEPOA per the Management Agreement Paragraph 7.03 TERMINATION ACTIVITIES in addition to and as clarified by the specific items listed below:

Username and Password (in a sealed envelope) of

One Call

Quickwater

Nantahala Bank Accounts

First Citizens Bank Accounts

Any other systems, software, accounts pertaining to MCEPOA

Gate Access password set up process

Mailbox Number and Key for 536 Mill Creek Rd

Package Rooms Key Codes and resetting process

WiFi System with identification of all connected items and relative access info

Water Tanks monitoring System description and Reporting Process

Deposit Slips

Any Paperwork Not Already Provided

Name and Contact Information of Tax Preparer

Explanation of Bags of Keys Already Provided

_________________________________________

Stephen Webber. President MCEPOA (“ASSOCIATION”)

_________________________________________

Henry C. Griffin, “Manager”

=====================================================================

This mutual agreement severs the relationship with no statement of blame or accusations whereas the Termination Notice you received results in your termination of service now (with the concerns, disputes and deficiencies stated therein) because of your statements to the Board members that in effect you were not going to respond to the “Cure Period”. YOUR CHOICE: End it through mutual termination or with the simple termination agreement statement cited above or.

Please notify me ASAP of your choice to proceed.

1

Mill Creek Estates Property Owners Association (MCEPOA) Planning Meeting Minutes

Call to Order: 3:13 PM by President Steve Weber

Attendees: Steve Weber, Pat Hedrick, Ken Bowden, Mac Woodring, Chuck Henderson, Terry Hood

1. Approval of Previous Minutes

Mac made the motion and Pat seconded the approval of the minutes from prior planning meetings of January 22, 24 and 28th. Approval passed.

2. Camera System Update

Steve met with the vendor for the community camera system. He will forward the information to Chuck, who will assume management of the system going forward.

A previous request was made regarding placing cameras at the Winding Way water tank and both lift stations. The estimated cost for power and power box is $1,450 per site (three total). It was recommended that these cameras also have internet connectivity. It was noted that the cameras could detect a flashing warning light but would not necessarily indicate an overflow.

The Board agreed to table the decision for now and revisit it later.

The community currently has six cameras—located at both mailboxes and the entrance gate. All camera history is stored on the computers in the gatehouse.

3. Water System Documentation

Chris Bullis has offered to create a flow chart outlining the water system, including valves and basic SOP (Standard Operating Procedure) steps to take before contacting Environmental Services. Board members have consulted Environmental Services for guidance on troubleshooting potential issues such as overflow alarms and system resets.

4. Board Site Tour

Pat recommended organizing a tour of all relevant locations (water tanks, lift stations, etc.) so all Board members are familiar with each site.

5. Community Access Phone

Steve has purchased a phone dedicated for Board use through Visible (Verizon network).

• Monthly cost: $33

• Phone purchase price: $317

• This phone will provide direct access for community members. Motion to approve these expenses was made by Pat. Chuck seconded the motion and the motion passed.

6. Contact Matrix & Website Updates

2

Chuck is creating an external contact matrix with phone numbers.

Steve also requested that all Board member duties and phone numbers be added to the community website’s homepage for resident reference.

7. Adobe Software Review

The association is currently paying for Adobe software, but the Board is unsure what features or licenses are included. Henry Griffin will be contacted for clarification.

8. Social Media Administration

Janice Hightower is currently the Facebook page administrator. It was recommended that a second co-administrator be added, preferably a Board member. Terry will reach out to Janice, and Terry has volunteered to take on this role. A motion to approve this action was made by Chuck, seconded by Mac. All were in favor and the motion passed.

9. Tree Services

Pat reminded the Board that Brad Davidson of Franklin Tree Care is available for tree removal services, in addition to Michael’s Tree Service, which has previously performed work for MCEPOA. Chuck emphasized the importance of ensuring all companies used are properly insured.

10. Quickwater Billing Software

The Quickwater software, laptop, and cloud service cost $26.45 per year. The cloud service may not be required if the Board handles billing internally.

Steve will clarify whether invoices can still be emailed without cloud access. Doing billing inhouse could eliminate more than $3,000 per year in postage costs alone.

11. Communication on Community Manager Contract Termination

The Board discussed the need for a unified message and designated spokesperson to explain the consensus decision regarding the termination of the contracted community manager. This includes how the contract was handled and how to respond consistently to resident questions. General discussion followed regarding how to handle potential upcoming questions from residents.

Ken Bowden raised the suggestion of opening the next community meeting with a prayer. After thoughtful discussion, the Board determined that, as such an invocation has not been part of prior meeting protocol and may not align with the diverse perspectives within the community, it would be prudent not to introduce this practice at this time.

Adjourned: 4:45 PM

Motion to adjourn was made by Pat and seconded by Chuck.

Board Meeting Minutes – February 26, 2026

Location: Mt. Hope Baptist Church

Board Members Present: Steve Webber, Pat Hedrick, Mac Woodring, Ken Bowden, Chuck Henderson, Terry Hood

Call to Order: The meeting was called to order by Steve Webber at 2:59 PM.

A quorum was established.

Minutes from the previous meeting were approved (motion: Pat Hedrick/ second: Chuck Henderson).

The meeting agenda was published in advance with proper notification.

1. Operational Efficiencies

Steve Webber reviewed ongoing cost-saving measures:

• Eliminated duplicate software expenses for QuickBooks and Quick Water; negotiations with QuickBooks reduced costs by 50%.

• Discontinued a dedicated phone line for Environmental Inc. costing $700/year.

• Reduced bank fees by switching from an account charging $200/month to one charging $25/month.

• BH Graning’s new contract includes additional services at no extra cost, including:

o Golf course grass trimming o Roadside bush trimming (previously inconsistent) o Cleaning of drainage ditches and culverts

• Graning will also assume work previously assigned to multiple outside contractors. Residents are asked to notify the Board if contracted work is not being completed.

2. Meeting With Franklin Town Manager

Pat Hedrick and Steve Webber met with the Franklin town manager to discuss the high utility rates paid by the community: • Residents currently pay twice what city residents pay.

• Rates will not be lowered unless system upgrades bring the community up to city standards.

• Higher fees are partly due to the community not paying city taxes.

• The town manager was understanding and will grant the Board time before the City Council to further discuss the issue.

3. Franklin Tree Care

Franklin Tree Care, who generously installed the Christmas lights at no cost, also offered to remove them for free. However, attendees agreed that removal was unnecessary and felt it would be taking undue advantage of their generosity. The Board expressed appreciation for their support and may consider using their services for future projects.

4. Water Billing Options

The Board discussed transitioning to email-based water billing:

• Emailed billing would be a cost savings to MCEPOA.

• Additonal estimated savings: $800/month if billing is handled internally (though labor intensive) and isn’t likely with the availability of the board.

• A community survey may be conducted to assess support for email billing.

• Rich Gilreath expressed support for transitioning to email.

5. Security Camera Proposal

A proposal for additional cameras at water tanks and lift stations was reviewed: • The installation would cost several thousand dollars.

• The contractor advised that new cameras would provide little benefit beyond current alarm systems.

• The Board agreed additional cameras are unnecessary at this time.

6. Community Manager Termination

The Board emphasized that the decision to terminate the community manager was not based on financial considerations.

7. Financial Reserves

The Board expressed the need to:

• Build reserves for unexpected future expenses

• Reduce duplication, cut unnecessary costs, and increase overall efficiency

8. Rules and Regulations Discussion Items under review:

• Late fee structure for annual assessments (currently $50).

• Trees fallen from private property into common areas:

o Historically paid for by the HOA o Proposed change: homeowners pay removal costs if the tree is clearly rotted.

9. Speeding and Traffic Concerns

The Board discussed ongoing issues with speeding and running stop signs:

• Speed bumps remain unpopular.

• Possible measures:

oRequesting the sheriff to run speed enforcement o Adding a radar feedback sign

oAdditional stop sign monitoring near the gate

• Snowplow operation is not hindered by current speed control measures.

• Clarification is needed on whether speeding qualifies as reckless driving under NC law.

10. Board Member Reports a. Streets & Plowing (Ken Bowden)

• During the last storm, some streets were missed due to new Graning staff.

• Two pallets of ice melt (112 bags of 40 lbs each) were replenished and stored for next winter.

• Asphalt plant reopens in March; repairs will be scheduled.

• Ken’s Board term ends in May; volunteers are needed for the upcoming vacancy.

• Regarding Murdoch’s development crossing the road with water lines: Steve believes the developer is responsible for associated costs.

b. Architectural Committee (Chuck Henderson)

• Four tree removal requests were reviewed.

• Steve reminded the Board that all sewer and water work within the Murdoch development boundaries is the developer’s responsibility—not the MCEPOA’s.

• Sewer rate increases are expected to be temporary; rates have already been reduced somewhat, though city rate hikes limit further decreases.

c. Beautification Committee (Pat Hedrick)

• Committee has made significant progress and is planning decorations for the nation’s 250th anniversary.

• Acknowledgments given to:

Rick & Kathy Crotts, Pudden Monroe, Chris Bullis, Dan Mangold, Buddy and Cindy Crawford, and Steve Webber.

• Franklin Tree Service contributed use of their bucket truck (normally a $3,500 service) at no charge.

• Signage:

o Mint Lake sign is complete. o Golf Vista and Mountain View signs are next; a combined directional sign is under consideration.

• Spring cleanup is planned shortly.

• Planning for July 4th decorations and a possible community activity is underway.

• Many residents support leaving holiday lights up at the front gate (unlit).

• Pat thanked Cecelia Huffman for many years of organizing the community “Fling.”

d. Financial Report (Mac Woodring)

• Total available funds: $443,623.76 o First Citizens: $46,270.80 o First Bank: $100,000 o Nantahala: $157,750.46 o Two CDs at Nantahala:

▪ $76,760.76 (matures 9/29/27)

▪ $55,447.74 (matures 5/15/28)

• Current annual expenses: approximately $600,000 to date in the fiscal year.

e. Capital Budget Discussion

• Establishing a capital budget may require increasing HOA dues.

• Dues have not increased in at least 12 years.

• Wayne Mitchell advised that gradual increases are preferable to large one-time assessments.

f. Website Update

• The website has been updated, and residents are encouraged to send any additional changes to Terry Hood, the webmaster.

• The directory now supports adding a photo; residents may send an image to the webmaster if they would like one included with their listing.

• Residents who have photos of the community that they would like featured on the website are invited to email them to the webmaster.

g. Management Contract Termination

Mac Woodring provided additional information regarding the termination of the prior management contract before opening the floor to questions.

Questions & Community Comments

Richard Gilreath

Discussed the impact of social media and emphasized the importance of accurate information.

Commended the Board for acting in the community’s best interest and acknowledged Steve Webber’s integrity and leadership.

Chris Bullis

Addressed pump issues during recent power outages:

• Pumps required resetting after float malfunction

• Pump house condition and labeling need improvement

• Recommended creating a simple schematic for anyone needing to operate equipment

• Suggested considering a generator for the lift station

Gary Morton

Asked whether the Board plans to hire a replacement community manager. No replacement is planned at this time.

Larry Byrd

Expressed concern over the manner of the community manager’s termination, noting the individual was well-liked.

Mill Creek Estates Property Owners Association (MCEPOA)

Planning Meeting Minutes

Date: March 11, 2026

Call to Order: 3:02 PM

Presiding: President Steve Webber

Quorum: Present

Attendees

• Steve Webber

• Pat Hedrick

• Ken Bowden

• Mac Woodring

• Chuck Henderson

• Terry Hood

1. Approval of Previous Minutes

• A motion was made by Mac Woodring, second by Chuck Henderson, to approve the February 26, 2026 planning meeting minutes. Motion passed.

• A motion was made by Steve Webber, second by Pat Hedrick to appoint Mac Woodring as the board representative to the Town of Franklin Utility Service (water/sewer). Motion passed unanimously.

2. Board Phone Replacement

• Steve Webber reported the previous board phone is no longer functional.

• Discussion held on purchasing a shared phone for board duty use.

• Proposal: Purchase a used iPhone for $300–$400 and add a $25/month plan, with an additional $5/month for optional full internet access.

• Motion by was made by Chuck Henderson, second by Terry Hood to proceed. Motion passed unanimously.

3. Locks for Facilities

• Environmental training highlighted the need for updated locks for:

o Lift stations o Gate house o Yard hydrants throughout the neighborhood

• Steve Webber will purchase 9 combination locks with reset capability. One combination will be used system-wide and updated with board transitions.

• Motion by was made by Chuck Henderson, second by Pat Hedrick. Motion passed unanimously.

4. Water/Sewer SOP and Safety Items

• MCEPOA residents, Tony Monroe and Chris Bullis will create standard operating procedures (SOP) for the pump room and lift stations.

• Steve Webber purchased five 10” × 7” high-voltage safety signs.

• There was discussion on acquiring a generator capable of powering both the lift station and pump house. Steve Webber will research cost and feasibility. Past power failures have resulted in the need to replace the lift station, making backup power a priority.

5. ACH Transfer Setup for Water/Sewer Payments

• Mac Woodring is awaiting ACH information from Ms. Levesque (First Citizens).

• First Bank also has a contact who will assist in implementing ACH transfers.

• ACH will eventually facilitate internal movement of water/sewer payments.

6. Estate Sale Approval

• Property at 237 Emerald Hill approved for an estate sale, including permission for posting two signs.

7. BH Graning Contract

• Written contract received.

• Steve Webber distributed copies (attached).

• The final listed area pertains to a portion of golf-course-owned property that BH Graning agreed to maintain.

8. Southern Corrosion Contract

• Southern Corrosion maintains the water tanks.

• Mac Woodring facilitated transferring the account and received the current invoice.

• A legible copy of the contract is needed; the existing one is unreadable.

• Ken Bowden noted the company often requires reminders to perform tank maintenance.

9. Road Markings and Reflectors

• Reflectors installed on Winding Way Drive are failing and falling.

• Discussion to reconsider painting white lines.

• Ken Bowden will consult the state regarding paint type for road striping to inform future quotes (e.g., prior Black Bear Painting estimate of $7,000).

• Possibility of painting:

o Curves o Entrance area o Areas with visibility issues or drop-offs

• Motion by Pat Hedrick, second by Chuck Henderson to approve painting the areas outlined by Steve Webber. Motion passed unanimously.

10. Woodside Villas Drainage Issue

• Ken Bowden described recurring water runoff crossing into a homeowner’s driveway.

• Chuck Henderson noted MCEPOA is not responsible for original construction and should not assume liability.

• Previous berm attempts were ineffective; options like grates or French drains were discussed.

• Motion by Chuck Henderson, second by Pat Hedrick to formally state that MCEPOA is not responsible for this sub-association drainage issue. Passed unanimously.

11. Stop Sign Installation

• Stop signs for Reserve Road and Ridgecrest Road are in possession and need installation.

12. Speed Control Measures

• Terry Hood will research pricing for temporary/portable speed bumps, ideally 10–12 feet long.

• Board will not pursue a speed indicator sign at this time due to limited effectiveness.

13. Rules & Regulations Update

• Items 5 and 6 were revised (attached).

• These updates were previously reviewed and approved in earlier planning meetings.

• Motion by Chuck Henderson, second by Ken Bowden. Passed unanimously.

14. Income Tax and Financial Updates

• Mac Woodring received recent IRS correspondence and documents from Nantahala Bank.

• All tax materials have been sent to the HOA accountant, Stephen L. Lucas, who will also be asked about the IRS correspondence.

• Cincinnati Insurance renewal was paid on March 11, 2026.

• Mac Woodring is obtaining an MCEPOA credit card through First Bank for miscellaneous expenses.

• Profit and Loss statement reviewed.

15. Board Elections

• New board member elections proposed for late April, with new members seated in May.

• A three-person nominating committee is required:

o Chair: Pat Hedrick o Two additional community members to be selected • Voting period: April 20 – May 1, 2026.

16. Community Appearance

• Ken Bowden discussed improving roadside appearance and addressing visible:

oTree stumps

oDead limbs o Dead or fallen trees

• Existing covenants do not require stump removal.

• Going forward, new tree-removal approvals will require stump grinding and this will be added to updated architectural guidelines.

• Previously existing stumps will not be retroactively addressed.

17. Board Code of Conduct

• Terry Hood noted that a board member code of conduct is absent from current covenants and bylaws but could be adopted as board policy without requiring a community vote.

• Terry Hood cited recent communications containing inappropriate or abusive language.

• A draft Code of Conduct was distributed.

• Board adopted the policy as presented.

• Motion by Pat Hedrick, second by Mac Woodring. Passed unanimously.

• All board members signed the document (attached).

Adjournment

• Meeting adjourned at 4:48 PM.

• Motion by Pat Hedrick, second by Ken Bowden. Passed unanimously.

Mill Creek Estates Property Owners Association (MCEPOA)

Planning Meeting Minutes

Date: April 29, 2026 Time: 5:15 p.m.

Presiding Officer: Steve Webber, President

Quorum: Confirmed

Attendees

• Steve Webber

• Pat Hedrick

• Mac Woodring • Terry Hood

• Dave Berryhill

• Rick Crotts

• Bonnie Jones

• Chuck Henderson (former Board member)

Call to Order

The meeting was called to order at 5:15 p.m. A quorum was confirmed.

Welcome

Newly elected Board members were welcomed.

Approval of Previous Minutes

Motion: Approve the April 1, 2026 planning meeting minutes

• Moved by: Mac Woodring

• Seconded by: Dave Berryhill

• Vote: Motion passed unanimously

Board Term Adjustments

To realign Board terms with the bylaws and ensure continuity between seasoned and newly elected members, adjusted terms of service were established as follows:

• Dave Berryhill – 3-year term • Rick Crotts – 3-year term

• Mac Woodring – 3-year term

• Pat Hedrick – 2-year term

• Terry Hood – 2-year term

• Bonnie Jones – 1-year term

• Steve Webber – 1-year term

Policies, Rules, and Standards

• Copies of Policies and Procedures were distributed; questions were addressed.

• Rules and Regulations (originally established July 12, 2025 and amended March 11, 2026) were distributed. No questions were raised.

• Standards of Conduct were reviewed, approved, and signed by all Board members.

Election of Officers

The following officers were elected:

• President: Steve Webber

• Vice President: Pat Hedrick

• Secretary/Webmaster: Terry Hood

• Treasurer: Mac Woodring

Committee Appointments

• Architectural Committee: Dave Berryhill, Bonnie Jones

• Beautification Committee: Rick Crotts

Areas of Responsibility

• Water/Sewer: Pat Hedrick

• Roads, Roadway Landscaping & Snow Removal: Rick Crotts and Steve Webber

• Beautification: Rick Crotts

• Architectural & Compliance: Dave Berryhill and Bonnie Jones

New Business

Stop Sign Enforcement

Motion: To notify the community that residents captured on camera running the stop sign at the three-way intersection of Country Club Drive and Mill Creek Road will receive a $100 fine. If unpaid, a lien will be placed on the property.

• Moved by: Bonnie Jones

• Seconded by: Rick Crotts

• Vote: Motion passed unanimously

Speed Bump Installation

Motion: To install a speed bump at the three-way stop at the intersection of Country Club Drive and Mill Creek Road.

• Moved by: Mac Woodring

• Seconded by: Bonnie Jones

• Vote: Motion passed unanimously

Woodside Road Drainage Repair

Motion: To approve a $1,900 expense that was quoted by Environment Services for a storm drain installation to address the drainage issue in Woodside Villas.

• Moved by: Mac Woodring

• Seconded by: Pat Hedrick

• Vote: Motion passed unanimously

2026–2027 Budget Approval

The proposed 2026–2027 budget was discussed, amended, and finalized for presentation to the community for ratification on May 11, 2026. A summary budget will be presented, with the detailed budget available for questions.

Motion: Approve the 2026–2027 budget with modifications to the Beautification section.

• Moved by: Bonnie Jones

• Seconded by: Rick Crotts

• Vote: Motion passed unanimously

Adjournment

Motion to Adjourn:

• Moved by: Dave Berryhill

• Seconded by: Mac Woodring

The meeting adjourned at 6:50 p.m.

MCEPOA Planning Committee Meeting Minutes

Date: May 18, 2026

Location: Mt. Hope Baptist Church Fellowship Hall

Time: Meeting called to order at 4:18 p.m. by President Steve Webber

Attendees: Pat Hedrick, Mack Woodring, Rick Crotts, Steve Webber, Bonnie Jones, Terry Hood Quorum: Established Approval of Minutes

• Motion by Bonnie, seconded by Pat, to approve the previous meeting (May 11, 2026) minutes. Motion approved.

Old Business

Woodside Drain

• The Woodside drain project is complete.

Generator Quotes for Lift Station

• Two quotes were received for an 80 kW generator: $71,000

. $57,000, including one year of service

• Macon County does not require a generator for the lift station during power outages.

• Discussion noted that while pump replacement could cost approximately $113,000, spending $70,000–$80,000 as “insurance” for a rare event was not justified.

• Motion by Mac, seconded by Rick, to take no action on purchasing a generator. Motion approved.

New Business

Neighborhood Signage

• Remaining sub-association signs can be included in the capital improvement budget.

• Completing all signs together was recommended to finalize the project.

• Motion by Mac, seconded by Pat. Motion approved.

Traffic Safety Controls

• Drainage Concerns: Country Club Drive after the split o Mint Lake drainage area

• No Outlet Sign: Install at beginning of Mint Lake.

Motion by Pat, seconded by Rick. Motion approved.

• Stop Sign Installation: At the bottom of Mill Creek where it meets Mint Lake Road.

Motion by Mac, seconded by Bonnie. Motion approved.

• Previously Approved Stop Sign: Reserve Road at Ridgecrest Road was approved previously but never installed.

Will need to be executed.

• White Line Markings: Identify and mark white lines on Winding Way, Oak Creek Road, Country Club Drive, and the entry to the golf club.

Rick and Steve will determine specific areas and mark them. They will also meet with Black Bear to determine whether to use their services.

• Speed Bump at Three-Way Stop: Previously approved; installation needs to proceed. Mac will oversee installation.

• Gate Signage: Install a warning sign indicating that traffic regulations are enforced.

Surplus Fund Allocation

Motion by Bonnie, seconded by Mac, to allocate surplus funds as follows:

• Capital Improvements: $333,115

• Operating Surplus: $75,000

• Reserves: $132,947

Motion approved.

Additional Considerations

Gate Access & Monitoring

• Proposal: Require all residents to use window tags for gate entry and eliminate all access codes.

• Purpose: Improve monitoring of entry and traffic violations in camera-covered areas.

• HOA will cover the cost of tags for current residents who previously paid for codes.

• New residents will continue to pay the previously approved $30 fee.

• Mac will check inventory and proceed as needed.

• Motion by Bonnie, seconded by Rick. Motion approved.

Bradford Pear Removal

• Discussion regarding removal of small Bradford Pear trees in common areas.

• Board elected to table the item for now.

Entrance Waterfall

• General discussion; no action taken.

Green Giant Arborvitae

• Board is exploring options for planting several Green Giant arborvitaes to camouflage the fence on the right side of the Mill Creek entrance, with a few additional trees needed on the left.

Motion to adjourn by Bonnie, seconded by Rick. Meeting adjourned at 5:28 pm.

MCEPOA Planning Committee Meeting Minutes

Date: June 30, 2026

Location: Mt. Hope Baptist Church Fellowship Hall

Time: Meeting called to order at 3:00 p.m. by President Steve Webber

Attendees: Pat Hedrick, Mack Woodring, Rick Crotts, Steve Webber, Bonnie Jones, Terry Hood Quorum: Established

Approval of Minutes

1. Motion by Bonnie Jones, seconded by Dave Berryhill, to approve the May 18, 2026 meeting minutes. Motion approved.

Roadway Striping & Berm Painting

1. Roadway areas identified as hazardous on Oak Creek Rd. and Winding Way Dr, along with both sides of the road from the gate entrance to the right fork leading to the golf course parking lot, will be striped.
2. Carpenter Asphalt provided a quote of $4,071 and will complete the work.
3. Board members will paint roadside berms on Winding Way and Oak Creek Road.

Lift Station Generator Discussion

1. There was renewed discussion regarding the generator considering environmental and health concerns in the case of flooding subsequent to an extended power outage.
2. Mark Teague, owner of Environmental Services, reiterated that prolonged power outages could create a health concern if sewage levels rise.
3. State regulations require generators for pump stations built after 2000, we are grandfather in and it isn’t required but we have reconsidered based on the above listed concerns.
4. 0ne refreshed quote remains approximately $59,000 for a Cummins 80 kW diesel generator, installed by Allen Dearth & Sons, including a service contract. Another quote was considerably higher for the same size generator.
5. Estimated installation timeline: 19 weeks.
6. The expenditure is part of the annual operating budget and has already been accounted for.
7. The generator will be housed inside the pump station area.
8. Motion by Pat Hedrick, seconded by Rick Crotts, to proceed with the Cummins generator. Motion passed unanimously.

Valve Replacement Inquiry

1. A question was raised regarding two valves previously placed on hold and in need of update.
2. Mark Wike of Environmental Services had paused the update of these valves and additional water system upgrades according to instructions from a previous individual not on the board.
3. The board will obtain a new quote and pursue replacement of the valves, including all items on the existing water system list.

Drainage Issues

1. Ongoing drainage concerns noted at Mint Lake Road (water pooling) and Country Club.
2. Difficulty continues in locating a contractor for appropriate remediation.
3. Work will likely require ditching and rock placement to prevent erosion.
4. BH Graning may be an option and will be contacted for evaluation and pricing.

Late Payments & Assessments

1. Treasurer Mac Woodring reported one outstanding water/sewer account at approximately $900.
2. A notice will be mailed requiring payment within 30 days or water service will be discontinued.
3. Mac continues working through late assessment accounts.

Fence Replacement Near 5th Green

1. Fence replacement near the 5th green and bridge is planned, including both sides of the road.
2. Pricing is pending; a vote will follow once quotes are received.

Finance & Budget Discussion

1. The annual budget was ratified at the annual meeting.
2. The additional capital improvement budget and operating surplus (per the NC Planned Community Act) will be presented at the community meeting on July 13, 2026 at 3 p.m.
3. Funds will be used over approximately five years for safety improvements, mandatory utility upgrades (utilities/water/sewer), and road needs.

EasyHOA Software

1. The new EasyHOA system is active for the trial period.
2. Contract is month‑to‑month at $149, including full financial management tools, HOA management software, and a free website. This will replace Quickbooks with an accounting system designed for HOA’s which includes every necessary capability available in Quickbooks and is more flexible for our needs than Quickbooks which is oriented for a business accountant and the website with one much more manageable and with effective assistance almost immediately available.
3. Steve has begun entering budget information and website content.

Adjournment

Motion to adjourn at 4:22 p.m. by Bonnie Jones, seconded by Dave Berryhill. Meeting adjourned.

MCEPOA Planning Committee Meeting Minutes

Date: July 13, 2026

Time: Meeting called to order at 2:00 p.m. by President Steve Webber

Approval of Minutes

 Motion by Pat Hedrick, seconded by Dave Berryhill, to approve the minutes from the

Previous meeting. Motion approved.

Roadway Conditions & Repair Options

 A family owned paving and asphalt repair company, Uniform Paving and Seal Coating

(www.uniformpavingllc.com), was discussed as a potential contractor.

 The worst areas identified include:

o Mint Lake Road and the bridge, where water is getting under the roadway.

o Oak Creek Road, with similar water intrusion concerns.

o Winding Way, where portions of roadway are crumbling.

 The contractor noted that asphalt would be approximately $100,000. He also stated that

instead of traditional asphalt, chip seal could be used for Winding Way at an estimated

$50–60K.

 Additional areas with random cracking may also deteriorate further and will need

attention.

Drainage Issues

 A drainage company from Robbinsville will provide a quote.

 BH Graning is also scheduled to evaluate drainage concerns and submit an estimate.

Future Assessment Planning

 Due to anticipated road expenses over the next several years, the board discussed the

need to raise assessments/dues by 2030.

 The projected increase is approximately $250, which would preserve portions of both the

operating surplus and the capital improvement budget.

Fence Replacement Near Country Club

 Replacement of the fence bordering the bridge near the 6th hole on Country Club Road

was reviewed.

 Franklin Fence provided a quote of $18,000 for 140 feet of fencing, which the board

considers unreasonable.

 Another contractor has been contacted and will provide an estimate.

Property Map & Directory Alignment

 Bonnie Jones obtained a property map/list from the County to compare ownership

records with the MCEPOA directory.

 This will support accurate data entry into the website.

Transition to EasyHOA Software

 Bank account data will be moved this week into EasyHOA, the new monthly subscription

software replacing QuickBooks.

Water & Sewer System Review

 Mark Wikes from Environmental Services will be invited to attend a planning meeting

for discussion.

 Pat Hedrick contacted McGill Associates, the original engineers for the Mill Creek

Estates water/sewer system.

 McGill will provide information regarding the original “asbuilt” plans; the last update

received was in 2013.

 Environmental Services (Mark Wikes/Mark Teague) will also be asked to clarify the

status and location of pumps removed two years ago.

Signage & Roadway Items

 Remaining subdivision signs are on order.

 Rick Crotts will coordinate with a contractor to install the remaining signs.

 A speed bump, stop signs, and a “No Outlet” sign for Mint Lake Road are expected next

week and will be installed shortly thereafter.

 Road striping will be completed within three weeks by Marty Carpenter of Carpenter’s

Inc.

Adjournment

 Motion to adjourn by Bonnie Jones, seconded by Dave Berryhill. Meeting adjourned.

Mill Creek Estates Property Owners Association

Community Meeting Minutes

Date: July 13, 2026

Called to Order: 3:00 p.m. by President Steve Webber Attendance: All board members present

Agenda

 Agenda was distributed prior to the meeting via email.

Beautification & Community Appearance

 The board congratulated the Beautification Committee for the successful entrance

improvements.

Roadway Striping & Safety Enhancements

 Upcoming road striping will focus on Winding Way and Oak Creek Road, especially at

sharp turns.

 Estimates have been completed; installation expected within 2–3 weeks.

 The Road Committee has already completed striping in smaller areas, including the fork

near the golf course entrance.

Fencing Replacement

 The fence crossing the creek near the 6th hole and the Hightower property will be

replaced.

 One contractor’s quote was too high; another contractor will provide an additional

estimate.

Traffic Control & Signage

 Two stop signs were approved:

o At Reserve Road where it intersects Ridgecrest Road.

o At Mill Creek Road where it intersects Mint Lake Road

 A speed bump is on order for the threeway stop near the gate area.

Roadside Drainage

 Two areas require drainage work:

o Mint Lake Road (standing water)

o Country Club Drive (where the road splits before the loop)

 Contractors are currently bidding; the board will select the best proposal.

Water & Sewer Issues

 Two water/sewer issues occurred this past week, resulting in additional road repair costs.

Financial Status & Compliance

 The Association is adjusting financial allocations to comply with the North Carolina

Planned Community Act, which prohibits HOAs from accumulating excess wealth.

 The recent budget deficit reflects expenses exceeding annual income, not a lack of

reserve cash.

 Funds were reallocated to meet statutory requirements:

o $200K to Capital Improvements

o $133K to Reserve Fund

o $75K to Operating Surplus

 These allocations support a five-year plan addressing water/sewer, roads, and other

infrastructure needs.

 Operating surplus will cover future deficits if needed; reserve funds are designated for

catastrophic events.

 Assessments may need to increase in 2030 or sooner to maintain financial stability.

Road Condition Assessment

 A road building contractor toured the community with Rick Crotts and Steve Webber.

 Immediate concerns identified:

o Mint Lake Road sinking over the dam

o Crumbling edges on Winding Way and Oak Creek Road

 Estimated repairs:

o Winding Way (approx. 100 ft): $100,000 using asphalt

o Chip seal alternative: $50–60,000

o Mint Lake Road: $12,000

Community Feedback

 President Steve Webber invited residents to share thoughts on:

o Potential annual dues increase

o Financial planning related to road and water/sewer needs

o Feedback was positive and individuals expressed the potential future increase is

understandable especially as they see improvements being made.

Resident Questions

 Cecelia Huffman: Asked about the approved traffic mirror at Oak Creek Road near

Woodside Villas.

o Installation was delayed due to nearby home construction.

o Builder will be contacted regarding removal of the porta-potty.

o The board will follow up.

Adjournment

 Motion to adjourn by Pat Hedrick, seconded by Bonnie Jones. Meeting adjourned at 3:26 pm.

Mill Creek Estates Property Owners Association (MCEPOA)

Board Planning Meeting Minutes

Date: August 19, 2026

Board Members Present

Steve Webber, Dave Berryhill, Mac Woodring, Pat Hedrick, Bonnie Jones, Rick Crotts, Terry Hood

Call to Order

The meeting was called to order at 3:06 p.m.

1. Capital Improvement Budget

The Board reviewed current and anticipated capital improvement expenditures. Although approximately $200,000 has been allocated toward capital improvements, several projects have already been completed or are underway, resulting in significant expenditures.

Capital Improvement Projects

The Board determined that additional capital improvement expenditures will need to be incorporated into future budget planning and that the current capital improvement allocation may be fully utilized during 2026, sooner than originally anticipated

Motion: To move capital improvement expenditures into the 2026 capital improvement budget due to the number of projects being undertaken.

Moved by: Bonnie Jones Seconded by: Rick Crotts Vote: Unanimous Motion Carried

The Board discussed the need to rebuild reserve and capital improvement funds and recognized that an assessment increase may be necessary. This topic will be presented for discussion at the upcoming board meeting that will be open to the Community on August 31, 2026, at 3:00 p.m. at Mt. Hope Baptist Church Fellowship Hall.

2. Road Repair Projects

The Board reviewed estimates for road repairs and resurfacing.

Motion: To approve the proposal from Jones Grading & Paving in the amount of $48,800 for repairs to Oak Creek, Winding Way, and miscellaneous roadway patches.

Moved by: Pat Hedrick Seconded by: Rick Crotts Vote: Unanimous Motion Carried

The Board also discussed work proposed by Black Bear Paving for repairs at:

1. 653 Villa View
2. 810A Oak Creek
3. 941A Oak Creek
4. Ridgecrest roadway patch associated with a water line repair

A revised estimate will be requested to reflect additions and deletions to the original proposal.

3. Rules & Regulations and Architectural Guidelines

The Board reviewed the final revisions to the Rules & Regulations including proposed language in Section 6 regarding traffic violations.

Motion: To approve the final revisions as presented.

Moved by: Rick Crotts Seconded by: Mac Woodring Vote: Unanimous Motion Carried

(full document is attached below on pages 6 and 7)

4. Traffic Safety Measures

The Board discussed purchasing a portable solar-powered traffic monitoring system capable of tracking vehicle speed and capturing photographs of speeding vehicles.

The Board also discussed installing signage at the entrance notifying contractors and vendors that entry into the community constitutes agreement to comply with traffic regulations and that violations may result in fines.

Motion: To purchase the traffic monitoring equipment and implement related signage.

Moved by: Mac Woodring Seconded by: Pat Hedrick Vote: Unanimous Motion Carried

5. Annual Assessment Planning

The Board discussed future financial planning in light of anticipated capital improvement projects and aging infrastructure.

The Board anticipates an increase in the annual assessment beginning in May 2028, with planning and review occurring throughout 2027.

The current projection is an increase to $650 annually, which represents the minimum amount believed necessary to:

1. Maintain adequate reserve levels.
2. Support responsible long-term stewardship of community assets.
3. Reduce the likelihood of a significant special assessment.

This projection does not include major unforeseen repairs or a dedicated capital improvement funding program which may be partially satisfied by increasing the annual assessment a year in advance of 2028. Subsequently, the Board will continue to evaluate assessment levels annually to ensure the Association's long-term financial sustainability.

6. Delinquent Assessments and Covenant Enforcement

The Board reviewed recent changes in North Carolina law regarding delinquent assessments and discussed updates to collection procedures to ensure compliance.

The current QuickBooks delinquent assessment report was reviewed.

The Board also reviewed active covenant violations. Bonnie Jones and Dave Berryhill provided updates regarding outstanding violations and those that have been corrected.

Discussion included communication with each sub-association board to encourage correction of violations within villa and townhome communities.

7. Water Account Procedures

The Board reviewed proposed changes to water account administration.

Water Account Responsibility

The water account remains attached to the property. If a tenant fails to pay, responsibility ultimately rests with the property owner.

Account Monitoring

Environmental Inc. offers access to QuickWater software, allowing real-time monitoring of water accounts at little or no additional cost. Melissa of Environmental Inc. is available to provide training.

Mac Woodring, Pat Hedrick, and Steve Webber will continue reviewing the program.

New Account Applications

The Board recommended that completed water account applications be submitted directly to Pat Hedrick and then forwarded to Environmental Inc. to improve tracking and processing.

The application form is available on the MCEPOA website.

For rental properties, both the tenant and property owner will be required to sign the application.

Motion: To adopt the revised water account application process.

Moved by: Mac Woodring Seconded by: Bonnie Jones Vote: Unanimous Motion Carried

Water Shut-Off Procedures

The Board discussed delinquent accounts and procedures for turning off water service.

Water service may be discontinued by either MCEPOA or Environmental Inc. (for an applicable fee). Tampering with water service after shutoff may result in substantial fines imposed by Environmental Inc. until account balances are satisfied.

Motion: To implement the updated water shut-off procedures through Environmental Inc.

Moved by: Rick Crotts Seconded by: Dave Berryhill Vote: Unanimous Motion Carried

8. Contractor Account Review

The Board reviewed the payment status of contractor Tom Murdoch regarding building lots and a recently completed home.

Items under review include:

1. Property deed transfers
2. Impact fees
3. Annual assessments

Further review is ongoing.

9. Website and Directory Update

The Board discussed continued progress with the EasyHOA website platform, including efforts to:

1. Update the community directory.
2. Verify and correct ownership records using Macon County property records.
3. Improve overall data accuracy.

Directory and ownership record cleanup is ongoing.

10. Upcoming Community Board Meeting

The next Board meeting, open to all community members, will be held:

August 31, 2026 3:00 p.m. Mt. Hope Baptist Church

Adjournment

A motion to adjourn was made by Rick Crotts and seconded by Steve Webber.

The meeting was adjourned.

Respectfully Submitted, Terry Hood, Secretary

Mill Creek Estates Property Owners Association (MCEPOA)

MILL CREEK ESTATES PROPERTY OWNERS ASSOCIATION (MCEPOA)

RULES AND REGULATIONS

14 July 2025

AMENDED 1 AUGUST 2026

Per Article 12 of Consolidated, Amended, and Restated Declaration of Restrictive Covenants for

Mill Creek Estates these Rules and Regulations for Mill Creek Estates are hereby adopted by the Board of Directors.Should any portion of these Rules and Regulations be deemed unenforceable by proper legal authority the remaining portions of these Rules and Regulations are not affected and remain totally in force.

1. Connection to Mill Creek Estates Water and Sewer Systems:

All Mill Creek Estates property owners as well as owners of properties physically located within the boundaries of Mill Creek Estates but not part of Mill Creek Estates have an easement for use of the Water and Sewer Systems. Every residence must have an individual water connection with a water meter purchased from MCEPOA and an individual sewer connection.A fee to connect to the Water and Sewer Systems must be paid by all users prior to connecting. The installation and cost of said connections is the responsibility of the property owner.Additional costs to the property owner in addition to installation charges include the purchase price of the water meter from Mill Creek Estates Property Owners Association (MCEPOA) and a connection fee of $750.00 for Water and $750.00 for Sewer. These fees are subject to change in the future as determined by the MCEPOA Board of Directors. These connection fees are to reimburse MCEPOA for future maintenance and repair costs to said systems.

1. Prohibited Vehicles: No tractor trailer, boat trailer, cargo truck, vehicle over two axles, recreational vehicle, mobile home, manufactured home, enclosed trailer, or open utility trailer with more than one axle may be parked on any street or lot other than temporarily for loading and unloading. Temporary parking for loading or unloading is limited to three days without written permission from the Board of Directors on a case-by-case basis. Such written permission is to be prominently displayed on the vehicle.
2. New Mailboxes: Owners of newly constructed residences will be charged a onetime fee of $150.00 for assignment of a mailbox at either of the two mailbox facilities at Mill Creek Estates.
3. Falling Trees: Property owners will reimburse MCEPOA the cost of removing and disposing of a tree from their property falling upon common property in Mill Creek Estates.

1. Late Fees: Late fees will be charged for any assessment, authorized charge (including water and sewer) or a fine not paid when due. Unpaid fees and late charges are subject to a lien being placed against the violator’s Mill Creek Estates Property.

1. Traffic Laws (Posted Speed Limits, Stop Signs, Yield Signs, and, Driver’s License):

Drivers of motor vehicles in Mill Creek Estates must carry a current state issued driver’s license. Traffic laws on and among the private roads within Mill Creek Estates are rules and regulations which are within the authority of Mill Creek Estates Property Owners Association to establish and enforce. Violations of these rules by moving vehicles may be detected via electronic means to include cameras and radar devices. Upon being cited for a traffic violation the driver must provide a copy of his/her driver’s license and address or be cited for an additional violation. The Mill Creek Estates Property Owners Board of Directors can issue fines of $100 per violation. Also, suspension of access to common areas which include water and sewer can be implemented should fines not be paid. Upon receipt of a traffic violation notification from the Board of Directors, the resident/property owner or other driver to include visitors and contractors will have five days to pay the fine or to notify the President of the Board of Directors to arrange a hearing before a panel. At the hearing the ticket recipient will have the opportunity to be heard to explain why the recipient is not in violation of the Covenants, Bylaws, or Rules and

Regulations and to present any statements, evidence, and witnesses. The recipient has the right to be represented by an attorney at the hearing. The panel’s decision can be appealed to the full board within 15 days. If it is decided that a fine should be imposed, a fine not to exceed one hundred dollars ($100.00) may be imposed for each violation.Payment of that fine is due within five days or a suspension of access to specified common areas will be implemented immediately without further hearing. That suspension will remain in effect until payment of the fine is made. For other drivers who are not residents or property owners, access to Mill Creek Estates may be restricted and contractors will be placed upon a “Suspension List” provided to residents/property owners. Should the violating vehicle of a non-resident be parked on Mill Creek Estates property after the fine is due the vehicle is subject to having a wheel lock disabling device attached to it. Suspensions will remain in effect until fines are paid. The Board of Directors has the option, at its discrimination, to issue a warning in lieu of a ticket based upon alleviating factors. Such action will not be a waiver of the Board’s continuing authority to issue tickets

1. Late Water/Sewer Bill Payments:

In accordance with the authority established in the existing MCEPOA Governing Documents residents/property owners whose water bill payments are more than 30 days late will be subject to a termination of water service. Water/sewer service is associated with the specific property regardless of whose name is listed on the bill. Property owners are ultimately responsible for unpaid water/sewer charges incurred by renters or previous owners. A fee of $100 will be charged to the serviced property for the disconnection and an additional fee of $100 will be charged for the reconnection upon payment of all charges due. Service for a new resident will not be reconnected until all existing charges for water/sewer service to that property are paid.

Mill Creek Estates Property Owners Association

Board Meeting open to community

Date: August 31, 2026 Location: Mt. Hope Baptist Church

Board Members Present:

1. Steve Webber, President
2. Pat Hedrick, Vice President
3. Mac Woodring, Treasurer
4. Terry Hood, Secretary
5. Rick Crotts

Absent:

1. Bonnie Jones
2. Dave Berryhill

Residents in Attendance: Approximately 34 residents.

Call to Order

President Steve Webber called the meeting to order at 3:00 PM.

Approval of Minutes

1. Motion by Pat Hedrick, seconded by Rick Crotts, to approve the minutes from the previous meeting. Motion carried.

Capital Improvement Projects

President Webber provided an overview of ongoing and upcoming capital improvement work, noting that years of deferred maintenance are now being addressed.

Roadway Projects

1. Mint Lake Road Drainage (Right Side): Drainage improvements completed.
2. Mint Lake Road Dam: The dam area, previously sloughing off, has been fully repaved with improved slope to prevent future erosion.
3. Winding Way Road:
4. Multiple areas require large patches.
5. The upper section near the water tank requires full reconstruction.
6. Oak Creek Road: Shoulder stabilization is planned; old fencing material may be repurposed to reinforce the area.
7. Additional road repairs are pending contractor scheduling.

Fencing

1. Fencing on both sides of the creek on Country Club Drive near the main gate has been replaced.
2. Remaining fencing replacements will be scheduled as needed.

Lift Station Generator

1. A $60,000 / 80 kW diesel generator has been purchased for the primary lift station.
2. A second generator will be needed for the Mint Lake lift station.
3. While not required by state law, generators prevent sewage overflow during extended power outages, protecting community health.

Sewer System Maintenance

1. State requirements mandate flushing at least 10% of the sewer system annually.
2. This requirement was recently confirmed and will be incorporated into ongoing maintenance.

Traffic Control & Safety

Speed Bumps

1. A replacement speed hump, similar to the one at the gate, will be installed once new signage is ready.

Radar Speed Sign

1. The solar radar speed‑limit sign with camera capability will be operational soon.

Traffic Enforcement

1. Under state law and the Association’s governing documents, the HOA may enforce traffic violations through fines, liens, and other remedies.
2. Signage will be placed at the kiosk to notify contractors and vendors.
3. Camera footage will allow the Association to send warning letters and issue fines, including to non‑residents when license plates are captured.

Additional Traffic Measures (Resident Suggestions)

1. Consideration of a daytime entry arm.
2. Additional speed humps throughout the community.
3. Possible rumble strips to alert drivers through vibration.
4. The Board emphasized a preference for warnings first, with enforcement only as needed.

Five‑Year Budget Forecast

1. Discussion regarding future assessment increases.
2. The Board previously hoped to delay increases until 2029, but due to aging infrastructure, 2028 may be more realistic.
3. Preliminary estimate: $250 annual increase, subject to annual revaluation.
4. Historical context: Annual assessment was $396 in 1990 and is $400 today, which does not reflect inflation or infrastructure needs.
5. Residents suggested incremental increases.
6. A community survey may be conducted in the near future.

Delinquent Annual Assessment Accounts

Report by Treasurer Mac Woodring

1. 61 delinquent accounts totaling $39,084.00.
2. Bills will be resent via email and certified mail (certified mail only for residents outside the community).
3. For in‑community residents, notices will be hand‑delivered.
4. Accounts unpaid after 30 days may result in water service discontinuation.
5. Late fees: law allows up to 10% per month of the assessment owed.

Water Billing & Collections

Report by Pat Hedrick

1. Some accounts are delinquent dating back to November 2025, yet still using water.
2. Nearly $4,000 in delinquent accounts has been collected recently.
3. Letters will be sent giving residents 30 days to bring accounts current.
4. Consideration may be given to residents with demonstrated need, but most delinquencies are not need‑based.

Water & Sewer Infrastructure

1. A recent sewer line compromise highlights ongoing aging‑infrastructure challenges.
2. The Board requests community patience as repairs continue.
3. Buddy and Cindy Crawford expressed appreciation for the work done by Steve Webber and Pat Hedrick to resolve their water/sewer issue.

Water Tank Inspections

1. All six water tanks were inspected and passed by Southern Corrosion Inc.

Sewer Billing

1. The Association passes through sewer charges exactly as billed by the Town.

Financial Software, Billing, and Website Updates

1. The Association is transitioning to EasyHOA for finances, billing, surveys, and website management.
2. Current bank ACH water‑billing fees:
3. $3 per ACH transaction
4. $50 fee for returned payments
5. The Association will be moving to First Bank, reducing fees by approximately 75%.
6. All ACH payments will need to be updated to the new bank.
7. Until ACH transitions are complete, checks will be required, and mailbox payment slots will be reopened temporarily.
8. The Board is exploring email‑based billing through QuickWater.

Architectural Control & Builder Compliance

1. Developers are not consistently following required architectural guidelines.
2. Driveways must be paved before water/sewer accounts can be activated.
3. Builders must obtain approval before construction and ensure compliance with all criteria.
4. The Architectural Committee will increase vigilance in reviewing and approving homeowner modification requests.

Resident Request

1. Nancy LaFlam requested an Architectural Committee inspection regarding a neighbor’s landscaping violation.

Bank Balances

1. Citizens Bank $128,000
2. First Bank: $97,000
3. Nantahala: $160,000

Adjournment

Motion by Mac Woodring, seconded by Rick Crotts, to adjourn. Meeting adjourned at 3:58 PM.

MCEPOA Planning Committee Meeting Minutes

Date: September 23, 2026

Time: 3:00 PM

Location: Hood Residence

In Attendance: Steve Webber, Pat Hedrick, Mac Woodring, Rick Crotts, Bonnie Jones, Dave Berryhill and Terry Hood

1. Call to Order & Approval of Minutes

The meeting was called to order at 3:00 PM. A motion by Bonnie/Dave to approve the minutes from the previous meeting passed unanimously.

2. Traffic Calming Measures (Speed HumhHps & Speed Signage)

Speed Hump Testing & Signage

1. The Board discussed the placement of the new portable speed hump (cost: $180 + tax/shipping).
2. The portable hump is currently being tested for effectiveness before considering additional purchases.
3. Speed hump warning signs will be installed to alert drivers.

Speed Sign Update

1. The first speed sign was returned due to not matching its advertised features.
2. A replacement sign—displaying speed only, without camera—was purchased at half the cost (~$500).
3. The new sign is being assembled and will be initially installed near the Country Club Drive mailbox kiosk.

Resident-Funded Speed Humps

1. Due to limited budget and high cost of permanent humps ($1,200 + shipping), the Board discussed allowing residents to self-fund additional humps for their areas.
2. The Board will first evaluate the performance of the portable hump before making further decisions.

3. Water System: Delinquency Status & Repairs

Delinquency Report

1. Pat Hedrick received a 9‑page updated payment report from Melissa at Environmental Services.
2. Remaining unpaid accounts include:
3. Mill Creek Golf Course (August & September unpaid)
4. Honeycutt Estate

Water Meter Reading & Billing Options

1. Steve contacted QuickWater to explore returning the availability of live reporting.
2. QuickWater has not yet confirmed whether additional charges would apply.
3. The Board is considering performing meter reading and billing internally.
4. Pat will consult with Environmental Services to ensure this does not jeopardize the relationship, as they are the only local provider capable of repairs.
5. Potential community candidates for meter reading were discussed.

Upcoming Repair

1. Another leak on Oak Creek Road will be repaired next week by Environmental Services.
2. The long‑term replacement plan will depend on findings once the leak is uncovered.

4. Assessment Delinquency Status

1. Mac reported that email notices have been sent to all delinquent owners.
2. Physical mail notices have not yet been sent.
3. Approximately 10 owners have responded positively.

5. Financial & Administrative Updates

Budget Review

1. The current P&L will be updated once all invoices for recent purchases and repairs are received.

QuickBooks Account

1. The Board plans to cancel the QuickBooks subscription before the discounted pricing period ends.

One‑Call Directory

1. The One‑Call directory will be reviewed and updated.

Standardizing Property Owner Lists

The Board discussed consolidating and maintaining consistent records across:

1. Water accounts
2. Website directory
3. One‑Call directory

6. Website Transition (Closing Current Site & Moving to EasyHOA)

Current Website Closure

1. The existing website will be closed on September 30, 2026.
2. The Board discussed the purchase a new domain (e.g., MCEPOA.org or net) and will try to obtain ownership of the current domain.

Communication Plan

1. Residents will be notified of:
2. Closure of the current website
3. Launch of the new EasyHOA website
4. Password setup instructions
5. Notices will be posted on:
6. The current website
7. Package room doors
8. Community bulletin boards

Technical Coordination

1. Terry will contact EasyHOA to arrange training for Board members.
2. Carl Nordheim will be contacted again regarding domain transfer.

7. Golf Vista Septic System Concerns

1. Golf Vista uses septic tanks, not the MCEPOA sewer system.
2. Macon County Environmental Health can provide a map of existing septic tank locations.
3. The Board expressed concern about potential cross‑connection into the MCEPOA sewer system.

8. ACH Changes & Interim Payment Process

1. Until the First Bank account and new ACH system are established, all water payments must be made by check.
2. Payments may be:
3. Mailed directly to Mill Creek Estates POA 536 Mill Creek Rd. Franklin, NC 28734
4. Or placed in the mail slots at each kiosk
5. Mac and Pat will handle deposits from kiosk mail slots.

9. Infrastructure Projects (Roads, Water/Sewer, Beautification)

Road & Utility Work

1. Active projects include:
2. Oak Creek Road
3. Reserve Road
4. Winding Way
5. A white edge line will be painted on the newly paved Mint Lake bridge.
6. Additional line painting will occur on Winding Way after repairs.

Community Signage

1. All subdivision signs have arrived.
2. A No Outlet sign will be installed on Mint Lake Road.

Beautification Committee

1. Community cleanup is scheduled for the first week of October.
2. Fall decorations will be installed mid‑October.

10. Adjournment

A motion to adjourn by Pat/Rick passed. The meeting concluded at approximately 5:00 PM.