Smithfield HOA Board Meeting Minutes
Thursday 3/6/2025
Present: Bob Cross, Emily Malka, Ashley Smith
Meeting called to order at 7:00 pm
Minutes of the 1/7/2025 board meeting approved as submitted.
Treasurer (Emily Malka)
Treasurer’s report distributed and approved.
Common Area Maintenance
Ellenburg’s Nursery will be replacing plants at the front entrance. The new “No Soliciting” sign has been
installed at the front entrance.
Pool
Pool house chimney work has been completed.
Architectural Control Committee
With Spring approaching, reminder to homeowners to maintain yards and flower beds. Please remove dead/unsightly materials.
Remember to mulch flower beds. Please make sure your sprinkler system is operating properly.
Greenway Tree Committee
REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Nominating
No updates.
Social Committee
No updates.
New Business
No updates.
Long-term Planning
-Pool house maintenance
-Sidewalk maintenance
-Willow Oak Tree maintenance
Meeting adjourned at 7:50 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
Tuesday 1/7/2025
Present: Bob Cross, Emily Malka, Ashley Smith
Meeting called to order at 5:00 pm
Minutes of the 10/14/2024 board meeting approved as submitted.
Treasurer (Emily Malka)
Treasurer’s report distributed and approved. Thank you to all 39 of the households for submitting HOA payments for 2025. At the
time of this meeting, SHOA has $82,175.67, split between a checking account and a money market account. We are seemingly in
good shape for 2025, as our anticipated expenses are $64,490. Based on these numbers, our current reserve amount is $17,685.67.
Common Area Maintenance
We have purchased and will install the new “No Soliciting” sign at the front entrance. We will purchase new flags for the front
entrance and pool house – we will plan on taking down the pool house flag during off season.
We are looking into options forreplacing dead plants at the front entrance.
Pool
We continue seeking quotes for the pool house chimney repair and plan on having this project completed prior
to this season’s pool opening.
Architectural Control Committee
With Spring approaching, reminder to homeowners to maintain yards and flower beds. Please remove dead/unsightly materials.
Remember to mulch flower beds.
Greenway Tree Committee
REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Nominating
No updates.
Social Committee
Special thank you to Edie Toftey, Angie Toftey, and Alicia Gross for helping take down all the mailbox Christmas wreaths.
New Business
Now that SHOA operates on a calendar year, planning the yearly annual meeting around the holidays proved to be a bit
challenging – we will attempt to hold the annual meeting early/late Fall instead of November/December.
Long-term Planning
-Pool house maintenance
-Sidewalk maintenance
-Willow Oak Tree maintenance
Meeting adjourned at 5:50 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Election Meeting Minutes
Sunday 11/24/2024
Present: Bob Cross, Adam Grow (via phone), Emily Malka, Ashley Smith
Meeting called to order at 5:35 pm
The purpose of this meeting was to assemble the newly elected SHOA Board of Directors for its election of officers
(President, Treasurer, and Secretary) for remainder of the 2024 year and through
one calendar year term of 1/1/2025 - 12/31/2025.
The following were elected:
President: Bob Cross
Treasurer: Emily Malka – replacing Adam Grow
Secretary: Ashley Smith
Board Contact Information
Bob Cross 865-719-0955 bobrcross@gmail.com
Emily Malka 813-389-1011 emilymalka@gmail.com
Ashley Smith 865-405-4229 grrlyash@yahoo.com
Tom Smoot 703-618-2374 mtsmoot@charter.net
Meeting adjourned at 6:10 pm.
Respectfully submitted,
Ashley Smith, SHOA Secretary
Smithfield HOA Annual Meeting Minutes
Sunday 11/17/2024
Households present: Cox, Cross, Gordon, Gross, Grow, Harrison, Malka, McGill, Milam, Miedaner, Mowery, O’Hara, Smith, Smoot, Toftey
Proxies submitted by the following households: Balint, Chironna, Crowell, Duncan, Herbst, Howell, Littleton,
McKay, Northcutt, Thomas, Thompson, White, Woody,
Meeting called to order at 6:19 p.m.
Bob Cross, President, welcomed homeowners present and introductions were made.
Ashley Smith, Secretary, confirmed that a quorum was achieved – 15 households in attendance and 13 proxies received.
Minutes of annual meeting held on 8/27/2023 were approved as previously submitted.
Common Area Maintenance
The dry-stack stone chimney has pulled away from the pool house structure. Professionals are being consulted and cost quotes solicited for a cost-efficient, esthetically pleasingremedy. One option might be to remove the stone façade and the underlying cinder block and shorten the height to reduce the weight of the chimney. This may eliminate the need for further soil stabilization. This would also require removal of the gas grill. We are obtaining a “no soliciting” sign for the front entrance to reduce unwanted solicitation/peddling.
We ask that pet owners please pick up and dispose of pet waste.
Pool
The pool resurfacing project was completed in late March, 12 chaise lounges were re-strapped, and the pool safety cover was replaced. The pool was reserved 5 times resulting in $250 revenue. In late August, it was noted that caulking at the upper edge of the pool tiles in the deep end of the pool was separating and pulling away from the concrete decking. At the time it was thought to be the result of faulty material or improper application. However, by the time of closing in mid-September, it was apparent that cracking and settlement of the pool deck as a result of drought-like conditions experienced this summer was the cause of the caulk failure. The pool deck settlement will be addressed when thepool safety cover is removed once the concrete deck is stabilized,
Sequoyah Pools has committed to repair the caulking at no additional expense.
Treasurer
Adam Grow, Treasurer, reported that at the end of the year we should have $13-$15 thousand dollars in our reserve fund. There is a 3% increase in dues for 2025 which raises duesfrom $1600 to $1650. Motions were made and seconded to vote to approve the budget as presented. Approved by unanimous vote.
Dues payment options:
• One payment of $1650 due by December 31, 2024
• Two payment option which incurs an additional $100 fee:
- $875 due by 12/31/2024
- $875 due by 4/30/2025
• A late fee of $100 will be assessed for any dues more than (7) seven days in arrears.
• Absentee homeowners are responsible for payment in full of dues
Nominating Committee
The “Slate of Nominee Recommendations” (Bob Cross, Emily Malka, Ashley Smith, and Tom Smoot) submitted by Patricia Thompson and previously distributed to themembership was presented by Ashley Smith and approved.
New Business
Board was asked to look into feasibility of retaining a HOA management company – the board will be investigating the pros/cons and costs associated with hiring a management company.
If you are able to help by serving on a committee without serving on the board, please contact any board member.
Meeting adjourned at 7:30 p.m.
Respectfully submitted,
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
Wednesday 7/17/2024
Present: Bob Cross, Adam Grow (via phone), Ashley Smith, Tom Smoot
Meeting called to order at 6:02 pm
Minutes of the 1/11/2024 board meeting approved as submitted.
Treasurer - Adam Grow
Treasurer’s report distributed and approved. Please note that all dues are paid for the year as we are now operating on a calendar year instead of a fiscal year.
Next dues will be in January 2025.
Common Area Maintenance
Sprinkler system backflow was repaired. Fox Den has agreed to remove dead branches from their trees
near our swimming pool.
Pool
Pool resurfacing project was completed. Board approved purchase of new cover to help prolong life and improve upkeep of pool.
Pool lounges have been restrapped. Thank you Kathi, Jane, and Susi for all your hard work on the pool!
Architectural Control Committee
Reminder to homeowners to maintain yards and flower beds along with working sprinkler systems. Please remove dead/unsightly
materials. Remember to mulch flower beds.
Greenway Tree Committee
REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Nominating
No updates.
Social Committee
No updates.
New Business
Smithfield Annual meeting will be tentatively planned for November – more information to follow once available.
Long-term Planning
-Pool house maintenance
-Sidewalk maintenance
-Willow Oak Tree maintenance
Meeting adjourned at 6:40 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
Thursday 1/11/2024
Present: Bob Cross, Adam Grow, Dick Mowery, Ashley Smith
Meeting called to order at 6:02 pm
Minutes of the 7/24/2023 board meeting approved as submitted.
Treasurer (Adam Grow)
Treasurer’s report distributed and approved. All dues have been collected for exception of one household. All pool assessments have been collected. TN State filing completed. Budget currently reflects $6000 under for 2023 due to pending tree maintenance. Board voted and approved to remove Tom Smoot (previous President) and add Bob Cross (current President) to our bank accounts at Regions and SouthEast.
Common Area Maintenance (Dick Mowery)
Flagpole at the entrance will be repaired soon. We will solicit quotes for pressure washing the neighborhood sidewalks. We asked Kathi O’Hara to act as our liaison for Lawn Doctor elective services – she will be sending out information soon to coordinate services.
Pool (Jane Brannon)
Jane Brannon will continue managing pool renovations. We do not anticipate any delays with our regular scheduled pool opening, but please be considerate of potential delays that may arise as with any construction/renovation project.
Architectural Control Committee (Bob Cross and Dick Mowery)
Reminder to homeowners to maintain yards and flower beds along with working sprinkler systems. Please remove dead/unsightly materials. Remember to mulch flower beds. Later this Spring, please examine and remove any shrubs that may have been damaged by hard freeze.
Greenway Tree Committee (Beth Milam)
Evergreen Timber Works will continue with our annual Willow Oak Greenway tree maintenance – tentatively within the next 6 weeks. Two full days are planned and crew will focus on large dead wood, low handing branches, and hazards. The majority of this work will be Pole saw and Bucket truck work. This action will help the safety of the residents and trucks that enter the neighborhood from breaking large branches. If time permits the next step would be to look for and find large conflicting branches. REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Nominating: No updates
Social Committee (Tammy Smoot and Ashley Smith)
Christmas party hosted by Bob Cross and Ashley Smith was cancelled. SHOA Board will consider having Spring gathering at pool per homeowner requests.
New Business: No updates
Long-term Planning:
Pool house maintenance
Pool furniture (lawn chairs)
Sidewalk maintenance
Willow Oak Tree maintenance
Meeting adjourned at 7:03 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Annual Meeting Minutes
Sunday 8/27/2023
Households present: Balint, Brannon, Chironna, Cox, Cross, Gordon, Gross, Grow, O’Hara, Milam, Mowery, Smith, Smoot, Thompson, Toftey
Proxies submitted by the following households: Bird, Crowell, Harrison, Holloway, Howell, Littleton, Miedaner, Northcutt, Sparks, Thomas, Weeks, Woody
Meeting called to order at 5:40 p.m.
Tom Smoot, President, welcomed homeowners present.
Ashley Smith, Secretary, confirmed that a quorum was achieved – 15 households in attendance and 12 proxies received.
Minutes of annual meeting held on 8/28/2022 were approved as previously submitted.
Common Area Maintenance
Bob Cross reported that the street repaving and sidewalk repair by TOF has gone very well and will soon be completed. He explained the terms of the agreement between TOF and SHOA for future repairs of subdivision streets and sidewalks caused by greenway tree roots. SHOA is required to create a “sinking fund” for financial responsibility for future repairs. Beginning in 2024, SHOA will deposit $2000 annually to this fund.
Beth Milam noted that ensuring the health of the greenway trees is very important because TOF owns the trees on its right-of-way. If one of the trees should die, become diseased or deemed to be a hazard, TOF could remove all of the trees.
Pool
Jane Brannon provided information on cost quotes for swimming pool resurfacing and pool pump replacement. This project will require a special assessment of $250 per household and disbursement of funds from the SHOA Capital Reserve fund. Based on three proposals received (ASP, Sequoyah Pools, Tipton Pools) Jane recommended that upon approval of the proposed special assessment, Sequoyah Pools be contracted to perform the work. With receipt of a 50% deposit, Sequoyah Pools will schedule the project for spring 2024 prior to our pool season. Pending approval of the special assessment, vote was unanimous to award the project contract to Sequoyah Pools.
Treasurer
Adam Grow, Treasurer, reported that to date $1732 remains in the budget for the current fiscal year ending 8/31/2023. If there are remaining funds, they will be deposited into the Capital Reserve fund – while at that point there was remaining money, the expected outcome of the 2022-2023 fiscal year is close to breakeven. Adam reviewed the proposed budgets for “stub year” (9/1/23 to 12/31/23) and for 2024 (1/1/24 to 12/31/24), noting a significant increase in trash service pricing.
Motions were made and seconded to vote to approve the budgets as presented. Approved by unanimous vote.
A motion was made and seconded to approve a $250 per household special assessment for the swimming pool resurfacing project. Approved by unanimous vote.
Dues payment options:
•$467 (for Sept-Dec 2023) due by August 31st and $1850 (for Jan-Dec 2024) due by December 31, 2023.
•$2317 due by August 31st (covering Sept 2023 – Dec 2024)
•$467 due by August 31st and bi-annual payments of $1100 ($850 + $250 assessment) due by December 31st and $850 due by May 30th.
•A late fee of $100 will be assessed for any dues more than (7) seven days in arrears.
•Absentee homeowners are responsible for payment in full of dues - $467 by August 31st and $1850 by December 31st.
Nominating Committee
The “Slate of Nominee Recommendations” (Bob Cross, Adam Grow, Dick Mowery, Ashley Smith, and Tom Smoot) submitted by Tom Smoot and previously distributed to the membership was presented by Ashley Smith and approved.
Meeting adjourned at 6:50 p.m.
Respectfully submitted,
Ashley Smith, SHOA Secretary
Smithfield HOA Election Meeting Minutes
Sunday 8/27/2023
Present: Bob Cross, Dick Mowery, Ashley Smith, Tom Smoot
Meeting called to order at 7:05 pm
The purpose of this meeting was to assemble the newly elected SHOA Board of Directors for its election of officers (President, Treasurer, and Secretary) for remainder of the 2023 year and through one calendar year term of 1/1/2024 - 12/31/2024.
The following were elected:
President: Bob Cross – replacing Tom Smoot
Treasurer: Adam Grow
Secretary: Ashley Smith
Board Contact Information
Bob Cross 865-719-0955 bobrcross@gmail.com
Adam Grow 801-819-9407 adamgrow@gmail.com
Dick Mowery 865-567-5859 moweryp1@charter.net
Ashley Smith 865-405-4229 grrlyash@yahoo.com
Tom Smoot 703-618-2374 mtsmoot@charter.net
Meeting adjourned at 7:59 pm.
Respectfully submitted,
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
7/24/2023
Present: Jane Brannon, Bob Cross, Clark Gross, Adam Grow, Dick Mowery, Ashley Smith, Tom Smoot
Meeting called to order at 6:02 pm
Minutes of the 3/5/2023 board meeting approved as submitted.
Treasurer (Adam Grow) Treasurer’s report distributed and approved. Reminder, if possible, when making any payment of fees/dues please pay with check or money order instead of cash. Yearly dues include a $200 increase and payment options will be distributed with annual meeting documents.
Common Area Maintenance (Tom Smoot and Clark Gross) Work has started on sidewalks and will take place over the next several weeks depending on weather conditions. We are seeking quotes from additional sprinkler and lawn treatment companies.
Pool (Jane Brannon) We have been dealing with major algae bloom recently with several temporary pool closures. It has been determined that the in/out flow valves in the pool have been plastered in and the bulbs were removed. This prevents the valves from being unscrewed and replaced. The flow bulbs regulate the pressure of the water entering and returning to the pump both during backwashing and regular flow. We are seeking quotes for replastering.
Architectural Control Committee (Jane Brannon, Bob Cross, and Dick Mowery) No updates.
Greenway Tree Committee (Beth Milam) Evergreen Timber Works will continue with our annual Willow Oak Greenway tree maintenance – daily rate has increased to $2200 and there is also added dump fees which can range from $200/load - this will depend on what is being discarded. Maintenance should tentatively begin around the beginning of November. REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Nominating Board Member nominations will be distributed with annual meeting documents.
Social Committee (Tammy Smoot and Ashley Smith) No updates.
New Business We are proposing a special assessment in the amount of $250 to help cover cost of replastering the pool.
Long-term Planning
Sidewalk maintenance
Willow Oak Tree maintenance
Meeting adjourned at 7:59 pm.
Ashley Smith
SHOA Secretary
Smithfield HOA Board Meeting Minutes
Sunday 3/5/2023
Present: Jane Brannon, Bob Cross, Clark Gross, Adam Grow, Mary McGill, Dick Mowery, Ashley Smith, Tom Smoot
Meeting called to order at 6:30 pm
Minutes of the 1/28/2023 board meeting approved as submitted.
Treasurer (Adam Grow) Treasurer’s report distributed and approved. If possible, when making any payment of fees/dues please pay with checkor money order instead of cash. Based on increased operating costs and imminent large expenditures, the board unanimously voted to increase the annual dues by $200 per year – this will bring the total yearly dues to $1600. Please see attached document for more information.
Common Area Maintenance (Tom Smoot and Clark Gross) Annual flowers will be purchased, along with several plants that need replaced, and North Valley will plant. We will send notification when Rain Drop provides dates for group sprinkler system opening.
Pool (Jane Brannon)Tentative pool opening date is scheduled for May 5th. Kay Perry has been hired to provide the general upkeep of the pool.
Architectural Control Committee (Jane Brannon, Bob Cross, and Dick Mowery) No updates.
Greenway Tree Committee (Beth Milam) No updates.
Nominating No updates.
Social Committee (Tammy Smoot and Ashley Smith) No updates.
New Business We will add a new section in minutes titled “Long-term Planning” - this will help communicate and give reminders on important items that will need to be addressed in the upcoming future.
Long-term Planning
-Dues increase
-Sidewalk maintenance
-Willow Oak Tree maintenance
-Pool resurfacing: tentatively in 2024/2025 (currently quotes are around $20,000 but those are expected to rise)
Meeting adjourned at 7:15 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
Saturday 1/28/2023
Present: Jane Brannon, Bob Cross, Clark Gross, Adam Grow, Ashley Smith, Tom Smoot
Meeting called to order at 2:20 pm
Minutes of the 10/10/2022 board meeting approved as submitted.
Treasurer (Adam Grow) Treasurer’s report distributed and approved. If possible, when making any payment of fees/dues please pay with check or money order instead of cash. Based on increased operating costs and imminent large expenditures (greenway trees, pool resurfacing, etc.), the board is considering its options to either increase dues, have a one-time assessment, or a combination of both.
Common Area Maintenance (Tom Smoot and Clark Gross) North Valley will be removing one of our common area trees that hang over Smith Road at the 3-way stop. Annual flowers will be purchased in Spring and North Valley will plant.
Pool Tentative pool opening date is scheduled for May 5th. Kay Perry will be hired to provide the general upkeep of the pool. Jane Brannon will be main contact for pool-related services. American Swimming Pool will continue to provide service.
Architectural Control Committee (Jane Brannon, Bob Cross, and Dick Mowery) No updates.
Greenway Tree Committee (Beth Milam) Evergreen Timber Works completed yearly tree maintenance in November. REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Nominating: No updates.
Social Committee (Tammy Smoot and Ashley Smith) No updates.
New Business No updates.
Meeting adjourned at 3:15 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
Monday 10/10/2022
Present: Jane Brannon, Bob Cross, Dick Mowery, Ashley Smith, Tom Smoot
Meeting called to order at 6:30 p.m. Minutes of the 9/6/2022 board meeting approved as submitted.
Treasurer (Adam Grow) Treasurer’s report distributed and approved. All homeowners are up to date on dues. Four homeowners have opted for bi-annual payment.
Common Area Maintenance (Tom Smoot and Clark Gross) Common Area Maintenance contract has been renewed with North Valley. North Valley leaf pickup dates are scheduled for 11/7, 11/21, 12/5, 12/19, and 1/4 - please have leaves blown to the street for pickup – also remember that this is for leaves only – do not place debris such as branches, yard/landscaping clippings, etc. into the leaf piles.
Pool Pool is closed for season. Tentative opening date as usual, Mother’s Day weekend 2023. If anyone is willing to assist with the pool, please contact any board member.
Architectural Control Committee (Jane Brannon, Bob Cross, and Dick Mowery) No updates. Greenway Tree Committee (Beth Milam) Evergreen Timber Works will be performing our greenway tree maintenance around the first week of November – this timeframe is tentative due to weather conditions, etc. If you are needing any tree work completed, please contact Beth Milam or Travis Davis to coordinate during the regularly scheduled maintenance time. REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal. Nominating No updates.
Social Committee (Tammy Smoot and Ashley Smith) Tom and Tammy Smoot will be hosting the Smithfield Annual Christmas Party on Friday 12/9 at 6pm. If anyone would like to volunteer to help spruce up our Christmas wreaths, please contact Tammy or Ashley.
New Business Board voted and approved to change our current operating fiscal year, which is September 1st through August 31st, to calendar year to begin January 2024 – this means we will – this means we will switch to January 1st through December 31st .
Meeting adjourned at 7:44 pm
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
Tuesday 9/6/2022
Present: Jane Brannon, Bob Cross, Clark Gross, Dick Mowery, Ashley Smith, Tom Smoot
Meeting called to order at 6:29 p.m.
Minutes of the 8/31/2022 board meeting approved as submitted.
Treasurer (Adam Grow) No updates.
Common Area Maintenance (Tom Smoot and Clark Gross) Cost quotes are being solicited for common area maintenance contracts. North Valley is our current provider of services and has extended contract through end of September 2022. Jesus landscaping will provide individual home leaf service for $40 each service and leaves will be blown to the street. Front entrance has been pressure washed and paint touched up - further maintenance needs of front entrance wall will be assessed in early Spring 2023.
Pool ASP is scheduled to install pool cover on 9/19/2022. Jane Brannon and Ashley Smith will assist with pool needs until we have a volunteer for the Pool Committee Chair. If anyone is willing to assist with the pool, please contact any board member.
Architectural Control Committee (Jane Brannon, Bob Cross, and Dick Mowery) No updates.
Greenway Tree Committee (Beth Milam) REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Nominating No updates.
Social Committee (Tammy Smoot and Ashley Smith) Stay tuned for further announcements regarding the Annual Christmas Party. If anyone would like to volunteer to help spruce up our Christmas wreaths, please contact Tammy or Ashley.
New Business No updates.
Meeting adjourned at 7:39 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
August 30, 2022 - Smithfield Pool Pavilion
Present: Henry Bird, Tom Smoot, Dick Mowery, Bob Cross, Adam Grow, Jane Brannon
Absent: Ashley Smith, Mary McGill, Clark Gross
Meeting called to order by Henry at 6:35p.m.
The purpose of this meeting was to assemble the newly-elected FY23 SHOA Board of Directors for its election of officers (President, Treasurer & Secretary) for one-year terms beginning September 1, 2022.
The following were elected:
PRESIDENT - Tom Smoot
TREASURER - Adam Grow
SECRETARY - Ashley Smith
In addition, Dick Mowery and Jane Brannon volunteered to Co-Chair the ACC Committee.
Other Committee Chair positions will be solicited for and filled in the coming weeks.
COMMON AREA
Henry reported that the contract for Common Area maintenance expires 8/31/22. He has asked North Valley to extend the contract for one month, ending 9/30/22, to allow time for the new Board to review bids that have been received for FY23.
BOARD CONTACT INFORMATION
Jane Brannon 865-679-1227 - cell
Bob Cross 865-719-0955 - cell
Clark Gross 865-567-4444 - cell
Adam Grow 901-819-9407 - cell
Mary McGill 865-604-7474 - cell
Dick Mowery 865-567-5859 - cell
Ashley Smith 865-405-4229 - cell
Tom Smoot 703-618-2374 - cell
Meeting adjourned at 8:01 pm
Jane Brannon for Ashley Smith, SHOA Secretary
Smithfield Annual HOA Board and Meeting Minutes
Sunday 8/28/2022
Households Present: Balint, Bird, Brannon, Chironna, Cox, Cross, Gose, Gross, Grow, Harrison, Howell, Northcutt, O’Hara, Miedaner, Milam, Mowery, Smith, Smoot, Thomas, Thompson, Toftey, Woody
Proxies submitted by the following households: Crowell, Duncan, Freshour, Gordon, Holloway, Littleton, McKay, Sparks, Weeks, White, Treasurer present: Tina Sanders
Meeting called to order at 5:30 p.m.
Henry Bird welcomed all present and introductions were made.
Ashley Smith confirmed that a quorum was achieved – 22 households present and 10 proxies received.
Minutes of annual meeting held on 8/29/2021 were approved as previously submitted.
Greenway Tree Committee (Beth Milam and Jamie Northcutt)
If you have any tree needs, please let Beth Milam or Travis Davis with Evergreen Timber Works (arborist) know so that work can be scheduled accordingly. Tree maintenance has been budgeted again for three full days of service this Fall. Sidewalks are uneven due to tree root structure – please be aware of hazards when walking.
REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowners will be responsible for mulch removal.
Irrigation (Jerry Thomas)
Raindrop has completed current repairs on sprinkler system. Zone 6 should not be activated because this zone’s coverage was transferred to another in years past and will leak under sidewalk – Raindrop will disconnect this zone from control box during sprinkler closing on November 10th.
Swimming Pool (Kathi O’Hara)
American Swimming Pools is current service provider and is contracted through end of year. They are currently providing the needed chemicals as part of their service and fees.
Social and Flower Committee (Deb Bird)
No events currently planned. If interested in hosting the annual Christmas party, please let us know – there is money budgeted for purchase of food. Steve and Deb will be stepping down from yearly front entrance flower planting. Deb is stepping down from social committee chair. If anyone is interested in assisting, please contact a board member.
Common Area Maintenance (Henry Bird)
Front entrance is currently being pressure washed – once completed we can assess whether it needs further maintenance such as painting. North Valley is our current provider and contract expires at the end of this month.
Treasurer (Tina Sanders)
Treasurer report distributed and approved with one opposition. Dues for FY 2023 are $1400 payable in full on9/1/2022 or a two-payment option is available with $750 due 9/1/2022 and 2/1/2023.
Nominating Committee (Jamie Northcutt)
The “Slate of Nominee Recommendations” submitted by Jamie Northcutt was presented by Henry Bird and approved.
New Business
Suggestion was made for opportunity to add additional income to budget by renting upstairs pool house.
Thank you Steve and Deb for all your hard work on the front entrance flowers!
A very special thank you to Henry, Kathi, Jamie, Tina, and Jerry for your many years of service!
Meeting adjourned at 6:15pm.
Respectfully submitted,
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
7/12/2022
Present: Henry Bird, Kathi O’Hara, Tina Sanders, Ashley Smith, Jerry Thomas
Meeting called to order at 6:33 p.m.
Minutes of the 6/2/2022 board meeting approved as submitted.
Treasurer (Tina Sanders)
Treasurer’s report distributed and approved. $5,000 was withdrawn from the Capital Reserve Account held in a certificate of deposit at SouthEast Bank that matures on 8/31/2022. To date, actual expenses show a deficit of $4,205.75 versus the predicted $6,633 deficit in the approved budget. The preliminary draft of the proposed FY2023 budget is based on $1,400 per household annual dues. The budget draft was reviewed, and additional cost estimates /quotes are being solicited. The Waste Connections 3-year contract is now in year two, ending on June 1, 2023, at a stipulated rate. On or before June 1, 2023, the Board either needs to negotiate a new rate or accept a 5% increase in fee for the third year of the contract (6/1/2023 – 6/1/2024). Once a proposed budget for FY2023 has been finalized, it will be distributed via email to Smithfield households in advance of the Annual Meeting.
Common Area Maintenance (Henry Bird and Jerry Thomas)
Cost quotes have been solicited for pressure washing the top of the entrance walls and for painting the stucco surface, if necessary. It is suggested by paint professionals that proper cleaning may be adequate to produce desired results. North Valley, the current Common Areas maintenance provider, has proposed a significant rate increase for 2023. Other service provider options have been identified and cost quotes will be solicited. The 2022 Lawn Doctor Weed Control and Lawn Fertilization program contract for Common Areas and residential properties is prepaid to year-end 2022.
Pool (Kathi O’Hara)
The shallow-end pool light was repaired and replaced in its socket by ASP service technicians. Consultree, Inc. will treat the fungus disease present in the pachysandra ground cover at front of pool house. The SHOA contract with ASP for pool maintenance service which was signed on August 20, 2021, is valid until year-end 2022. ASP personnel are unable to provide accurate information for costs next season as the company makes these decisions at the end of the calendar year. ASP did verify that cost for established customers increased by 10% last year.
Nominating (Jamie Northcutt. Report given by Henry Bird)
All suggested nominees for Board service were contacted to confirm commitment. Of those, eight expressed willingness to serve and submitted a brief biographical statement. The nomination slate will be distributed to Smithfield homeowners 21 days prior to the Annual Meeting as specified in the Covenants & Restrictions.
Social Committee (Deb Bird)
New bows will be needed for the holiday wreaths placed on the subdivision entrance walls, and nails for hanging the wreaths must be replaced. Supplies for the Annual Meeting will be inventoried.
New Business
A motion was made, seconded and approved to increase the incoming SHOA Board to eight members to accommodate the number of residents expressing interest to be nominated for election. The Smithfield C&R’s give the Board the authority to change the fiscal year of the Association [page 12, (k)]. The incoming Board may wish to consider adopting a fiscal year based on the calendar year, January 1 – December 31, rather than the current SHOA fiscal period of September 1 – August 31. Doing so would simplify the budgeting process as most service providers do not evaluate costs and future pricing until the completion of seasonal work or at year-end. SHOA Annual Meeting is Sunday, August 28, 2022, 5:00 p.m. at the Pool Pavilion
Meeting adjourned at 7:59 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
6/2/2022
Present: Henry Bird, Jamie Northcutt, Kathi O’Hara, Tina Sanders, Ashley Smith, Jerry Thomas.
Meeting called to order at 6:10 p.m.
Minutes of the 3/16/2022 board meeting approved as submitted.
Treasurer (Tina Sanders)
Treasurer’s report distributed and approved. SHOA board is currently addressing increased costs of services and
materials and is soliciting bids in advance of developing the proposed SHOA Budget for FY 2023.
Common Area Maintenance (Henry Bird and Jerry Thomas)
Jerry Thomas reported that there are continuing repair issues with the subdivision entrance irrigation system. Raindrop is
scheduled to perform the repairs next week.
Cost quotes are being solicited for cleaning the top of the subdivision entrance walls. This may include pressure washing
and/or fresh paint.
Common area maintenance contract will be reviewed. Additional bids may be solicited from service providers.
Pool (Kathi O’Hara)
Pool filter repair which could not be postponed was completed by ASP on May 12. An ASP technician serviced the pool
the following day, and it opened for use the weekend of May14. The weekly pool service contract will be reviewed.
Two pool reservations have been scheduled in June.
Architectural Control Committee (Kathi O’Hara)
A request for tree removal and a request for landscape bed updating/renovation were submitted. Both requests were
approved.
Greenway Tree Committee (Beth Milam and Jamie Northcutt)
Evergreen Timber Works will be contacted to verify cost for tree maintenance in FY23. Work will be performed in late
fall. The arborist will prioritize the work to be done on Willow Oak greenway trees and Common Area trees.
REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Nominating (Jamie Northcutt)
Anyone interested in Board service should contact Jamie. A most critical need is a qualified person to serve as Treasurer
(duties are outlined in the SHOA Financial Policies document that can be found on the SHOA website).
Persons to serve as committee chairs are also needed, as both Pool and Social will need leadership for next year.
If we as SHOA are unable to provide for necessary direction and oversight of our association’s business from among
Smithfield homeowners, it will be necessary to consider employing an agent to handle the responsibilities.
Social Committee (Deb Bird)
No updates.
New Business
In response to a Smithfield homeowner’s expressed concern about the negative impact of short-term rentals (Airbnb and
VRBO) in residential neighborhoods, information was sought from the Town of Farragut regarding any such regulation.
Allison Meyers, TOF Recorder, verified short-term rental of residential property is prohibited within the Town of
Farragut (see attached sheet).
Meeting adjourned at 8:18 pm.
Ashley Smith, SHOA Secretary
TOWN of FARRAGUT
Municipal Code of Ordinances
Chapter 4. General Provisions and Exceptions
Section X. Short Term Rental Units
A. Except as provided for in part B below, and in accordance with T.C.A.
13-7- 601thru 606, short term rental units, as defined in Chapter 2* of
this Ordinance, shall be prohibited in all zoning districts within the
Town.
B. Short term rentals recognized by the Town as legally operating prior to
May 17, 2018, or the initial adoption of these requirements (Section X.,
Short Term Rentals) shall be afforded the protection of and be subject to
the provisions of T.C.A. 13-7-603(a).
*Chapter 2. Definitions
Short Term Rental Unit: A residential dwelling unit that is rented wholly or
partially for a fee for a period of less than thirty (30) continuous days and
does not include a hotel or a bed and breakfast establishment or a bed and
breakfast homestay.
Short term rental of residential dwellings (such as Airbnb and VRBO
offerings) is prohibited in the Town of Farragut.
Smithfield HOA Board Meeting Minutes
Wednesday 3/16/2022
Present: Henry Bird, Jamie Northcutt, Kathi O’Hara, Ashley Smith, Tina Sanders, Jerry Thomas
Meeting called to order at 6:10 p.m.
Minutes approved from board meeting held on 11/11/2021 as submitted.
Treasurer (Tina Sanders)
Treasurer’s report distributed and approved. There were unforeseen additional expenses related to the front entrance irrigation system repairs. General discussion noted regarding the possibility of an increase in HOA fees in the future. One Smithfield household has not remitted payment for summer 2021 armyworm treatments. This non-payment will be recorded as a delinquency associated with the respective property.
Common Area Maintenance (Henry Bird)
Front entrance flag has been replaced. Entrance lighting maintenance and repairs are in process. Entrance irrigation system repairs have been completed and system will be activated on May 4.
Pool (Kathi O’Hara)
Farragut Termite & Pest Control applied termite treatment to the soil around the pool house foundation last fall. The treatment is effective for 10 years. It was recommended that overhanging tree branches be pruned away from the structure. Ironwood Tree Care performed the necessary tree work around the pool house in September. American Swimming Pools (ASP) replaced the multi-port valve on the pool filter.
Board discussion began last fall regarding pool use relative to maintenance expense. While the pool area is an attractive amenity in Smithfield, the pool is used for swimming by very few residents, especially in early-May and September. The terrace tables and kitchen get more use as a gathering place for neighbors, families and guests. Because of minimal use by Smithfield households, the uncertainty of swimming pool maintenance costs, and unforeseen increases for services, utilities and equipment, the Board approved a change of the pool policy.
For the 2022 season, the swimming pool will open for use Friday, May 27, prior to Memorial Day and will close on September 6, after Labor Day. These dates are consistent with most commercial and community pools. (ASP will remove the pool cover on May 16th to allow adequate time to make any additional repairs and to adjust water chemistry before the pool opening date.) The pool house area will be cleaned, outdoor furniture in place, and phone and restroom facilities available mid-May to October.
Architectural Control Committee (Kathi O’Hara)
Recent storms with high winds necessitated removal of two trees that were uprooted on residential lots. Approval was requested and granted for removal of a tree in the backyard of a residence. That tree removal did not negatively impact adjacent properties.
Warm weather will mean increased foot traffic in the subdivision. Homeowners are reminded of the responsibility to maintain sideways free of debris (see attached).
Greenway Tree Committee (Beth Milam and Jamie Northcutt)
Evergreen Timber Works will be contracted to provide continuing maintenance of the Willow Oak Greenway trees in fall 2022.
REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowners will be responsible for mulch removal.
Social Committee (Deb Bird)
Appreciation was expressed to Debbie and Dana Holloway for hosting the 2021 holiday party.
New Business
With the basketball half-court in place under the goal at the lower end of the pool parking lot, residents are asked whenever possible to please park vehicles in spaces away from that area to allow for its use.
A Smithfield resident submitted a request to the Board to consider taking appropriate action to amend the existing Covenants & Restrictions to prohibit short-term property rentals (Airbnb, VRBO).
Raindrop Irrigation has scheduled group residential irrigation start-up service on April 25 and 26. Email will be sent mid-April.
Meeting adjourned at 8:03 pm.
Ashley Smith, SHOA Secretary
Smithfield HOA Board Meeting Minutes
Thursday 11/11/2021
Present: Henry Bird, Jamie Northcutt, Kathi O’Hara, Ashley Smith, Tina Sanders, Jerry Thomas
Meeting called to order 6:20 at p.m.
Minutes approved from board meeting held on 9/16/2021 as submitted.
Treasurer (Tina Sanders)
Treasurer report distributed and approved. There are unforeseen additional expenses related to the front entrance
renovation. Previously undetected leaks and electrical wiring issues with the entrance irrigation system are being
addressed and repaired. An electrician is evaluating the entrance lighting.
Two Smithfield households have not remitted payment for summer armyworm treatments. These non-payments will
be recorded as delinquencies associated with the respective properties.
Personal donations for the basketball court project at the pool parking lot exceeded expenses. The account balance
of $150 will be used for future maintenance.
The SHOA tax return for FY2021 has been filed with the IRS.
Common Area Maintenance (Henry Bird)
Repairs on the front entrance lighting and irrigation system are in process. There were some significant longstanding
issues that were discovered with the irrigation system and these are being corrected. We are researching
options for replacement of the front entrance “no soliciting” sign. The current front entrance flag will be
appropriately “retired” and a replacement installed.
Pool (Kathi O’Hara)
American Swimming Pools will perform maintenance and repairs on the pool filter over the winter season.
Architectural Control Committee (Kathi O’Hara)
A homeowner request for tree and shrub removal was approved.
Residents are asked to respectfully observe the Covenants & Restrictions Guidelines regarding holiday lights and
displays.
Greenway Tree Committee (Beth Milam and Jamie Northcutt)
Smithfield is scheduled for three days of tree work this fall/winter by Evergreen Timber Works. The arborist is
responsible for prioritizing the tree maintenance.
REMINDER: DO NOT MULCH THE GREENWAY TREES. Homeowner will be responsible for mulch removal.
Social Committee (Deb Bird)
Christmas party is scheduled for Sunday 12/5/2021 and will be hosted by the Debbie and Dana Holloway.
Additional details will be distributed soon.
Basketball Court Update (Jamie Northcutt)
We have a fabulous “official” basketball half-court for our neighborhood to enjoy! This project, recently completed
by ProAsphalt, LLC, was fully funded by private donations from neighbors. No SHOA funds were used.
“Thank you to all the neighbors who contributed to this project, and thanks to all those who put in the time and
talent to make it happen! We hope you all enjoy!”
New Business
The board is soliciting information and bids from lawn care providers for the subdivision-wide weed control and
lawn fertilization program.
Meeting adjourned at 7:35 pm.
Ashley Smith, SHOA Secretary
Smithfield SHOA Board Meeting Minutes
Tuesday 9/16/2021
Present: Henry Bird, Tyler Freshour, Jamie Northcutt, Kathi O’Hara, Tina Sanders, Ashley Smith, Jerry Thomas
Meeting called to order at 5:43 p.m.
Minutes approved from board meeting held on 9/7/2021 as submitted.
New Business
Motion was made and seconded to individually survey the 39 Smithfield households to determine if there is
sufficient support to consider revision of the Smithfield Covenants & Restrictions regarding the prohibition of
recreational equipment on residential lots (i.e., basketball goals and similar playground equipment). After much
discussion, a motion was made and seconded to table this motion. Motion to table was unanimously approved.
SHOA Board also voted and approved motion to divide the cost of the army worm treatment among the
participating households.
Treasurer (Tina Sanders)
No updates.
Common Area Maintenance (Henry Bird)
SHOA Board approved the suggestion to paint a half-court basketball area around the permanently installed
basketball goal at the pool parking lot. Expenses incurred with be funded by individual donations. Jamie Northcutt
will chair this project with support from other Smithfield households. If any Smithfield youth would like to assist
with this project, please contact Mrs. Northcutt (865-679-5000).
Greenway Tree Committee (Beth Milam and Jamie Northcutt)
REMINDER: DO NOT MULCH THE GREENWAY TREES. SHOA Board will instruct North Valley to remove
residual and/or newly applied mulch from the base of the Willow Oak Greenway trees.
Pool (Kathi O’Hara)
Pool cover will be installed on Monday 9/20/2021. Furniture will be left in place until October 1. Opening date for
2022 pool season will be contingent on chlorine tablet availability and service provider costs.
Architectural Control Committee (Kathi O’Hara)
No updates.
Social Committee (Deb Bird)
No updates.
Nominating Committee (Jamie Northcutt)
No updates.
Meeting adjourned at 6:42pm.
Ashley Smith, SHOA Secretary
Smithfield SHOA Board Meeting Minutes
Tuesday 8/10/2021
Present: Henry Bird, Tyler Freshour, Beth Milam, Jamie Northcutt, Kathi O’Hara, Ashley Smith, Tina Sanders
Meeting called to order at 5:07 p.m.
Minutes approved from board meeting held on 5/11/2021 as submitted.
Treasurer (Tina Sanders)
Treasurer's report was distributed, reviewed, and approved. No increase in yearly dues. SHOA had a very good
financial year with $3,878.45 cash remaining for FY2021 expenses. Estimate is that there will be $3,000 remaining
for use in FY2022. Motion was made and seconded, and unanimously approved to accept the presented FY2022
budget for transmittal to the membership with ultimate approval at the annual meeting. This budget includes three
full days of Willow Oak Greenway Tree maintenance and $13,625 for renovation of the landscaping of front
entrance median and both sides. These expenses will present a cash flow deficit in June/July 2022 of approximately
$6,000. Funds as required will be withdrawn from our Capital Reserve account with a minimal penalty of less than
$4.00. In fiscal year 2023, we will begin replenishing the Capital Reserve account to attain and maintain $30,000 as
specified in the SHOA Financial Policy.
Common Area Maintenance (Tyler Freshour)
Board approved the landscaping renovation plan for the Smithfield entrance with work to begin in late
October/November timeframe. The architectural rendering/drawing of the landscape plans will be on display at the
annual meeting on August 29, 2021.
SHOA will continue to contract North Valley to provide Common Area Maintenance and fall leaf pickup.
Pool (Kathi O’Hara)
Pool is scheduled to close 9/21/2021.
Architectural Control Committee (Kathi O’Hara)
Please remember that modifications to exterior of all properties require prior approval. Appreciation was expressed
to all residents who consistently exhibit compliance with established standards for Smithfield.
Current Weed Man lawn treatment services continue until the end of the calendar year. In order to ensure the best
pricing for services moving forward, SHOA Board will solicit bids from similar companies for comparable
treatment programs.
REMINDER: Irrigation systems are required to be in working order and programmed to provide watering sufficient
to maintain a healthy turf. Please observe First Utility District’s alternate day watering guidelines.
Greenway Tree Committee (Beth Milam and Jamie Northcutt)
Evergreen Timber Works will continue providing service and maintenance to our greenway Willow Oak Trees.
Three full days of tree maintenance approved by the Board are scheduled for November 2021.
REMINDER: Do not mulch around the greenway trees. Homeowner will be responsible for mulch removal.
Social Committee (Deb Bird)
No future events planned at this time.
Nominating Committee (Jamie Northcutt)
Slate of Nominee Recommendations has been distributed to membership.
Other Business
Henry spoke with the Sheriff’s department and expressed concern regarding Smithfield mailboxes that are being
tampered with. The Sheriff has been asked to provide routine drive-through patrol at random times.
Meeting adjourned at 6:20pm.
Ashley Smith, SHOA Secretary