Annual Meeting Minutes – February 7, 2026
Thornhill Estates HOA
Annual Meeting Minutes
Date: February 7, 2026
Time: 2:07 PM
Location: Clubhouse
1. Call to Order
The meeting was called to order at 2:07 PM.
2. Roll Call / Board Members Present
- President: Jim Campbell
- Secretary: Annette Brown-Brooks
- Treasurer: Portia Taylor
- Board Member: Earleane Aldridge
3. Approval of Agenda
A motion to approve the agenda was made by Earleane Aldridge and seconded by Portia Taylor.
Motion carried.
4. Previous Meeting Minutes
A request was made to review the minutes from the budget meeting.
The Secretary noted that the reading of the minutes was not included on the agenda, and therefore no action was taken.
5. Review of 2025 Capital Improvements
The Board reported a productive year for the HOA, including:
- Replacement of the fence along Big Creek Church Road (capital improvement)
- Interior painting projects completed
- The Bluff City contract was not renewed by Board decision
- Treasurer Fred Jackson resigned
- A new property management company was hired:
Harry Spore, Weichert Property Management (SPM)
6. New Business
A. Appointment of Board Member
- Appointment of Eric Hardaway as Board Member
- Motion by: Jim Campbell
- Seconded by: Portia Taylor
- Board approved
B. Financial Report
The financial report was presented by Portia Taylor.
- Motion to accept the report as read by Jim Campbell
- Seconded by Earlene Aldridge
- Report accepted
C. Property Management Introduction
Harry Spore was introduced to residents.
Topics discussed:
- Explanation of the role of the developer vs. the HOA/residents
- Resident request (Melinda in White): Confirmation that two adjacent lots be counted as one lot
- Board approved counting the two lots as one HOA lot, resulting in:
- One HOA assessment
- One vote
- Harry Spore stated, “He has the information sent to him from previous management company information. No detailed property statements or invoices were turned over. Previous manager told me how much each person owes and turned over via check $15,000 to start the account. I did not see any cancelled checked for the lawn service or other payouts. I’m just letting you all know up front, I am doing all of my estimates for the budget based on third party information.”
- Board approved counting the two lots as one HOA lot, resulting in:
D. Fence Replacement
Fence replacement along the park area near the CalvinTaylor and Fred Jackson properties was discussed.
- Motion made for fence replacement:
- Seconded:
- Board Approved
7. HOA Financial Overview (Reported)
- 2025 year-to-date Financial Report
- Total Revenue: $55,350.00
- Total Expenses: 47,139.43
- Net Income: $8,210.57
- Retained earnings carried over from 2025: $7,611.32
- Total capital (ending 2025): $15,821.89
8. Resident Account & Payment System (Property Manager Report)
Residents were instructed to:
- Visit the HOA website: www.thornhillmillintonhoa.com
- Create an account using:
- Resident address
- Email address
- Once registered, residents can:
- View account balance
- Make payments anytime
- Advance payment for 2027 will be accepted if, you wish: weekly, monthly, quarterly, or annually. Account will show a credit for each payment.
- Track payment history and remaining balance
2026 HOA FEES
Residents declined the vote for continuing HOA fees at $1000 by a vote of 3 to 12.
Residents considered HOA fees of $750. With the initial proposed amount of $750, the HOA wouldn’t have funds for any capital improvements and limited financial reserves to cover any unexpected repairs or emergencies. Therefore, by majority vote, the residents agreed upon $875 per household.
The 226 HOA fees are now $875, voted 10 to 5 by the residents present at the time of voting. Therefore, the board approved the fee amount based upon the majority of votes.
2026 HOA dues Accounts paid now, will show a credit reflected if made 5 days prior to March 1, 2026. After, March 31, 2026, there’s a Late fee: $50
Contact for assistance: 901-800-8273 (Option 3)
9. Homeowner Resources Available Online
- Covenants, Restrictions, and Bylaws
- HOA financial tab
- Online dues payment
- Account setup and management
10. Adjournment
- 6:17pm
Notes (Administrative)
- Budget information was based on prior management company data.
- Limited historical invoices and detailed financial statements were available at transition.
- Initial operating funds of $15,000 were provided to establish the account.