Annual Meeting Notice and Relevant Documents
Important information about upcoming and past annual meetings
📅 Next Annual Meeting
Date: September 13, 2025
Time: 5:00 p.m.
Location: Winner’s Circle Restaurant, 825 E Main St, Jefferson, NC
📁 Meeting Documents & Archives
Access meeting notices, agendas, minutes, and supporting documents from current and past annual meetings.
| Documents | Notes |
|---|---|
| 2025 Annual Meeting Notice | The Annual Meeting will be held at 5 p.m. on Saturday, September 13, 2025 at the Winner’s Circle Restaurant, 825 E Main St, Jefferson, NC. HEPOA is required by law to have at least one open meeting per year that members can attend. HEPOA Members are invited to an open Board meeting via ZOOM, 7:00 p.m. Friday, Sept 12, 2025. |
| 2026 Proposed Operating Budget | HEPOA is legally required to present a proposed operating budget for member approval. The budget will be voted on at the annual meeting and must pass by a majority of those voting. If you cannot attend the meeting, you may designate a proxy to cast your vote. Proxy forms will be made available once the nomination period for Board members has closed. If the budget is not approved, only the items included in last year’s budget will carry forward. This year’s proposed budget contains no new items, so the vote is primarily procedural. |
| Reserve Study | To make projections of future Reserve needs, we recently obtained a professional study to understand future road maintenance schedules and costs. We obtained estimates for various qualities of resurfacing, from “tar and chip” to 2 inches of asphalt. Using this information and historical financial records, the Treasurer created a planning tool for doing this study. |
| President’s Letter | This letter from HEPOA President explains our covenants. |
| Right of Way Letter | HEPOA’s legal counsel advised us to send this letter annually to protect the Right of Way from adverse possession claims. |
📋 Meeting Requirements
- Annual meetings must be held within 15 months of the previous meeting
- Notice must be provided 10-60 days in advance
- Quorum requirements: 20% of voting members
- Proxy forms must be submitted 24 hours before the meeting
🎯 Typical Agenda Items
- Election of Board Members
- Annual Budget Review and Approval
- Reserve Study Presentation
- Major Project Updates
- Community Concerns and Q&A
🗳️ Voting Information
- Each lot has one vote
- Proxy voting is permitted with proper documentation
- Results announced at the meeting