Below is a DRAFT version of the 2019 Annual Meeting Minutes. Please read the draft and send any corrections or changes to CVHOA Secretary Roxanne Ledesma
CANONGATE VILLAGE HOMEOWNERS ASSOCIATION
ANNUAL MEETING MINUTES
APRIL 16, 2019 DRAFT
IN ACCORDANCE WITH THE BYLAWS AN ANNUAL MEETING OF THE HOMEOWNER’S ASSOCIATION WAS HELD ON TUESDAY, APRIL 16, 2019 AT 7:00 PM AT NORTHGATE HIGH SCHOOL IN THE 9TH GRADE CAFETERIA, LOCATED AT 3220 FISCHER RD, NEWNAN, GA.
THE HOMEOWNERS WERE NOTIFIED OF THE MEETING BY MAIL WHICH WAS SENT ON MARCH 23, 2018. THIS NOTICE WAS ALSO POSTED ON THE WEB SITE WWW.CANONGATEVILLAGE.ORG. A COPY OF THE NOTICE TO THE MEMBERSHIP IS FILED FOR RECORD. INCLUDED WITH THE NOTICE WERE THE FOLLOWING DOCUMENTS:
MEETING AGENDA MINUTES (DRAFT) FROM THE 2017 ANNUAL MEETING 2017 FINANCIAL REPORT 2018 PROPOSED BUDGET PROPOSED AMENDMENT PROXY VOTING FORM DIRECTIONS TO THE MEETING
WELCOME – PRESIDENT KIRK EDEN’S INTRODUCED HIMSELF AND THANKED EVERYONE FOR ATTENDING THE ANNUAL HOMEOWNERS MEETING. HE WELCOMED THE NEW RESIDENTS WHO HAD MOVED INTO THE NEIGHBORHOOD SINCE THE LAST ANNUAL MEETING AND THOSE WHO WERE PRESENT IDENTIFIED THEMSELVES.
MEETING CALLED TO ORDER – PRESIDENT KIRK CALLED THE ANNUAL MEETING TO ORDER AT 7:02 PM. HE CONFIRMED THAT A SUFFICIENT NUMBER OF PROPERTY OWNERS WERE PRESENT TO MAKE A QUORUM PER THE SIGN IN SHEET AND PROXIES. A TOTAL OF 35 LOTS WERE PRESENT ALONG WITH 21 PROXIES THAT WERE RECEIVED BY SECRETARY ROXANNE. THERE ARE 201 LOTS CONSIDERED IN THE COUNT.
INTRODUCTION OF BOARD MEMBERS – PRESIDENT KIRK INTRODUCED EACH OF THE BOARD MEMBERS:
KIRK EDENS -PRESIDENT & AREA 1 REP; ROXANNE LEDESMA- SECRETARY & AREA 2 REP, ROBERT KUPFNER -TREASURER; ANDY HARDIN -AREA 3 REP, DON HARRIS AREA 4 REP AND JEFF SALYARDS -AT LARGE. KIRK EXPLAINED THAT WE ARE SHORT 1 BOARD MEMBER DUE TO MARK’S DEPARTURE, KIRK WAS ELECTED TO FILL THE PRESIDENT SPOT. ATTEMPTS TO FILL VACANT “AT LARGE” SLOT WERE NOT SUCCESSFUL DUE TO NOMINEES WITHDRAWING.
ADDITIONS TO THE AGENDA BY MEMBERS – THERE WERE NO REQUEST FOR ADDITIONS TO BE MADE TO THE AGENDA.
APPROVAL OF THE 2018 ANNUAL MEETING MINUTES – PRESIDENT KIRK ASKED IF EVERYONE HAD A CHANCE TO READ THE MINUTES FROM THE 2018 ANNUAL MEETING AND IF ANYONE HAD QUESTIONS ABOUT THEM. MINUTES WERE POSTED ON THE WEBSITE. THERE WERE NO QUESTIONS OR COMMENTS FROM THE HOMEOWNERS. MINUTES WILL NOW BE APPROVED 30 DAYS AFTER POSTING
MOTION – ROBERT KUPFNER MADE A MOTION TO APPROVE THE MINUTES
SECOND – ANDY HARDIN
VOTE – UNANIMOUSLY PASSED
OLD BUSINESS:
LAKE MAINTENANCE – PRESIDENT KIRK INDICATED THAT MUCH EFFORT WENT INTO FINISHING THE LAKE DREDGING TASK FROM ITS START IN 2014 (OR BEFORE). SPECIAL THANKS TO JEFF, ANDY, BOB FOR ALL THE TIME SPENT INTERVIEWING AND RESEARCHING COMPANIES, VERIFYING THINGS WITH COUNTY OFFICIALS, WORKING PAYMENTS, AND FOLLOWING UP ON PROGRESS AND RESIDENTS’ REQUESTS. ADDITIONALLY, THANKS TO GENE LEE FOR THE USE OF THE VACANT LOT. LAKE DREDGING DESCRIPTION, MAJOR COVES SHOWN IN MAP. DISPOSAL PIT WAS SHOWN. COST OF THIS PROJECT WAS $101,235.
DISPOSAL PIT – THE DREDGE MATERIAL DID NOT COMPLETELY FILL THE HOLE. THE REMEDIATION OF THE PROPERTY WITH THE PIT NEEDS TO BE COMPLETED (FILL DIRT, GRADING) ONCE SCOPE IS KNOWN AND FUNDS ARE AVAILABLE.
LAKE WATER QUALITY – DISCUSS WATER QUALITY SURVEY. THE HEALTH OF THE WATER IS VERY GOOD WITH GOOD VISIBILITY; INDICATION THAT WE DON’T HAVE ALGAE OR FUNGUS IN THE LAKE. FED BY UNDER AND ABOVE GROUND STREAMS. WE TRACK IT SO WE CAN ADDRESS ISSUES IF THEY ARISE. LAKE QUALITY OF FISH TABLE SHOWN, LAKE HAS BLUEGILL, SHELLCRACKER AND LARGEMOUTH BASS.
BOOKKEEPING SERVICE - HOA SWITCHED FROM MY CPA TO HIGGINS & SMITH AT BEGINNING OF CALENDAR YEAR THROUGH A COMPETITIVE BID PROCESS. LOOKING AT ELECTRONIC PAYMENT OPTIONS FOR FUTURE FOR HOMEOWNERS. A REQUEST FOR PRO BONO BOOKKEEPING SERVICES WAS SOLICITED TO MEMBERS.
POWER COMPANY - REQUESTED A LIST FROM POWER COMPANY OF LIGHT POLES BUT COULD NOT BE PROVIDED. THIS LED TO AN AUDIT AND CREDITS WERE RECEIVED. REVIEWING FUTURE LIGHT BILLS TO DETERMINE PERMANENT CREDIT IMPACT FACTORING IN RATE INCREASES AS WELL. BOARD HAS REQUESTED ANOTHER LIST OF LIGHT POLES TO VERIFY, AWAITING RECEIPT. QUESTION ON THE LIGHTS AT THE NEWLY REPAIRED ENTRANCE WERE BROUGHT UP REQUESTING TO HAVE INTENSITY INCREASED IF POSSIBLE.
GROUND MAINTENANCE CONTRACT - REVIEWING GROUND MAINTENANCE CONTRACT AND GETTING COMPETITIVE BIDS AT THIS TIME.
LAKE MANAGEMENT CONTRACT – REVIEWING THIS CONTRACT AND GETTING COMPETITIVE BIDS AT THIS TIME.
SOCIAL MEDIA - CURRENTLY, SHARON KADLICK MANAGES THE HOA WEBSITE AND FACEBOOK POSTS. RESEARCHING NEW AVENUES FOR A BETTER WEB PRESENCE.
LEGAL COUNSEL – REVIEWING OPTIONS FOR LEGAL REPRESENTATION FOR THE BOARD IN THE FUTURE.
INSURANCE POLICIES – DON HARRIS HAS AGREED TO REVIEW THE HOA’S POLICIES TO VERIFY THEY ARE IN LINE WITH CURRENT NEEDS.
FINANCIAL REPORT SUMMARY
2019 BUDGET REFLECTS A $30 INCREASE PER LOT AND $13K EARMARK FOR RESERVES. INCREASE DUE TO INCREASED LEGAL FEES AND CPA FEES. AT THE BEGINNING OF THE CALENDAR YEAR, HAD 21 DELINQUENT PROPERTIES PAYING DUES, IMPACTING CASH FLOW. AT THE TIME OF THIS MEETING, 10 LOTS ARE STILL DELINQUENT. CASH RESERVES HAVE TO BE USED FOR DAILY EXPENSES TO MAKE UP FOR DELINQUENT DUES PAYMENTS.
VOTE ON 2019-2020 BUDGET RECAP:
ROB MOTION TO APPROVE BUDGET,
JOY SECOND
35 VOTES TO APPROVE
1 OPPOSED
THE 2019 BUDGET HAS BEEN APPROVED AS WRITTEN.
COMMITTEE VOLUNTEER REQUEST/OPPORTUNITIES TO SERVE
ENVIRONMENT/LAKE/GROUNDS
- LAKE MAINTENANCE/HEALTH
- COMMON AREAS/GROUNDS
- POLLUTION/LITTER/DRAINAGE PROBLEMS
ACTIVITIES/WELCOME COMMITTEE
- WELCOME NEW MEMBERS
- COMMUNITY ACTIVITIES – SPRING CLEANING, COOKOUTS, LAKE EVENTS, ETC.
ARCHITECTURAL CONTROL COMMITTEE
- ASSIST WITH REVIEWING PROJECT PLANS.
- AID IN COVENANT ENFORCEMENT AND ABATEMENT.
*CONTACT A BOARD MEMBER TO VOLUNTEER. WITHOUT VOLUNTEER SUPPORT THE BOARD IS LIMITED ON ACCOMPLISHING GOALS AND DUES WILL NEED TO BE INCREASED TO MAKE UP DEFICIT.
REMINDERS AND ANNOUNCEMENTS
DO NOT PUT GRASS CLIPPINGS AND/OR YARD WASTE IN STORM DRAINS, STREET, OR LAKE. THIS MATERIAL IS WHAT SILTS THE LAKE, LEADING TO DREDGING NEEDS.
DO NOT SPEED IN THE NEIGHBORHOOD. NUMEROUS REPORTS OF RESIDENTS SPEEDING IN NEIGHBORHOOD ENDANGERING PEDESTRIANS AND ANIMALS.
CHECK WEB SITE AND FACEBOOK FOR ANNOUNCEMENTS.
READ THE COVENANTS – AVAILABLE ON THE WEB SITE. MANY ISSUES CAN BE AVOIDED IF COVENANTS ARE REVIEWED AND COMMON COURTESY IS EXERCISED BY RESIDENTS.
NOMINATIONS & ELECTION OF BOARD DIRECTORS
KIRK NOMINATED JEFF SALYARDS- SECOND BY ROB, ANDY MOVED TO CLOSE- JEFF MOVES INTO AREA 4
KIRK- ROB WILL YOU SERVE AGAIN- ROB SAID YES, ANDY NOMINATES, ROB WILL BE NOMINATED 1 MORE TIME
KIRK TO NOMINATE DON TO AN AT LARGE OPENING, ANDY SECOND, DON IS THE AT LARGE
KARL MCPHERSON VOLUNTEERED TO FILL VACANT AT LARGE, ROB SECOND THE AT LARGE NOMINEE
ALL THOSE NOMINATED WERE ELECTED BY MEMBERS PRESENT AND PROXIES.
THE NEW 2019-2020 BOARD IS AS FOLLOWS:
AREA REP (2 YR. TERM) INCUMBENT TERM EXPIRES
1 KIRK EDENS APRIL 2020
2 ROXANNE LEDESMA APRIL 2020
3 ANDY HARDIN APRIL 2020
4 JEFF SALYARDS APRIL 2021
AT LARGE (1 YR. TERM) INCUMBENT TERM EXPIRES
1 DON HARRIS APRIL 2020
2 ROBERT KUPFNER APRIL 2020
3 KARL MCPHERSON APRIL 2020
MEETING ADJOURN AT 8:12 PM, ROB MOTIONED TO CLOSE THE MEETING, SECONDED BY ANDY HARDIN.
ANNUAL MEETING MINUTES
APRIL 16, 2019 DRAFT
IN ACCORDANCE WITH THE BYLAWS AN ANNUAL MEETING OF THE HOMEOWNER’S ASSOCIATION WAS HELD ON TUESDAY, APRIL 16, 2019 AT 7:00 PM AT NORTHGATE HIGH SCHOOL IN THE 9TH GRADE CAFETERIA, LOCATED AT 3220 FISCHER RD, NEWNAN, GA.
THE HOMEOWNERS WERE NOTIFIED OF THE MEETING BY MAIL WHICH WAS SENT ON MARCH 23, 2018. THIS NOTICE WAS ALSO POSTED ON THE WEB SITE WWW.CANONGATEVILLAGE.ORG. A COPY OF THE NOTICE TO THE MEMBERSHIP IS FILED FOR RECORD. INCLUDED WITH THE NOTICE WERE THE FOLLOWING DOCUMENTS:
MEETING AGENDA MINUTES (DRAFT) FROM THE 2017 ANNUAL MEETING 2017 FINANCIAL REPORT 2018 PROPOSED BUDGET PROPOSED AMENDMENT PROXY VOTING FORM DIRECTIONS TO THE MEETING
WELCOME – PRESIDENT KIRK EDEN’S INTRODUCED HIMSELF AND THANKED EVERYONE FOR ATTENDING THE ANNUAL HOMEOWNERS MEETING. HE WELCOMED THE NEW RESIDENTS WHO HAD MOVED INTO THE NEIGHBORHOOD SINCE THE LAST ANNUAL MEETING AND THOSE WHO WERE PRESENT IDENTIFIED THEMSELVES.
MEETING CALLED TO ORDER – PRESIDENT KIRK CALLED THE ANNUAL MEETING TO ORDER AT 7:02 PM. HE CONFIRMED THAT A SUFFICIENT NUMBER OF PROPERTY OWNERS WERE PRESENT TO MAKE A QUORUM PER THE SIGN IN SHEET AND PROXIES. A TOTAL OF 35 LOTS WERE PRESENT ALONG WITH 21 PROXIES THAT WERE RECEIVED BY SECRETARY ROXANNE. THERE ARE 201 LOTS CONSIDERED IN THE COUNT.
INTRODUCTION OF BOARD MEMBERS – PRESIDENT KIRK INTRODUCED EACH OF THE BOARD MEMBERS:
KIRK EDENS -PRESIDENT & AREA 1 REP; ROXANNE LEDESMA- SECRETARY & AREA 2 REP, ROBERT KUPFNER -TREASURER; ANDY HARDIN -AREA 3 REP, DON HARRIS AREA 4 REP AND JEFF SALYARDS -AT LARGE. KIRK EXPLAINED THAT WE ARE SHORT 1 BOARD MEMBER DUE TO MARK’S DEPARTURE, KIRK WAS ELECTED TO FILL THE PRESIDENT SPOT. ATTEMPTS TO FILL VACANT “AT LARGE” SLOT WERE NOT SUCCESSFUL DUE TO NOMINEES WITHDRAWING.
ADDITIONS TO THE AGENDA BY MEMBERS – THERE WERE NO REQUEST FOR ADDITIONS TO BE MADE TO THE AGENDA.
APPROVAL OF THE 2018 ANNUAL MEETING MINUTES – PRESIDENT KIRK ASKED IF EVERYONE HAD A CHANCE TO READ THE MINUTES FROM THE 2018 ANNUAL MEETING AND IF ANYONE HAD QUESTIONS ABOUT THEM. MINUTES WERE POSTED ON THE WEBSITE. THERE WERE NO QUESTIONS OR COMMENTS FROM THE HOMEOWNERS. MINUTES WILL NOW BE APPROVED 30 DAYS AFTER POSTING
MOTION – ROBERT KUPFNER MADE A MOTION TO APPROVE THE MINUTES
SECOND – ANDY HARDIN
VOTE – UNANIMOUSLY PASSED
OLD BUSINESS:
LAKE MAINTENANCE – PRESIDENT KIRK INDICATED THAT MUCH EFFORT WENT INTO FINISHING THE LAKE DREDGING TASK FROM ITS START IN 2014 (OR BEFORE). SPECIAL THANKS TO JEFF, ANDY, BOB FOR ALL THE TIME SPENT INTERVIEWING AND RESEARCHING COMPANIES, VERIFYING THINGS WITH COUNTY OFFICIALS, WORKING PAYMENTS, AND FOLLOWING UP ON PROGRESS AND RESIDENTS’ REQUESTS. ADDITIONALLY, THANKS TO GENE LEE FOR THE USE OF THE VACANT LOT. LAKE DREDGING DESCRIPTION, MAJOR COVES SHOWN IN MAP. DISPOSAL PIT WAS SHOWN. COST OF THIS PROJECT WAS $101,235.
DISPOSAL PIT – THE DREDGE MATERIAL DID NOT COMPLETELY FILL THE HOLE. THE REMEDIATION OF THE PROPERTY WITH THE PIT NEEDS TO BE COMPLETED (FILL DIRT, GRADING) ONCE SCOPE IS KNOWN AND FUNDS ARE AVAILABLE.
LAKE WATER QUALITY – DISCUSS WATER QUALITY SURVEY. THE HEALTH OF THE WATER IS VERY GOOD WITH GOOD VISIBILITY; INDICATION THAT WE DON’T HAVE ALGAE OR FUNGUS IN THE LAKE. FED BY UNDER AND ABOVE GROUND STREAMS. WE TRACK IT SO WE CAN ADDRESS ISSUES IF THEY ARISE. LAKE QUALITY OF FISH TABLE SHOWN, LAKE HAS BLUEGILL, SHELLCRACKER AND LARGEMOUTH BASS.
BOOKKEEPING SERVICE - HOA SWITCHED FROM MY CPA TO HIGGINS & SMITH AT BEGINNING OF CALENDAR YEAR THROUGH A COMPETITIVE BID PROCESS. LOOKING AT ELECTRONIC PAYMENT OPTIONS FOR FUTURE FOR HOMEOWNERS. A REQUEST FOR PRO BONO BOOKKEEPING SERVICES WAS SOLICITED TO MEMBERS.
POWER COMPANY - REQUESTED A LIST FROM POWER COMPANY OF LIGHT POLES BUT COULD NOT BE PROVIDED. THIS LED TO AN AUDIT AND CREDITS WERE RECEIVED. REVIEWING FUTURE LIGHT BILLS TO DETERMINE PERMANENT CREDIT IMPACT FACTORING IN RATE INCREASES AS WELL. BOARD HAS REQUESTED ANOTHER LIST OF LIGHT POLES TO VERIFY, AWAITING RECEIPT. QUESTION ON THE LIGHTS AT THE NEWLY REPAIRED ENTRANCE WERE BROUGHT UP REQUESTING TO HAVE INTENSITY INCREASED IF POSSIBLE.
GROUND MAINTENANCE CONTRACT - REVIEWING GROUND MAINTENANCE CONTRACT AND GETTING COMPETITIVE BIDS AT THIS TIME.
LAKE MANAGEMENT CONTRACT – REVIEWING THIS CONTRACT AND GETTING COMPETITIVE BIDS AT THIS TIME.
SOCIAL MEDIA - CURRENTLY, SHARON KADLICK MANAGES THE HOA WEBSITE AND FACEBOOK POSTS. RESEARCHING NEW AVENUES FOR A BETTER WEB PRESENCE.
LEGAL COUNSEL – REVIEWING OPTIONS FOR LEGAL REPRESENTATION FOR THE BOARD IN THE FUTURE.
INSURANCE POLICIES – DON HARRIS HAS AGREED TO REVIEW THE HOA’S POLICIES TO VERIFY THEY ARE IN LINE WITH CURRENT NEEDS.
FINANCIAL REPORT SUMMARY
2019 BUDGET REFLECTS A $30 INCREASE PER LOT AND $13K EARMARK FOR RESERVES. INCREASE DUE TO INCREASED LEGAL FEES AND CPA FEES. AT THE BEGINNING OF THE CALENDAR YEAR, HAD 21 DELINQUENT PROPERTIES PAYING DUES, IMPACTING CASH FLOW. AT THE TIME OF THIS MEETING, 10 LOTS ARE STILL DELINQUENT. CASH RESERVES HAVE TO BE USED FOR DAILY EXPENSES TO MAKE UP FOR DELINQUENT DUES PAYMENTS.
VOTE ON 2019-2020 BUDGET RECAP:
ROB MOTION TO APPROVE BUDGET,
JOY SECOND
35 VOTES TO APPROVE
1 OPPOSED
THE 2019 BUDGET HAS BEEN APPROVED AS WRITTEN.
COMMITTEE VOLUNTEER REQUEST/OPPORTUNITIES TO SERVE
ENVIRONMENT/LAKE/GROUNDS
- LAKE MAINTENANCE/HEALTH
- COMMON AREAS/GROUNDS
- POLLUTION/LITTER/DRAINAGE PROBLEMS
ACTIVITIES/WELCOME COMMITTEE
- WELCOME NEW MEMBERS
- COMMUNITY ACTIVITIES – SPRING CLEANING, COOKOUTS, LAKE EVENTS, ETC.
ARCHITECTURAL CONTROL COMMITTEE
- ASSIST WITH REVIEWING PROJECT PLANS.
- AID IN COVENANT ENFORCEMENT AND ABATEMENT.
*CONTACT A BOARD MEMBER TO VOLUNTEER. WITHOUT VOLUNTEER SUPPORT THE BOARD IS LIMITED ON ACCOMPLISHING GOALS AND DUES WILL NEED TO BE INCREASED TO MAKE UP DEFICIT.
REMINDERS AND ANNOUNCEMENTS
DO NOT PUT GRASS CLIPPINGS AND/OR YARD WASTE IN STORM DRAINS, STREET, OR LAKE. THIS MATERIAL IS WHAT SILTS THE LAKE, LEADING TO DREDGING NEEDS.
DO NOT SPEED IN THE NEIGHBORHOOD. NUMEROUS REPORTS OF RESIDENTS SPEEDING IN NEIGHBORHOOD ENDANGERING PEDESTRIANS AND ANIMALS.
CHECK WEB SITE AND FACEBOOK FOR ANNOUNCEMENTS.
READ THE COVENANTS – AVAILABLE ON THE WEB SITE. MANY ISSUES CAN BE AVOIDED IF COVENANTS ARE REVIEWED AND COMMON COURTESY IS EXERCISED BY RESIDENTS.
NOMINATIONS & ELECTION OF BOARD DIRECTORS
KIRK NOMINATED JEFF SALYARDS- SECOND BY ROB, ANDY MOVED TO CLOSE- JEFF MOVES INTO AREA 4
KIRK- ROB WILL YOU SERVE AGAIN- ROB SAID YES, ANDY NOMINATES, ROB WILL BE NOMINATED 1 MORE TIME
KIRK TO NOMINATE DON TO AN AT LARGE OPENING, ANDY SECOND, DON IS THE AT LARGE
KARL MCPHERSON VOLUNTEERED TO FILL VACANT AT LARGE, ROB SECOND THE AT LARGE NOMINEE
ALL THOSE NOMINATED WERE ELECTED BY MEMBERS PRESENT AND PROXIES.
THE NEW 2019-2020 BOARD IS AS FOLLOWS:
AREA REP (2 YR. TERM) INCUMBENT TERM EXPIRES
1 KIRK EDENS APRIL 2020
2 ROXANNE LEDESMA APRIL 2020
3 ANDY HARDIN APRIL 2020
4 JEFF SALYARDS APRIL 2021
AT LARGE (1 YR. TERM) INCUMBENT TERM EXPIRES
1 DON HARRIS APRIL 2020
2 ROBERT KUPFNER APRIL 2020
3 KARL MCPHERSON APRIL 2020
MEETING ADJOURN AT 8:12 PM, ROB MOTIONED TO CLOSE THE MEETING, SECONDED BY ANDY HARDIN.