2021 ANNUAL MEETING MINUTES
Canongate Village Homeowners Association
Annual Meeting Minutes
April 20, 2021
In accordance with the bylaws an annual meeting of the homeowner’s association was held on Tuesday, April 20, 2021 at 6:30 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. 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:
WELCOME – President Kirk Edens 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.
Meeting Called to Order – President Kirk Edens called the Annual Meeting to order at 6:42 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 26 lots were present along with 12 proxies that were received by Secretary Roxanne. There are 192 lots considered in the count.
Introduction of Board Members – President Kirk Edens 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 Karl McPherson -At Large. Kirk Edens explained that we are short 1 board member due to Jeff’s departure. Attempts to fill vacant “At Large” slot was not successful.
Additions to the Agenda by Members – There were no request for additions to be made to the agenda.
OLD BUSINESS:
Disposal Pit – The remediation of the property with the Pit was complete.
Bookkeeping service – Reminded HOA that we switched from My CPA to Higgins & Smith at beginning of the 2019 calendar year through a competitive bid process.
Ground Maintenance Contract - Reviewing ground maintenance contract and getting competitive bids at this time. Kirk presented the idea to have all entrances be Xeriscape. Kirk also mentioned that we might be able to save money by changing entrance lights.
Pavilion- There were two major plumbing issues. HOA is considering to eliminate drywall and have an easier to maintain structure.
Social Media - Currently, Sharon Kadlick manages the HOA website and Facebook posts. Researching new avenues for a better web presence.
Canongate Preserve- The privately owned lots of Patten Seed were transferred over to non-profit. These lots did not belong to the HOA. The HOA does not have a say in a property owner donating their lot. The non-profit organization will maintain it. Org. Groundbreaking is scheduled for May 5th, 2021. There is no electricity on property. Non-Profit is the Southern Trust for Parks and Land (STPAL).
NEW BUSINESS
Record Archival Project- There are approximately 7 boxes of paper records that must be reviewed and scanned to create digital files. Cost is around $300 per box.
Financial report summary
2020 budget was adopted from the 2019 budget due to not being able to have a meeting. The 2021 budget reflects no increases. A Homeowner motioned to approved the budget, another seconded. Unanimous vote to approve budget. We have around 70k in reserve.
Committee Volunteer Request/Opportunities to Serve
*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.
Questions:
Nominations & Election of Board Directors – Residents nominated only 1 representative for each position. All votes were unanimous.
All those nominated were elected by members present and Proxies.
The new 2021-2022 board is as follows:
Area Rep (2 yr. term) Incumbent Term Expires
1 Andy Hardin April 2023
2 Roxanne Ledesma (Sec) April 2023
3 Karl McPherson April 2023
4 Jack Cunningham (Pres) April 2023
At Large (1 yr. term) Incumbent Term Expires
1 Don Harris April 2022
2 Sharon McPherson (Tres) April 2022
3 Sheila Blanton April 2022
Meeting adjourn at 7:52pm, a homeowner motioned to close the meeting, another seconded.
Annual Meeting Minutes
April 20, 2021
In accordance with the bylaws an annual meeting of the homeowner’s association was held on Tuesday, April 20, 2021 at 6:30 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. 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
- 2021 Proposed Budget
- Proxy Voting Form
- Directions to the Meeting
WELCOME – President Kirk Edens 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.
Meeting Called to Order – President Kirk Edens called the Annual Meeting to order at 6:42 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 26 lots were present along with 12 proxies that were received by Secretary Roxanne. There are 192 lots considered in the count.
Introduction of Board Members – President Kirk Edens 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 Karl McPherson -At Large. Kirk Edens explained that we are short 1 board member due to Jeff’s departure. Attempts to fill vacant “At Large” slot was not successful.
Additions to the Agenda by Members – There were no request for additions to be made to the agenda.
OLD BUSINESS:
Disposal Pit – The remediation of the property with the Pit was complete.
Bookkeeping service – Reminded HOA that we switched from My CPA to Higgins & Smith at beginning of the 2019 calendar year through a competitive bid process.
Ground Maintenance Contract - Reviewing ground maintenance contract and getting competitive bids at this time. Kirk presented the idea to have all entrances be Xeriscape. Kirk also mentioned that we might be able to save money by changing entrance lights.
Pavilion- There were two major plumbing issues. HOA is considering to eliminate drywall and have an easier to maintain structure.
Social Media - Currently, Sharon Kadlick manages the HOA website and Facebook posts. Researching new avenues for a better web presence.
Canongate Preserve- The privately owned lots of Patten Seed were transferred over to non-profit. These lots did not belong to the HOA. The HOA does not have a say in a property owner donating their lot. The non-profit organization will maintain it. Org. Groundbreaking is scheduled for May 5th, 2021. There is no electricity on property. Non-Profit is the Southern Trust for Parks and Land (STPAL).
NEW BUSINESS
Record Archival Project- There are approximately 7 boxes of paper records that must be reviewed and scanned to create digital files. Cost is around $300 per box.
Financial report summary
2020 budget was adopted from the 2019 budget due to not being able to have a meeting. The 2021 budget reflects no increases. A Homeowner motioned to approved the budget, another seconded. Unanimous vote to approve budget. We have around 70k in reserve.
Committee Volunteer Request/Opportunities to Serve
- Environment/Lake/Grounds- Volunteer (Bruce Scheider- ENV Lake Committee)
- 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.
Questions:
- Electricity- Question about the lightbulbs, we can change it as soon as it goes out. Call electric company and give them the number of the pole. Each light is a flat fee per post.
- Recommendation to change the lake lock. Recommended a digital code lock or a key fob.
Nominations & Election of Board Directors – Residents nominated only 1 representative for each position. All votes were unanimous.
All those nominated were elected by members present and Proxies.
The new 2021-2022 board is as follows:
Area Rep (2 yr. term) Incumbent Term Expires
1 Andy Hardin April 2023
2 Roxanne Ledesma (Sec) April 2023
3 Karl McPherson April 2023
4 Jack Cunningham (Pres) April 2023
At Large (1 yr. term) Incumbent Term Expires
1 Don Harris April 2022
2 Sharon McPherson (Tres) April 2022
3 Sheila Blanton April 2022
Meeting adjourn at 7:52pm, a homeowner motioned to close the meeting, another seconded.