Canongate Village Homeowners Association
Annual Meeting Minutes
April 19, 2022
Canongate Village Homeowners Association
Annual Meeting Minutes
April 19, 2022
In accordance with the bylaws an annual meeting of the homeowners association was held on Tuesday, April 19, 2022 at 7:00 pm in the Northgate High School 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, 2022. This notice was also posted on the website: 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 Jack Cunningham introduced himself and thanked everyone for attending the Annual Homeowners meeting. He reviewed the list of new members that had moved into the neighborhood since the last Annual Meeting and those who were present identified themselves.
Meeting Called to Order – President Cunningham 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 21 lots were present along with 4 proxies that were received by Secretary Sheila Blanton. There are 189 lots considered in the count. 19 members are required to meet a quorum. 21 members plus 3 proxy votes are present.
Roberts rules of order will govern the meeting. Please speak loud enough for everyone in the room to hear.
Introduction of Board Members: President Cunningham introduced each of the Board Members:
Jack Cunningham (President, Area 4 Rep); Sheila Blanton (Secretary, At Large); Sharon McPherson (Treasurer, At Large); Roxanne Ledesma (Area 2 Rep) (absent); Don Harris (At Large) (absent);
Karl McPherson (Area 3 Rep); Vacant (Area 1 Rep vacant due to Board Member death).
Additions to the Agenda by Members
There were no additions made.
Approval of the 2021 Annual Meeting Minutes – President Cunningham asked if everyone had a chance to read the minutes from the Annual 2021 Meeting and if anyone had any questions about them. There were no questions or comments from the membership present.
Motion- Kirk Edens made a motion to approve the minutes
Second – Sharon Kadlick
Vote – Unanimously passed.
OLD BUSINESS
Record Archival- Electronic storage on DropBox
Environmental Updates
Tree Removal in the subdivision-
Stop Signs – Several of the faded stop signs have been replaced with new signs. There are still about 3 more to be completed.
Pressure washing of signage - All signage was pressure washed in the entire subdivision.
Newsletter - A quarterly newsletter has been created for all members. The newsletter will be sent to those who have an email address and will be posted to the Canongate HOA website for those who don’t have an email address listed. The membership voiced that they really like the newsletter and appreciate the work.
Lake Report In order to determine the condition of the lake, our lake maintenance company, Applied Aquatics, conducted a shocking of the lake. The last one was completed in 2015. The report is listed on the www.canongatevillage.org website. It was brought to the attention of the Board that there were some health maintenance recommendations made.
Dam Inspection Report - The last dam inspection was completed in 2009 so it was time to have a licensed company inspect the damn. It is the responsibility of the subdivision to ensure that the damn is maintained at all times. The dam report is listed on the website www.canongatevillage.org Bids were obtained and it was determined that the same company would inspect the damn, Schabel Inc. The inspection was completed in March 2022.
NEW BUSINESS
Long-Range Projects –
Year 1:
Year 3
Membership recommended speaking to the Nature Park about putting something in place on their side to help with the trash issue. The Board will speak to them.
2021 Budget Expenditures - Good news is that the finances of the HOA are strong. Sharon McPherson, Treasurer report on the expenditures of the 2021 Budget. There were minimal expenditures in 2021 due to the Covid Pandemic. This left a contribution to the reserve fund of $35,946. This amount increased our reserve funds to $186,531.00.
2022 Budget Proposal President Cunningham presented the proposed budget which was included in the Annual Packet for review by members prior to the meeting. Our assessments have dropped due to the 11 lots that were donated to the nature preserve. This budget includes a reserve of $13,279.
Your vote is based on the proposed 2022 budget of $67,450
Motion - Kirk made a motion to approve the budget as presented
Reminders & Announcements
Members were encouraged to update their contact information
Jack Cunningham, president reviewed the following violations that exist in the subdivision:
Sheila Blanton, Secretary spoke about the number of violations in the subdivision and that the letters are being reviewed by our legal service to begin authorizing fines. This should happen by the end of May. If you have or see a violation please attend to the problem and clean it up prior to the Board needing to take the steps of fines. This is a covenant subdivision, and we all want the neighborhood to remain nice and well- maintained. The Board realizes that sometimes there are extenuating circumstances that delay repairs, please discuss these with the Board so that we are made aware.
If you see any suspicious activity in the neighborhood, please call the Sheriff’s Dept. as they are our first defense for crime.
Be sure to check the CanongateHOA.org website for updates and also join the Canongate Facebook page at Canongate Village HOA
Nominations & Election of Board Directors
President Cunningham stated that the area representative spots are 2-year terms and there are 2 open areas (1 and 2) due to terms expiring. The At Large Positions are for 1-year terms and there is 3 open areas for At Large. Although Sheila Blanton and Sharon McPherson have stated they would continue for another year if unchallenged.
We are open for the following seats on the Board:
Area 1 Representative ( 2 year Position).
Membership vote: Unanimous.
Area 2 Representative (2 year Position)
Nominations: Sam McCool.
Nominated by Kirk Edens. Seconded by Sharon Kadlick
Membership vote: Unanimous.
At Large Positions
Position 1
Nomination: Sheila Blanton to continue her service as at large and Secretary until 2023. Unopposed
Nominated by Sharon Kadlick, Second by Kirk Edens.
Membership vote: Unanimous
Position 2
Nomination: Sharon McPherson to continue her service as at large and Treasurer until 2023. Unopposed
Nominated by Sharon Kadlick, Second by Sam McCool.
Membership vote: Unanimous
Position 3
Nominations: Josiah Hutchison
Self-nominated Second by Sharon Kadlick
Membership vote: Unanimous
The new 2022-23 Board is as follows:
Area Rep (2 year term). Term Expires
Area 1 Cathy Harker 2024
Area 2 Sam McCool 2024
Area 3 Karl McPherson 2023
Area 4 Jack Cunningham (President) 2023
At Large
Position 1 Sheila Blanton (Secretary ) 2023
Position 2 Sharon McPherson (Treasurer) 2023
Position 3 Josiah Hutchison 2023
Volunteer Opportunities:
Social Committee- Plans Association neighborhood wide events such as Holiday light contest, Movies by the Lake, October festival, etc.
Environmental Committee- Monitors the health of the lake (with assistance from Applied Aquatics), reports repair needs for the pavilion and other common areas to the Board, makes repairs when possible.
ACC Covenant Review and Fine Committee- A neighborhood group of about 5-6 people is needed in order to review if fines become a necessity when homes are in violation of the covenants. Also, there is another group who reviews and approves requested home improvements.
It was brought forward by Sheila Blanton, Secretary that the Board cannot continue to be the sole support of managing these committee duties. It was brought forward that if at some point volunteers did happen that the HOA may have to look into paying a management service to operate the subdivision. Please take time to consider volunteering to be on one of these committees in the future. If you have an interest, please contact Sheila Blanton, Secretary via email.
Recognition of Appreciation
The Board recognized some members who have and continue to provide excellent support for the neighborhood. The following volunteers were honored with an award and patio flowers.
Public Comment
Motion to adjourn: Sharon Kadlick
Second: Sam McCool
Annual Meeting Minutes
April 19, 2022
In accordance with the bylaws an annual meeting of the homeowners association was held on Tuesday, April 19, 2022 at 7:00 pm in the Northgate High School 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, 2022. This notice was also posted on the website: www.canongatevillage.org. A copy of the notice to the membership is filed for record, included with the notice were the following documents:
- Notice of Annual Meeting 2022 Letter
- 2022 Annual Meeting Agenda
- 2021 Budget & Expenditures and 2022 Proposed Budget
- Proxy form for 2022
- Map to the Meeting
WELCOME
President Jack Cunningham introduced himself and thanked everyone for attending the Annual Homeowners meeting. He reviewed the list of new members that had moved into the neighborhood since the last Annual Meeting and those who were present identified themselves.
Meeting Called to Order – President Cunningham 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 21 lots were present along with 4 proxies that were received by Secretary Sheila Blanton. There are 189 lots considered in the count. 19 members are required to meet a quorum. 21 members plus 3 proxy votes are present.
Roberts rules of order will govern the meeting. Please speak loud enough for everyone in the room to hear.
Introduction of Board Members: President Cunningham introduced each of the Board Members:
Jack Cunningham (President, Area 4 Rep); Sheila Blanton (Secretary, At Large); Sharon McPherson (Treasurer, At Large); Roxanne Ledesma (Area 2 Rep) (absent); Don Harris (At Large) (absent);
Karl McPherson (Area 3 Rep); Vacant (Area 1 Rep vacant due to Board Member death).
Additions to the Agenda by Members
There were no additions made.
Approval of the 2021 Annual Meeting Minutes – President Cunningham asked if everyone had a chance to read the minutes from the Annual 2021 Meeting and if anyone had any questions about them. There were no questions or comments from the membership present.
Motion- Kirk Edens made a motion to approve the minutes
Second – Sharon Kadlick
Vote – Unanimously passed.
OLD BUSINESS
Record Archival- Electronic storage on DropBox
Environmental Updates
Tree Removal in the subdivision-
- Overhanging trees on Canongate Trace were removed by Coweta Fayette EMC.
- The Board authorized that the dead tress be removed at the Pavilion. Nine trees were removed. This was done as a preventative to damage that might be caused by falling.
Stop Signs – Several of the faded stop signs have been replaced with new signs. There are still about 3 more to be completed.
Pressure washing of signage - All signage was pressure washed in the entire subdivision.
Newsletter - A quarterly newsletter has been created for all members. The newsletter will be sent to those who have an email address and will be posted to the Canongate HOA website for those who don’t have an email address listed. The membership voiced that they really like the newsletter and appreciate the work.
Lake Report In order to determine the condition of the lake, our lake maintenance company, Applied Aquatics, conducted a shocking of the lake. The last one was completed in 2015. The report is listed on the www.canongatevillage.org website. It was brought to the attention of the Board that there were some health maintenance recommendations made.
Dam Inspection Report - The last dam inspection was completed in 2009 so it was time to have a licensed company inspect the damn. It is the responsibility of the subdivision to ensure that the damn is maintained at all times. The dam report is listed on the website www.canongatevillage.org Bids were obtained and it was determined that the same company would inspect the damn, Schabel Inc. The inspection was completed in March 2022.
NEW BUSINESS
Long-Range Projects –
- Lake Maintenance – HOA will continue to maintain the health of the lake through our current company, Applied Aquatics
Year 1:
- Improve forage base by adding 3 loads of Threadfin Shad and 575 lbs of Crawfish
- Water quality to increase productivity, reduce vegetation issues by adding 40 tons of lime
- Remove/harvest fish throughout the year to reduce competition among fish species by removing Bass and crappy from the lake. If you catch it keep it.
- Improve forage base by stocking lake with 2 loads of Threadfin shad and 5000 intermediate Bluegill
- Remove/harvest fish throughout the year to reduce competition among fish species by removing Bass and crappy from the lake. If you catch it keep it.
Year 3
- Conduct a Lake Survey
- Continue to fish and remove Bass and Crappie
- Improve Water Quality: Limestone Application
- Dam Repairs –A self-inspection of the dam will be conducted by HOA members each year using the state guideline documents. An inspection by a licensed Dam Inspector will be conducted every 5 years moving forward. The next inspection will be due in 2027. The Board has committed to the following maintenance/repair recommendations for the dam.
- Remove trees from the toe of the dam. A licensed tree removal company will be selected by the Board to remove the trees.
- Reseed area where the trees are removed
- Replace Rip Rap around the Pipe and other areas around the lake. Make sure that the pipe is supported underneath
- Have an engineer provide a video of the spillway to see where it is clogged and make recommendations for repairs. Once recommendations are made repairs will take place.
- Place silt screens in areas around the lake to help collect the trash prior to it reaching the lake
Membership recommended speaking to the Nature Park about putting something in place on their side to help with the trash issue. The Board will speak to them.
- Pavilion Repairs –The Board has committed to the following repairs being made on the Pavilion. The Board will go through a 3 bid process.
- Bathroom: Walls/ceiling cleaned of mildew and painted; Replace sink/cabinet, fixtures, and light fixtures
- Kitchen: Paint Ceiling; Repaint with Rustoleum paint/or replace joint where ceiling bends to stop rusting through; Replace hot water heater or remove; Purchase refrigerator; Replace siding strip on countertop (in drawer)
- Exterior: Paint, Replace light fixtures; Replace fans; Build small Storage area for files, Christmas decorations, etc.
2021 Budget Expenditures - Good news is that the finances of the HOA are strong. Sharon McPherson, Treasurer report on the expenditures of the 2021 Budget. There were minimal expenditures in 2021 due to the Covid Pandemic. This left a contribution to the reserve fund of $35,946. This amount increased our reserve funds to $186,531.00.
2022 Budget Proposal President Cunningham presented the proposed budget which was included in the Annual Packet for review by members prior to the meeting. Our assessments have dropped due to the 11 lots that were donated to the nature preserve. This budget includes a reserve of $13,279.
Your vote is based on the proposed 2022 budget of $67,450
Motion - Kirk made a motion to approve the budget as presented
- – Caleb Iddins
- –Membership Vote: Unanimous
Reminders & Announcements
Members were encouraged to update their contact information
Jack Cunningham, president reviewed the following violations that exist in the subdivision:
- ACC approval is needed prior to property upgrades
- No chain link, chicken wire or other fencing other than wood or metal
- No trailers visible from the street
- No parking overnight on the street
- 25MPH speed limit
Sheila Blanton, Secretary spoke about the number of violations in the subdivision and that the letters are being reviewed by our legal service to begin authorizing fines. This should happen by the end of May. If you have or see a violation please attend to the problem and clean it up prior to the Board needing to take the steps of fines. This is a covenant subdivision, and we all want the neighborhood to remain nice and well- maintained. The Board realizes that sometimes there are extenuating circumstances that delay repairs, please discuss these with the Board so that we are made aware.
If you see any suspicious activity in the neighborhood, please call the Sheriff’s Dept. as they are our first defense for crime.
Be sure to check the CanongateHOA.org website for updates and also join the Canongate Facebook page at Canongate Village HOA
Nominations & Election of Board Directors
President Cunningham stated that the area representative spots are 2-year terms and there are 2 open areas (1 and 2) due to terms expiring. The At Large Positions are for 1-year terms and there is 3 open areas for At Large. Although Sheila Blanton and Sharon McPherson have stated they would continue for another year if unchallenged.
We are open for the following seats on the Board:
Area 1 Representative ( 2 year Position).
Membership vote: Unanimous.
Area 2 Representative (2 year Position)
Nominations: Sam McCool.
Nominated by Kirk Edens. Seconded by Sharon Kadlick
Membership vote: Unanimous.
At Large Positions
Position 1
Nomination: Sheila Blanton to continue her service as at large and Secretary until 2023. Unopposed
Nominated by Sharon Kadlick, Second by Kirk Edens.
Membership vote: Unanimous
Position 2
Nomination: Sharon McPherson to continue her service as at large and Treasurer until 2023. Unopposed
Nominated by Sharon Kadlick, Second by Sam McCool.
Membership vote: Unanimous
Position 3
Nominations: Josiah Hutchison
Self-nominated Second by Sharon Kadlick
Membership vote: Unanimous
The new 2022-23 Board is as follows:
Area Rep (2 year term). Term Expires
Area 1 Cathy Harker 2024
Area 2 Sam McCool 2024
Area 3 Karl McPherson 2023
Area 4 Jack Cunningham (President) 2023
At Large
Position 1 Sheila Blanton (Secretary ) 2023
Position 2 Sharon McPherson (Treasurer) 2023
Position 3 Josiah Hutchison 2023
Volunteer Opportunities:
- President Cunningham stressed the importance of the community being involved in the committees of the association. The following committees need membership:
Social Committee- Plans Association neighborhood wide events such as Holiday light contest, Movies by the Lake, October festival, etc.
Environmental Committee- Monitors the health of the lake (with assistance from Applied Aquatics), reports repair needs for the pavilion and other common areas to the Board, makes repairs when possible.
ACC Covenant Review and Fine Committee- A neighborhood group of about 5-6 people is needed in order to review if fines become a necessity when homes are in violation of the covenants. Also, there is another group who reviews and approves requested home improvements.
It was brought forward by Sheila Blanton, Secretary that the Board cannot continue to be the sole support of managing these committee duties. It was brought forward that if at some point volunteers did happen that the HOA may have to look into paying a management service to operate the subdivision. Please take time to consider volunteering to be on one of these committees in the future. If you have an interest, please contact Sheila Blanton, Secretary via email.
Recognition of Appreciation
The Board recognized some members who have and continue to provide excellent support for the neighborhood. The following volunteers were honored with an award and patio flowers.
- Andy Hardin (Post-houmous) for his years of service on the Board and his expertise around the lake and the Environmental Committee. He will be greatly missed!
- Roxanne Ledesma for her service on the Board as Secretary
- Don Harris for his years of service on the Board and the Environmental Committee and all of the other “jobs” completed on behalf of the subdivision.
- Sharon Kadlick for her role as the Chairman of the Architectural Control Committee, Secretary on the Board and all of the other “random” services she provides for the neighborhood.
Public Comment
- Sharon Kadlick brought forward a discussion about minors on the lake. She stated that there is a sign on the lake stating that minors are to be accompanied by an adult. Jack Cunningham said that he does not have an issue with minors on the lake if they are being responsible. Members spoke up to say that they felt it was the parents responsibility for minors on the lake. The Board will check insurance liability for minors on the lake. David Lund also offered to organize a youth/adult fishing clinic around responsible fishing soon. Mr. Lund will send potential dates for this to the Secretary.
- David Lund asked if there was a community directory. He thought it would be beneficial if neighbors know how to contact each other. The Board will look into the viability of this and if it is not a privacy issue will create a directory for the Association.
Motion to adjourn: Sharon Kadlick
Second: Sam McCool