CANONGATE VILLAGE HOMEOWNERS ASSOCIATION
ANNUAL MEETING MINUTES
APRIL 18, 2023
CANONGATE VILLAGE HOMEOWNERS ASSOCIATION
Annual Meeting Minutes
April 18, 2023
In accordance with the bylaws an annual meeting of the homeowner’s association was held on Tuesday, April 18, 2023 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, 2023. 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
Meeting Called to Order – President Cunningham called the Annual Meeting to order at 7:00 P.M. He confirmed that enough property owners were present to make a quorum per the sign-in sheet and proxies. A total of twenty-three (23) lots were present along with four (4) proxies that were received by Secretary Sheila Blanton. There are 189 lots considered in the count. Nineteen (19) members are required to meet a quorum. Twenty-three (23) members plus four (4) proxy votes are present for a total of twenty-seven (27) members.
The meeting was governed by Roberts Rules of Order.
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.
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); Vacant (Area 2 Rep, Sam McCool resigned due to a job position change); Andy Gaydon (At Large); Karl McPherson (Area 3 Rep); Cathy Harker (Area 1 Rep)
Additions to the Agenda by Members
President Jack Cunningham reviewed the agenda. There were no additions made.
Approval of the 2022 Annual Meeting Minutes – President Cunningham asked if everyone had a chance to read the minutes from the Annual 2022 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
Environmental Updates
Tree Removal in the subdivision-
Lake Report
Dam Inspection Report -
Stop Signs –
Covenant Violation Process
Pavilion
Fourth of July
Newsletter
New Accounting Firm
NEW BUSINESS
Long-Range Projects –
Pavilion repairs
Lake Quality
The Board will continue monitoring the lake quality by following the 3-year lake management plan.
Year 1: Completed
Year 2:
Dam Maintenance
Pavilion Repairs
The Board has committed to the following repairs being made on the Pavilion. The Board has hired a licensed commercial contractor to complete the work.
FINANCIAL REPORT
2022 Budget Expenditures –
Finances of the HOA are strong! President Cunningham presented the 2022 budget report. This report can be found on the CVHOA website. All financial obligations were met during 2022.
Items discussed:
2023 Budget Proposal
President Cunningham presented the proposed budget for 2023. This budget proposal was included in the Annual Packet for review by members prior to the meeting. The 2023 Budget was reviewed with the membership by the President. This budget includes a reserve of $16,885.
Estimated capital expenditures for repairs to the dam is $20,000 and the Pavilion interior estimate is $40,000. (These costs will come from reserve funds)
A motion was made to accept the 2023 annual budget proposal
Motion - Jack Messersmith made a motion to approve the budget as presented
REMINDERS & ANNOUNCEMENTS
Notice of Activities/Updates
Be sure to check the Canongatevillage.org website for updates and join the Canongate Facebook page at Canongate Village HOA
EMC Electric/Gas
Sharon McPherson asked for a show of hands of membership that would be interested in attending a luncheon by EMC to discuss ideas for saving energy. There was a large support for this. Ms. McPherson will contact EMC to set this up and let the subdivision know a date, time, and place.
NOMINATIONS & ELECTION OF BOARD MEMBERS
President Cunningham stated that the area representative spots are 2-year terms and there is one open area (Area 2)) due to a resignation and two terms expiring (Area 4 and Area 3). Karl McPherson (Area 3) and Jack Cunningham (Area 4) have stated that they would continue for another year if unchallenged. The At Large Positions are for 1-year terms and there are two open areas for At Large. Although Sheila Blanton and Sharon McPherson have stated they would continue for another year if unchallenged.
The following seats were open, voted on and filled:
Area 2 Representative ( 2-year Position). (Term will end in 2025)
Nominated by Karl McPherson. Seconded by Sharon Kadlick
Membership vote: Unanimous Approval
Area 3 Representative (2-year Position-Term will end in 2025)
Nominations: Karl McPherson to continue to serve as Area 3 Rep.
Nominated by Sharon Kadlick; Seconded by Andy Gaydon
Membership vote: Unanimous Approval
Area 4 Representative (2-year Position-Term will end in 2025)
Nominations: Jack Cunningham to continue to serve as Area 4 Rep.
Nominated by Andy Gaydon; Seconded by Karl McPherson
Membership vote: Unanimous approval
At Large Positions
Position 1. (Term ends 2024).
Nomination: Sheila Blanton to continue to serve as At Large
Nominated by Andy Gaydon, Seconded by Sharon Kadlick
Membership vote: Unanimous approval
Position 2 (Term ends 2024).
Nomination: Sharon McPherson to continue to serve as At Large
Nominated by Andy Gaydon, Seconded by Sharon Kadlick
Membership vote: Unanimous approval
Position 3 (Term ends 2024)
Nominations: Joe Gill
Nominated by Sharon Kadlick; Seconded by Andy Gaydon
Membership vote: Unanimous Approval
The new 2023-2024 Board is as follows:
Area Rep (2-year term) Term Expires
Area 1 Cathy Harker 2024
Area 2 Andy Gaydon (Treasurer) 2024
Area 3 Karl McPherson 2025
Area 4 Jack Cunningham (President) 2025
At Large
Position 1 Sheila Blanton (Secretary) 2024
Position 2 Sharon McPherson 2024
Position 3 Joe Gill 2024
PUBLIC COMMENT
MOTION TO ADJOURN: Sharon Kadlick
Second: Andy Gaydon
Meeting was adjourned at 8:02 p.
Annual Meeting Minutes
April 18, 2023
In accordance with the bylaws an annual meeting of the homeowner’s association was held on Tuesday, April 18, 2023 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, 2023. 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 2023 Letter
- 2023 Annual Meeting Agenda
- 2022 Budget & Expenditures and 2023 Proposed Budget
- Proxy form for 2023
- Map to the Meeting
WELCOME
Meeting Called to Order – President Cunningham called the Annual Meeting to order at 7:00 P.M. He confirmed that enough property owners were present to make a quorum per the sign-in sheet and proxies. A total of twenty-three (23) lots were present along with four (4) proxies that were received by Secretary Sheila Blanton. There are 189 lots considered in the count. Nineteen (19) members are required to meet a quorum. Twenty-three (23) members plus four (4) proxy votes are present for a total of twenty-seven (27) members.
The meeting was governed by Roberts Rules of Order.
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.
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); Vacant (Area 2 Rep, Sam McCool resigned due to a job position change); Andy Gaydon (At Large); Karl McPherson (Area 3 Rep); Cathy Harker (Area 1 Rep)
Additions to the Agenda by Members
President Jack Cunningham reviewed the agenda. There were no additions made.
Approval of the 2022 Annual Meeting Minutes – President Cunningham asked if everyone had a chance to read the minutes from the Annual 2022 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
Environmental Updates
Tree Removal in the subdivision-
- The Board authorized that the dead tress be removed at the Pavilion. Nine trees were removed. This was done as preventative measure to keep trees from falling and causing damage.
- The Board authorized and completed tree removal from the toe of the dam as recommended from the dam inspection report.
Lake Report
- The lake maintenance company, Applied Aquatics, added lime, shad, and crayfish to the lake. This is in accordance with the 3-year plan developed by the Board for the lake.
- The Board voted to have Scharko, HOA landscaper, monitor and remove the trash on the lake quarterly. This will be added to their contract.
Dam Inspection Report -
- It is the responsibility of the subdivision to ensure that the dam is always maintained. Therefore, a dam inspection was conducted by Schnabel, Inc. in March 2022. Recommendations were made (removing trees from the toe of dam which has been completed), adding new riprap in needed areas and additional items which the Board will be completing in 2023.
Stop Signs –
- To date, all faded stop signs have been replaced in the subdivision.
Covenant Violation Process
- Process was finalized in accordance with the HOA lawyer and covenants.
Pavilion
- Fence at the entrance to the Pavilion removed and replaced. It will need to be stained soon.
- Repairs/remodeling to the Pavilion are slated to begin May 1, 2023.
Fourth of July
- A firework display and gathering was held at the Pavilion on July 4, 2022. Fun was had by all in attendance. Plans are underway to do this again in 2023.
Newsletter
- After a long delay the Newsletter will start back up in the Summer.
New Accounting Firm
- Our former accounting firm Higgins and Smith decided not to continue serving HOA’s after December 31, 2022. After extensive research and discussion, the Board voted to enter into a one year contract with Marquis Management. Mary Carrol, President of Marquis Management was present at the annual meeting. She explained the role of Marquis Management, Inc. as the CPA/financial accountability for the HOA. Marquis Management, Inc. will be handling billing, financial reports, mailouts, payments of assessment fees, referrals to the law firm for late payment of assessment fees, along with other financial duties as requested by the board. Please address any questions about your annual fee to Marquis. All other questions about the subdivision should be addressed with a Board Member.
NEW BUSINESS
Long-Range Projects –
Pavilion repairs
- Work will begin May 1 to remodel the Kitchen and bathroom areas. Everything will be brought to commercial grade material standards. This should make maintenance easier and the work last longer. Karl McPherson, Board Member, will be overseeing the work. Karl holds extensive years of building experience. A storage building will also be added to the back side of the building to hold HOA materials such as Christmas wreaths, signage, the grill, and tables, etc. This will place all materials in one location instead of at Board Members homes or in the kitchen area.
Lake Quality
The Board will continue monitoring the lake quality by following the 3-year lake management plan.
Year 1: Completed
Year 2:
- Improve forage base by stocking lake with 2 loads of threadfin shad and 5000 intermediate bluegills
- Remove/harvest fish throughout the year to reduce competition among fish species by removing small bass and crappy from the lake. If you catch it keep it.
- Conduct a Lake Survey
- Continue to fish and remove Bass and Crappie
- Improve Water Quality: Limestone Application
Dam Maintenance
- Reseed area where the trees are removed
- President Cunningham showed pictures of the drainage on the lake where the rip rap (rocks) needs to be replaced. He also showed one of the pipes that will have to have some support with riprap (rock).
- Place silt screens in areas around the lake to help collect the trash prior to it reaching the lake
- The Board will speak to the Nature Park about putting something in place on their side to help with the trash issue.
- Karl McPherson stated that even though we have a Class II dam, concrete piping was used on the plunge pool which is usually not used in this class of dam. It makes it a stronger, better dam.
Pavilion Repairs
The Board has committed to the following repairs being made on the Pavilion. The Board has hired a licensed commercial contractor to complete the work.
- Bathroom: remove and replace walls/ceiling with commercial grade materials that will resist mold and mildew and clean easily; paint ceiling; replace sink/cabinet, fixtures, and light fixtures; epoxy concrete floors and other repairs as needed.
- Kitchen: remove and replace all wallboard with mold/mildew resistant material: paint ceiling; Replace or repair joint where ceiling bends to stop rusting through; replace hot water heater; purchase refrigerator; replace cabinets with solid wood cabinets; replace counter tops with granite/quartz surfaces: epoxy concrete floors and other repairs as needed.
- Storage: build small storage area for files, Christmas decorations, etc.
FINANCIAL REPORT
2022 Budget Expenditures –
Finances of the HOA are strong! President Cunningham presented the 2022 budget report. This report can be found on the CVHOA website. All financial obligations were met during 2022.
Items discussed:
- The amount of income on the proposed budget versus the actual budget was lower due to some homeowners not paying their annual fee.
- The Insurance line was higher than budgeted due to paying some of the Insurance for 2023. This happened when we were transitioning to the new Financial Company.
- Office expenses were higher due to the cost of mailing out covenant violations and the introductory letter concerning the financial company (Marquis Management Inc.)
- Lake Maintenance costs were higher due to adding the crayfish to the lake as recommended by the lake maintenance company (Applied Aquatics).
2023 Budget Proposal
President Cunningham presented the proposed budget for 2023. This budget proposal was included in the Annual Packet for review by members prior to the meeting. The 2023 Budget was reviewed with the membership by the President. This budget includes a reserve of $16,885.
Estimated capital expenditures for repairs to the dam is $20,000 and the Pavilion interior estimate is $40,000. (These costs will come from reserve funds)
A motion was made to accept the 2023 annual budget proposal
Motion - Jack Messersmith made a motion to approve the budget as presented
- – Sharon Kadlick.
- –Membership Vote: All in favor: Unanimous
REMINDERS & ANNOUNCEMENTS
- Members were encouraged to update their contact information
- President Cunningham reviewed the following violations that exist in the subdivision:
- ACC approval is needed prior to any changes to the exterior of your house, or any additions to your property (i.e., swimming pool, out building, fence, etc.).
- No chain link, chicken wire or other fencing other than wood or metal
- No trailers visible from the street
- No overnight parking on the street (All vehicles must be in driveways or garages.)
- 25 MPH speed limit
- Volunteers are needed in all areas: Social Committee; Environmental Committee (Lake and Dam); and other areas. Please contact a Board Member if you have an interest.
Notice of Activities/Updates
Be sure to check the Canongatevillage.org website for updates and join the Canongate Facebook page at Canongate Village HOA
EMC Electric/Gas
Sharon McPherson asked for a show of hands of membership that would be interested in attending a luncheon by EMC to discuss ideas for saving energy. There was a large support for this. Ms. McPherson will contact EMC to set this up and let the subdivision know a date, time, and place.
NOMINATIONS & ELECTION OF BOARD MEMBERS
President Cunningham stated that the area representative spots are 2-year terms and there is one open area (Area 2)) due to a resignation and two terms expiring (Area 4 and Area 3). Karl McPherson (Area 3) and Jack Cunningham (Area 4) have stated that they would continue for another year if unchallenged. The At Large Positions are for 1-year terms and there are two open areas for At Large. Although Sheila Blanton and Sharon McPherson have stated they would continue for another year if unchallenged.
The following seats were open, voted on and filled:
Area 2 Representative ( 2-year Position). (Term will end in 2025)
Nominated by Karl McPherson. Seconded by Sharon Kadlick
Membership vote: Unanimous Approval
Area 3 Representative (2-year Position-Term will end in 2025)
Nominations: Karl McPherson to continue to serve as Area 3 Rep.
Nominated by Sharon Kadlick; Seconded by Andy Gaydon
Membership vote: Unanimous Approval
Area 4 Representative (2-year Position-Term will end in 2025)
Nominations: Jack Cunningham to continue to serve as Area 4 Rep.
Nominated by Andy Gaydon; Seconded by Karl McPherson
Membership vote: Unanimous approval
At Large Positions
Position 1. (Term ends 2024).
Nomination: Sheila Blanton to continue to serve as At Large
Nominated by Andy Gaydon, Seconded by Sharon Kadlick
Membership vote: Unanimous approval
Position 2 (Term ends 2024).
Nomination: Sharon McPherson to continue to serve as At Large
Nominated by Andy Gaydon, Seconded by Sharon Kadlick
Membership vote: Unanimous approval
Position 3 (Term ends 2024)
Nominations: Joe Gill
Nominated by Sharon Kadlick; Seconded by Andy Gaydon
Membership vote: Unanimous Approval
The new 2023-2024 Board is as follows:
Area Rep (2-year term) Term Expires
Area 1 Cathy Harker 2024
Area 2 Andy Gaydon (Treasurer) 2024
Area 3 Karl McPherson 2025
Area 4 Jack Cunningham (President) 2025
At Large
Position 1 Sheila Blanton (Secretary) 2024
Position 2 Sharon McPherson 2024
Position 3 Joe Gill 2024
PUBLIC COMMENT
- None Made
MOTION TO ADJOURN: Sharon Kadlick
Second: Andy Gaydon
Meeting was adjourned at 8:02 p.