Minutes from Fall 2021 Meeting
7:00 PM October 28, 2021 Freedom Room Canton Administration Building
Board Members Present:
President Clay Worsley;
Vice President Kyle Whitlock;
2nd Vice President Diane Pitt;
Treasurer Nate Hicks;
Secretary Nancy Szczepanski;
Member at large Joe Watson
Contact the board at ccacasecretary@gmail.com
Homeowners Represented: 8
Handouts: Budget Information; Minutes from Annual HOA Meeting Spring 2021
Meeting was called to order at 7:04 PM
1. Approval of minutes from Spring Membership meeting Motion to approve made by Nathan Hicks Second by Diane Pitt
2. Introduction of Current Board Members • Each board member introduced themselves, and their position on the board, to those present • Information was presented outlining the fact that there will be 2 board positions open in April of 2022, and nominations and elections will take place at that time.
3. Overview of Budget •Nathan Hicks explained the handout of the budget for the 2020-2021 fiscal year, including the board decision to retain Nehr Perfect Landscaping as our snow removal company of choice for winter 2021-22. • Questions arose about the cost of electrical hookups in the park. Explanation: there is an electrical hook up in the park that can accommodate parties of any ilk. Residents just need to communicate with the board for permission to use the park for festivities.
4. Update on 2022 Road Repair Program • Kyle explained that the HOA has submitted our check for upcoming repairs to be done to our subdivision streets, however, delays in the process have moved our construction to the 2024 season. i. Homeowners were instructed to let the board know via the communal email address: ccacasecretary@gmail.com , if they are aware of areas of roadway that are in need of repair.
5. Introduction of Special Committees • The current board would like to invite interested individuals to be a part of the planning process for improvements to our subdivision! A member of the current board will be sit as a member of these committees to oversee budget and legal aspects. Some ideas include:
Playground improvements committee There was a specific request to convene this committee by one resident.
Little Free Library in the park This is a good project for a Boy Scout Troop. Tori Worsely stepped forward to be on this committee. Diane Pitt agreed to be the board representative.
By laws update committee: Michelle Rollinger showed interest in being a part of this committee.
Communications Committee :There was immediate interest from those present to take part in this endeavor. Nathan Hicks has agreed to oversee this committee. There is interest in emailing the newsletter or to create a discussion group on Facebook.
6 Call to Audience: • Questions arose about whether or not ordinances exist for how close one can park to a stop sign. One homeowner on Roundtable W continually parks too close to the stop sign on Applewood, making navigation of that part of the street difficult. Another homeowner parks on the curve at the entrance to Roundtable W, which creates congestion and confusion about right of way. The Canton Ordinance Officer assigned to our area, Kay, is very responsive, so please call her with any questions you might have concerning ordinance issues: 734/394-5335. • Some concerns were raised about speeding issues, and there were suggestions to add speed bumps or a digital speed tracker. These decisions are pending.
Meeting adjourned at 7:55 PM
Respectively Submitted 12/7/2021
Nancy Szczepanski
MINUTES FROM SPRING MEETING
Meeting held virtually via the Zoom platform on April 22, 2021 7:00 pm
Board Members Present:
President, Clarence Griffin
Treasurer, Scott Caudill
Secretary, Nancy Szczepanski
Assistant Treasurer, Joyce Griffin
Members at Large, Joe Watson and Kyle Whitlock
Homeowners Present: 19 Individual homeowners joined the meeting.
The meeting was called to order at 7:08
Discussion Items:
Review of Budget:
1. Joyce presented an overview of the budget Statement of Operations for fiscal year April 1, 2020-March 2021, and the proposed budget for April 1, 2021-March 2022.
* Statement of Operations details actual income and expenses for FY 2020-2021
Income included dues received from 168 homeowners and lien recovery from three homes whose dues were long outstanding. The additional funds enabled the association to have a little extra carry over in the budget.
2. Proposed budget was presented and discussed
* As of the date of the meeting, almost all homeowners have paid their dues, so income is falling in line as expected.
* Expenses are estimates:
* Non-negotiable budget line items include:
a Reserve Fund: mandated by state to be no less than 10% of total income.
b Insurance: covers commonly owned park property
c Legal Fees/Taxes, Filing Costs: covers any lien placement (for unpaid dues); assorted consults with attorneys (updates to by laws)
d DTE
e Park Maintenance: includes tree trimming, lawn care (cutting and weed/feed), garbage pickup; rubber mulch under play equipment; upkeep of play equipment (repaint, repair); landscape plants for sub entrance and park entrances.
* Flexible budget line items include:
a Office Supplies: paper supplies; mailing costs; copying costs; etc
b Matching fees for subdivision road repairs
Budget Discussion and Vote:
1. A short discussion included a request for clarification on how the increase in dues will be allocated; for snow removal or for possible road repair. It was explained that with the increase in the cost of snow removal, the cost would not have been covered if there was no dues increase. The balance remaining in March 2021 was due to lien payments received. That additional income may allow us to have some road repairs completed in 2022.
2. The vote to approve the Budget for Fiscal Year 2021-2022 was taken and passed with all residents attending voting AYE and none voting NAY.
Housekeeping:
1. Due to the current surge in Covid-19 cases, CCACA will not sponsor a sub-wide garage sale this year. Individual residents may hold sales as desired.
Call to Audience for Naming New Officers to the Board of Directors:
1. One board position is currently unfilled, and Clarence Griffin, Joyce Griffin and Scott Caudill have expressed a desire to step down from their positions after holding them for many years. A call went out to the audience for volunteers to fill the four empty positions.
* Homeowners Nathan Hicks, Clay Worsley, and Diane Pitt were nominated.
* A second call to the audience showed no opposition to the nominations so by acclimation, the three were elected to become the new members of the CCACA Board of Directors.
Names of all members of the board: Nathan Hicks; Diane Pitt; Nancy Szczepanski; Joe Watson; Kyle Whitlock; Clay Worsley.
Individual positions will be decided during the first meeting of the new board, and they will take over all duties after a brief transition period.
UPDATE SINCE MEETING:
The new Board of Directors met and discussed board positions. Results follow:
President: Clay Worsley worsley17@gmail.com
Vice President: Kyle Whitlock kylewhit32@gmail.com
Second Vice President: Diane Pitt dlpitt22@yahoo.com
Treasurer: Nathan Hicks Nathan.a.hicks@gmail.com
Secretary: Nancy Szczepanski ccacasecretary@gmail.com
Meeting was adjourned at 8:05 pm
Respectfully submitted
Nancy Szczepanski, HOA Secretary
05/01/2021
Spring Membership Meeting
Agenda and Budget Information.
The annual spring meeting of the Canton Country Acres Civic Association will be held on Thursday, April 22 at 7:00 PM via the Zoom platform. Residents who join the meeting will be muted automatically except for the Call To Audience portion of the agenda. Please use the “raise hand” function within the Zoom meeting application, at which point you will be unmuted for up to 3 minutes of public comment per person.
Agenda
1. Update on budget
a. Overview of 2020-21 budget
b. Projected budget for 2021-2022 fiscal year
c. Vote to accept projected budget
2. CCACA will continue the contract with Nehr Perfect Lawn Care for landscape/snow removal needs
3. Update on unpaid dues: 11 of 171 homes are current (paid up) for the 2021-2022 fiscal year. 11 homes recently received 2nd notice letters as current dues were still unpaid.
4. Update on potential road repairs:
a. What is the Local Road Repair Program? (Excerpted from Township Communications)
The Canton Board of Trustees has designated approximately $1.5M (30%) of the funds generated from the road millage for repairs on local public roads. They are planning for local road projects into 2021 and beyond, and they solicit project ideas from Homeowner Associations (HOAs) and other interested resident groups. Canton Township provides funding on a 5, 10 or 20:1 scale. Simply put, if an HOA can come up with 5, 10 or 20% of a project, the Township will cover the rest. In 2020, CCACA was able to contribute enough funds for the projects completed on our subdivision roads. Applications are being accepted now for work to be completed in 2022 on our streets. If the money is available in our budget, we can apply to receive more improvements to the worst sections of roadway.
5. Housekeeping:
a. Subdivision Garage Sales: due to the current surge in Covid-19 cases, CCACA will not sponsor a sub-wide garage sale this year.
6. Call to Audience for Naming of New Officers to the Board of Directors
a. 3 of the current members of the board have held these positions for more than 5 years and want to retire from the board. At tonight’s meeting the opportunity for homeowners to become involved in the oversight and governing of the Association will be made available, with assumptions of positions to begin immediately after a short period of transition. This method of positioning new board members is not according to the association by laws, but a way to garner enough interest from the community at large with the hope that going forward, regular elections can be held as intended.
8. Adjourn
_________________________________________________________
Canton Country Acres Civic Association
Statement of Operations
Fiscal Year
April 1, 2020 - March 31, 2021
Income:
Plus:
Association Dues-168 homes $ 18,313.00
Lien Recovery - 3 homes 3,671.78
Total Income $ 21,984.78
Expenses:
Less:
DTE $ 173.69
Landscaping 5,200.00
Park Maint./expenses 2,083.29
Snow Removal 8,350.00
Insurance 1,868.00
Office Supp./Fees 560.26
Salting 530.00
Taxes/Filing 51.53
Playground/maint 1,104.32
Postage 409.00
Legal expenses 805.00
Trash removal 300.00
Total Expenses $ 21,435.09
Beginning Book Balance as of 04/01/20 $ 11,630.36
Plus: Total Assets for fiscal year 4/01/20 - 3/21/21 21,984.78
Less: Total Expenses for Fiscal year 4/01/20 - 3/31/21 21,435.09
Book Balance as of 3/31/21 $ 12,180.05
Bank Balance as of 3/31/21 $12,180.05
_ _ _______________________________________________
Canton Country Acres Budget
Fiscal Year 2021-2022
Proposal
Beginning Balance: As of April 1, 2021 $ 12,180.05
Plus: Income - Association Dues 2020-2021 $ 25,650.00
Less: Expenses (Proposed Budget dated April 2021)
Landscaping 5,850.00
Park Maintenance/Expenses 1,000.00
Snow Removal 8,350.00
Salting 575.00
Office Supplies 500.00
Postage 415.00
Taxes/Filings 70.00
Legal Fees 500.00
DTE 185.00
Insurance 1,950.00
Playground Maint. 775.00
Trash removal 480.00
Road repair 2,435.00
Reserve Fund-10% of income/MI ST Law 2,565.00
Less: Total Expenses: $ 25,650.00
Balance After Budgeted Expenses 12,180.05
Less: Future Major Expenses
Road repair 10,000.00
Balance as of March 31, 2022 $2,180.05
Vote Results
Results of Dues Increase Petition
A rise in costs of ongoing maintenance obligations has necessitated a proposal to increase annual homeowner’s association dues. As previously communicated, dues cannot be increased unless a majority of the homeowners who participate in the voting process agree to the proposal.
Letters were sent to owners of rental properties, and over a period of three days from January 9-11, members of the HOA Board of Directors and neighborhood volunteers visited the homes of residents of Canton Country Acres to engage homeowners in the voting process for increasing dues from $109.00 to $150 per year; an increase of $41.00. Two attempts were made to reach each homeowner. Results are as follows:
Seven of the rental properties did not respond to the written proposals for the increase of dues and one home is currently empty and in the process of being sold.
At fifty one of the homes, there was no answer to our knock
Ten homeowners denied the dues increase.
One hundred and two homeowners signed the petition in favor of the dues increase
By majority vote, the proposal to increase the annual dues to $150 was approved. Annual dues are to be paid by April 1st of each year. Near the end of February, watch your mail box for a spring newsletter. Included in the mailing will be a due notice in the amount of $150.00. Please submit your payment along with the attached slip which identifies you and your lot number so the dues can be noted as paid.
Special Memo Regarding Annual Dues Increase
In response to the general consensus of homeowners within our subdivision, the CCACA Board of Directors has reconsidered the large increase to the annual dues presented at the November fall meeting.
Taking into account known expenses, the budget for the 2021-2022 fiscal year will show a shortfall, which can be accommodated by increasing the annual dues from $109.00 to $150.00. This increase of $41.00 per household cannot be implemented without a majority vote from homeowners.
In order to facilitate this voting process, members of the board will be canvassing the neighborhood on Saturday, January 9, after noon, with a petition. If you are in favor of increasing the dues, please sign the petition in the “yes” column. If you are not in favor, you may sign in the “no” column. Two attempts will be made to reach each homeowner.
Budget details are discussed at the annual spring membership meeting, which will be scheduled and communicated soon.
Important Update
A Message from the Canton Country Acres Board of Directors
Notice of Board Vacancies
Three members of the Board of Directors of the Canton Country Acres Homeowners Association have given notice of their resignation effective immediately: Vice President; Treasurer and Assistant Treasurer. Any Association member (homeowner in the sub), whose dues are paid in full, may hold a position on the board.
According to the By-laws of our association, election for Board members occurs during the spring meeting. When a position is vacated in midterm, a substitution can be named to take on the responsibilities on an Interim basis.
Included in this mailing are excerpts from the Association By laws outlining responsibilities of board members. Holding a position within the Board of Directors involves dedication to your neighbors. It means committing to work as a team player with the other members of the board with the single goal of making our neighborhood a desirable place to live.
Anyone who would like to make the commitment to serve as Interim in the position of Vice President, Treasurer or Assistant Treasurer until the spring meeting should send an email of intent to CCACASecretary@gmail.com by December 30, 2020.
POWERS AND DUTIES OF THE BOARD OF DIRECTORS
Section l. Powers. The Board of Directors shall have power to:
a. adopt and publish rules and regulations governing the use of the Common Area and facilities, and the personal conduct of the members and their guests there or Land to establish penalties for the infraction thereof;
b. suspend the voting rights and right to use of the recreational facilities of a member during any period in which such member shall be in default in the payment of any assessment levied by the Association. Such rights may also be suspended after notice and hearing, for a period not to exceed 60 days for infraction of published rules and regulations;
c. exercise for the Association all powers, duties and authority vested in or delegated to this Association and not reserved to the membership by other provisions of these By-Laws, the Articles of Incorporation' or the Declaration;
d. declare the office of a member of the Board of Directors to be vacant in the event such member shall be absent from three(3) consecutive regular meetings of the Board of Directors; and
e. employ a manager, an independent contractor, or such other employees as they deem necessary , and to prescribe their duties'
Section2. Duties. It shall be the duty of the Board of Directors to:
a. cause to be kept a complete record of all its acts and corporate affairs and to present a statement thereof to the members at the March meeting of the members, or at any special meeting when such Statement is requested in writing by one-fourth(l/4) of the members who are entitled to vote;
b. supervise all officers, agents and employees of this Association' and to see that their duties are properly performed;
c. as more fully provided in the Declaration:
1. forward the amount of the annual assessment against each Lot at least thirty (30) days in advance of each annual assessment period;
2. Send written notice of each assessment to every Owner subject thereto at least thirty (30) days in advance of each annual assessment; and
3. Foreclose the lien against any property for which assessments are not paid within thirty (30) days after due date or to bring an action at law against the owner personally obligated to pay the same. issue, or to cause an appropriate officer to issue, upon demand and by any person, a certificate setting forth whether or not any assessment has been paid. A reasonable charge may be made by the Board for the issuance of these certificates. If a certificate states an assessment has been paid, such certificate shall be conclusive evidence of such payment; procure and maintain adequately ability and hazard insurance on property owned by the Association; cause all officers or employees having fiscal responsibilities to be bonded, as it may deem appropriate; cause the Common Area to be maintained
PRESIDENT The president shall preside at all meetings of the Board of Directors; shall see that orders and resolutions of the Board are carried out; shall sign all leases, mortgages, deeds and other written instruments and shall co-sign all checks and promissory notes.
FIRST VICE-PRESIDENTThe first vice-president shall act in the place and stead of the president in the event of his absence inability or refusal to act, and shall exercise and discharge such other duties as may be required of him by the Board.
SECOND VICE-PRESIDENTThe second vice-president shall act in the place and stead of the first vice president in the event of his absence, inability or refusal to act, and shall exercise and discharge such other duties as may be required of him by the Board. The second vice-president is responsible for seeing that all homeowners have a copy of Bylaws, Articles of Incorporation and Declaration of this Association
SECRETARY The secretary shall record the votes and keep the minutes of all meetings and proceedings of the Board and of the members; keep the corporate seal of the Association and affx it on all papers requiring said seal; serve notice of meeting of the Board and of the members; keep appropriate current records showing the members of the Association together with their addresses, and shall perform such other duties as required by the Board.
TREASURER The treasurer shall receive and deposit in appropriate bank accounts all monies of the Association and shall disburse such funds as directed by resolution of the Board of Directors; shall sign all checks and promissory notes of the Association, keep proper books of account, cause an annual audit of the Association books to be made by a public account at the completion of each fiscal year, and shall prepare an annual budget and a statement of income and expenditures to be presented to the membership at its regular meeting, and deliver a copy of each to the members with the notification of the March annual meeting.
BOARD OF DIRECTORS: SELECION: TERM OF OFFICE: The affairs of this Association shall be managed by a board of five (5) directors, who shall be members of the Association.
Term of Office. At the first annual meeting the members shall elect one director for a term of one year, one director for a term of two years and one director for a term of three years;and at each March meeting thereafter the members shall elect directors for a term of two years as follows:
a. Three directors to be elected in even numbered calendar years.
b. Two directors to be elected in odd numbered calendar years.
Removal. Any director may be removed from the Board, with or without cause, by a majority vote of the members of the Association. In the event of death, resignation or removal of a director, his successor shall be selected by the remaining members of the Board and shall serve until the next March or October meeting at which time a special election will elect a person for the unexpired term of his predecessor.