ANNUAL DUES INVOICES HAVE BEEN MAILED
Please check your mailbox. You can pay your assessment in several ways: 1) Send your payments to the lockbox at Post Office Box 1207, Commerce, GA 30529; 2) Go online to www.cmgcharleston.com and select “pay assessments”, you will need your account number for this option if you have not already set up your account or 3) Set up ACH for automatic draft of your payments. Please note any payments received in the local office will be mailed to the lockbox for processing. This may delay posting of your payment. Please be aware if your payments are set up on ACH through Community Management Group, any outstanding balance will be debited from your account.
NOTICE OF SPECIAL MEETING
Pursuant to Article III, Paragraphs 2 & 4 of the ByLaws for Myers Mill Homeowners’ Association, Inc., this letter will serve as your formal notification of a Special Meeting of the Homeowners’ Association.
Date: Thursday, January 31, 2019
Time: 7:00 – 8:00 PM (Please arrive a little early because one person from each household will need to sign in upon arrival.)
Place: Knightsville Elementary School
847 Orangeburg Road
Summerville, SC 29483
The primary purpose of the Special Meeting is to amend the Bylaws to allow the Board to work through several funding options for the pool.
Proposed Bylaw Change
The Board has agreed to present two (2) current Bylaws to the homeowners to vote for amendment. Unlike the covenants (see below), bylaws are changed by majority vote at an annual or special meeting in which quorum is met. Please see the attached meeting agenda to read of the proposed changes. A ballot will be supplied when you arrive at the meeting.
Whether you plan to attend or not, it is crucial that you send in your proxy before the meeting. The proxy form allows you to assign your voting right to another member of the association that is attending the meeting. This helps to ensure we reach the required quorum (percentage of representation of the community). If you do attend the meeting, your proxy form will be destroyed and you will be provided a ballot to cast your vote. Your Association needs your participation to establish quorum as a minimum of 88 homes (20%) need to be represented (either in person or by proxy) to meet quorum requirements in order to hold the meeting and conduct the necessary vote.
On the proxy form, you have two options, 1) specifically name another member that you know is in good standing with the community and will be attending the meeting OR 2) opt to leave the name blank and the proxy will be assigned to the current President of the board. PLEASE BE SURE TO SIGN AND DATE THE FORM.
You can return your proxy by email to email@example.com, or send it via regular mail to Myers Mill HOA, 349 Folly Road, Suite 2B, Charleston, SC 29412 or simply fax it to 843-794-8482 no later than January 25, 2019. There will also be volunteers going door to door to help collect proxies to ensure that we have enough.
INFORMATION FROM RECENT MAILING
Please review all the information in this letter for important information and updates in regards to the community.
2019 Association Assessments
As you are aware, the Myers Mill Homeowners Association provides a number of services to all members. Among the most visible are the maintenance of the common areas, the pool, and the ponds. Community Management Group (CMG) provides administration for all of the vendors and maintenance services, as well as Financial/Accounting, Collections and Covenants Enforcement Administration.
To meet the financial requirements to operate Myers Mill, budgets are carefully followed. Member assessments are what fund the operating budget. Your Board of Directors recently met and approved the operating budget for 2019. Your Annual Assessment for 2019 will increase to $385.75.
We have included a copy of the budget summary along with statement for your annual assessment, which are due on the 31st of January 2019 and will be considered late after the March 2, 2019. Any outstanding balance as of March 3, 2019, will be subject to finance fees and late fees retroactive to January 31, 2019. Any assessments not paid and received by April 15, 2019, will have their pool access key fob deactivated and will be subject to a $20 reactivation fee upon payment.
You can pay your assessment in several ways: 1) Send your payments to the lockbox at Post Office Box 1207, Commerce, GA 30529; 2) Go online to www.cmgcharleston.com and select “pay assessments”, you will need your account number for this option if you have not already set up your account or 3) Set up ACH for automatic draft of your payments. Please note any payments received in the local office will be mailed to the lockbox for processing. This may delay posting of your payment. Please be aware if your payments are set up on ACH through Community Management Group, any outstanding balance will be debited from your account.
New Board of Directors
Thank you for everyone that voted in the Board election in November 2018. After receiving the required votes, the following nominees have been elected for the 2018-2019 Board of Directors for Myers Mill.
Kris Hawkins, President
Thank you your continued support by electing me to the 2018-19 BOD. I appreciate the opportunity to continue to serve the community. As President, I will be working with each officer and chair on the board to streamline and improve all current processes while maintaining an open and transparent communication with the homeowners. I am excited to work with everyone, both the board members and the homeowners. This year our focus will be financial planning and trying to get ahead of all the expenses.
Mandy Scherer, Vice President, and Activities Committee Chair
I have lived in Myers Mill with my husband and three daughters since 2009. We love this community and the friends we have made here. One of the things I love most about Myers Mill is that support is always next door, across the street, or around the corner. We truly live in a great place. I believe that the board should represent all of the homeowners of Myers Mill, and I promise to do my best to communicate with community members to learn what priorities and interests we as a board should be addressing. I am excited to contribute to our great neighborhood and feel fortunate to serve you all on this board of directors.
Mallary Chritton, Treasurer, Communication Chair, and Playground Research Chair
Thank you to everyone who voted this year, whether in person or by proxy. I look forward to getting to work for our community! My goal is to help continue the progress that’s been made, develop proactive & effective solutions to issues, and bring our community closer together. I plan to focus on financial planning and improving open communication between the board and community, along with helping out wherever else I’m needed. Cheers to a positive and productive 2019!
Ginny Jacobs, Secretary, ARC Chair, and Compliance Chair
What a fantastic turnout we had!! I want to thank all of you who took the time to vote. I am very excited to get to work as the chair for the Architectural Review Committee as well as the Compliance Chair. I would like to encourage anyone that wants to join the ARC committee, to apply. We can always use more great neighbors. One of my goals is to try and streamline the application process for ARC to make it a little easier for everyone. We have a great team going into 2019 so I see great things coming to our community in the future. We are all a part of this neighborhood, it is OUR home, so lets make it the best it can be!!!
Tracy Stephens, Pool Chair, Landscaping Chair, and Nature Trail Chair
I’ve lived in Summerville most of my life and in Myers Mill with my wife Christine, and two daughters, Adrianne and Haley, since September of 2012. I’ve been in the elevator trade since 2005 and I like working with my hands and figuring out how things work. I also enjoy walking the local disc golf courses tossing “fisbees” at chain baskets for a little fun.
I previously served on the Myers Mill BOD for two years and I hope that I’m able to contribute to the current board in a positive and rewarding way. My goal is to serve the HOA in whatever capacity I can and to find ways to bring our community closer together!
Goals for 2018 – 2019
The following goals have been agreed on by the Board as our first and main priorities:
- Develop and approve a 2019 budget
- Identify a source of revenue to fund pool maintenance
- Continue with the established collections policy for past due assessments
- Determine a new way to connect with the community to gain trust and understanding while improving neighborhood dynamics.
Annual Meeting Update
The vote for the Special Assessment for $261 per home lot that was needed for the pool maintenance and repairs did NOT pass. We had 268 votes “yes” but needed 320 to pass the assessment. While we wish the outcome had been different, we want to thank all the community volunteers that helped spread the word and collect proxies. The board is exploring several other options for funding as we move forward in the hopes that we will still be able to repair the pool prior to next season. A loan is under consideration to fund a portion of the repairs, along with allowing access to an unused common area to a new neighboring development, which will provide a one time payment to our community in exchange for use of our land. In order for the board to move forward with either or both of these options, we need to amend the bylaws, which requires a majority vote during a meeting of the community with 20% quorum (approximately 88 homes) represented in person or by proxy. We will be having a Special Meeting at 7:00 pm on Thursday January 31, 2019. Please see the meeting notice and agenda attached.
ANNUAL MEETING UPDATE
The Board wanted to provide an update on a few outstanding items and concerns that arose as a result of the annual meeting.
As some of you might know, Neil White was elected to the board based on a floor nomination at the annual meeting on 11/15. Due to the broad by-law amendment that was passed by community vote at the October 2017 annual meeting, whether or not a floor nomination was allowed was brought into question by a few homeowners. We discussed this at length and ultimately Neil decided to resign from the board. We were saddened by this turn of events and hope that Neil finds a way to volunteer in another way in the community.
Neil’s resignation leaves a vacant seat on the board and we are in need of a Pool, Landscaping, and Nature Trail Chair. The board discussed this and decided due to the closeness of the annual meeting and elections, we have offered the open seat to a homeowner that was on the ballot. We are happy to announce that Tracy Stephens has accepted the seat. We will work to transition him in to things over the next few days so we can really get to work.
Several people have inquired about the actual vote counts received by all candidates during the election. Though this is something we have not provided in the past as to not make anyone that ran and did not win, feel bad and deter them from running again, we have received guidance that in the spirit of transparency there is no legal reason to not release them. Thus the votes were as follows: Kris Hawkins 191, Tracy Stephens 111, Arthur Rich 85, Mallary Chritton 183, Shawn Kemp 78, Neil White 161. All ballots and votes were not only counted the night of, but recounted and verified at the CMG office with 2 community members in attendance. Thank you again Ellen Jennings and Sheila Brown for your time and efforts.
Now on to what everyone has been waiting for – the Special Assessment. The vote for the Special Assessment for $261 per home lot that was needed for the pool maintenance and repairs did NOT pass. We had 268 vote “yes” but needed 320 to pass the assessment. We are all reeling from this and wish the outcome had been different. We do want to thank all the community volunteers that helped spread the word and collect proxies. The board is exploring several other options for funding as we move forward in the hopes that we will still be able to repair the pool prior to next season.
As a result of the special assessment not passing, the Board has decided that the 2019 annual assessment will need to increase the maximum of 5% from $367.50 to $387.75. This is an increase of $20.25. Remember – dues can be paid in advance by making payments, but must be paid in full by January 30th. Visit www.cmgcharleston.com to login to your account and make online payments any time you wish.
As we move forward, the board’s first priority after transitioning into our roles is to get the 2019 budget finalized. We appreciate everyone’s support and patience as we get into the nitty gritty of this, and we apologize for any delays in responses. We are also looking for new and/or additional volunteers for the Activities committee, the ARC committee, the Nature Trail committee and the Communications committee. Please visit our website for more information and the form to complete if you are interested in helping out.
One last reminder, please help us use CMG’s support to its fullest by contacting their support team for all questions or concerns before reaching out to the board. They can be reached at 843-795-8484 or by email at firstname.lastname@example.org.
Thank you – Myers Mill Board of Directors
Current Month’s Newsletter
Official Myers Mill Homeowners Facebook Group
In maintaining a solid communication platform, an OFFICIAL Myers Mill Homeowners Facebook group has been created. This group is strictly to be used for the Myers Mill BOD to communicate with the community on HOA business. Forms, links to minutes and financial reports, pool pavilion reservation information, newsletters, and a link to the website can be found under the files tab located on the group page. Community events will be located under the events tab.