Notification of the Potter’s Mill Annual HOA Meeting that will be Held on September 22, 2019 at 2:00 pm

Subject:  Notification of the Potter’s Mill Annual HOA Meeting that will be Held on September 22, 2019 at 2:00 pm

When and Where:  September 22, 2019     2:00pm – 4:00pm

Madison Public Library -142 Plaza Blvd.  Madison, AL  35758

The purpose of the Annual HoA meeting is to provide HoA information to homeowners and to conduct HoA business such as approving the 2020 HoA budget and electing director positions.  If we do not have a quorum (at least 50% of HoA members) participating in the September 15 meeting (meeting attendees and proxy ballots), the meeting will be suspended and another HoA meeting will be held on Sunday, October 27.  In accordance with the covenants, the HoA members that participate in the follow-on meeting will constitute a quorum.

The following Items will be voted on at the meeting:

  • Approve the Proposed 2019 – 2020 Potter’s Mill Budget
  • Elect Two Directors

FY 2020 HoA Dues:

The FY 2020 HoA dues will remain at $120 and are due by October 1, 2019.  Late fees will be assessed after October 1, 2019.

A homeowner information sheet and 2020 HoA dues notice will be mailed separately. 

Information on Items that will be Voted on at the HoA Meeting:

  • The Proposed 2019 – 2020 Potter’s Mill HoA Budget

The proposed 2019 – 2020 Potter’s Mill HoA budget is included with this letter.

  • Elect Two Directors

The director positions that are currently occupied by Joan Walls and Kathleen Manarin will end on October 1, 2019.  Letters were mailed to homeowners on June 18, 2019 requesting Potter’s Mill Board of Director nominations from HoA members.  Kathleen is ending her tenure as a Potter’s Mill Board member.  Joan Walls and Stara Sublett have been nominated to the slate of director positions.  A short bio of the nominees is included with this letter.

Voting by Proxy Ballot:

You can vote by Proxy by returning the enclosed proxy ballot.  You are highly encouraged to vote by proxy even if you intend to participate in the annual HoA meeting in case an unexpected conflict prevents you from attending the September 15 HoA meeting.  To be counted, your signed Proxy Ballot must be received at the Potter’s Mill HoA P.O. Box or scanned and emailed by 5:00 pm, Friday, September 6, 2019.  The Proxy Ballot is printed on yellow paper for easy identification as a document that should be returned.  An addressed envelope for returning your signed Proxy Ballot has also been included with this mailing.

All signed Proxy Ballots must be returned to:

Potter’s Mill Homeowners’ Association

ATTN: Secretary – Annual Homeowners Meeting

P.O. Box 1338

Madison, AL 35758

A scanned copy of the completed and signed Proxy Ballot can be emailed to pottersmillhoa@gmail.com.

If you have questions about annual HoA meeting, election of director candidates, or the 2020 budget please email your questions to Potter’s Mill pottersmillhoa@gmail.com or use the “Contact US” form on the Potter’s Mill HoA website https://pottersmillhoa.org/.

Please return your signed Proxy Ballot to ensure that we have a quorum (at least 50% of HoA members) participating in the September 15 meeting.  This means that at least 90 of the 179 HoA members must return their proxy ballot or vote in person at the September 15 meeting for the association to conduct HoA business to approve the 2020 budget and elect two directors.

Warm Regards,

Your 2019 Board of Directors

“Volunteers trying to make a difference”

Enclosure:  Proxy Ballot

Enclosure:  Summary of 2019 Receipts and Expenditures

Enclosure:  Proposed 2020 Budget

Enclosure:  Director Candidate Bio’s

President        Rodney Robertson                  Vice-President           Jan May

Secretary         Linda Claxton                       Treasurer                    David Wagner

Architectural   Jan May                                 Website         Stephanie McCullough

Dues                    Joan Walls                          Member At Large     Stara Sublett