1. Annual meeting
2. Voting explanation (online and in person)
3. Rental restrictions overview (one pager that address main concerns of residents and explains the amendment)
4. Graffiti on back of main Shiloh Farms entrance sign
5. Recycling truck glass update (problem solved but PLEASE no glass in recycling totes)
6. Neighborhood volunteerism!

Please join us at 10am (check in begins at 9:30am) on Saturday February 22nd, 2025 at the Shiloh Farms Clubhouse for our annual meeting. You can choose to either join us in person or via the zoom link provided below (if joining via zoom you must also provide us a proxy for the director vote as director voting must be via a paper secret ballot). If you are unable to attend the annual meeting, please submit your proxy to cneville@cmacommunities.com or give it to a neighbor who is attending the meeting or a Board member. The proxy was included in the recent physical mailer that was sent out.

Dear Shiloh Farms Homeowners,

• Difference Between Online Ballot Voting for Proposed Leasing Amendment and Online Voting for Election of Directors
• Annual Meeting Procedures

• Difference Between Online Ballot Voting for Proposed Leasing Amendment and Online Voting for Election of Directors

Although the Association has spent a great deal of time collecting owner email addresses as official mailing addresses for Association business, elections this year cannot take place via electronic ballot. It was the Board’s intention to seek nominations and send election ballots to owners prior to the annual meeting, so the election results could be announced at the annual meeting. However, the meeting notice and election information sent to the membership indicated that nominations would also be taken from the floor of the annual meeting. Since we need to take nominations from the floor, we cannot send out the election ballot before the annual meeting because the list of nominees on the ballot might change at the annual meeting.

Also, online ballot voting platforms require a registration process that identifies who is submitting each ballot. So, board election ballots submitted through online voting platforms will not allow the Association to comply with Article V, Section 5.2 of the Bylaws requiring secret written ballots for board elections. The Bylaws need to be amended to remove the requirement for elections by secret written ballot for the Association to conduct elections through an online voting platform. For this reason, the 2025 board election needs to take place at the annual meeting (just like it’s been done in the past). In this way we can comply with the Bylaws requirement for secret written ballots and then spend time in 2025 amending the Bylaws to remove the secret written ballot requirement.

Note: Voting on the proposed Leasing Amendment to the Declaration does not have to take place at a meeting. This Declaration amendment voting can be conducted by ballot through an online voting platform because Declaration amendments do not need to take place by secret written ballot.

• Annual Meeting Procedures

For the 2025 annual meeting, owners can be present at the annual meeting in person. Alternatively, they can submit a proxy for someone to attend the annual meeting on their behalf. If someone logs into the annual meeting virtual platform, they will not count as “present”, and they will not count towards the quorum. Folks logging onto the virtual platform will be able to watch and listen but not participate in the meeting.

Also, as mentioned above, at this year’s annual meeting, the election vote will take place in the meeting exactly like previous years - using voting ballots that have no identifying names or addresses on them with envelopes that do show the name and address (so we can count later and confirm that we have only one vote per address). People in person can vote during the meeting. People by proxy can vote during the meeting. People attending the meeting only on the virtual platform cannot vote at all (unless they come to the meeting in person to cast their vote – in which case they need to be signed in at the beginning of the meeting).

Finally, I want to clarify what will happen at the annual meeting if we do not obtain a quorum. Most associations simply conduct an informational meeting with no election. Unless someone resigns, the Board members in place prior to the annual meeting remain in place until the next annual meeting when their successors can be elected. I am aware that at Shiloh Farms, the owners sometimes vote to adjourn and recall the annual meeting, hoping to obtain a quorum the second time. If that happens and a quorum is ultimately obtained, the election can take place as described above.

That said, in my opinion, for this one year, if there is no quorum at the first-called annual meeting, I suggest the Association members choose not to adjourn and recall the annual meeting attempting to obtain a quorum. Instead, I suggest the Association have an informational meeting this year and spend time thereafter amending the Bylaws to remove the secret written ballot requirement, so elections in 2026 and beyond can be conducted on an electronic platform.

Please let me know if anyone has questions about these issues or needs additional information from me.

Best,

Jamie

The link below is the form to opt in to online voting. If you are unsure if you have opted in yet, please email dawn.shilohhoa@gmail.com before signing up on this google form. This step will help with data entry. Currently 68% have opted in to online voting. If you have opted out or have just not signed up, you will continue to receive a paper voting form for outside of the meeting elections.

If you have signed up for online voting, please make sure to add invitations@mail.electionbuddy.com to your contacts and search for Election Buddy in your trash/promotions/and junk folders

Here is the breakdown of the rental restrictions amendment that will be voted on outside of the annual meeting. Electronic ballots will be sent out Monday February 24th and physical ballots will be mailed out on Monday February 24th (for those not signed up for electronic voting). The voting will close 3 months after the opening of the ballots. Please email chris.shilohhoa@gmail.com with any questions.

Please see the link below for access to the Rental Restrictions Town Hall that occurred Wednesday November 20th at 6pm via zoom. The call was run by Board Member Chris Keith and was attended by our lawyer Jamie Lyons and the RMS representative. The meeting discussed the proposed rental restrictions that will be voted on during the annual meeting. Please review the zoom meeting and send any questions to chris.shilohhoa@gmail.com.

The Board is working diligently to clean off the defacing of the back of Shiloh Farms sign. We have attempted removing it with a 4400 psi commercial washer without success. We were told it was because the paint has soaked into the stonework. We are continuing to search for options for removal.

Please contact the Board if you have any ideas for how to remove this spray paint from the stone and please remember to talk to your children and young adults about the expense of cleaning up graffiti and why it should not be used to deface shared property.

The Board has worked closely with both our consultant and the supervisor and manager of Red Oak.

1. The recycling truck did have a seal failure that they finally found and it has been fixed.

2. We had two supervisors out here actually running the route to try to determine the origination point.

3. We are not the first stop for pick up, there is another neighborhood that is picked up before us, however, Red Oak has received zero complaints from that neighborhood about piles of glass in their neighborhood.

When glass is put in someone's recycle tote and it goes in the truck, it will not immediately come out in a pile if there is a seal issue. It takes factors such as going up a hill and shifting of the material. So, just because there is a pile in front of your house, does not mean that you put glass in your recycling, it means that your neighbor 10 houses up or so likely did.

Based on this information and the walk through that occurred and the patterns of glass piles, it appears our origination point is Belmont (and probably one of the first stops in the Belmont path). This is why Ridgefield gets hit particularly hard. They are the last stop on the route and any glass that has been in the trucks is now pulverized and being released on the street because of the seal failure.

So, solution going forward. They have fixed the seal, but seals fail all the time (especially when the temps go from 67 to 15 overnight. The seal is an important feature (also FYI, this seal is not water tight) and needed to be fixed, but the bottom line is there CANNOT be glass in the recycling totes. Glass must be put in the trash tote in a bag and the bag must be tied off.

Red Oak apologized and acknowledged that we should not have piles of glass on our streets. They sent a supervisor to run the route and had a truck after both complaints to clean up the glass (or as much as they were able to get because residents had swept it up). The Board has also gotten permission to text Justin Cone (our supervisor) directly with any issues going forward.

Bottom line: Yes there is a seal issue but some of our homeowners are putting glass in our recycling, which is dangerous and greatly exacerbates the issue.

Glass is not collected in curbside recycling. The reason is because when glass breaks in single-stream recycling, the shards contaminate the papers and other items that are sorted out in the material recycling facilities (MRF). They also damage recycling facility machinery and pose a safety risk to workers.

Reminder of trash and recycling protocol:

1. No Glass in recycling. Glass can be put in regular trash, but it MUST be bagged. We need to consider the safety of the sanitation workers. If you would like to recycle glass, you can take it to Forsyth County recycling center:

• Glass Jars & Bottles Separated By Color: Brown, Clear, Green/Blue

2. Please make sure to bag all trash in the trash tote.

3. Please make sure that you can close the lid on your trash tote at pick up time. The trucks are designed to pick up totes that are fully closed and this prevents any spillage on the streets.

We must do our part to ensure the safety of the sanitation workers and follow the guidelines set by Red Oak (which are the same as all trash haulers in the area).

Thank you for your attention to this important safety issue for both our neighborhood streets and the sanitation workers.

Over the winter break representatives from the Schmakel (Ridgefield), Klotz (Belmont), and Russo (Stone View) families, walked up and down Shiloh East and around the clubhouse picking up trash. In all they collected 5 large trash bags including items such as beer & soda cans, liquor bottles, fast food litter, an old hammer, an arrow, a bed frame, a hubcap, electrical conduit, and much, much more. The children, ages 4-10 in this group, enjoyed helping clean up and do their part to keep our neighborhood litter-free!

We want to continue this effort by having more family events like this where our youth can learn the importance of a litter-free environment. The Schmakel's are happy to lead this effort and will try to organize something over Spring Break for those who are in town.

Please contact TJ Schmakel if you are interested in being add to the distro list about the Spring Clean up: tjschmakel@gmail.com. We will also put a reminder in the next Scoop.

The Board would like to thank these families for taking on this initiative!

The Shiloh Farms POA Board would like to thank Amy McCulley and Christy Louella and all of their elves for decorating the clubhouse with new Christmas decorations/running Cookies with Santa/and taking down all Christmas decorations. This neighborhood would not be as special without volunteers and we want to express such gratitude for such an amazing event!

Director: Gary Nixon President Belmont gary.shilohhoa@gmail.com

Director: Dawn Bourg Vice President Crofton dawn.shilohhoa@gmail.com

Director: Chris Keith Treasurer Belmont chris.shilohhoa@gmail.com

Director: Natalie Ingram Secretary Crofton natalie.shilohhoa@gmail.com

Director: Matt McCulley Member at Large Ridgefield mattmcc.shilohhoa@gmail.com

Association Manager (CMA):Carrie Neville404-835-9216CMA cneville@cmacommunities.com

Shiloh Farms Clubhouse: 6025 Shiloh Road East Alpharetta, GA 30005