BUENA VISTA LAKES
MAINTENANCE ASSOCIATION, INC.
DATE: Monday Dec 9, 2024
The Board of Directors of Buena Vista Lakes Maintenance Association met at 6:59p pm at the clubhouse and was called to order by President Caleb Hodges.
A roll call of board members was requested. Members present included Teri Rowell, Ray Creswell, Caleb Hodges, Kiley Brougham, Carl Parker, Janice Burchett, Gina Powell, Carla Tartera, Secretary. Absent – Jackie Hodges
Community Members in attendance: Ned Plunk, Dorthy Leonard, Scott Cockrell
Benevolence Collection was done. $946 + what was collected tonight.
MINUTES: The Minutes of the Monthly Meeting Minutes of September 2024 were reviewed, Kiley motion to accept the minutes as adjusted by Carla Tartera. Carl 2nd. Vote was unanimous. Teri requested an update to building permits to include property owner notification regarding combined plats and adding last names to board member names for posterity. Building permits Ray to send. Teri accepts with changes and makes a motion to accept. Ray 2nd. All accept.
FINANCIAL REPORTS: The Monthly Financial Statement via Keith Collins management company was reviewed. Clarified anything over $500 must be approved by the board. Ray motion to accept, Kiley 2nd – unanimous.
Finance
- Finance report as follows – as of 10/31: Teri reported enough money in the checkbook to spend the rest of the year. $45k operating, $44k lakes and dams, $32k special assessment.
- Delinquency, no updates but Teri suggested holding off until we decide what to do with 30k assessment. Keith Collins sends two letters before turning over to the attorney. Attorney Billy Jolly to tell us where we are on collections and execution.
- Teri defined use of $75 to assessment / the rest is dues based on past annual minutes from when dues were raised from $125 to 150. No increase to assessment since then, $75 designated to assessment, common area – $150 is designated to operating. $33k to assessment / $67k to dues.
- EZR Management company recommended by Teri after review/discussion of quotes from Better HOA and KC. Teri Motion to accept EZR management company, Kiley 2nd. Unanimous approval. EZR will handle all HOA management + bids for us.
- Teri to send 60-day Keith Collins notice prior to April 1 2025, after 2025 dues are collected.
Neighborhood Watch
- Neighborhood Watch report as follows: Kim Wood reported 43 extra patrols
Recreation (Pool, Ballfield & Playground):
No updates.
Clubhouse:
- Kitchen Door exterior light out
- Roofer came to fix damage caused by the new roof (popcorn ceiling repair, light repair).
- Asked the same roofer to quote bathroom ceilings/walls to address mold. Will share once received.
- Roofer plans to send a new invoice matching COI to BVL email Monday 12/9.
- Received payment for 2 December rentals (Bales 12/7, St. Cin 12/13).
- One inquiry to book from Chelsea Sparks – still undecided. If she decides I will have her email the request.
Orange Book
- Rental Agreements: 4 responses, 9 return to sender.
- Teri working on going through all the past minutes to identify amendments (since 2011) for adding to the website and orange book, plus getting paper copies of all documents.
- *Teri bottom lines that the attorney recommends that the assessment vote failed.
- Per Teri -there are options to do a new assessment as per the orange book – we can try that method.
- Try to amend plats. Wait on attorney advice that we should change the plat which will require a majority vote.
- Next step on the current assessment – do we accept advice from our lawyer?
- Teri made a motion to take the advice of counsel that special assessments are voted on the same was as annual assessment based on our current restrictions, deed, covenant. Meaning the 2023 assessment vote failed. Kiley 2nd motion. 3 Yes. 1 abstain. 1 opposed.
- Teri made a motion that we give a credit to the people who paid the 2023 assessment for them to use for 2025 dues – and move the $32k to the operating account. Caleb added that we should also ask for volunteer funds to us by paying the full amount of dues, if they do not want to pay full dues they can take the assessment fee 2025 dues.
- Teri motion that we notify Keith Collins and homeowners that have paid the 100 assessment that they will have a credit to deduct form 2025 dues or if they want to donate they should pay full amount.
- Teri motion notify homeowners that have paid $100 assessment that they will receive a $100 credit for the 2025 dues & assessments, in which event you would deduct teh $100 from 2025 payable. Or you can donate the $100 to BVL to be used for assessments. This is due to the fact that the 2023 special assessment no longer applies, If you deduct the $100 from your payment, we will apply the credit. If you pay in full, we will retain your $100 and consider it a donation.
- Teri motion to instruct Keith Collins to credit account if homeowner short paid. Then in March we will know what funds to transfer. Ray to 2nd. All in favor. 2 YAY. 3 NAY.
- Ray motion that we give across the board credit with a note that homeowner can donate or keep. In order to donate homeowner pays 225 if they want to donate. Kiley 2nd. Unanimous.
*Palmer tree says the assessment is not valid, based on this:
Teri: Yes, I think that the voting on all assessments, whether special or annual, is the same.
My point on the voting issue is that, yes, courts do normally interpret that narrowly but the use of the term “eligible” prior to members in that one context does at least open an argument to define what that means. A court may disagree but it does create an argument.
William B. Palmertree
GRAVES | PALMERTREE
Beautification:
- Lot 766, Thunderbird South – derelict vehicle, two letters – Gina to call the county.
Building Permits
- *Ray discussed the modular home with Howling Fox lot owners in attendance – and mentions that we do require a weight limit on leaves and the delivery trucks cannot cross, asking owners to provide delivery dates. This is two lots one with a modular and they will build a garage on the other lot. Ray motioned to accept Janice and Kiley 2nd. Unanimous.
- We need to record the engineering of the combined lots -102 & 103 – approval is contingent, to be recorded as revised plat into one lot. Notification to the property owner needed.
Greeter
No Report
Mowing & Grounds
No report
Maintenance: Lakes & Dams:
- Lakes & Dams report as follows: Levee damage review. Reviewing past inspections from the State, and working with engineers in 2025. Green Duck boat ramp assessment soon, do we repair or close dock? In reference to Green duck boat ramp. The discussion we had was about the dock at the Green Duck boat ramp so it should reflect that we are discussing whether to close the dock not the ramp itself. Inspections of lakes and dams on an ongoing basis. Green Duck dock needs stain.
Ladies Club:
No report
UNFINISHED BUSINESS:
*Assessment / Dues Notifications
*Levee Damage Notification
NEW BUSINESS:
New Director
Community Concerns
Ray motion to adjourn, Teri 2nd. Unanimous. 10:34 pm adjourn the meeting.
_______________________ Carla Tartera, Acting Secretary
Caleb Hodges, President
Note:
*A special meeting was held prior to the start of this monthly meeting. Discussion to cover recent levee damage and property owner repercussions, modular building permit, assessment return – attorney advice and information included in these minutes.