BUENA VISTA LAKES
MAINTENANCE ASSOCIATION, INC.
DATE: Monday Jan 13, 2025
The Board of Directors of Buena Vista Lakes Maintenance Association met at 7:07p 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, Gina Powell, Carla Tartera – Secretary. Absent – Jackie Hodges. Resigned – Janice Burchett.
Community Members in attendance: Ann Plunk, Kathy Fink, Al Patel, Donna Miller
Benevolence Collection was done. $982 + what was collected tonight.
MINUTES: The Minutes of the Monthly Meeting Minutes of December 2024 were reviewed, Teri motion to accept with changes and Kiley Brough 2nd. Unanimous.
FINANCIAL REPORTS: The December Monthly Financial Statement via Keith Collins management company was reviewed. Teri move to approve. Carl 2nd. 4 YAY 1 Abstain.
Finance:
1. Met with Ryan Edwards and Kristen Tolleson at EZR Management on January 9,
2025. Went over contract and made a few revisions to fit our organization and
subdivision. Final contract, commencing 4/1/2025 through March 31, 2026, is
attached to these minutes and ready to be signed by President and Secretary.
2. Will give notice to Collins prior to January 28. Verified they will be handling 1099’s
and 2024 tax return. They have credited the $100 special assessment payments to
the accounts of all who paid; have sent out bills with letter of explanation; have
move the $33,000.00 into operating funds for 2025.
3. Discussed collections with EZR again and recommend we go with their automated,
electronic collections program called Axela. The main advantages are that it is
cheaper than using an attorney, and we do not have to pay the collection
fees/expenses up front. The system sends out notices and follow ups automatically,
files liens, etc. in court and with real estate records; however, there is an attorney of
record who does step in for court appearances, and completes the process up to
executing on a judgement. Teri motion to use the collection service, Kiley 2nd. Unanimous.
4. Ryan highly suggested that we obtain workmen’s compensation when allowing
volunteers from the subdivision to make repairs/maintenance on common property,
in the event someone gets hurt and wants to take action. At the very least, we need
to be having volunteers sign indemnification/non-liability agreements. This is
probably a question for BVL attorneys.
5. Last month, I was given incorrect information. The bank balance DOES include the
monies paid for the Special Assessment. As of this date, $36,000.92 is in operating
account and $44,354.50 is in the Money Market Account.
6. Delinquency Report will have the $100.00 showing as due for Special Assessment
Removed.
A board member should have a copy of the bank statement each month. Teri asking that EZR will include copies of the bank statements.
Neighborhood Watch
· Neighborhood Watch report as follows: Kim Wood reported 12 extra patrols
Recreation (Pool, Ballfield & Playground):
· No updates.
Clubhouse:
- Roofer came to fix damage caused by the new roof (popcorn ceiling repair, light repair).
- Asked same roofer to quote bathroom ceilings/walls to address mold. Will share once received.
- Roofer called last week and says they have not received payment. I asked Mawusi about this, she said ” We need the invoice to read SNR Global, LLC as it does on the W9 and COI.” I shared this with the roofer, he plans to send a new invoice to BVL email Monday 12/9.
- Clubhouse Rentals:
- Received payment for 2 December rentals (Bales 12/7, St. Cin 12/13).
- One new inquiry to book from Chelsea Sparks – still undecided. If she decides I will have her email the request.
- Discussion to utilize Clubhouse as more of a community center, more availability for neighbors and discussion of badge/access. Kathy Fink mentions $150 in rental income is enough to help.
Orange Book
1. Orange Book Committee:
a. Teri Rowell
b. Kiley Brougham (as she is able)
c. Caleb Hodges
d. Christy Chavez
e. Larry Wilson
2. Will begin meeting in February at most convenient day/time. Hopefully, we will hit it
hard and only need to meet 3 times. Then we will present recommendations to the
Board and then to the attorney for review and suggestions. We do not need to
change every single thing; only those which are ambiguous or not clear. We cannot
override with a By-Law anything which does not match plat covenants and deed
restrictions. Additionally, the By-Law amendments legally voted on since 2011
version of Orange Book will be incorporated. A new By-Law recommended by me is
to provide a way to execute on a judgement by a non-judicial foreclosure to keep
from having to go to court for foreclosing. Additionally, the By-Laws will be recorded
in the Real Estate Records, once members approve it.
Beautification:
766 Thunderbird South – third notice, after 25th County contacted & has reached out to execute with the board of alderman in order to get action. Thank you to Donna Miller BVL & Desoto Co: Bennie BHopkins@desotocounty.ms.gov for making sure this gets to Alderman.
Building Permits
· No new report. No other permit requests.
Greeter
· No Report
Mowing & Grounds
· No report – Teri is asking EZR to check on quotes for lawn, etc.
Maintenance: Lakes & Dams:
· Following up on an overstocked lake, fishing rodeo, etc.
Dock that pulled out of service on Green Duck – replace/resirface? Carl to get an estimate for this and other dock that needs stain, plus black panther
Levee walk and review of past notes to confirm status of lakes/dams. Last formal inspection 2019 is requested by Carl.. How often should we inspect, 3 years or 5 years? Teri motion to line up bids to have levees inspected in May. Kiley 2nd. Unanimous approval.
Teri motion that we approve the $500 to fix ruts caused by the wreck in December and careless neighbor driving. Kiley 2nd. Unanimous approval.
Parking signs are at clubhouse and can be installed.
Ladies Club:
New officers, working on upcoming community functions and Easter.
UNFINISHED BUSINESS:
Teri to work on Lot 102 & 103 notification.
Rental agreements received, Gina to record
NEW BUSINESS:
New Director / Facebook post for board member volunteers
Community Concerns – Al Patel – Lot 93, 641 Thunderbird (?) had issues with the recent floods to let everyone know to contact the road department to clear the drainage ditches, lacking effectiveness. Determine that it is community responsibility to report culvert drainage issues with hard rains. As a courtesy HOA will call county but does not accept responsibility. Caleb to reach out regarding community roads and culverts.
Ray motion to adjourn, Kiley 2nd. Unanimous. 10:30 pm adjourn the meeting.
_______________________ Carla Tartera, Acting Secretary
Caleb Hodges, President