BUENA VISTA LAKES MAINTENANCE ASSOCIATION, INC.

DATE: Monday, April 8, 2024

The Board of Directors of Buena Vista Lakes Maintenance Association met Monday, April 8, 2024 at 7:01 pm at the clubhouse. The meeting was called to order by President Ned Plunk at 7:00pm.

A roll call of board members was requested. Members present included Joel Bales, Kim Wood, Delynn Conlee, Jason & Erynn Patrick, Jackie Hodges, Vicky Moore, Joe Adams, Ray Cresswell, Ned Plunk. Board Members absent include Janice Burchett, Caleb Hodges.

Association members present: Carl Parker, Ann Plunk, Kathy Fink, Amy Billingsley, Dirk Ballheimer 

A Benevolence Fund collection was taken up   $ 46 taken and added to $1048 from last month’s total for a grand current total of $1094 (to be approved/edited by Vicky at May meeting) for use for any Association homeowner in need (groceries, bills, etc). 

MINUTES: The Monthly Meeting minutes (Mar) were read; motion by Jason to approve/accept the minutes, seconded by Kim. Motion passed unanimously and minutes will be shared to the Keith Collins website by Carla by 4/15/2024.

FINANCIAL REPORTS: The February Monthly Financial Statement from Keith Collins Company reviewed, motion to approve by Kim, 2nd by Erynn. Passed unanimously.  March financials will be sent by 4/10.

Finance

Ned reviewed current finances & delinquencies. Water bill increases.  Joel asked about more water bill notifications. Ann mentions lawsuit insurance for board members, and needs to be paid 4/30 – Discussion. Vicky motion to pay, Delynn 2nd. Unanimous. Joel asked about having people bid out insurance. Vicky mentioned lakes & dams financing – discussion – state recommended 15k per year – we are not required and we have not in the past two years. Discussion. Joel addressed past quotes/bids/assessments, and needs for qualified people to address. Regarding money, Joel recommends we need to add money – and use assessment. Ned mentions getting dams assessed, getting reports to move forward. Joel to find out if the qualified engineers can bill us for coming out for guidance. Vicky says we wait on that until we see what needs to move. Joel can use the lakes and dams money. Erynn motioned to move $5,000 to Lakes & Dams, withdrawn since we have plenty of funding for Joel to move forward. Main insurance is paid. Ned brings up assessment and how to spend. Tabled.

Neighborhood Watch

Kim Wood reported 5 extra patrols in addition to our regular patrols. Animal complaints should refer to Animal Control to report and document. Not feasible for the county to run tags.  Kim motioned to make notification to remind people about wearing wristbands and boat numbers – then hand out letters to offenders.  Violators of No Parking areas can be towed and charged to owner of the vehicle – anyone in subdivision can make this call, anonymously. Ned suggests adding to Orange book.  Vicky suggested parking stickers. No way to enforce if stickers can be paid up to use amenities.  Hang tags suggested by Jason, 1 per lot. Wristband in windshield does same thing with less visibility. Ann introduced the homeowner with trespasser issue and addressed by Kim that anyone calling needs to provide specific locations. Signage discussion.  Homeowner question about wristbands. Two times off topic.  Ned hits gavel 7x. Hangtag new business next month, Ann to get quotes.

Recreation (Pool, Ballfield & Playground)

Will reach out on socials to the community for pool opening volunteers – May 4th – 9:30am. Discussed adding more screws to pool shed, need metal roof. Jason has prices for sheet metal.. Pool budget reminder that this year will be similar to or higher than last year spend, plus this new roof/supplies spend.  Ned mentioned a picnic light.  Ann tabled, not enough info at this time.

Clubhouse

Joe collected $150 for reception.  New booking June 29.  Underground was located then Joe and Joel dug the area around clubhouse – Ray to assist figure out a way to get a pipe/drain to concrete walk in back.  reported 1 rental in April, $250 and one deposit donation to the clubhouse. Joel has tilex for clubhouse.  Volunteers to assist.  Ray still seeking quotes on encapsulation and also looking for mechanical engineer for ductwork removal and replace. 

Orange Book

April 18 is the next meeting – Board Review in May. Board will call a special meeting for review of Orange Book.  Ned asks if Monday is good for everyone  – but really any time is good goal is to have to lawyer before June meeting. Vicky asks if golf cart community would need to be included in Orange Book.  No.  It’s state affiliates. 

Beautification

Owner/Renter letters sent reminding property owners that trash belongs in bins, not on roadside.  This has been remedied.  Letters sent about vacant homes, no response.  County & State officials are investigating issues with unauthorized residences and lake sanitation/contamination. Request to go thru MS State Ext office for water testing.  Discussion. Ned suggests we wait on officials to provide direction and next steps. Vicky motion we get some type of testing done on our own – we need samples as well. Jason agreed & suggested test kits. Joe 2nd motion. 1 abstain. Motion passes.  Joel confirmed we are testing specifically for the safety of members.  Violations for non-permitted property adjustments under investigation. Yard upkeep reminders will be mailed in May.

Building Permits

Applications for fence, new construction, addition to residence. Checking into non-permitted erosion control and new fence. Discussion regarding owner properties being split and put up for sale separately – one is up for sale and one has sold – neither are in compliance with covenants.  Joel asks for consistent notification and letters addressing compliance. Ray motions a letter providing instructions to remedy violations, letter to go out within a week – with reply by the next board meeting. Vicky 2nd. Joel asked for clarification. Ann mentioned an attorney can mail letters for us. Unanimous.  Motion to accept fence: vicky 2nd, unanimous. Motion to accept home addition Vicky 2nd. Unanimous.  Motion to accept new construction (in compliance) Kim motion, Vicky 2nd. Unanimous. 

Greeter

No letters mailed.

Mowing & Grounds

Mowing starts April 9.

Maintenance: Lakes & Dams

Joel asked for minutes recap.  Jason and Joel to walk dams. Strategy plan and video will be Joel to create videos based on past minutes to explain challenges and reasons for closures, repairs, urgent timeframe, process and who to contact –  for review by April or May meeting. Proposal ready May meeting.  Ray would like review of signage and follow up next month.  Joel and Jason to address identifying common area properties for emergency/authorities. 

Ladies Club

Casserole sale success..Potluck and Bingo in April. Still selling t-shirts.

Unfinished Business:

1. Lawyer Questions – Move forward on the assessment? Discussion & review of itemized assessment budget.  Vicky suggested waiting until the annual meeting. Joel suggests review assessment allocations based on critical needs. Jason suggested we wait for the annual meeting.  Vicky agrees. Ned asked for deferral because the assessment has been voted on.  Vicky said we need to take a new vote based on the Oct annual meeting (verbally confirmed not enough votes, based on the way the judge ruled 1st time).  Ned defined the proxy stated based on the proxy notification. Jason recommends we should have been more clear with the community. Discussed notice of a specially called meeting to review/pass assessment.  Property owner comments that the orange book is still in question and asks not to proceed. Homeowner says the ruling was on ⅔ votes not on process. Reading Article 5. All votes eligible to be cast. Ned says the appellate judge disregarded Robert’s Rules – which states at any meeting are counted. The votes not cast are not counted.  Ann reads non-approved minutes from October 2023.  Jason motion to revisit assessment in October in an effort for clarification, and give the community more information. Erynn 2nd.  Favor 4.  Opposed 4. Ned decides to proceed as is and possibly defer collections until 2025. Ned calls for an affirmation vote from the community and sides will proceed to revisit in October. Discussion. Motion passed.  Discussion. Ray asks for clarification with notification.  Discussion about previous efforts due to lack of updates from the board. Discussion. Joel adds that there is a need for multiple assessments, and we should proceed.  Erynn motion to refresh communication for assessment and distro. Discussion. Ann reads the bylaw regarding assessments confirming that a majority of those eligible to vote at any duly called meeting.  Discussion. Lawyer stated if passed according to bylaws we are allowed. Homeowner suggests redoing the orange book and voting again. Discussion. Jackie mentions any way you look at the assessment passing in by laws,  it’s the same and it’s valid.  Ned requests a timeline for collections. Ray suggests a timeline. Joel discusses voting procedure on covenants, bylaws, assessments. Jason suggests the votes did not pass as it reads in the annual minutes. Discussion. Vicky mentions how messy the voting has been with challenges and fraud. Discussion. Vicky calls for vote. Joel discusses assessment bylaw. Ned calls for us to go back and revisit the previous vote. Erynn motion June assessment notification June 1, to be paid June 1 and assess again in 2024.  Joel 2nd.  Ned asked for a due date. Joel suggested June 1 billing – Aug 31 due.  Ray suggested delinquent Aug 31. Owners cannot vote in the October meeting if not paid up by Aug 31. Discussion on delinquency date. Kathy Fink weighed in on the discussion.  Ned redirected to Ray Motion:  June 1 payable, Aug 31. Discussion on late fees. 6 YES 1 opposed 1 abstain. Carla/Ann work on letter and distribution. 

New Business:

1. Foreclosure on South Thunderbird. Under bid for assessment, Possible demo..
2. Keith Collins auto-renews.  Keith Collins is getting us updates and changes.  Adding to new business next meeting. 
3. Carl Parker nominated to board by Vicky. Joe 2nd, Kim 2nd.  Unanimous.

The motion was made by Kim to adjourn meeting, Joe 2nd.  Meeting adjourned at 9:30 pm. 

Carla Tartera, Secretary / Ned Plunk, President