BUENA VISTA LAKES
MAINTENANCE ASSOCIATION, INC.
DATE: Monday November 3, 2025
The Board of Directors of Buena Vista Lakes Maintenance Association met at 7:00 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 (VP, Finance & OB), Caleb Hodges (President, Mowing), Sommer Albright (Recreation), Kiley Brougham (Clubhouse), Joel Bales (Neighborhood watch), Kevin Cooper (L&D), Carla Tartera (Acting Secretary). Absent: Charles Camarato (Permits), Amy King (Welcome Committee)
Property Owners in attendance: Ned Plunk, Kathy Fink, Kayla V., Ann Plunk
Benevolence Collection was done. New Total: $770
MINUTES: The Minutes of the Monthly Meeting Minutes of September 2025 were reviewed and approved with changes updated to benevolence minutes. Motion by Kiley to approve, Kevin 2nd, Unanimous Approval. Special mention was made by Teri to address that there was no quorum in August so no business conducted – instead Amy providing community updates and learning about security best practices from DCSO.
FINANCIAL REPORTS: The Monthly Financial Statement of August and September 2025 via EZR management company was reviewed. Teri motion to accept Monthly 2025 August and September Finance report. Discussion to table approval until November meeting. October report not available until Nov 10.
Finance:
End of May $30k in Operating. $44k in the Money Market – not seeing engineer reports. Sizeable collection on Dobbs estate. Prepaid assessments are still weird, credit on HOA account, donate issue. Looking into Supplies and Tech Fees.
- Ending Bank Account Balances as of 9/30/25: $30,686.93 Operating Account; $44,446.92 ($2,500.00 Engineer’s Invoice to come out.)
- Collections total as of 9/30/25 EZR Financial Report is $33,148.07. The Dobbs Estate funds of around $2,600.00 were supposed to have been received and should be on the August EZR Report. I have spoken with Ryan and Kristen at EZR regarding the $100.00 credit balances, which is believed to be for the erroneous Special Assessment billed in 2023 being moved to a Voluntary Donations or Miscellaneous or some other category, until it can be researched if the Members intended a donation. Otherwise, when 2026 bills go out, about $4,400.00 will be credited to those homeowner accounts, which we may just prefer to do in order to close out that debacle. I am having trouble finding the time to contact those homeowners to verify.
- I am still trying to get a satisfactory answer about the “technology fee”, which Ryan confirmed is a monthly expense for postage, office supplies, etc.; however, I do not see that in our contract and do not have an answer back yet about this matter.
- In spite of the new statute previously reported, EZR knows not to write off or remove the collection balances existing prior to EZR taking over and which were previously handled and most with existing judgements which were attached prior to the statute change. EZR is in process of collection for past due 2024 and 2025 HOA balances.
- May I go ahead and order the BVL wristbands for 2026?
Neighborhood Watch
Joel reports on Neighborhood checks – 5 in September, update provided below – We did not get an Oct report.
Thunderbird Dr S/Black Hawk Dr – Trespassing x2 neighbor trespassed from the residence
Thunderbird Dr/ Laughing Buck Cv – Welfare check on elderly couple. Deputy made scene everything ok.
Thunderbird Dr E – ATV complaint juvenile on 4 wheeler w/dog
Thunderbird Dr N/ Thunderbird Dr E – Transformer fire
Thunderbird Dr/White Goose Cv – Disturbance
Black Hawk Dr/ Green Duck – Disturbance
Green Duck- Extra patrol
Mention about gunshots happening on 11/2.
Recreation (Pool, Ballfield & Playground):
Sommer has no report
Clubhouse
2 rentals since last meeting, 1 upcoming.
In September, Atmos found a gas leak and repaired it, and I painted parking lot lines in front of the mailboxes.
In October, air filters were restocked and changed. I met with 2 pest control companies. Xpel (from EZR) quoted $285 for initial service and $75 every 3 months. The package includes laying traps inside the clubhouse and spraying for bugs (not really what I was looking for, I already lay indoor traps). 901 Pest control quoted $175 for initial service and $125 every 3 months. That package includes the outside bait stations (which is what I was looking for, but more expensive than anticipated). Both pointed out outdoor entry points, like the busted air vent cover behind the HVAC unit. Can anyone take a second look at this with me? I think we could try stapling some hardware cloth over the opening.
Clubhouse income to date: $2,800 (includes Nov 1st rental)
2025 Spend:
Garden Supplies (May) – $81.27
Window Repair (July) – $287.68
Parking Lot Paint/Mouse Traps (Sept) – $68.09
Air Filters (Oct) – $41.84
Remaining: $2,321.12
Orange Book
Use the email from Teri approved.
102/103 notarized letter needs filing.
Special Meeting in May, need to mail out ballot – checking on if we can do that. I am proposing calling a Special Meeting and/or combined with mail-out ballots in May, with notices going out in April, to vote on the revised By-Laws and Amendment to Protective Covenants. This will give us time to have many HOA accounts paid for cash flow purposes. Will need to make sure we can combine the meeting and mail-out ballot procedures.
Drafted letter for rental violations. Need to get the bylaw 20 on the web, Teri to work with adding bylaw 20 and standing rules to ezr docs.
Beautification:
No update.
Building Permits
No new report.
Welcome Committee / Greeter
No report
Mowing & Grounds
No report. Possible money left over.
Maintenance: Lakes & Dams:
- Provided a presentation for Lakes and Dams, advocating for a larger budget.
- Inviting volunteers 11a Saturday to help Kevin to stain the new dock on Green duck (saves $2k)
- Condemn common property docks that are in bad repair
- Shallowness of the lake is an issue, dredging
- Encouraging everyone to walk levees weekly
- Graveling parking pads in lake access areas
- Too many fish in the lakes discussed and the possibility that the rodeo may be a liability,
- Changing the use of golf course (or common property) was discussed but requires membership approval
- Wants to add a playground
- Issues with current engineer report, referring back to the previous engineer reports as better
Ladies Club:
Busy end of the year. Vet breakfast this saturday, casserole sale bake sale selling t-shirts.
Cookies with Santa for Dec 7, Chrstmas pot luck
- Unfinished Business (15 – 20 min)
- New Directors – Kevin being nominated L&D and accepted by board, via email 10/15. Carla Tartera volunteered for Beautification, motion by Sommer, Kiley 2nd. Accepted. 1 No. 4 Yes.
- Fence replacement approval needed?
- Website updates: Events, Minutes, Standing Rules, Bylaw 20 to be added to the new website. Teri to work with EXR for standing rules and also bylaw 20.
- Levee Damage reimbursements – Teri to reach out to property ownersI have drafted a proposed letter to send to the homeowner regarding the $400.00 levee damage, but need to complete names/addresses, and was unable to open Carl’s attachment which I believe is the invoice for the repairs. Approved & will mail by December via EZR.
- Docks – staining Saturday Green Duck new and repair – Kevin sent one quote to Caleb to demo/rebuild Donna Dock over at Tb South, $10k (need two more quotes). Teri motion to remove access to condemned Donna dock. Kevin 2nd. Unanimous. Carla requested a motion for Green Duck/Chickadee closure. Sommer made a motion, Kiley 2nd. Joel requested time to review and approve by email, not enough to pass the motion if Joel does not vote. Carla volunteered to join the board to make this happen, unless Caleb votes. Vote for closure on Green Duck – Unanimous. Motion by Kiley to put Carla on board, Sommer 2nd. 4 yes to 1 no.
- No Parking on Grass signage for levees / Levee parking, need to order – L&D
- Lot 102 & 103 – Caleb to get original for county records recording.
- Neighborhood Watch revitalization – Amy King reached to the county attend Oct meeting, Joel assumed
- Clubhouse Wifi – 1.2k per year, table until clubhouse bathroom repairs done (KB) Teri provided a quote that matches Kiley, $4700. Waiting on quotes from Joel – who has one, but says bathroom issues are related to vents, etc so suggest full repairs of HVAC before making superficial bathroom bandaid when problems would be likely to reoccur. Sommer checking prices on split unit. All quotes sent to bvl email so we can vote by email so we do not have to wait on this for months.
- Clubhouse HVAC – (KB quotes)
- Clubhouse Mice – block holes, stop access from outside – exterminator found hole.
- Residence Running businesses in BVL, car restoration. Turned into Benny Hopkins. Commercial Businesses are in violation of the BVL covenants/bylaws (Teri research, and possibly add to new Orange Book), and County Law – commercial businesses create unnecessary traffic in a residential area.
- Golf Cart Community – Unanimous vote by County supervisors, next legislature meeting January
- Julie Bales spearheaded the petition and Ann Plunk reports Robert Foster spoke up for the Golf Cart community in BVL, Tuggle supported as well. Since this is a neighbor let project Ann and Julie request that members stay informed and reach out to McLendon (pending election results) to ensure support in January
- Third Rental Violation letter approved and sending letter and list to EZR. The next step is legal action.
- New Business (20 minutes)
- Will there be a special meeting of the members to replace the annual meeting. No, but we will have a May Special meeting to update the covenants, requiring property owner votes.
- Security Cameras upgrade
- Teri motion to move next meeting to 2nd Monday 12/8, Kevin 2nd. 5 Yay. 1 Abstain.
- Sommer motion $250 wristband, Kiley 2nd – Unanimous.
- Budget 2025 – or 2026?
- Research indicates that the 2026 Budget may be considered approved absent any veto from the majority of the eligible voting Members. At any rate, since there was no quorum in order to vote on the budget at the annual meeting, I believe the Board then has the power to budget expenses for the upcoming fiscal year. Need to discuss.
- Kevin wants Fountain 50’ off dock – community has to vote
Kiley motion to adjourn, Sommer 2nd. Unanimous. 9:50 pm meeting adjourned.
_______________________ Carla Tartera, Acting Secretary
Caleb Hodges, President
POST NOTE: October 2025 Annual meeting did not meet quorum, 2026 budget not approved and no business conducted but directors did provide annual updates/progress.
- October 2024 Annual meeting minutes have not been approved.