MAINTENANCE ASSOCIATION, INC.
DATE: October 6, 2025
The Annual Meeting of Property Owners of Buena Vista Lakes Maintenance Association met on Monday October 6, 2025 at 7pm at the clubhouse, with sign-in beginning at 6pm. The meeting was called to order by President Joel Bales at 7:04pm (recording started), and Mr Wilson led the group in an opening prayer. Joel called for the benevolence collection, end of night total in the fund – $910
Board members introduced: Jackie Hodges:Recreation, Kim Wood:Neighborhood Watch, Larry Wilson:Acting, Kiley Brougham:Acting, Janice Burchett:Greeter, Carl Parker:Beautification, Vicki Moore:Vice President & Clubhouse, Ann Plunk: Orange Book & Finance, Joel Bales, President & Lakes and Dams. Carla Tartera, Acting Secretary.
There are 447 lots in BVL; we have 158 delinquent property owners, leaving 209 eligible property owners for the purpose of voting. A quorum of 25% (or 53 members) either by presence or by proxy has been met at 139.
MINUTES: The Minutes of the Annual Meeting Minutes of October 14, 2023 were passed out and read by property owners. Board member Janice made the motion to accept the minutes as presented; Jackie seconded the motion and it passed by show of hands.
NOMINATION AND ELECTION OF NEW BOARD MEMBERS:
President Joel Bales raised the question of any further nominations from the floor. This was asked three times as per Roberts Rules of Order. Teri Rowell nominated and 2nd from the floor. Other volunteers/nominees include: David Melton, Carl Parker (Acting), Kiley Brougham (Acting), Gina Powell, Jenny Schnieder. Based on there being five board vacancies and six nominations, five are elected. Final vote tallies confirm Carl Parker, Kiley Brogham, Gina Powell, Jenny Schneider and Teri Rowell to join existing members Jackie Hodges, Caleb Hodges, Ray Cresswell, Janice Burchett
FINANCIAL REPORT:
In an overall summary, it was reported by Ann Plunk As of September 30, the following financial balances were reported: Operating Account: $91,000, Lakes & Dams Account: $46,840, Special Assessment Account: $30,400. As of the end of September, total community delinquency was $41,977.36, involving 182 property owners. Of this, $14,825 relates specifically to unpaid special assessments from 149 property owners. The special assessment funds remain unspent pending final clarification of their designation and use. Allocations were previously identified as follows: $24,000 – Clubhouse improvements + $9,000 – Pool maintenance + $11,000 – Rain Cloud boat ramp & sea wall. A proposed $100 special assessment and dues increase were considered to address the subdivision’s ongoing expenses, with any balances left over earmarked for lakes and dams. The clubhouse roof replacement, estimated between $12,000–$15,000, is covered by insurance. The boat ramp project at Green Duck ($23,000) was funded from the operating budget, although it may have been more appropriately categorized under lakes and dams management expenses. A significant portion of the proposed budget increase is attributed to the full-service management contract. The purpose of this contract is to transition day-to-day administrative and financial responsibilities to a professional management company. This change is intended to ensure consistent operations, proper dues collection, and compliance with community procedures. Three management company proposals have been obtained, with costs ranging from $850 to $2,500 per month, depending on the level of service. The budget currently reflects a mid-range estimate within that range. The newly elected board will review and select the preferred management company. The subdivision’s current annual expenses include approximately $26,000 for insurance and $25,000 for mowing services. Given the size of the community and the scope of maintenance required, these costs are considered within a normal range for the level of service provided. The subdivision encompasses 39 acres. The proposed budget includes an additional $500 per month for mowing to enhance maintenance frequency and appearance..An additional $10,000 has been allocated for legal expenses. These funds cover: A review and update of BVL “Orange Book” covenants and governing documents by a licensed attorney in Hernando, including reconciliation with county records + Ongoing collections and lien activity related to unpaid dues, which require advance payment of legal fees for filing, command letters, and documentation. Legal fees for lien placement are billed upfront and later reimbursed upon payment by property owners. Floor discussion regarding membership benefits, special assessment, management company, delinquencies, and funds for lakes and dams. Motion from floor to accept the budget from the floor and move forward with the Julie Bales motion and Caleb Hodges 2nd to move forward with vote on budget.
ANNUAL BUDGET VOTE PASSED: NAY 36, YAY 103 votes approved the $50 increase to annual fees, from $175 to $225 per year.
FINANCE
See above for updates prior to vote.
Neighborhood Watch
Kim reported that the total number of calls for Fire, EMS, emergency totaled 240, in addition there were an additional 80 extra patrols requested.
Recreation (Pool, Ballfield & Playground)
Jackie was not present so Caleb reviewed volunteer efforts to maintain the pool bathroom, shed roof. Prices for pool paint prior next season. Members in attendance applauded the efforts keeping pool and recreation areas maintained on a daily basis (often twice daily) during the summer months.
Clubhouse
Vicky reports the past year we had 56 scheduled events. $150 is the new rental fee. Improvements include new roof, swell, Paint, Sod, Drain installation, Lights changed and security lights upgraded, cabinets and shelving, new duct work under the building.
Orange Book
A proposal was presented to reduce the number of board members from 13 to 9. This recommendation is based on two primary factors: Volunteer Availability – It has become increasingly difficult to recruit and retain 13 active volunteers from within the community + Anticipated Management Contract – If the proposed budget passes and a professional management company is hired, much of the administrative burden currently handled by board members will shift to the management firm. A 9-member board would be sufficient to oversee operations in coordination with the management company. | The following clarifications were presented regarding dues, assessments, and special assessments, along with the required voting thresholds for approval under the governing documents (“Orange Book” and warranty deed). — Dues: Regular annual dues (currently $175 per year) fund general operating expenses. Voting Requirement: Changes to dues require approval by two-thirds (2/3) of the votes cast at an official meeting. Use of Funds: These funds are used by the community’s financial administrator (currently Keith Collins) to pay ongoing operational costs such as maintenance, utilities, and general expenses. — Annual Assessment: A recurring fee established to fund specific ongoing needs beyond normal operations. Voting Requirement: Requires a majority vote of all eligible property owners. Duration: Once approved, an annual assessment becomes a permanent part of the yearly dues until it is voted out by the membership. Article 12, Section 2. — Special Assessment Definition: A temporary, limited-purpose charge established to address emergency or one-time expenses. Voting Requirement: Requires a majority of votes cast at a duly called meeting. Duration: Special assessments are limited in time and scope. Article 12, Section 2. | The third voting item concerns a proposed revision to By Law XX (20), commonly referred to as the Rental Property Bylaw. This update is intended to clarify and correct the language originally adopted in 2021 regarding rental and grandfathered properties within the community. The 2021 version of the Rental Property Bylaw included language requiring a property owner to sell their property if they lost a tenant. This clause has since been determined to be impractical and overly restrictive for existing property owners. The revised bylaw seeks to: Remove the requirement that a landlord must sell the property if they lose a tenant + Retain the prohibition on new rental properties—no additional homes will be allowed to convert to rental status + Preserve grandfathered rental status for existing landlords who have properly registered their rental property with the HOA + Allow inheritance or family transfer of an existing grandfathered rental property, maintaining rental eligibility within the same family ownership. The intent of this revision is to ensure fairness for current property owners who have been compliant with the HOA’s rental registration process, while maintaining the community’s long-standing position of not permitting new rental properties. Motion from floor to amend heirs/will in wording of by law there was NO 2nd from the floor. Motion with 2nd from floor to separate reduction board members, vote clarification, and By Law 20 into three different votes as not to force the vote on multiple issues. The Orange Book committee Ann Plunk and Carl Parker explained that the preference is to keep this vote as one combined in order to make sure the rental by law passes to avoid future legal repercussions. By show of hands (13) the vote was to split into three votes. By show of hands (21) the vote to keep all three as one vote.
ORANGE BOOK UPDATES APPROVED: 15 NAY, 124 YAY to adopt above revisions into the Orange Book.
Beautification
Beautification report as follows: Carl was only on for a few months and sent out 5 letters as a follow up to anything Delynn had outstanding after leaving the board that were not forwarded to the county. Several floor reports of derelict properties.
Building Permits
For the duration of 2024 we’ve had 5 new construction, new builds. 2 room additions, 3 sheds, 2 fences. Several requests for modification of property.
Greeter
Janice reports she visited 4 new residents, but most new arrivals were sent a letter.
Mowing & Grounds
The new contract is with Lattimer Lawn Care. They are a good company and suggest they carry on for 2025 if budget passes so they can take over mowing by pool and clubhouse.
Maintenance: Lakes & Dams
Joel Bales reports – Funds from the prior special assessment were allocated to address lakes and dams maintenance and improvements. Several infrastructure and environmental issues were discussed, along with priorities for the new board to consider – like staining on docks. — Rain Cloud: Concerns were raised about shallow water levels and limited boat access.+ A large submerged concrete slab may be obstructing access and needs removal + Estimated cost for partial dredging and shoreline stabilization with stone reinforcement is approximately $18,000 + This project remains pending, for the incoming board to review and prioritize. — Thunderbird: Levee Structural and access concerns were identified. A new boat ramp was installed at Green Duck, based on multiple contractor evaluations and cost quotes. Repairs: Bridges over dams repainted during the year. New signage being added at boat ramps for safety and access control. — Dam Sealing (Caulking): Routine maintenance is required to seal seams and joints on the dam structures annually + This has previously been handled by volunteers but is now unattended due to lack of participation + Without annual sealing, water infiltration could undermine dam integrity over time. — Vegetation Management: Trees have been growing too close to levee bases and along dam skirts, which threatens structural stability. + Tree removal must be done manually, as heavy equipment such as forestry mulchers could damage levees.+Costs for full removal are unknown, but this represents a major long-term maintenance issue. — Environmental and Water Quality Water Quality Testing: Following community concerns about potential septic contamination, the state conducted tests on the three largest lakes. Results indicated no contamination—the water met swimmable standards, with E. coli readings well below concern levels. Despite this, all subdivision lakes remain designated as non-swimming areas.
Ladies Club
President Kathy Fink reports monthly gatherings and multiple events including two successful casserole sales. Upcoming events include Trunk or Treat on Halloween, Veterans Day activities on November 11, Christmas decorating, Christmas baskets for shut-ins and the annual Christmas potluck dinner. It is also noted that the Ladies Club purchased furnishings, supplies and labor in the upkeep of the Clubhouse. T-shirts also for sale.
The motion was made on the floor to adjourn and seconded from the floor to adjourn the meeting, time called 9:41 pm.
Caleb Hodges, President Carla Tartera, Secretary
NOTE THERE WAS NO QUORUM IN 2025 so these minutes passed in 2026.