Grand Valley Lakes Property Owners Association, Inc.
Board of Directors Meeting
October 14, 2022

Call to Order:
Ron Scott called the meeting to order.

Prayer:
Ron Scott led the meeting in prayer.

Directors present:
Ron Scott-President, Donna McClarin-Treasurer, Nancy Burke-Secretary, Jean Harrison, Stuart Farmer, David West, Billy Williams, and Paul Benoit.

Directors absent:
Stan Doyle had an excused absence.

Quorum:
A Quorum was declared by Nancy Burke.

Adoption/Revisions of the Agenda:
None

Reading of the Minutes:
Nancy Burke read the minutes from September. Ron Scott stated it is 4.6 million in ARP funds, not 6.4 million. Nancy stated she just read the numbers wrong. Jean Harrison moved to accept the minutes as read, Donna McClarin seconded; motion carried.

Treasurer’s Report:
Donna McClarin read the report from September stating that we transferred money from savings into the income. Income for the month $272,294.79 of which $243,208 was transferred from savings for the paving of the roads. Expenses for the month $329,105.98 which is mainly due to our roads. David West moved to accept the report as read, Jean Harrison seconded; motion carried.

President’s Report:
Ron Scott stated as of September 20, we were allocated by Hardeman County $600,000 from the ARP Funds allocated to Hardeman County. Those funds will be used for our water system. It will be used for a couple of areas on the scorecard. A couple of red areas included our infrastructure, which is over 50 years old, we have no way to determine water loss, and the lack of a complete asset management plan. By November 1 the Southwest Development District must put in the request for funds. We are the only utility
that is not a municipality. We are considered a sub-recipient, therefore Bolivar will be our sponsor. This is historic for Grand Valley Lakes. This is a grant that we have to match 10% of the $600,000 in order to receive. Water loss is a way of monitoring water usage. Until we put meters on every house or structure, we don’t know if there is a leak or break in the system. This grant will help us get the smart meters in place and give us the ability to know if there is an issue. Smart meters do not require a person to check the meters, they are able to monitor and communicate water usage remotely.
Ron stated we have to have the asset management plan completed before September 2026. We have started on the water system and we have to complete the same kind of plan for the rest of the assets of Grand Valley.

David West went over the GVL 2025 plan. When we had our town hall meeting in April we had 21 suggestions and of the 21 suggestions that came out of that meeting 15 are actually in this plan. This plan concentrates on deferred maintenance for the basics- roads, water systems, and repairs. Hopefully in future versions of this plan we can look into amenities for the Valley. We have grouped the plan into several purposes: community improvement, revenue diversification, general maintenance, security, water systems, and grants. The total of everything we plan to do is $604,000 and we have put in a 20% reserve for inflation. Which brings the cost of our plan to $725,000 over the current fiscal year and the next three fiscal years. Included in this plan is $284,000 of road work that has already been done. Paul Benoit moved to accept the GVL 2025 plan, Stuart Farmer seconded; motion carried. Ron Scott stated we will use this as the report card.

Ron Scott talked about the collections in the office. With Linda making phone calls and Margaret sending out letters they have collected $23,000 for September. Some of those accounts collected were over two years old. We didn’t have to send these accounts out for collection, we kept it in-house which means we received all the money that was collected.

Billy Williams questioned the three vote process. Ron Scott stated there is a two reading vote, not three.

Billy Williams spoke about the trailer storage area issue. After examining the area, we have found several issues with drainage, security, and power to the property. Tom suggested another property on Betty Lane which already has asphalt to the property and an asphalt driveway. This would be a much better location for boat, ATV/UTV, and flatbed trailers to be parked and is easier to come in and out of. The vote tonight is on swapping the two parcels of land. Billy Williams made a motion to move the trailer storage area to Betty Lane, Jean Harrison seconded; motion carried Paul Benoit is working on rules for using this area, there will be a contract required, fees have not been determined yet.

New Business:
Ron Scott stated we had three fence requests. The Board voted via email to approve requests from the Tarteras, Andersons (both requests), and Stowes.

Architectural Committee:
Stuart Farmer stated there are three people who are starting to build new homes. There has not been any movement construction wise they are still waiting. One resident has changed plans to add a swimming pool; this needs to be evaluated. We got a deck expansion request today that needs to be looked at.

Staff reports:
Tom Wein stated for security he had one assistance call and one UTV call. For maintenance, both lakes are down a few inches. TDEC assured us that this is a drought related issue. We are still working on the Ford F450. Beach bathrooms will be closed soon for the winter, and the new sign was installed at the exit side of the gate.

Club Reports:
Ladies: Nancy Burke stated they will be working at the front gate in the morning and providing lunch for the workers for clean-up day.
Men’s: Paul Benoit stated they would be congregating for coffee and biscuits before starting work on projects for clean-up day.

Adjournment:
Stuart Farmer moved to adjourn the meeting, Jean Harrison seconded; motion carried. Meeting was adjourned at 8:15pm.