Grand Valley Lakes Property Owners Association, Inc.
Board of Directors Meeting
April 14, 2023

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

Prayer:
Stan Doyle led the meeting in prayer.

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

Directors absent:
Jean Harrison had an excused absence.

Quorum:
A Quorum was declared by Nancy Burke.

Adoption/Revisions of the Agenda:
Ron Scott stated he would like to talk about the annual meeting and voting; and one more variance to look at.

Reading of the Minutes:
Nancy Burke read the minutes from March. Stan Doyle moved to accept the minutes as read, Paul Benoit seconded; motion carried.

Treasurer’s Report:
Donna McClarin read the report from March. Total revenue for the month was $210,973.45, total expense was $54,791.13. Paul Benoit moved to accept the report as read, David West seconded; motion carried.

President’s Report:
Ron Scott spoke about the storm shelter being open for the storm; 43 people came to use it. We will be having someone come and advise if the structure is sturdy enough to be considered a storm shelter.
Ron Scott stated we are working with Jim Pierce from the county on the blight here in the Valley. Jim has been in contact with a property owner here about cleaning up his 2 properties with trailers on them. We are trying to get, from the Mayor’s tax sale, the house, on Grand Valley Drive that is falling in and needs to be demolished and the lot cleaned up. We have about 8 properties that have trailers or sheds that need to be cleaned up or removed.
The Annual Meeting is in 2 weeks. We only have 3 people running but people still need to vote either at the meeting or by proxy so that we will have a quorum to conduct the meeting. Ten percent of members in good standing are needed for a quorum.

Old Business:
Lona Coffee gave an update on the BEA/Aeneas internet, stating the cables are coming to the Valley within the next 2 weeks. JLK is the contractor that will be installing the fiber.
If anyone is interested in being on the board for the fire department, there will be a meeting on April 29 at 2:00.
David West gave an update on GVL 2025. There are 25 items to attempt to complete by March 2024 with 11 items being rolled over from 2023.

New Business:
Ron Scott explained that GIS mapping is a digital picture of our water system. We now only have a map in the office showing our water system. We have been awarded a grant through Communities Unlimited that allows us to get those services and map our whole water system. The grant total is $12,095, Grand Valley would be required to make a onetime payment of $1,000. Once the database is built by Communities Unlimited we will have a portal into that system allowing us to make necessary changes. This is a critical part of the asset management plan that is tied to our ARP Funding of $600,000 for water meters. He recommended that we move forward and take this opportunity. Donna McClarin moved to accept the contract and pay $1,000, Paul Benoit seconded; motion carried.
Ron Scott stated there was a water conference in Nashville with TDEC that Donna McClarin attended. Donna stated there were different agencies there talking about what funds are available and how to apply for them. One of the biggest things that came from this was the importance of the score card that we did and of the asset management plan that is being worked on. There is funding available to improve our water system.
Billy Williams spoke about blight being an issue here in Grand Valley. We have been in contact with the Mayor’s office about the house on Grand Valley Drive being taken down. The county is under new administration and has changed the process for the Mayor’s sale. Hardeman County owns 61 properties within Grand Valley Lakes. As a board we have looked at some properties with structures on them that need to be condemned. These properties are now online at GOVEASE.com, which is an online auction site. Billy Williams made a motion for the board to be allowed to create an ID on the GOVEASE website and be granted a budget of no more than $5,000 to purchase several select properties from Hardeman County, Paul Benoit seconded, reserving the right to come back as a board to increase the amount if needed; motion carried.
Ron Scott stated there is a mold problem in the office lobby. It’s not bad mold, but we are looking into a dehumidifier to address this problem.

Architectural Committee:
Stuart Farmer stated since the last meeting they have approved 7 requests, they have 2 requests pending and tonight they have 4 properties that require votes.
Dawn White, 320 White Oak, for a covered boat slip that was approved by the Board through email.
Bart Waymire, 775 Fairway, for a fence. The ARC does recommend approving this request. Nancy Burke moved to approve the request, Paul Benoit seconded; request approved.
Charles Adair, 185 Cedar, for a lean-to covered boat slip. The ARC does recommend this request. Paul Benoit moved to accept the request; David West seconded; variance approved.
Zerita Conley, Gin Pond, to tear out the old seawall and extend the dock. The ARC does recommend these requests. Billy Williams moved to accept the request; Stan Doyle seconded; both variances approved.

Staff reports:
Tom Wein stated they did file for a new VIN# for the truck. They are waiting on the State to come out and issue the new number.
Security had 2 vandalisms this past week and 4 suspicious vehicles/people.
Tom Wein reminded everyone that livestock is prohibited in Grand Valley Lakes, such as chickens, goats, pigs, donkeys, etc.

Ron Scott stated there are still a lot of dogs running loose. Please take pictures and send them to the gate or office so we have proof, and we will send letters and/or fines.

Club Reports:
Ladies: Nancy Burke announced their meeting is at 10:30 in the morning.
Men’s: Paul Benoit announced the meeting in the morning at 9:00. They will be walking through all the projects they have coming up or are working on. They have been working on the front entrance, painting fire hydrants, the beach area, and the cemetery. Stuart is working on the inside of the guard shack.
Girls Club: Amy Williams stated that when they started the club they had 3 girls; now they have anywhere from 8 to 10. They meet every Thursday. They went on a field trip to Lone Oaks yesterday. They have planted daffodils in the Valley, picked up trash, and several other activities.

Ron Scott said that Tiffany Rustin has proposed to have a Valley-wide yard sale sometime in June.

Adjournment:
Nancy Burke moved to adjourn the meeting; Paul Benoit seconded; motion carried. Meeting was adjourned at 8:40pm.