Grand Valley Lakes Property Owners Association, Inc.
Board of Directors Meeting
June 14, 2024

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, Nancy Burke-Secretary, Jean Harrison, Stuart Farmer, Billy Williams, and Paul Benoit.

Directors absent:
Donna McClarin and David West had excused absences.

Quorum:
A Quorum was declared by Nancy Burke.

Adoption/Revisions of the Agenda:
Billy Williams stated Zerita Conley has asked for the Board’s permission to put together a party for the teenagers at the beach. Ron Scott stated it could be added under new business. Nancy Burke made a motion to revise the agenda to add Zerita Conley, Paul Benoit seconded; motion carried.

Approval of the Minutes:
Billy Williams moved to accept the minutes as printed, Stuart Farmer seconded; motion carried, the minutes were accepted and handed out in the meeting.

Treasurer’s Report:
Ron Scott stated revenue for the month of May is $54,514.89 and expenses were $84,250.36. Stan Doyle moved to accept the report as read, Paul Benoit seconded; motion carried.

President’s Report:
Ron Scott stated we had Tennessee Association of Utility Districts (TAUD) training this week. Training was on requirements of the Consumer Confidence Reports (CCR’s) and we needed to fix a violation in reporting from last year. Lead and Copper service line survey needs to look at what pipe comes in from the street (main line to the house). Our requirement for that survey is all homes by the end of September. This is a state requirement. If your house was built after July 1988, there will be no lead pipes in the home. Ron Scott stated we are concerned about water loss and have no way to measure it now. That is the main reason for the meters. October is when they will start putting the meters in and it will take about 2 weeks. There will be some disruptions depending on the type of service you have. If you don’t have a box with a shut off in it, they will have to put one in. About half of the homes here already have a shut off box. Ron stated in the next 30-40 days there will be a town hall meeting on a Saturday to answer any and all questions about water issues.
Ron stated we are having some issues with the zoning process when trying to combine lots. This requires a survey, soil study, and a number of other things. Most of the surveyors and the ones doing the soil tests are booked several months out. If you are wanting to build a house or combine lots, it will take some time to make it happen. The zoning commission has agreed to give us some relief on the process when combining 0-5 lots, only the administrative staff in Bolivar would be needed for that. That proposal will go in front of the county commissioners for a vote this month.

Old Business:
Ron Scott stated David West provided the GVL 2025 spreadsheet for us. It is in 3 groups: beautification, finance/administration and maintenance. Part of the GVL 2025 is security cameras at the front entrance.
Stan Doyle gave an update on the roads for chip and seal. Mitchell Johnson came out to look at the front gate entrance and heading toward the levee. He proposed cutting out the bad spots and repairing them. He also looked at some coves. We are waiting for him to get back with us with an estimate.

New Business:
Ron Scott stated we need new security cameras for the entrance. Billy Williams stated the new system will have a License Plate Reader (LPR). We can monitor every vehicle that comes in and out of the Valley. If we put a tag number in that isn’t allowed in the Valley, this system would notify us through text message or email if that vehicle tries to enter. The guard will not have to write down tag numbers and vehicle descriptions anymore, this security system will do that for us. We want to eventually put this system in other high traffic places in the Valley. Billy Williams made a motion to accept the quote of $9,400 to have the cameras installed and allow Ron Scott to present the paperwork to Margaret for processing, Paul Benoit seconded; motion carried.
Ron Scott stated we are making the Amenities Committee a standing committee reporting to the board of directors, giving them guidance as they move forward. There will be a Board member, Paul Benoit, on this committee.We have never had a standing committee before, this is a first. Paul described in more detail what the committee would do and how it would work. Paul moved to create a permanent standing amenities committee that reports to the board, Jean Harrison seconded. There were questions about standing committees, so Ron tabled the discussion and will check with George Fusner to see if we can do this. Lisa Benoit stated that the Men’s Club donated $500 to the committee. With that money they purchased a volleyball net and volleyball, 2 sets of badminton rackets with birdies and a tetherball, installed a Little Library that a member donated and filled it with donated books. They have another member building a second Little Library and have more than enough books to fill it also. This is a free thing that was donated by members. They do have some money left and are hoping to do a shuffleboard. They have lots of ideas for other amenities for the Valley. Billy Williams stated Article 7 subparagraph 16 accounts for the board being able to create one or more committees of the board. In accordance with TCA section 48-58-206, it also allows for reporting of the committees. According to Roberts’ Rules of Order, it is in the Bylaws that committees can be created at the discretion of the board. It doesn’t specify a standing committee, but for the purpose of the Bylaws he doesn’t think there is a difference. This committee would have to bring all recommendations to the board and the board would then make a decision. Ron Scott stated he is going to move forward with the motion and he will check with George Fusner to see if there is an issue. There was a motion made and seconded; motion carried.
Zerita Conley requested approval to sponsor a teen luau/bonfire, ages 14-18, on the beach Saturday July 20 from 7:00pm-10:00pm. They are asking for an extended hour because the beach does close at 9:00pm. For each teen, they will allow 2 guests. It will be chaperoned by several adults. Billy Williams suggested having a planning meeting to discuss details. Tom Wein stated that the only problem with this is that we cannot close the beach to other members. Discussion continued. Billy Williams stated he will get with the chaperons and work out the details and bring it to the board. Billy asked that we vote as a board to allow an ad hoc committee for this single purpose. Nancy Burke made a motion to allow them to pursue this endeavor, Paul Benoit seconded; motion carried.

Architectural Review Committee:
Stuart Farmer they have started getting requests for seawalls and docks for when the water is lowered.

Staff reports:
Tom Wein said they started patching potholes and a water leak was repaired on Teton. They will be flushing the water system within the next two weeks, which will stir up sediment in the water. After that they will put everyone on the old water tower while putting in a new valve. They did hire someone in maintenance. Stan had someone come out to look at the side hog. There was one incident at the gate; involved with that incident we had to purchase a new windshield for a sheriff’s department vehicle. They are looking for a guard as they had one resign. Jet skis will be in the water next week. The backup generator at the gate is fully operational thanks to Larry Johnson.

Jean Harrison reminded everyone to put their stickers on their watercrafts and vehicles.

Club Reports:
Ladies: Will meet at 10:30 in the morning.
Men’s: Will not meet tomorrow. Paul Benoit stated the fire hydrants are still being painted. There is a new fence at the gate. There is a new sign exiting the gate. We have a
contest going on with the Men’s Club for more sayings for that sign. We can change
messages.
Girls: Amy Johnson stated we will have a car wash fundraiser tomorrow in the lodge parking lot. They will also be selling hotdogs, chips and drinks.

Ron Scott stated next Saturday is the boat races at the beach. We need to make sure the parking cones are out. Do not park in anyone’s yard.

Adjournment:
Paul Benoit moved to adjourn the meeting, Nancy Burke seconded; motion carried. Meeting was adjourned at 8:35pm.