Grand Valley Lakes Property Owners Association, Inc.
Board of Directors Meeting
September 9, 2022

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, Jean Harrison, Stuart Farmer, David West, Billy Williams, and Paul Benoit.

Directors absent:
None

Quorum:
A Quorum was declared by Nancy Burke.

Adoption/Revisions of the Agenda:
None

Reading of the Minutes:
Nancy Burke read the minutes from August. Stuart Farmer moved to accept the minutes as read, Paul Benoit seconded; motion carried.

Treasurer’s Report:
Donna McClarin read the report from August. There is $260,184.58 in the cash fund. We have $533,702 in savings. In the savings account $250,000 are the reserve funds and $233,680 are for the roads. Income for the month $23,027.15; expenses for the month $38,874.63. David West moved to accept the report as read, Jean Harrison seconded; motion carried.

President’s Report:
The road paving was completed by Union City Paving for a cost of $281,000. There was also a collapsing culvert on Grand Valley Drive that needed to be replaced. The cost of that was expected to be $21,000 if done while Union City was still working here. Due to the immediate need, the board voted via email to approve the allocation of funds. GVL purchasing the culvert, we were able to reduce the actual price for the repair to $17,500.

Next week is Employee Appreciation week. The board asks the residents to show their appreciation for the 12 employees of GVL. Cookies, thank you cards, whatever, is welcome.

Old Business:
The board has discussed the Girls’ Club request to be recognized as the GVL Girls’ Club. Donna McClarin made a motion that they be recognized as such, seconded by Jean Harrison, motion carried. Their request to build a Little Free Library was also approved, the best location is still being discussed.

ARP Grant Process- Hardeman County has $4.6 million in ARP funds from the federal government. Hardeman County can sponsor us. The monies must be focused on water infrastructure. As part of the application process a scorecard needed to be completed. This scorecard assigns priorities as defined by the EPA. Two priorities are water metering and replacement of aging water pipes. To be eligible for these and future funds, we must address these items. Without individual metering, it is impossible to determine water loss.
Metering will also help us to determine the actual cost of providing water services vs what we are currently charging. Our initial estimate from TLM for metering is $510,000 for 296 houses. Our oldest pipes are from the front water tower to Wilson’s. That would be replaced first. The estimate for that is $842,000. We will request 1.4 million dollars in ARP funds. Whatever work we are awarded monies for MUST be completed by September 2026 or the funds must be returned. Board members will be attending a meeting with Mayor Pulse on September 20th where he will be discussing these funds.

David West gave the preliminary draft of GVL 2025. The official discussion will be at the next board meeting. They have formed committees, with a chairman. These committees have determined projects and set priorities. This plan runs through 2026 and will be used as a report card to measure progress.

Ron stated there was a request last month to add speed bumps or humps to the curve on Grand Valley Drive by the lodge. Because of the damage that would occur to the speed bumps while clearing the roads after a snowstorm we will not do this now. The curve has been lined with solid yellow lines. Signs for Slow Dangerous Curve will be added to that area as well as the sharp curve on Golf Drive.

New Business:
There was a proposal to swap the property earmarked for the trailer parking area with another parcel on Betty Lane 96-GV4017. This lot has adjacent power and is a flatter, higher piece of land. This proposal will be discussed 3 times prior to being voted on. This is the first discussion.

Stuart discussed the Maintain “X” system- this is an online tracking tool that allows us to inventory parts as well as create work orders and preventative maintenance lists for the assets at GVL. This will allow better tracking of expenses and issues and would also assist in gathering the data required for project proposals such as ARP grants. Stuart will be determining final costs based on the number of users needed.

Paul discussed utilizing Google workspace to allow better communication and archiving of needed data. Google workspace allows for 5 Terabytes of online shared storage that would be useful for documents and access codes and numbers needed. One of the challenges of the ARP process was finding access codes and documents needed to complete the requirements. This workspace would allow a central point for these items to be stored and shared. It would also allow for groups to be created that would allow multiple people to be contacted if someone emailed a single address. For example, if someone emailed requesting information on Real Estate in GVL, multiple people would be part of that communication. It would also allow our email extension to change to something like @GrandValleyLakes.com vs yahoo.com. Paul is still determining the number of users needed to establish the expected cost.

Architectural Committee:
Three new homes are being built. There are several fence requests that are awaiting full details.

Staff reports:
Tom has repaired three water leaks and completed the asset management section of the ARP Report card. The new spike strips have been installed at the exit drive.

Club Reports:
Ladies: Nancy Burke stated that they meet in the morning at 10:30.
Men’s: Paul Benoit stated they meet in the morning at 9:00. They will be doing a lot of recapping on the projects they are doing.

Adjournment:
Stuart Farmer moved to adjourn the meeting, Jean Harrison seconded; motion carried. Meeting was adjourned at 7:57pm.