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Bent Creek Homeowner’s AssociationBoard of Director MeetingSeptember 30, 2020 | 1:00 p.m.AttendeesJoe Molnar (president), Stacey Simms, Chris Boone, Marcus Gaut, Ryan Kelly, Jack Rayner, Mary KellyUpdate of HOA management company’s workHorizon Professional Services updated the board on the workload that they have faced lately, with an average of 10 calls per day, 5 in-person visitors per day, 10 Facebook posts per day, and a higher than average number of covenant violations and repairs needed. Management is working to repair and resolve all issues, but the volume is becoming difficult to manage at the moment. This, combined with a number of unresolved issues around the subdivision, has created a difficult situation.Update on Troy Cobb court caseHOA attorney Brian Bledsoe had the recent case dismissed from Forrest County court, where Troy Cobb had filed a lawsuit against the HOA for an unknown tree bond of $1700. There is a Lamar County injuction against Cobb to prevent work from occurring at his lot on Red Roan until the board can be satisfied with the information presented for a new home. The board will need to meet with Bledsoe to discuss next steps soon.Security camera updateThe security cameras are operational, but security has no way to check the footage because of insufficient access provided by Security Blanket. This has become a very large source of contention for homeowners. Ryan Kelly and Jack Rayner will meet with a new security company on Thursday to investigate the best, more affordable options to gain full access to all entrance cameras.Mailboxes hit by carsSeveral mailboxes were recently hit by motorists in recent weeks. Homeowners have asked for footage from cameras, in which they were notified that the HOA does not have access to the munication efforts to homeownersThe board discussed ways to further improve communication efforts to homeowners above and beyond the e-newsletter, social media, and website. A suggestion was made for an informational news stand to be placed at the Fieldstone Park and Dandridge Pool for postings. In addition, it was recommended that a postcard could be mailed to homeowners before board meetings to further invite them to join.Motion to construct new stand at the two identified locations by Joe Molnar. Second by Stacey Simms. Approved.Membership database and project management systemDiscussion took place on the need for a new project management system through Basecamp. Ryan Kelly will build this for the HOA to use for covenant violations and projects for completion. In addition, the HOA has discussed construction of a new membership database for two years. This new system, powered by Wild Apricot, would allow each member to have a unique account available to pay invoices and view updated information. Motion to move forward with a new Wild Apricot HOA database by Stacey Simms. Second by Joe Molnar. Convenience fee to be determined later.Golf cart / ATV updateThere have been significant reports of ATVs and, to a lesser extent, golf carts driving recklessly throughout the community. The HOA has attempted to re-enforce Lamar County laws, but the board discussed the lack of the ability to truly enforce county law. After discussion, the board feels that it is better served to have homeowners contact Jack Rayner and/or Lamar County Sherriff’s office and that the HOA should simply inform homeowners of the law, not try to intervene.Proxy voting for covenant chanceDiscussion took place regarding whether a proxy vote would be available for changing covenants. After discussion, it was decided that a proxy vote was not likely available for changing covenants. However, discussion may take place in the future.Halloween scheduleLamar County has not yet released a schedule of Halloween activities, but the HOA will announce these activities once it is decided. The HOA may encourage trunk or treat for Halloween, pending COVID guidelines from the State and County.Pool updateOne quote for a liner is in, and Adcock Pool and Spas should have a quote for a gunnite install soon. The board will then consider both quotes and move forward. Additional quotes are being gathered, but nothing is yet confirmed on whether another pool company will even provide a quote for either install type. It was stressed how important it is to have a solution confirmed by pool season in 2021.Adjourned at 2:25 p.m. ................
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