Board Minutes – August 2024

CVNA August 19, 2024 Minutes

Attendance: Missy Quinn, Jeannie Stroth, Jessica Nichols, Allison Worthen, David McClain, Steve Scherrey, Karla
Braswell, Terri Johnson, Melissa Reibe, Deanna Ott

-721pm called meeting to order
–July meeting minutes approved: 1 st Steve S, 2 nd David M
Treasurer Report
-Annual meeting minutes

ACC:
-Need to change landscaping company: Garden Scapes has pulled out and will no longer be doing the landscaping
for neighborhood so we will go with Cutler (based on quotes)

-Open discussion with board members on new positions:

President = Missy Q, approved 1 st David M, 2 nd Steve S
Vice President = Melissa R, approved 1 st Allison W, 2 nd Missy Q
Treasurer = Jeannie S, approved 1 st Missy Q, 2 nd Karla B
Secretary = Jessica N, approved 1 st Melissa R, 2 nd Jeannie S
ACC committee = Allison W & David M
Overseeing security = Terri S

Covenant violation:
-5560 Lost Canyon Dr. (landscaping/yard overgrown)
-Bay Hill Dr. (landscaping/yard overgrown) will drive by to get address, house is for sale by owner

Old Business:
Reminder that board members are required to attend 8 regularly scheduled meetings.

New Business:
-Allison W will be calling city about speed table & ditch
-Need 1-2 new board members, Skylar has moved to Florida, and we need a new member to take over 2yr spot for
him

Next meeting:
-Monday, Sept 9 th at 5pm
-747pm called meeting to end, approved 1 st Steve S, 2 nd David M

Annual Meeting 2024 Minutes

CVNA August 19, 2024
Annual Meeting Minutes

Slideshow shown at meeting: CVNA 2024 Annual Meeting


Attendance: Missy Quinn, Jeannie Stroth, Jessica Nichols, Allison Worthen, David McClain, Alan Kizer, Steve
Scherrey, Karla Braswell, Terri Johnson, Melissa Reibe

-6:15pm called meeting to order

-Introduction of the board members

-Overall, 34 total violations for the year

ACC:
-Every lot has to submit an ACC form to make changes to properties
-Projects completed: Wingfoot entrance, landscaping improvements, everything in PowerPoint
-Future projects: sprinklers needing repaired, speed table (split cost with city) at Whistling Straits into new
neighborhood, security camera’s repaired/upgraded (1 out of 8 currently working), website improvements
(interactive with neighbors)
Treasurer Report
-262 homes paying annual dues, motion to waive board member’s annual dues (3 neighbors in attendance did not
stand = against motion, everyone else in attendance stood = approve motion) = motion approved to waive board
member’s annual dues
-Report attached from last year (PowerPoint), talked through with neighbors in attendance
-Proposed budget attached for current year (PowerPoint), talked through with neighbors in attendance
-Passed budget for current year, approved 1 st Troy Braswell 2 nd Scott Stroth
-Open discussion with neighbors in attendance: #1 priority is to replace/repair security cameras per neighborhood
members, we need to implement a $25 per month late fee on annual dues, introduced potential new board
members for the next 3 years

Covenant violation:
-none

Old Business:
Reminder that board members are required to attend 8 regularly scheduled meetings.

-LuAnn Deere attended annual meeting, spoke about the letters in the July minutes and she was asked to respond
through her attorney in writing, the board has had to spend extra money to seek legal advice and will continue to
communicate through the board’s attorney.

New Business:
-August monthly meeting will follow annual meeting
-Need 1-2 new board members
-Re-elected Melissa Reibe, Jeannie Stroth, and Jessica Nichols to another 3-year term
-Elected Deanna Ott to serve a 3-year term

Next meeting:
-Monday, Sept 9 th at 5pm
-710pm called meeting to end, approved 1 st David M, 2 nd Alan K

Annual Dues are PAST DUE (9/2024)

Please note that annual dues are now PAST DUE. Thank you to the nearly 80% of our members who have paid their annual dues. For those who haven’t paid yet, please make sure you pay before a late fee is added at 90 days.

You can pay online here: Pay Annual Dues Online

Annual Meeting 2024

Slideshow PDF: CVNA 2024 Annual Meeting (1)

2024 Annual Meeting – August 19 at 6PM

CVNA ANNUAL MEETING
We would love to see all of our neighbors at the neighborhood association annual meeting on August 19th at 6:00PM. It will be located at Centennial Valley Country Club 19th Hole, located at 1600 Centennial Drive. Appetizers will be served, and we will also have a cash bar.

NEW BOARD MEMBER OPENING
At the meeting, we will hold an election for 1-2 new board members for the Centennial Valley Neighborhood Association.

If you are interested in making a difference in our neighborhood, we strongly encourage you to volunteer to be on the board. Likewise, if you know someone who you think would be a good fit, we would appreciate the recommendations.

Anyone interested in being on the board, please submit your information to cvna.message@gmail.com by August 15th. Simply email your name, address, phone number, brief bio and why you wish to be on the board. All candidate information will be provided at the meeting, and voting will take place that evening as well.

ANNUAL MEETING DISCUSSIONS
If you have any topics that you would like to be discussed at the meeting, please email those to cvna.message@gmail.com and we will be happy to add that onto the agenda.

Board Minutes – July 2024

CVNA July 16, 2024 Minutes

Attendance: Missy Q, Jeannie S, Jessica N, Allyson W, David M, Alan K, Steve S, Skylar (phone), Terri J (phone)

-5:03pm called meeting to order

-June meeting minutes approved: 1st Steve, 2nd David

Treasurer Report

-income from CASA of $3843.90, this was paid to CVNA by mistake, refunded this amount back to CASA

-insurance policy 3yr quote of $983 yearly, approved: 1st David, 2nd Steve

-landscaping quotes: Garden Scapes $23392.14yr, Superior Scapes $31850yr, Culter Scapes $57000yr, voted to stay with Garden Scapes, approved: 1st David, 2nd Alan

-11mth reflection of budget, spending what we are taking in, $78300 budget – anticipating for 2024-25

ACC:

-none

Covenant violation:

-5125 Burnt Pine (political sign/flag in back yard facing golf course), letter sent

-4675 Sawgrass Rd. (running a business from home, dump trucks/vehicles in yard), letter sent

Old Business:

Reminder that board members are required to attend 8 regularly scheduled meetings.

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See below the email sent to all members of the neighborhood from CVNA:

The Board of Directors would like to thank everyone who attended the special meetings, voted, offered feedback and for your overall support!!!  

Here are the results:

The Board of Directors proposed three recommendations to be voted on at the May 2024 Membership meeting.  The recommendations were in summary as follows:

  1. Correcting the over specific and conflicting provision in the by-laws (Article iii sec 4)
  2. Grant BOD authority to raise or decrease dues by 10% once every five year period if necessary. 
  3. Dues increase to $300.

Quorum was met and all three proposals PASSED by a 2/3rd vote as follows:

Total of 128 votes

  1. PASSED 84%
  2. PASSED 67%
  3. PASSED 80%

Dues will now be $300 effective immediately.   The BOD will contact the attorney to have the by-laws amended as proposed.  The amended by-laws will be filed with the state and updated on our website.

Our Annual meeting will be held in August, we are looking into different locations and dates. We will update everyone as soon as possible.  

Again, thank you to the Membership for voting and supporting the Board’s efforts in keeping CENTENNIAL VALLEY NEIGHBORHOOD the best one in Conway!

Please reach out with any questions!!

-CVNA BOARD OF DIRECTORS 

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See below the email sent to CVNA from LuAnn Deere & others:

To:  CVNA Board of Directors:

        Missy Quinn, Melissa Reibe, Jessica Nichols, Jeannie Stroth, Steve Scherrey, Alan Kizer, Karla Braswell, David McClain, Skylar Adams, Allison Worthen,Terri Johnson

 

We are writing this letter to contest the CVNA Meeting voting results on May 13, 2024. We sought a legal opinion and have found the CVNA Board of Directors have violated multiple CVNA Bylaws and Robert’s Rule of Order guidelines that are listed below, but not limited to these violations.  

To avoid legal proceedings we ask that the CVNA Board of Directors immediately refrain from changing the CVNA Bylaws and increasing dues as a result of the May 13, 2024 vote. 

As a point of reference please review our CVNA Bylaws Revised and approved August 6, 2015. Please note (RRO) Roberts Rule Order and remember that it applies to our CVNA Bylaws. Meetings, Section 6. Order of Business. “The order of business for all meetings shall be determined by the Board of Directors. Robert’s Rules of Order shall be recognized at any and all meetings of the association or Board of Directors.  

Please review the below violations and cease and desist immediately raising CVNA dues to $300.00 a year and making any changes to the CVNA Bylaws that were voted on May 13, 2024. 

According to the CVNA Bylaws Revised and approved : August 6 2015,  proxy voting was contaminated. Therefore, the CVNA meeting failed to establish a quorum on May 13th 2024 . 

The CVNA Board of Directors reported 128 total votes that included members present at the May 13, 2024 meeting and proxy voting. The total attending the May 13th meeting was less than 30. Which means that less than 30 members attended because of multiple members from the same household. All online proxy voting has been contaminated and must not be counted to establish the one-fourth of membership needed for a quorum. 

CVNA Bylaws, Association, Meeting IV, Quorum. The presence or in person or by proxy of one-fourth of members of the associations entitled to vote shall be necessary to constitute a quorum for the transaction of business. A proxy vote must be in writing. Another member of the association must attest the proxy with their signature on the proxy vote as well. 

CVNA “A proxy vote must be in writing. Another member of the association must attest the proxy with their signature on the proxy vote as well.”  

Proxy voting was mostly done if not all done by internet voting. This violates our bylaws because votes were not in writing and signatures can not be validated. Our bylaws do not approve Internet voting. Internet voting can be manipulated and does not protect the privacy of the vote until the votes are counted, which according to RRO, the proxy votes should not have been opened and counted except in the presence of association members attending a meeting.  It has been brought to our attention that some board members had access to the number of votes and how members were voting prior to the May 13th meeting.  It has been communicated to us that the CVNA Board were actively counting votes and had the ability to manipulate the votes and the outcome of the voting. 

CVNA Bylaws “Association Meetings, Section 7. Notice. “Delivery of notice of a meeting by certified mail or in person to anyone owning an interest in a lot shall constitute adequate notice of the meeting of the Association. The notice shall be given at least 14 days prior to the meeting time and shall provide a time and place of the meeting.  

No certified mail was sent to any CVNA members. Certified mail or in person is not a suggestion. To deliver a notice of a meeting other than certified mail or in person would require a bylaw change. Multiple  members have testified that they were not made aware of the meetings and voting on May 13th, 2024. Therefore, contaminating the voting percentages (2/3) of yeses or nos, and contaminating the 25% of the membership to constitute a quorum. Further, vote contamination was present because members did not have the opportunity to vote. 

Roberts Rule of order. “Don’t open the ballots until it is time for the teller to count the vote. The first thing the tellers do is open each envelope and take out the inner envelope. The signature on the envelope is checked against the membership list to see that only one vote is cast per member. After this is done, the inner envelopes are open and folded ballots put into a receptacle. After all the envelopes are opened and the folded ballots are placed in the receptacle, the ballots are counted.” 

Transparency in the counting, validating the vote and not manipulating votes is outlined in RRO. Any other procedure is a contamination of votes. Counting votes by only a board member or board members is a blatant violation of RRO.  “Roberts Rules of Order shall be recognized at any and all meeting of the association or Board of Directors” which is part of the of the CVNA bylaws. 

CVNA Bylaws Members, #5, Voting Rights. “Each member is entitled to one voter per set of dues paid.” 

CVNA Board Members do not pay dues, therefore counting a board members vote in a meeting in which they are making a recommendation to its member is a contaminated vote and should be deducted from all totals on each of the boards recommendation.

CVNA Bylaws, Dues, Section 1. Annual Dues. “The board of Directors will recommend to the Association the annual dues of the Association. The recommendation must be approved by the majority of the membership present or by proxy at the annual meeting. Majority being defined as fifty percent (50%) plus one. There are no discounts for prepayment.”

Dues can’t be increased except during an annual meeting. To vote to increase dues other than the annual meeting would require a CVNA Bylaw change. Therefore, The vote on May 13, 2024 to increase our dues is a direct violation of our bylaws. 

Due to multiple CVNA Bylaw and RRO violations we are demanding that the May 13, 2024 vote on all board recommendations not be adopted because of contaminated votes, not establishing a quorum due to contaminated votes, board members voting and increasing dues outside of an annual meeting. 

Failure to suspend May 13, 2024 votes within the next 14 days (June 11, 2024) may result in legal proceedings, and filing a claim against the CVNA Surety Bonds.

Respectfully submitted by LuAnn Deere and others 

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See below the email sent in response to LuAnn Deere & others:

Good afternoon, Ms. Deere.  

Please find attached a letter to you in response to your recent email to the CVNA Board of Directors.  I appreciate your time and consideration in advance. 

Respectfully,

Jenifer Kendrick

Jenifer H. Kendrick, Attorney

Shane Henry & Associates, PLLC

335 Hogan Lane, Suite 100

Conway, AR 72034

P: (501) 329-3889 F: (501) 329-3890

 

PDF Letter Response: CVNA Response to Deere

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New Business:

-Annual meeting: August 19 @ Centennial Valley Country Club 19th Hole

-Need 1-2 new board members

Next meeting:
-Monday, Aug 19th at 6pm

-627pm called meeting to end, approved 1st David, 2nd Steve 

 

Board Minutes – June 2024

CVNA June 10, 2024 Minutes

Attendance: Missy Q, Melissa R, Jeannie S, Jessica N, Terri J, David M, Alan K, Steve S, Skylar & Allyson W (phone)

-5:08pm called meeting to order

-May meeting minutes approved: 1st Melissa, 2nd Jeannie

Treasurer Report

-$25K in bank currently with 2mths left of our year

-invoice for sprinklers & lighting

-10 new move-ins this year 2024

-aging report: 60 days past due money for certified letters being sent to Davis & Berry

ACC:

-none

Covenant violation:

-5430 Lost Canyon Dr. (trash cans being left on street), letter sent

-1680 Warwick Hills (unkept yard), letter sent

-5345 Burnt Pine Dr (dogs unleashed), letter sent

-approved all letters: 1st Steve, 2nd Jeannie

Old Business:

Reminder that board members are required to attend 8 regularly scheduled meetings.

 

**See below the email sent to all members of the neighborhood:

The Board of Directors would like to thank everyone who attended the special meetings, voted, offered feedback and for your overall support!!!

Here are the results:

The Board of Directors proposed three recommendations to be voted on at the May 2024 Membership meeting.  The recommendations were in summary as follows:

  1. Correcting the over specific and conflicting provision in the by-laws (Article iii sec 4)
  2. Grant BOD authority to raise or decrease dues by 10% once every five year period if necessary.
  3. Dues increase to $300.

Quorum was met and all three proposals PASSED by a 2/3rd vote as follows:

Total of 128 votes

  1. PASSED 84%
  2. PASSED 67%
  3. PASSED 80%

Dues will now be $300 effective immediately.   The BOD will contact the attorney to have the by-laws amended as proposed.  The amended by-laws will be filed with the state and updated on our website.

Our Annual meeting will be held in August, we are looking into different locations and dates.   We will update everyone as soon as possible.

Again, thank you to the Membership for voting and supporting the Board’s efforts in keeping CENTENNIAL VALLEY NEIGHBORHOOD the best one in Conway!

Please reach out with any questions!!

-CVNA BOARD OF DIRECTORS

New Business:

-Annual meeting: August 19 @ Vincent’s BBQ & Catering

-Quotes from Garden Scapes and Cutler

-Sliver lot: possible sale by Reserves Entrance

Next meeting:
-Monday, July 8th at 5pm

-617pm called meeting to end, approved 1st Melissa R, 2nd Steve S

Board Minutes – May 2024

CVNA May 13, 2024 Minutes

Attendance: Missy Q, Melissa R, Jeannie S, Jessica N, Karla B, Terri J, Allison W, David M, Alan K

-5:09pm called meeting to order

-April meeting minutes approved: 1st David M, 2nd Alan K

Treasurer Report

-$31K in bank currently

-unpaid business: to Shane Henry-paid $749 for 2023 review of bylaws, paid $980 for 2021 solar panel & voting requirements

-Insurance payment April 30 $1862

-aging report: past due money for certified letters being sent to Davis & Berry, Reserve cash/CD 2018 had $124K and 2023 had $84K, recommended reserve cash/CD is 70-100% of yearly expenses

ACC:

-none

Covenant violation:

-5430 Lost Canyon Dr. (trash cans being left on street), letter sent

-1680 Warwick Hills (unkept yard), letter sent

-Burnt Pine Dr (dogs unleashed), letter sent 

Old Business:

Reminder that board members are required to attend 8 regularly scheduled meetings.

-landscaping quotes 2024-25, send companies to Missy

-as of today we already have 100 votes

-need more dog bags & trash bags for waste stations

New Business:

-Annual meeting: in August (possibly 12, 19, or 26), find a location that is cost effective

Next meeting:
-Monday, June 10th at 5pm

-552pm called meeting to end, approved 1st Melissa R, 2nd Alan K

 

CVNA Special Meeting #2 Minutes

-601pm started meeting

-presentation on website (April 8, 2024) can be viewed

-261 lots billed for annual dues, 272 lots in total, $65250 collected yearly currently

-increasing annual dues to $300 will bring in $78300 collected yearly

-suggestions: Bay Hill entrance – add plants, more color with flowers

-suggestions: neighborhood directory – PDF format with names, addresses, email

-suggestions: welcome package with information “what’s going on in the neighborhood”

-suggestions: get quotes for Christmas lights

-socials in neighborhood: have street parties with food trucks, designated streets at certain times

-find information about neighborhood: email and Facebook

-voting results will be announced in next few days from meeting

-651pm ended meeting

 

Board Minutes – April 2024

CVNA April 25, 2024 Minutes
Attendance: Missy Q, Melissa R, Jeannie S, Steve S, David M, Alan K, Skylar A, Karla B, and Allison W.
-5:04pm called meeting to order
-March meeting minutes approved: 1st David M, 2nd Melissa R.
Treasurer Report
-Roughly have $36K in bank, at 60% of our yearly budget (4mths remaining)
-Items that will exceed budget: legal fees from 2021/22 & 2022/23 (invoices will be paid from the 2024 legal budget  totaling $1700, insurance premium increase was approved for 2024/25 property & casualty insurance (policies were shopped and our existing policy is still our best option)
-all dues are paid! (Cost of certified letter to notify of delinquent dues are the only out standing items
-1 new move in
ACC:
-none
Covenant violation:
-5345 Burnt Pine (dogs becoming dangerous to the neighborhood. Owners are asked to please keep all pets contained to prevent future attacks. Dogs must be leashed or kept inside a fenced area. Animal Welfare has been contacted), letter sent
Old Business:
Reminder that board members are required to attend 8 regularly scheduled meetings.
-proposed Bylaw and dues increase discussion
-directing all members to the website for information regarding changes and voting questions
-voting will take place Monday, May 13th (proxy votes will be taken), all votes will conclude at this May meeting
New Business:
-time to get landscaping bids for 2024/25 year
Next meeting:
-6pm on Monday, May 13th @ the McGee Center
-615pm called meeting to end, approved 1st Alan K, 2nd Melissa R

Board Minutes – March 2024

CVNA March 11, 2024 Minutes

Attendance: Missy Q, Melissa R, Jeannie S, Steve S, Jessica N, Karla B, Terri J, and Allison W (on phone).

-5:34pm called meeting to order

-February meeting minutes approved: 1st Jeannie S, 2nd Karla B.

Treasurer Report

-1 unpaid property dues (Berry Thomas, 5450 Lost Canyon Dr.), lien will be placed on property

-Insurance increase will be up by 36% this year

ACC:

-none

Covenant violation:

-5430 Lost Canyon Dr. (trash cans being left on street), letter sent

-1680 Warwick Hills (unkept yard), letter sent

Old Business:

Reminder that board members are required to attend 8 regularly scheduled meetings.

-letter mail outs for board approved changes to bi-laws in section 4 (280 letters at Conway Copies)

-Tuesday, April 16th from 6-9pm at McGee Center, questions will be heard about changes 

-voting will take place Monday, May 13th (proxy votes will be taken)

New Business:

-get a quote to fix/upkeep sprinklers in neighborhood

-April 8th from 11am-2pm see if food trucks are available for a fun neighborhood gathering (families will pay)

Next meeting:
-6-9pm on Tuesday, April 16th @ the McGee Center

-641pm called meeting to end, approved 1st Jessica N, 2nd Karla B