Minutes 2023

MIRROR LAKE OWNERS ASSOCIATION MINUTES OF 2023 ANNUAL MEETING
The 2023 annual meeting of the MLOA was held on 15 October 2023 at the 4281 Lakeview Drive home of Russ and April Griffin.  The meeting was called to order at 3:00 p.m. by Moderator Russ Griffin with prayer by Marvon Newby.  

MLOA Board members present were:
-Acting President & 2022 VP Russ Griffin  (President John Ambrosius resigned 2023)
-Acting Treasurer April Griffin   (Treasurer Lorraine Ambrosius resigned 2023)
-Secretary Jim Clark
-Acting Director Dale Bradley    (Director Don Wolick resigned 2023)
A quorum was present (21 members required) in 23 members as counted by show of hands, including the Board members.  Six proxies total were received from DeGraff Lot 4, Alter Lots 22,23,24, Larry Lot 26, Wolick Lot 33, Horne Lot 50, and Ambrosius Lot 61.

After motion and second, a motion was unanimously approved to state:
a. The required 30-day prior notice by postal mail is waived for the 2023 annual meeting.  [Information only – not part of motion] Confusion over who was specifically responsible for giving the meeting prior notice caused the meeting prior notice to go out on October 3 (12 days prior) by email (versus postal mail).
b. Email may be used in the future (in addition to postal mail) to give meeting prior notice and communicate MLOA business to the members.  This motion affects By-Laws Article VIII C.1.b.
Brown Lot 47 and Daig Lot 49 have not provided email addresses to the MLOA.  Both members were sent 2023 Annual Meeting notices by postal mail.

The minutes of the 2022 MLOA Annual Meeting were reviewed and unanimously accepted as presented, after motion and second.  Minutes of the 2023 Annual Meeting will be emailed to members shortly after the meeting in an effort to speed up review and approval of the minutes.

Treasurer Report
Audit of the MLOA finances for 2023 through September was completed on October 1st by Kevin Trusler, Amy Trusler, and Tim Bolduc.  No discrepancies were found.
The 2023 Financial Audit Report was reviewed and unanimously accepted after motion and second.

The dam mowing contractor will be asked to invoice each time he mows instead of billing the MLOA with a single invoice for multiple mowings across several months.
The mowing contractor is licensed and insured and charges $250 per mowing.  The dam is mowed as needed  instead of on a regular schedule.

MLOA dues remain at $100 per lot per year and are due by March 1 of each year.

Other Board Reports
Kevin Trusler, Chair of the MLOA Fish Committee, reported the 1,000 catfish approved for purchase last year were never made available by the vendor.  Catfish will need restocking each year until they can reach a self-sustaining population.  Mirror Lake has little natural habitat for catfish.  Russ Griffin has scrap 10-inch PVC pipe people can use for catfish habitat if the piece of pipe is closed on one end.  Kevin stated 5-gallon buckets make excellent habitat.

After motion, second, and unanimous approval, the Fish Committee was authorized to spend up to $1,000 to purchase 1,000 catfish fry for release into the lake after reaching 6”-7” in size.  

Russ Griffin reported that water testing for coliform bacteria was done in three spots around the lake.  Deer Pond (for zoo runoff), Fox Pond, and roughly the middle of the Mirror Lake main area were the spots tested.  Deer Pond measured 100, Fox Pond 150, and Mirror Lake main 300.  The Florida state cutoff for unsafe swimming is 700.

Old Business
There is still a need to address erosion patches on the dam and damage from wild hogs rooting on the north side of the dam.  $6,000 was authorized for erosion repair and fence work at the 2022 annual meeting for dirt work and sod but has not been spent.  The Board will investigate repairing the erosion spots and contracting to move the dam fencing to limit the rooting damage.

New Business
The election of MLOA corporate officers for the 2023-2024 term was conducted.  After motion, second, and unanimous vote to approve, nominations were opened for corporate officers.  Names placed in nomination were:
-Kevin Trusler    President
-Russ Griffin    Vice President
-Tim Bolduc    Treasurer
-Jim Clark    Secretary
-Dale Bradley    Director
After motion and second, it was unanimously approved to close the nominations and elect the nominees by acclamation as there was only a single nominee per office.

Following the election Tim Bolduc pointed out the MLOA By-Laws call for 3 Directors minimum.  Two members volunteered to serve as Directors to reach the required 3 minimum.  After motion and second, Jaclyn Hoskins and Deborah Dodge were unanimously elected to serve as MLOA Directors.

Liability insurance for the MLOA dam property and the Board members was discussed.  After motion and second, it was unanimously approved that the MLOA Board obtain liability insurance for a cost not to exceed $4,000.  The liability insurance will cover the dam property and the MLOA Board members.

Lily pads are beginning to take hold in the slough up to the Otter Pond dam and have been seen at other spots on the lake.  After motion and second, it was unanimously approved for the Boad to investigate and take action to eliminate the lily pads.

There are ongoing issues with trespassing from the big power line easement onto vacant lake lots near the dam.  Installing video surveillance to improve security was discussed.  After motion and second, it was unanimously approved for the Board to investigate installing video cameras at the power line easement and the fork in Lakeview.  The cost should not exceed $500 per year.

Jim Clark reported the poles supporting the dam drain valve are in poor shape.  After discussion it was agreed to inspect the poles when the lake is lowered in January 2024.  The drain valve drive rod mechanism has a broken pin at the wheel attachment.  Pictures of the broken pin were shown to the members.  Jim will repair the pin by the end of October.

The board confirmed the lake will be lowered in January 2024 for dock and property maintenance.  The lowered level will be maintained for at least 30 days.

The members agreed that more activities to promote the Mirror Lake community  and fellowship would be beneficial.

After motion, second, and unanimous vote to approve the meeting was adjourned at 4:16 p.m.
 

 

 

 

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Our lake is private. This association is for owners of lake lots on Mirror Lake in  Crestview, FL.
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