Hidden Valley Lake POA Board of Directors Meeting August 23, 2018 7PM

Hidden Valley Lake

Property Owners Association

Board of Directors Meeting

August 23, 2018 7 PM


Board of Directors Present:  Pat Hawkins, Scott Giska, Tom Hamilton and Robert Starks and Donna Yetzer

Board of Directors absent:

Community Manager Present: Bruce Keller

July Motions:

  • Approval of July 2018 Minutes.  Board Secretary.
  • Request approval of Bond Returns.  Architectural Committee.
  • Approval of Lot Split, Lot number 541.
  • Approval of 20 foot rear setback variance for lot number 1348.
  • Request approval of July, 2018 Financial Statements. Finance Committee.
  • HVL POA Boat Measurement Procedures (First Reading)
  • HVL POA Lakes & Parks Committee Authorization Policy (First Reading)


Call To Order:  Patricia Hawkins

Pledge of Allegiance:  President Patricia Hawkins called the August 23, 2018 Board of Directors Meeting to order at 7:00 p.m.

The Meeting began with the Pledge of Allegiance.

Presidents Report: Patricia Hawkins

Labor Day is fast approaching and, with it, comes the end of the swim season.  The board would like to recognize and thank Angie Ruberg and all the lifeguards for another successful season.  Their commitment to safety, as well as their flexibility, ensured that residents and their guests were able to safely enjoy the pool and beach after other communities had closed their pools.


 Secretary’s Report: Donna Yetzer

  • Approval of July, 26 2018 Board of Directors’ Minutes.

Motion made by Robert Starks and seconded by Tom Hamilton to approve July 26, 2018 Meeting Minutes.  Motion passed unanimously

Treasurers report:   Robert Starks

All amounts are rounded to the nearest dollar.

Financial Position as of the end of July, 2018

Beginning Cash on July 1, 2018, $1,070,794.00

Ending Cash on July 31, 2018, $1,689,296.00

Community Managers Report: Bruce Keller

  • Opening of bids for 2018 paving session 

There were two bids for paving and Kyle Packer opened the bids. 

  • Request permission to sign the Salt Contract with Morton Salt for FY 2018/2019.  This year’s contract is less than previous years because of supply limitations throughout the Midwest.  This also means we are paying 50 percent more for salt making it necessary to increase our salt budget.  The smaller amount of salt will make it necessary to add Sand and make it stretch. We will do everything we can to limit the use of sand and will continue to look for other sources of Salt.  As usual, the safety of this community is our number one priority.  

Motion to sign the Salt Contract made by Tom Hamilton and seconded by Robert Starks. Motion passed unanimously. 

There was some discussion on the amount of salt and different possibilities other than salt.

Golf Course Managers Report: Jen Reuter

Today was the absolute perfect day for golf…unfortunately the rest of this month was not at all like today.  Our rounds for August are down by about 500 compared to last year, which puts us roughly 1500 rounds down for the year.  About a third of the month has been washed out or we have had 90+ degree days.  With a weather dependent business, that is lost revenue we will not be able get back.

We have some really neat events, outings, and tournaments coming up.

This Sunday is our Rod Stewart dinner concert.  The first time he came to perform was in February and it was really a terrific show.  I am very excited to see what he is going to put on this time!  We have literally just a couple tickets left, so if you are interested in coming, I would leave here and head right over to the Pro Shop to grab them.

Monday 8/27 is the United Way Outing for Dearborn and Ohio counties.  The United Way offers a lot of help to local families in need.  You can still sign up for that outing until Saturday and help support a very worthy cause.

Monday 9/17 is our 2nd annual “Grip it and Sip it” outing.  It includes lunch, golf, dinner, games and prizes.  We will have live music on the patio and a hole in one car as well.

We invite everyone to join in any of these outings or events.

Just a few reminders…

All residents receive a “yellow pass”.  If you have not used it yet, it’s time.  Use it, give it away, and sell it.  Just don’t waste it.

-We have a driving range.  You are welcome to use it.  You will not find one more convenient than right in your neighborhood.

-We have a Pro Shop.  Right now it stocked with some great gear.  Whether you are looking for a new set of clubs or some really sharp clothing, we have you covered.  Speaking of covered, we also have a nice selection of hats, jackets, and windbreakers.

-We have a great snack bar.  Actually, it’s not just a snack bar…it’s a short order bar and grill. You can have a made to order breakfast, or call ahead on your way to work and pick it up.  What do you want for lunch?  Today, I had garlic parmesan chicken pasta with garlic bread.  Not your thing?  We have “build your own” burgers, BLT’s, and a Valley Club double-decker as big as your head.  We have quesadillas, homemade pizzas, and a huge variety of fried appetizers and snacks.  Dinner? Tonight’s special is pot roast with carrots, potatoes, and a dinner roll.  We have a fully stocked bar and a nice variety of beers.  If any of this sounds good, stop by and check us out.

As our outing season is coming to a close, our “Open Play Mondays” will be revving up.  Monday, September 10, as well as Monday September 24, will be open to all, so grab a friend or 3 and come out and enjoy the course.  There is a discounted rate for these days, which is $25.00 for 18 holes and $15.00 for 9 holes, which includes your cart.   Call our Pro Shop to set up a tee time for your group.  As always, any information on the outings, private lessons, small group outings such as family reunions, and membership deals are all available in the Pro Shop.  Stop by to golf, hit a bucket of balls, come check out the food at 19th Hole, have a drink on the patio, enjoy the sunset, and see what we have to offer.


Architecture Committee Report:  Dave Hafner

  • Request approval of Bond Returns.

 Lot # 1624H                                                            Kevin Baumgartner

Property Address 19532  Knollwood Dr.           Bond Amount $2000.00

City, State, Zip Lawrenceburg, IN 47025           Dues Owed $0

                                                                                    Fine/Fees Owed $0

                                                                                    Fine/Fees Owed $0

Signed by Jason Craig, Jesse Jones, Dave Hafner and Bruce Keller.

 Motion for the Performance Bond return made by Donna Yetzer and seconded by Robert Starks.   Motion passed unanimously. 

  • Request approval of a lot split for Eric & Korry Johnson, Lot # 541, 1214 Skyview Circle

Motion for Lot Split made by Tom Hamilton and seconded by Scott Giska. Motion passed unanimously. 

  • Request approval of a 20 foot rear setback variance for Kristy Whitaker, Lot #1348, 948 Greentree.

Motion for 20’ variance made by Tom Hamilton and seconded by Scott Giska. Motion passed unanimously. 

Safety, Security & Elections Committee Report: Bonnie Starks

We did not have a meeting this month but we are scheduled for September 4that 6:30pm.


SPEED TABLES—The Board is picking the paving contractor tonight and the speed tables are included in the bids.  The two tables should be in soon.

EXPANDED SPEEDING REPORTS—Deputy Dave Wismann has completed a more detailed report concerning speeding and locations.  He also is doing a featured video about the Smart 911 online site and the safety value to residents.

Lakes and Parks Committee Report: Dave Patterson

  • HVL POA Boat Measurement Procedures (First Reading) to measure the length of a powerboat, we will measure from the bow of the boat (minus rub rail, etc.) to the “last point” on a boat where the hull turns up to turn out of the water.  To measure the length of a pontoon boat, take the GREATER of the length of the outside pontoons OR the deck as the measurement of the boat.
  • HVL POA Lakes & Parks Committee Authorization Policy (First Reading) The HVL POA Board of Directors authorizes the HVL POA Lakes and Parks Committee to make By-laws changes to rules, regulations, procedures, policies and practices that pertain to fishing limits and boat measurements without the requirement of an HVL POA Board vote.  These changes must be officially announced at an HVL POA Board Meeting.

Motion made by Tom Hamilton and seconded by Scott Giska to accept for discussion as the First Reading.  Motion passed unanimously. 

 This is the first reading for Boat Measurements Procedures and the POA Board of Directors authorization for the Lakes and Parks Committee to make By-laws changes to rules, regulations and procedures. 

Pat Hawkins explained the process for the 1stand 2ndreadings.

There was some discussion on the consideration of the new boat measurement rule and concerns with the Lakes & Parks Committee changing by-laws rules, regulations and procedures.

We actually met at the site of the proposed marina shelter to review specific placement of the shelter.  A preliminary placement had been staked out, but the committee felt that it should be closer to the marina and angled so that it had a better view of the lake and marina, not just the parking lot.

Dave brought up a potentially dangerous situation in the lake, namely large logs or cut up logs floating just below the surface.  If any are spotted, contact the lake patrol and they will pull them to the marina or the beach and our maintenance department will get them out of the lake.

The Annual Kids Fishing Derby was a great success again. They had about 94 kids and parents in attendance.  A member asked how many fish were caught or how many pounds of fish were caught. Tom will get us those numbers.

Another member asked for more cleats on the main dock by the ramp.  These have been installed.

Another asked about putting Christmas trees in the lake. Again, the answer is no.

Their 2018 Golf outing is scheduled for September 15.

Paul reported that this year’s Luau was a huge success and that a good time appeared to be had by all.  No significant issues occurred, other than the quantity of flies and gnats. He mentioned that there were 3 different “concerts” going on, and one of them was R rated. He addressed the problem.

Gerry Young reported that the lake is well within normal ranges for this time of year.

Still dredging Kathy Lake.  Should be done soon.  Then going to the main lake to touch up things there and respond to requests from homeowners to have additional dredging done around their docks.

The brown bat is back and we will have to postpone work at Crystal Lake, again.

Sluice Gate Bridge Project update – Ready for asphalt to complete ramp.

Lifeguard Shelter – No Change.

Fish limit Rule – Pending fish study this fall.

Marina layout – Still waiting on next version from our engineer.

Fish Study Timing – Currently scheduled for September 4.

The third Lake Treatment will be on August 14th.

Donna Yetzer asked when the bridge would be completed finished.

Finance Committee Report:  Kyle Packer

Kyle read the results of the 2 bids for the paving.

Bids were received from:

Dave O’Mara Contractor INC for $123,150.00

Rohe Asphalt for $138,885.00

  • Request approval of July, 2018 Financial Statements.

Motion to approve July, 2018 Financial Statement made by Robert Starks and seconded by Donna Yetzer.  Motion passed unanimously. 

Future Planning Committee Report: Richard Meyer

LUP Task Force Activity– The Task Force is currently focusing on studying and documenting the impact on HVL by external environments such as land-ownership, land availability and planned businesses.  The Task Force has deferred its release of the Amenities Survey for purposes of making additional wording changes.  Meetings are being held to finalize that wording.  The earliest that the survey will be released is in September with availability through on-line methods and an insert in The Echoes.


Community Education Offerings– The FP Committee is developing a list of possible subjects for educational offerings about the POA.  The Committee plans to contact the other standing committees and staff members to gain information about educational needs in their respective areas of responsibility.


Community Master Plan Update– As another gentle reminder, the FP Committee is asking all POA committees, staff members and the Board to continue identifying any changes they would like to propose for the Community Master Plan.  An updated plan will be submitted to the Board for approval at the 2019 Annual Meeting.

Old Business:


New Business: 

Janet Messer, Lot 2833,

Janet was speaking for one of her neighbors….

There is a log cabin at the end of Fieldcrest/Bellemeade. Next to the log cabin there is a small road that the POA paved with blacktop last year. Someone cleared out the trees on this road and a neighbor is concerned it would collapse.  Dan Tester was contacted and he felt there was no danger.  There was concern of a pole barn being built to live in and Bruce assured Janet that there would be no pole barn built to live in on this property.  The owner of this property contacted Bruce and they will be meeting in the near future.

Linda Hartmann would like to start a new club in the Valley. The club would possibly work through social media instead of monthly meetings.  This club could have educational and/or maintenance ideas for residents around the Valley.  Linda will continue work on this.

Motion to adjourn by Donna Yetzer and seconded by Robert Starks.   Motion passed unanimously 

 Adjournment: 7:56 pm

 Minutes Prepared by Gina

Minutes published in this paper are abbreviated and a full account can be heard online at www.hiddenvalleylakeindiana.com

Now is the best time to sign up for Automatic Monthly Dues Payments

  • Pay your January 2024 dues in full by 1/31/2024.
  • Fill out the form to begin monthly payments toward your July 2024 dues on the 15th of each month beginning February 15th.

Sign up forms need to be received by February 7th, 2024.

Email to forms@hvlpoa.net, send by mail, place in the secure drop box, or bring into the POA office.

Example of a monthly payment:  If your semi-annual dues are $563.50 your monthly automatic payments will be $ 93.92 each month.