Annual Meeting Minutes April 22, 2021

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

ANNUAL MEETING –Thursday, April 22, 2021 

Meeting Minutes

Board Members Present:  Dave Hafner, Patricia Hawkins, Robert Starks, Donna Yetzer

Board Member Absent:  Scott Giska

Community Manager:  Present

April 22, 2021 Motions:

  • Approval of second reading of 4-13 (Rules for Fences) / The proposed change is for 4-13-1a – Architecture Committee
  • Approval of a 14’ variance on the front elevation of property for a new home and front porch and a 10’ variance on the rear setback for a deck on new home at Lot # 1708 located at 1338 Cliftmont Circle, owned by Shelby Ellis –Architecture Committee
  • Approval of motion for first reading of a proposed change to the bylaws 4-25-11 – Not Following Approved Plans Assessment – Architecture Committee
  • Approval of Performance Bonds for Return 04/22/2021 – Architecture Committee
  • Approval of the February and March Finance Committee Financial Statements – Finance Committee
  • Approval of motion to approve the new POA Project Request Procedure and the accompanying POA Project Request Form – Future Planning Committee
  • Approval of motion to approve the new POA Land Use Plan – Future Planning Committee
  • Approval of motion to approve the new version of the POA Community Master Plan – Future Planning Committee

Call to Order Patricia Hawkins

President Patricia Hawkins called the meeting to order at 7:00 p.m.

Pledge of Allegiance:  

The meeting began with the Pledge of Allegiance.

President’s Report:  

Good evening!  We are pleased to welcome you to the 2021 Annual Meeting whether you are joining us in person or watching the meeting via Zoom.  We were unable to hold this annual celebratory event in 2020 due to the pandemic.  That fact makes this evening even more special for us.

As Ginny Boyer announced, Scott Giska has been re-elected and Steve Siereveld has been elected to his first board term.  We congratulate both and welcome Steve to the board.  Traditionally, we meet right after the annual meeting to choose a president, other officers, and board liaisons for the new board.  However, Scott Giska is out-of-town for a family wedding and we will not be able to meet for this determination until early next week.  The new president will issue a List Serve notifying the community of the changes.

This year’s slate of candidates was an impressive one.  Running for the board is not easy and we thank all the candidates for choosing to do so.  We encourage all who were not elected to stay involved and work to better our community with their time and talents.

We also wish to thank Ginny Boyer and her team for tabulating the election results.  As always, they conducted the count with efficiency and integrity.  We also extend a special thank you to Ginny herself for moderating Candidates’ Night.  She did an excellent job of making the candidates comfortable and keeping everyone on point.

Welcoming a new member to the board means saying goodbye to one we know, and have served with, for a long time.  Donna Yetzer started her board service in July of 2013, and it is not possible to exaggerate the positive contributions she has made to the board’s body of work.  Donna looked at Hidden Valley Lake as a whole and always took the long-term view, never wanting to make an easy decision today if it would make life more difficult for our community at some future point in time.  The board thanks her for all of her work and wishes her well.

Treasurer’s Report:  Robert Starks

All amounts are rounded to the nearest dollar.

Financial Position for the month of March 2021:

Our Cash Position on March 1, 2021– $1,134,837.00

Ending Cash on March 31, 2021 — $886,905.00

Notes:  

  1. All amounts are rounded to the nearest dollar.
  2. HVL POA plans annually for a balanced budget. (i.e., anticipated annual expenses are planned to not exceed anticipated annual income) 
  3. Some infrequent expenses are predictable such as replacement of vehicles, maintenance of our roads, the many lake dams, swimming pool liner, lake dredging etc.  Funds are escrowed each year to cover those future expenses and are included in the totals. 
  4. Projected cash at year end is generally equal to zero dollars plus escrowed funds for above mentioned expenses as well as necessary reserves.  Reserves include two months of operating capital, capital for asset purchases, and Architecture bond payments to be refunded.
  5. All financials will be audited by an outside auditor annually.

Secretary’s Report:  

  • The March 2021 meeting notes were not presented for approval.

Community Manager’s Report:  Dave Wismann

Dredging 

Dredging has returned to the main lake. We were unable to start in March as planned due to the uncooperative weather. The plan is to finish up the work in the Rosemeade area, between Cravenhurst and Cedar Cliff, and finish with the Sandamont dock area before returning for some work at Crystal Lake. We will be passing on the list of names of those who requested private dock work at their own expense to the contractor.

Maintenance

Our maintenance team continues to ramp up for the summer. They have built a new lifeguard hut at the top of the beach walk, completed several drainage projects, graveled the pull-offs at Lake Alpine and Lake Holiday, mulched most of the common areas, and have begun opening the pool and refitting the shade structures.

Office

We have hired a new Accounts Receivable person (Brenda Daniels).

We will be repainting the POA lobby and finishing the POA office painting on May 7-8.

Golf Club Report Dave Wismann

We have continued to have a robust spring at the golf course. Membership has increased to 270 members. Last April there were 170 members. As of April 1, the in-season dress code is in place (most notably, no denim—golf attire is required). The pro shop opens at 8 am during the week and at 7:30 am on weekends.

Leagues Beginning in April & May

Mondays–“Monday Night Men’s League” begins May 3rd

Wednesdays–“Ladies’ 9-Hole League” begins April 21st

Thursdays–“Eagles Men’s League” begins April 22nd

May Golf Outings

May 10th (Monday) — Knights of Columbus (Course Closed)

May 17th (Monday) — Bright Area Business Association (Course Closed)

May 23rd (Monday) — Police/Fire Outing (Course Closed)

11 other outings scheduled for the summer.

Friday Night Mixed Couples

“Friday Night Mixed Couples” begin May 7th

Willie’s ReportSteve Van Wassenhove

Willie’s sales overall are down 15% which is remarkably low given the pandemic.  I would like to thank the community for its support by taking advantage of other options such as take out, the family meals, and deliveries.  This support made it possible to survive the pandemic.  Many small businesses didn’t.

Our new General Manager, Heather D’Andrea, is providing a fresh set of eyes and allowing me to work on other tasks such as the golf course.

COMMITTEE REPORTS:

Architecture Committee Report:  

  • Approval of second reading of 4-13 (Rules for Fences) / The proposed change is for 4-13-1-a – Architecture Committee

4-13-1. Fences Require Approval and Lot Line Survey

a. Fences require Architecture Committee approval prior to being or placed on a lot. Once approval has been granted, property lines must be surveyed by an Indiana licensed surveyor to ensure the accuracy of placement. When applying for approval, the following items shall be submitted:

Motion to approve was made by Donna Yetzer and seconded by Dave Hafner.  Motion passed 4-0-1.

  • Approval of motion for first reading of 4-25-11. Not Following Approved Plans Assessment. 

Motion to accept for a first reading was made by Donna Yetzer and seconded by Robert Starks.  Motion passed 4-0-1.

Language for the proposed new rule is as follows:

a. If a person or his/her agent does not follow the plans approved by the Architecture Committee, including but not limited to following the dimensions, and locations as approved, then the following assessment will be levied:  $500-$2000 plus Stop Work Order

b. If a person fails to obtain permission from the Architecture Committee to construct an improvement requiring Architecture Committee approval within these bylaws, the HVLPOA may:

    1. Demand the removal of the improvement;

    2. Levy an assessment of $100-$1000 per month, until the improvement is removed or

        permission is granted; or

    3. May both assess the monthly fee stated above and demand removal.

  • Request Approval for a 14’ variance on the front elevation of property for a new home and front porch and a 10’ variance on the rear setback for a deck on new home at Lot # 1708 located at 1338 Cliftmont Circle, owned by Shelby Ellis. 

Motion made by Donna Yetzer and seconded by Robert Starks.  Motion passed 4-0-1.

  • Request Approval for Performance Bond Returns.

Motion made by Donna Yetzer and seconded by Robert Starks.  Motion passed 4-0-1.

  • Performance Bonds for Return 04/22/2021:

Lot # 1570H Dennis & Virginia Boyer

Property Address 19458 Newcom Knoll Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1926H Michael & Carrie Brewer

Property Address 20032 Cravenhurst Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Finance Committee Report:  Robert Starks 

  • Accept and approve the 2020 year-end audit
  • Request approval of the February and March Finance Committee Financial Statements – Finance Committee

Motion made to approve both by Dave Hafner and seconded by Donna Yetzer.  Motion passed 4-0-1.

  • Motion for first reading—Change the first sentence of our collection procedures to read “…shall be assessed a late fee, on a monthly basis, of 2% of the outstanding balance or $10, whichever is more”.

Motion made by Donna Yetzer and seconded by Robert Starks to accept the recommended change for discussion.

Future Planning Committee:  George Lortz 

  • Approval of motion to approve the new POA Project Request Procedure and the accompanying POA Project Request Form
  • Approval of motion to approve the new POA Land Use Plan
  • Approval of motion to approve the new version of the POA Community Master Plan

Motion to approve all motions made by Robert Starks and seconded by Donna Yetzer.  Motion passed 4-0-1.

Ohio Lakes Community Association (OCLA) is an organization of other communities that have similar issues and problems.  Hidden Valley Lake was selected to host their spring meeting in April 2022.  A task force will be formed to assist with the planning.  

The Golden Anniversary (1972 / 2022) steering committee has been formed.  All clubs and individuals are welcome to participate.

A Communications Task Force is in the process of revamping Echoes, our website and all HVL communications.

Lakes Committee Report:  Eric Fox

High Wave Task Force 

Their work continues and members are committed to developing a recommendation that allows lake enjoyment with safety being paramount. 

Fish Health

Fish are much heathier than in the past due to our program of removing slot bass and supplying feeder fish throughout year.  Tournaments have begun for the year with an eight pounder being caught.

Plan for next month is to propose a survey to add canopies to boat lifts for the community to add input.  We will conduct a lake study to better understand the health of the fish and the water.

Dredging

Crystal Lake will likely be dredged by the end of summer

Dock Layouts

Adjustments for handicap accessibility, particularly drop-off and pick-up, are being addressed for docks and kayak racks.  The new shelter and restrooms at the marina provide a great alternative for gathering.  

Parks and Recreation Committee Report:  Amy Ayers

Parks

  • Maintain resources
  • Removing invasive vegetation and debris
  • John Getzendanner from Nature Trails Task Force is improving current trails and installing signs

Pool and Beach

  • New awning, lifesaving equipment, lifeguards from Memorial Day into September
  • Providing maintenance to existing equipment and improving facilities
  • Resurfacing floors of bathrooms at the pool and beach and the outdoor shower area
  • Resurfacing basketball and tennis courts
  • Setting up guard stand at beach
  • Adding Coke machines at pool and beach

Dave Wismann and Miranda Wintz, along with their staff, have been fabulous going above and beyond.  We couldn’t have asked more of our Maintenance Department, deputies, Jim Lightner, and Claudia Richardt.  Thanks to them for all they have done. 

Safety and Elections Committee Report:  Bonnie Starks

Issues both finalized and under consideration:

  • Safety at the beach wall
  • Disability access at beach and marina
  • Reducing static shock at docks
  • Publishing notice of election, nomination forms, etc.
  • Investigating firework complaints
  • Clarifying sign rules for boaters
  • Morningside Drive traffic complaints

CLUBS:

Children’s Activities:  Karen Hatfield 

  • Easter Egg Hunt was attended by over 300 children
  • Sidewalk chalk will take place on Sunday
  • Movie Nights ADD DATES May 22nd, June 19th, July 24th and September 11th at main park
  • Bike Parade on July 4th
  • Beach Bash on August 8th
  • Halloween walk on October 24th
  • Hayride back to original platform (not drive through like last year due to COVID)
  • Cookies with Santa on December 5th

Civic Club Report:  Steve Siereveld 

2020

We had a great year planned, but all that changed…..

  • 70 / 80’s Prom was cancelled

We regrouped and went online with some events……

  • HVL Fun website, online trivia, scavenger hunts, open Zoom rooms for residents to chat
  • Lake Float was great but windy, the Luau was moved (smaller and no food), Labor Day Band, 9/11 Steel, Pool parties, Halloween Dance – smaller crowds

To show our support in return, gift cards were purchased from Willie’s and Niki’s Boutique for these events.

2021

Freedom, and a great year ahead!!!

  • 70/80’s dance on May 1st – some tickets still available
  • Adult Pool parties in June, August and September
  • Lake Float July 17th at Beach (no wake)
  • Luau August 7th – Pig roast one way or another!
  • Labor Day bash is back with a force – three bands, more events such as a Corn hole tournament, expanded kids’ area, dog show, touch a truck, and 9/11 steel

The Civic Club has a new initiative: survey the community and pick an amenity that residents want (within reason) and use our events to raise money for that amenity.  Some suggested amenities include miniature golf, a par course, and shuffleboard.  Efforts will be coordinated with the Parks and Recreation Committee.

Fish & Game:  Ken Horn 

COVID saw a cancellation of the Kids’ Fishing Derby as fish were not available but we will hold one on July 10th and it will be bigger and better than ever.  The golf outing was moved back to HVL and was our most successful ever –144 golfers as versus 78 the year before.  It was called the Gary Miller Memorial and that is the name it will have moving forward.  Fund raising donations are provided to The North Dearborn Food Pantry, Yes Home for Youth, East Central Bass Club, Cincinnati Youth Bass, Children’s Activity Club, Shop with A Cop, and the Police and Fire inaugural golf outing.  In order to help the fish population, tournaments will decrease to 12 a year, down from 16.

We thank Paul Rolfes for all he does to keep our lake safe.

Garden ClubMary Anna Taylor

We have about 28 members who purchase, plant, water, deadhead and pull out plants in fall.  We fund all our own activities by hosting Bunco and stuffing inserts into Echoes.  Our next Bunco event is May 15th for $15.00.

HVL Riders:  Bob Will, President

HVL Riders celebrated its 15th anniversary last year, although fund raising, and meeting was a challenge.

We enjoy riding and giving back to community.  We were able to delivered checks to many this past year:

  • Yes Home
  • Safe Passage
  • North Dearborn Food Pantry

We participate in great causes:

  • Memorial Day Celebration — service and parade
  • Children’s Activity Club Halloween Walk – pass out candy
  • Indiana Patriot Guard (ride to remember fallen soldiers, visit memorials)
  • Escort Wall That Heals to honor Vietnam vet from Versailles, Indiana to Harrison, Ohio
  • Golf Outing:  Chris Buckman to raise money for Lauren Hill Park and Indiana Shrine event on August 27th

Photo ClubDoug Gabbard 

Participate in activities — learn to use your camera, trail shots, sunsets, visiting Roebling Bridge and Casey’s.

Members include professional photographers that are there to help.  No expensive or fancy equipment needed.  Last year’s phone book cover was taken with a phone camera.  Deadline for new phone book cover is May 7th.  An award is given to the photographer that has photo selected for the cover of the new phone book.

Valley FarmersDave Buschmiller 

We have a beautiful space where deer and rabbits can’t eat the food we are growing.  We currently have a waiting list, but we enjoy having a new generation learning to grow its own food.  Donations to North Dearborn Food Panty are being considered.

Doerflein Award:  

The 2020 Doerflein Award was given to the Hidden Valley Riders.  Steve Van Wassenhove was the recipient of the 2021 Doerflein Award.

Old Business:  

There was no old business.

New Business:  

A person in attendance expressed concern about Rumpke adding to their existing landfill site in Whitewater Township.  The board is aware of this and has determined that our community, as well as Dearborn County, has little say in what happens there as it is in Ohio.  The board does, though, plan to meet with Rumpke personnel within the next week

to discuss the issue.

Another resident in attendance wanted to thank the road crews for their excellent snow removal work over the past winter.

No Report:

Judicial Panel

Athletic Club

Homemakers Club

Knitting Group

Pickle ball

Adjournment:  

Motion to adjourn was made by Donna Yetzer and seconded by Dave Hafner.  The vote was 4-0-1.

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