Architecture Committee Minutes March 2, 2022

Called to Order by:    Tom Cross                 Time:   5:26 PM

Members Present:  Tom Cross, Bob Maudlin, Alan Kohlhaas, Jerry Goodrich, Phil Heitz

Members Absent:  None

POA Office Staff Present:  Gina Keller

Property Maintenance Compliance Officer Present:   Dan Tester

Board Liaison Present:  Dave Hafner

Community Manager Present:  No

Residents in Attendance:  Gary Dole, Dennis Day, Christopher Manis

Guest: 

  1. Gary & Christy Dole, Lot # 3094, 1463 Greenlawn Way, new concrete parking pad, 13’ X 14’ and 41’ X 6’, total of 428 square feet.  Existing parking pad 15’ X 8’ and 11’ X 11’ divided by 2, a total of 180 square feet.   Total square footage of parking pad is 608.  A variance will have to be requested for approval of 248 additional square feet of parking pad, Mr. Dole did not continue with the variance due to questions and concerns of previous approval.  None of the parking pads had approval.  Architecture Committee agreed on a fine of $500.00.  Gary (Wade) Dole would like to contest that fine and will attend this meeting to discuss.  Since then, Mr. Dole moved forward with the variance, sign was staked out in the yard and letters sent to neighbors.  On 2/24/2022 Gina heard from both neighbors approving the variance. At this meeting Gary Dole proceeded to explain unusual extenuating circumstances that prevented him from complying with any of the options proposed by the Architecture Committee in a timely manner. He wishes to apply for approval of the variance. The Committee Chairman told Gary the Committee stands with their decision as regards the fine, but Gary has the option of explaining his circumstances to the Judicial Committee and they will make the final decision regarding any change in the status of the fine. Regarding the variance, Gary Dole may apply for the variance and obtain a hearing with the POA Board, but the Architecture Committee will not recommend the issuing of a Variance.
  1. Dennis Day, Lots 3007/3008H, 1738 Brookridge Circle Drive.  This project was started without a permit and the walls are just about completed.  Two treated wood retaining walls.  (1) 8’ X 50’) (2) 2’ X 50’).   The 8’ in height retaining wall will have a wooden railing and there are steps in between the retaining walls.  Adding steps to the right side of the house using gravel and wood.  Drawings are included.  Notes from February 2, 2022, Architectural Meeting:  The Architecture Committee Quorum unanimously agreed the issue of building without a Permit must be dealt with. Mr. Day will have to pay a fine as determined by the Judicial Committee. In addition, he will need to obtain a permit from Dearborn County and have the existing construction inspected. Once those issues have been addressed and a Permit is obtained from Dearborn County, the Architecture Committee may proceed with the issue of approving the plans. The Architecture Committee Quorum found no issues regarding the basic plan as presented.  2/24/2022 – Received the following email for Bill Shelton Dearborn County Building CommissionerHope this letter reaches you well. I received a call and email from Dennis Day, 1738 Brookridge Circle. He tore out an existing 2 level deck and is installing a post and wood style retaining wall. Apparently, he didn’t present it to the HOA and is in trouble. He requested that I do a site visit and I did. What is there matches with the drawings he presented to me, after the fact. I feel comfortable issuing the permit so he can continue and finish the project. I was reading in the HVL architecture committee minutes that I should issue then they will follow. That is reverse of the process we typically follow. I do not want to upset anyone or not follow procedure. I also read that you were at the meeting, am I interpreting the notes correctly? Or does the AC need to issue their blessings before me. Thanks for any clarification!

At this Meeting all issues regarding the installation of the retaining walls, as presented on the Plot Plan, were addressed with no further issues found. Fines have been paid. Since the Dearborn County Building Commissioner has issued a permit from the County and performed required inspections, the Architecture Committee unanimously approved the issuing of the requested Permit.

  1. Christopher Manis & Sara Denuzio, lot # 2914H/2915, 2122 Morningside Drive, 10’ X 10’ wooden shed with shingled roof and painted wood siding, colors to match the house. The shed is located within the buildable area of their corner lot and meets all requirements. The Architecture Committee unanimously approved the issuing of a Permit.

The following projects were AA approved and will be reviewed: 

  1. Tracy Rauen, Lot # 702H/703A, 1099 Hollyhedge Lane. Correcting a retaining wall that is leaning.  Will be using the same materials (concrete blocks) and no change in dimensions.  
  1. Scott & Barbara Chenault, Lot # 2581H, 20304 Alpine Drive. Replacing roof. Color change from dark gray to pewter.  
  1. Stephen & Krystal Clark, Lot # 2160H/2159/2161, 1481 Sandamont Drive. Replacing existing retaining wall with allan block and no change in dimensions.
  1. Michael Halsey & Nicole Halsey, Lot # 24H/328. Replacing shingles with black rubber on the 8’ X 4’ flat roof over the entry way.  Approved by Architecture via email.
  1. Tom & Hilori Campbell, Lot # 1065, 20495 Matterhorn Drive. Installing a 330 sq. ft. concrete parking pad, replacing brick walk on the front right side of home with no change in dimensions, adding a 3’ X 45’ sidewalk around the side of the home.  
  1. Derrick & Kelly Barnes, Lot # 1608H, 1145 Monteray Circle. Installing a 26’ X 9’ (234 sq. ft.) concrete parking pad.
  1. Philip Heitz, Lot # 2730H/2731A, 1718 Tuppence Trail.  Replacing the gutters on the front of the home. Changing from 5” to 6” gutters, no change in color.

The following projects were approved by Architecture Committee without a meeting:

None

The following projects were approved after pins were located on property:

None

The following projects were Board approved:  None

ApproveArchitecture Meeting Minutes for February 16, 2022.

Motion by:   Bob Maudlin

Seconded by:  Jerry Goodrich

Old Business:

  1. Mike & Donna Kennett, Lot # 3292H, 19174Hampton Drive. Approval of new Plot Plan with shed. Approval of Variance was granted by the POA Board. Today the Architecture Committee unanimously approved the issuing of a Permit.
  1. Michael A & Linda A Chaney, 20287 Lakeview Drive. Lot split (1/2 of Lot # 396). All members of the Architecture Committee signed the official Plot Plan. 

The committee needs to have definitive language on the change to the bylaws on the issue of lot splits.

Rules for lot splits, from the official Bylaws, reads as follows:

4-4-41. Lot Splits 

Proposed lot splits must be presented to the Architecture Committee along with re-drawn, surveyor signed plot plans including existing structures. The Board of Directors gives the final approval for all split lots. A split lot does not change the lakefront designation of said lot. (Added on 5/23/2019.)

After discussion by the Architecture Committee and the Board Liaison, the following rewording of the Rules regarding Lot Splits are to be considered:

4-4-41   Lot Splits

  1. Proposed lot splits must be presented to the Architecture Committee with an Indiana Registered surveyor signed plot plan including all existing structures on the lot being split. The Board of Directors gives the final approval for all split lots. A split lot does not change the lakefront designation of said lot. (Added on 5/23/2019)
  2. Proposed lot split lines must be straight.
  3. Architecture Committee may review adjacent Plot Plans for potential Set Back issues.
  4. Future projects will require lots to be contiguous and a new revised plot plan prepared by a licensed Indiana surveyor must be provided by the property owner to the POA.

ShoreStation Canopy: 

The current rules regarding canopies and covers reads as follows:

New rule: (Adapted on 6-24-21) 

4-12-6 a.  A dock may not have covers.

b. A boat lift may have a ShoreStation Revolution frame and canopy cover as recommended and approve by the Architecture Committee.

Changes in the Bylaws on the topic of canopies and covers should be written by the Lakes Committee. The Architecture Committee Chairman, Tom Cross, and the Board Liaison, Dave Hafner, will work with the Lakes Committee to assure the Bylaws are appropriately rewritten in a manner that will allow the Architecture Committee to rewrite, as needed, the existing Bylaw section (4-12-6) quoted above.

Bylaws for fences:

A portion of the current bylaws regarding fences reads as follows:

4-13-3. Location and Height of Fences 

a. Fences may follow the property line and must be located in the backyard with few exceptions and must not extend past the back corner of the dwelling closest to the road, which includes corner lots (the area a fence may occupy will hereinafter be referred to as the “buildable part.”) 

b. Fences must not exceed four (4) feet in height if decorative and six (6) feet in height if for privacy.

The portion of Rule 4-13-3-a that is in parenthesis is confusing and possibly misleading. To help assure correct understanding of the Rules, the following rewording of the current Rules should be considered:

4-13-3 a. Decorative fences not exceeding four (4) feet in height may follow the property line and must be located in the backyard, with few exceptions, and must not extend past the back corner of the dwelling closest to the road, which includes corner lots.

b. Fences must not exceed six (6) feet in height if for privacy. All fences exceeding four (4) feet in height must be located in the buildable portion of the Lot. 

New Business:  An issue regarding construction accomplished prior to first obtaining a Permit.

TheProperty Maintenance Compliance Officer,Dan Tester, recommended the Architecture Committee and the POA request the presence of Jim Collins, Lot # 1520, 19912 Longview Drive, at the next Architecture Committee Meeting to discuss the issue of constructing a Sauna on his property without first obtaining a Permit. This is not his first offense so Dan will be issuing a citation and a fine of $500.00, as recommended by the Architecture Committee. Jim Collins will need to bring a Plot Plan complete with location and dimensions of the installed sauna.

Minutes Taken by:  Phil Heitz

Motion to Adjourn:

Motion by:  Jerry Goodrich

Seconded by:    Alan Kohlhaas                    Time:    7:17 PM                                                          

Submitted by:   Phil Heitz

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