Hidden Valley Lake POA Board of Directors Meeting October 25, 2018 7PM

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

Thursday, October 25, 2018 7 PM

Unapproved

October Motions:

  • Approval of September 2018 Minutes. Board Secretary.
  • Request approval of Bond Returns. Architectural Committee.
  • Request approval of September, 2018 Financial Statements. Finance Committee.
  • Request Approval of the 2019 Hidden Valley Lake Budget with no increases in dues and fees.
  • Request approval for the change of the Bylaw definition for HVL POA member in good standing. (In Yellow) (First Reading)

Call To Order:  Patricia Hawkins

Pledge of Allegiance: Patricia Hawkins

President Patricia Hawkins called the October 25, 2018 Board of Director Meeting to order at 7:00pm

The meeting began with the Pledge of Allegiance.

Presidents Report: Patricia Hawkins

We would like to start this evening’s meeting by recognizing and thanking Shawnee Airgood, who has recently stepped down as chair of Children’s Activities.  Shawnee brought much energy and enthusiasm to this important group.  We are grateful for her leadership and wish her well.

On behalf of the Board of Directors, I would like to advise you of a pending personnel change in the POA Office.

Effective January 1, 2019, David Wismann, currently the Lead Deputy here at Hidden Valley Lake, will assume the role of Assistant Community Manager.  In this role, he will continue to manage the deputies as well as take on some of the managerial responsibilities of Bruce Keller, our Community Manager.

For perspective, a little over thirty years ago (in 1987) we had 401 homes and a community manager.  Since that time, we have added 1,455 homes.  We now have a total of 1,856 homes and 5,500 people but still only a single manager to oversee the operations of the POA. Additionally, and with the support of Hidden Valley Lake’s property owners, we acquired the Hidden Valley Golf Club in 2015.  This acquisition placed even more oversight responsibility on Mr. Keller.  The board believes that adding an assistant community manager will allow us to more pro-actively and strategically plan for Hidden Valley Lake’s future, resolve its property owners’ issues on an even timelier basis, and ensure management coverage at all times.

We chose to promote David Wismann to this role given his knowledge of our community and its issues, his demonstrated ability to understand and distill complex issues, and his good working relationships with Hidden Valley Lake’s staff, volunteers, and residents.  While he will continue to manage the deputies, he will no longer be patrolling the streets as frequently.  We will hire a part-time deputy to fill that void.  This will ensure that safety, our shared goal, is not compromised by this change.

We very much look forward to working with David in his new role.

 

Treasurers report:   Robert Starks

No Report

 

Secretary’s Report: Donna Yetzer

  • Approval of September 27, 2018 Board of Directors Minutes.

Motion made by Tom Hamilton and seconded by Scott Giska to approve the September 27, 2018 Meeting Minutes.  Motion passed unanimously.

Community Managers Report: Bruce Keller

Remember, the speed limit at the pool area will stay at 15 miles per hour year round.

Still no date on paving.

The Board approved the purchase of a professional line striping machine capable of putting reflective beads in the paint. You will see us out painting next week. Thank you Board!

Reminder, the Lake will be lowered the first week in November and lowered an extra two or three feet when we install the new floating docks.

Speaking of the new floating docks, the RFQ for the floating docks will go out sometime in the next two weeks.  We will put it on our web site and send it out on mail chimp. If you know someone in that business, please send it to them.

You will also see the RFQ for the new marina shelter, upper beach shelter bathrooms and the lifeguard shack and restrooms tying the roofline and buildings together, within the next few weeks.

For our holiday schedule, we will be closed the afternoon of November 8thfor our annual employee golf outing.  We will also be closed the afternoon of December 20thfor our employee Christmas Party as well as December 24, 25, 26 and January 1st.

 

Golf Course Managers Report: Jen Reuter

Did you know that golf is one of only two sports that have been played on the moon?  On February 6, 1971, Alan Shepard pulled out a makeshift six-iron he smuggled on board Apollo 14 and hit two golf balls on the lunar surface, becoming the first — and only — person to play golf anywhere other than Earth.  Why two balls? Because he shanked the first one. Think of that…he went all the way to the Moon to play some golf, and you don’t even have to leave your own neighborhood!

Many people believe that once Labor Day passes, the golf season is over.  However, it is by far the most beautiful and scenic time to hit the course.  There is still plenty of good golfing weather left, so come on out and use that yellow pass, grab a bucket of balls for the driving range, and see the specials we have going on in the Pro Shop.  Every Monday from here on out will be an “Open Play Monday”.  These are open to everyone at a discounted rate…$25 for 18 holes and $15 for 9 holes.

Quite a few people have taken advantage of our Fall Membership special already.  As a Hidden Valley resident, you can join the club at an introductory rate of $995. That applies to your first year and is good for either a single or a family membership.  If you join now for 2019, you get the rest of 2018 for free! Yes, that’s 14 months for just $995. If you are a golfer and have been thinking about joining us, it’s time to pull the trigger.  If you don’t golf, but have a friend or family member who does, give them your yellow pass and tell them about our special.  For a non-resident, it is still only $1,100 for the first year.  There is no better time to stop by the club and check us out.

Our next big event is our Casino Night on Friday November 30.  The cost is $45 per person and includes heavy hors-d’oeuvres, professional dealers, live music, your chips to play blackjack, craps, roulette, and Texas hold’em, and valuable prizes.  Mark your calendars and stop by the Pro Shop to get your tickets.

Our Ladies league has sponsored a Basket Raffle which going on right now at the club to benefit the victims of Hurricane Florence. They have put together some really nice gift baskets and all proceeds will go to either Matthew 25 Ministries or Brother Wolf Animal Rescue.  Tickets will be drawn November 2.  You can purchase these in the Pro Shop as well.

Finally, the golf club will again be a drop off site for the Coalition for Children’s Christmas Toys.  Our Christmas tree will be up November 1 and we will be accepting new, unwrapped toys and games until December 11.  Help the Clearinghouse bring the Christmas spirit to local kids who might not receive anything else this year.

COMMITTEE and Club REPORTS:

Lakes Committee Report: Dave Patterson

Fish & Game annual golf outing was a success with 16 teams participating.  The steaks were great!

Lake Patrol reported that he is still needing at least one more member of the Lake Patrol.  Fishing limits, quantity and size, will be enforced more stringently in 2019.  Allowable sizes and quantities of each species will be reviewed after we analyze the results from the fish study.

No report on the Lake statistics.  Regular reporting will resume in the spring.  Thanks Gerry for great work again this year.

Dredging at Kathy Lake is complete, and the shoreline has been restored.  No dredging was done on the main lake this year.  They will return in the spring of 2020.

The brown bat should be gone by the end of October and we will be able to resume the project of creating an emergency spillway on the Crystal Lake dam.  This project will be done using our own maintenance personnel.

Sluice Gate Bridge Project update – Still waiting for the paving project to commence so that we can add asphalt to complete ramp.

Marina layout – We have received a couple of suggested layouts from our engineer and are studying them.  They will need to be modified somewhat to allow for the addition of a narrow ramp down the center of the boat ramp and moving the handicapped dock slightly towards the parking lot.  This will still allow for 4 trailers to access the ramp concurrently.  Requests for Proposals have been sent out to several contractors.

Marina Parking Lot marking – We will get in touch with our engineer, Peter Soltys, to see if he has any suggestions.  Actual marking of parking spaces for cars and vehicles with boat trailers would probably require that the lot be paved to maintain the markings.  We will do more investigating into this and the associated cost.

Bruce reported that he had been requested to investigate installing cameras on the lakes, by the beach, at playgrounds and at the entrance. More to come as his investigation continues.

The question of adding car registration stickers came up again. Paul indicated that it would be helpful to the Lake Patrol.  We asked Bruce to see if he could get more information on their cost and what had happened that halted their use before.  Dave will contact the Safety Committee and see what their thoughts are on this subject.

Bruce reported that he had attended a Lakes Conferenced recently.  Lake Wynoka is a very clean lake, but it isn’t nearly as deep as ours.  They said they used grass carp to clean up the algae and other stuff in the lake.

Bruce also reported that there are many ash trees that need to be removed and that the maintenance team is working on this.

Future Planning: Richard Myers

LUP Task Force Activity– The Land Use Task Force has successfully completed the Land Use Survey of HVL residents.  The final number of households responding was 757, which represents 41% of the households in HVL.  This is considered to be a very good return for this size of survey.  Many thanks to the folks who responded and to the Task Force for helping with this effort.  Detailed results and analysis of the Survey will be made available at the November Board of Director’s Meeting.

Community Education Offerings– The FP Committee has sent emails to the POA committee chairs requesting their ideas for possible subjects for educational offerings about the POA and HVL.  We plan to ask the HVL residents for their ideas through an article that will appear in the November issue of The Echoes.  Information about how to submit ideas will be explained in the article.

Community Master Plan Update– The FP Committee has sent emails to the POA committee chairs requesting their ideas for possible changes to the CMP.  The deadline for submitting these changes will be the end of January.

POA Communications– The FP Committee in partnership with Rich Gannon, a committee member and on the POA Office Staff, is working on a number of enhancements to HVL communications functions for the future.  We are hoping to announce the status of some of these enhancements in the near future.

Resignation– The FP Committee voted to accept the resignation of Jennifer Donelson.

Bill Blantz – Lot # 85 – Bill had questions about the survey that went out to the community.  He had concerns about parking throughout the community.

There was some discussion on the survey.

Finance Committee Report: Kyle Packer

  • Request approval of September, 2018 Financial Statements.

Motion to approve September 2018 Financial Statement made by Robert Starks and seconded by Scott Giska.  Motion passed unanimously. 

  • Request Approval of the 2019 Hidden Valley Lake Budget with no increases in dues and fees.

Motion made by Robert Starks and seconded by Donna Yetzer to approve 2019 Hidden Valley Lake Budget.  Motion passed unanimously. 

  • Request approval for the change of the Bylaw definition for HVL POA member in good standing.  (In Yellow) (First Reading)

HVL POA member in good standing – Any HVL POA member whose dues andassessments are current, or has a payment plan that will bring them current in no more than 12 months, and have made at least 3 monthly payments on time.  If at any time the payments are not met, the member will no longer be considered a member in good standing.

Motion made by Robert Starks and seconded by Tom Hamilton to accept for discussion.

This is the First Reading for the Bylaw definition for HVL POA member in good standing. 

There was discussion on the Bylaw change.

Architecture Committee Report:  Phil Heitz

  • Request approval of Bond Returns.

 

Lot # 1815H                                                             Janet Nye

Property Address 1365 Raylynn Drive              Bond Amount $2000.00

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

                                                                                    Fine/Fees Owed $0

 

Lot # 1541H                                                             Trauth Homes INC.           

Property Address 858 Ryan Court                    Bond Amount $2000.00

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

                                                                                    Fine/Fees Owed $0

 

Lot # 870H                                                                Connie George

Property Address 21316 Alpine Drive               Bond Amount $500.00

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

                                                                                    Fines/Fees Owed $0

 

Lot # 2407H                                                             Richard & Pamela McCreary

Property Address 1473 Golfview Court             Bond Amount $500.00

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

                                                                                    Fines/Fees Owed $0

 

Lot # 2394H                                                             Clary Builders

Property Address 1335 Golfview Court             Bond Amount $2000.00

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

                                                                                    Fines/Fees Owed $200.00

 

Lot # 2162H/2163                                                   William & Susanne Ramsey

Property Address 1461 Sandamont Drive        Bond Amount $500.00

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

                                                                                    Fines/Fees Owed $200.00

 

Signed by Jason Craig, Jesse Jones, Dan Tester, Phil Heitz, Mike Chenault and Bruce Keller

Motion for the Performance Bond return made by Tom Hamilton and seconded by Scott Giska.  Motion passed unanimously. 

 Safety, Security & Elections Committee Report:  Bonnie Starks

No Report due to no meeting in the month of October. Next meeting will be the first week in November.

Bill Blantz said that HVL did a great job setting up for the Candidates Night.  He was disappointed at how low the attendance was by the HVL community.

Old Business:

None

 

New Business:

None

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

Adjournment: 7:33pm

Minutes Prepared by Gina

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

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