Board Meeting Minutes 3/24/23

HIDDEN VALLEY LAKE PROPERTY OWNERS’ ASSOCIATION

BOARD OF DIRECTOR’S MEETING

Thursday, March 23, 2023 at 5:30 p.m. -7:00 p.m.– POA Lower Level

APPROVED

Board of Directors Members Present:  Jeff Fuell, Doug Gabbard, Patricia Hawkins and Ken Horn

Board of Directors Members Absent:  Scott Giska

Community Manager Present:  Dave Wismann

March 23, 2023 Motions:

  • Motion To Approve Second Reading of Architecture, Future Planning, and Judicial bylaws—Board Secretary
  • Approval of February 2023 Minutes—Board Secretary
  • Motion to grant a 15’ variance for a shed on the rear setback of the property of Gary & Judy Bufler, Lot 828H, 21058 Lakeview Drive.—Architectural Committee
  • Motion to add Jim Barnum to the Lakes—Lakes Committee
  • Motion To Approve Trails Task Force and Children’s Committee Scavenger Hunt at the Athletic Fields on May 20th—Parks and Recreation Committee

Treasure’s Report:  Jeff Fuell

Cash Position Jan 31, 2023: $578,111

Cash Position Feb 28, 2023: $601,470

2022 Financial are officially “under Audit”

Results expected end of March/first of April

Financials will be finalized for 2022 and published

Note:

  1. All amounts are rounded to the nearest dollar.
  1. HVL POA plans annually for a balanced budget. (i.e., anticipated annual expenses are planned to not exceed anticipated annual income) 
  2. 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 reserved each year to cover those future expenses and are included in the totals. 
  3. Projected cash at year end is generally equal to zero dollars plus reserved 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.
  1. All financials will be audited by an outside auditor annually.

Secretary’s Report:  Patricia Hawkins

  • Motion to Approval of February 2023 Minutes made by Jeff Fuell and seconded by Ken Horn.  Motion passed 4-0.

Bylaw changes presented by Chairpersons:

Tom Cross, Architecture; Future Planning, George Lortz; and Rick Paul, Future Planning.

  • Motion To Approve Second Reading of Architecture, Future Planning, and Judicial bylaws made by Jeff Fuell and seconded by Ken Horn.  Motion passed 4-0.

Community Manager’s Report:  Dave Wismann

Community Manager Report March 23, 2023

Golf Course 

Friday Fish Fries continue until April 7.

HVGC Lent Menu

Our membership numbers remain solid, though members had a 15% increase in their dues this year.  We have lost some members through attrition and some who didn’t play enough to warrant the expense of a membership.  Our rounds in February were extremely strong, almost double 2022 numbers, and that gives us solid numbers through the winter months.

We have several returning outings this year:  The Knights of Columbus, Dearborn County Homebuilders, Bright Area Business Association, Elder Alumni, Lawrenceburg Kiwanis Club, Hanoi’s Lost Children Foundation, Dearborn Community Foundation, DYP Goofy Golf, HVL Athletics Club, HVL Riders, and Golf Fore Kids. 

Infrastructure Management

As your maintenance team began assembling the docks, we found we needed more floatation.  They were able to use all the floats we have on hand to build out to the current length, but we had to order more.  As soon as they arrive, the team will reassemble the docks and finish the job.  The materials for the ramps have arrived, and they are installing them.

I met with the Roads Task Force on March 13.  We are evaluating the roads and preparing our plan for summer maintenance. 

Office

We are in full swing having sent out the sticker renewals. We want you to have a smooth process so, please have all your information (insurance, etc.) ready when you come in.

A reminder…Your watercraft must have current stickers to be in the water…

7-7-6.  Displaying Registration Stickers

a.  Current annual registration stickers issued must be permanently displayed in the POA-designated areas on the port and starboard sides of the watercraft by May 1st.  

b.  All watercraft must display current annual registration stickers prior to putting the watercraft on HVL lakes.

c.  Approved watercraft stickers include:

  1. Powerboats (square) AND 
  2. Other watercrafts (triangle).

We have also mailed out ballots, per the bylaw:

All signed and sealed blue ballot return envelopes and sealed white ballot envelopes containing the completed election ballots shall be returned by mail or in person to the HVL POA Office by the third Monday in April (April 17, 2023), hereinafter called the ballot deadline date.

Update on Fiber Optics…

The crews have begun work again, and you will be seeing more of them in the area. I have seen crews pulling wire.  Once the line is in, and they have established service to that fiber, they will be able to give a better timeline for when that service will be available to the first areas.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Tom Cross

  • Motion to grant a 15’ variance for a shed on the rear setback of the property of Gary & Judy Bufler, Lot 828H, 21058 Lakeview Drive made by Jeff Fuell and seconded by Ken Horn.  Motion passed 4-0.

Lakes Committee:  Dave Wismann

  • Motion to add Jim Barnum to the Lakes made by Patricia Hawkins and seconded by Ken Horn.  Motion passed 4-0.

Spring cleanup will again take place in either late April or early May, as was done last year.

Fish and Game has sponsored an Electro Cull for the slot bass this Spring as a pilot project.

Parks Committee Report:  Amy Ayers-Wilson

  • Motion To Approve Trails Task Force and Children’s Committee Scavenger hunt at the Athletic Fields on May 20, 2023 made by Patricia Hawkins and seconded by Jeff Fuell.  Motion passed 4-0.

Announcement of Dearborn County Anti-Litter cleanup for Stateline Road will be held on April 22, 2023-EarthDay!

See Click Fix

Safety, Security & Elections:  Bonnie Starks

Your Safety Committee has a very viable solution for making us a Virtually Electronic Gated Community!  It would cost us at least 50% less than hiring another deputy or installing our own camera system at all entrances.  It is a rental system which is dramatically faster than either of the former suggestions and absolutely requires no maintenance from our facility.  This product was presented to the Safety Committee by our Chief Deputy several weeks ago.  Our neighboring communities are considering signing on which would cover a bigger area for tracking down criminals and preventing crime.  The Safety Committee voted unanimously to promote this solar-powered, cellular camera system.  I will keep the community updated as we progress in our investigation. 

Flock Camera

Old Business:  

None

New Business:  

None

Adjournment:  

  • Motion to Adjourn made by Ken Horn and seconded by Jeff Fuell.  Motion passes 4-0.

Minutes published in this paper are abbreviated.  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.