Board Meeting Minutes 6/22/23

HIDDEN VALLEY LAKE PROPERTY OWNERS’ ASSOCIATION

BOARD OF DIRECTOR’S MEETING

Thursday, June 22, 2023 7:00 p.m. -8:30 p.m.– POA Lower Level

UNAPPROVED MINUTES

Board of Directors Members Present:  Jeff Fuell, Ken Horn, Grant Smiley, Robert Starks and Donna Yetzer.

Community Manager Present:  Dave Wismann

June 22, 2023 Motions:

  • Approval of May 2023 Minutes—Board Secretary
  • Approval of Performance Bonds for Return 06/22/2023—Architectural Committee
  • Approval of April and May financials for both the POA and the Golf Course—Finance Committee
  • Approval to add Ralph Shaw to the finance committee.
  • Approval to add Ginny Cross as Committee Member—Future Planning
  • Approval of Revised Second Reading of 7-7. Watercraft Registration Rules—Lakes Committee
  • Motion to Adjourn

Call to Order:  Robert Starks

It is with great sadness that we report our Friend and Golf Course Greenskeeper, Jason Gadd passed away after battling cancer. Please keep Jason and his family in your thoughts and prayers.

We had a very busy month. Our mowing contractor got off to a poor start this year and consumed much of David Wismann’s time working with them.  Like many other companies, they had issues employing and training people to mow our community.  The dam and the hillside by the beach, along with other places in the valley are very challenging to mow.  They are so challenging in fact, they purchased a special mower years ago in order to safely mow our dam.  Of course, this special mower broke down at the worst possible time.  It now appears they currently have everything under control.  At least we hope so.  Also, the first lake treatment had to be partially redone.

We recently learned that one of the Fiber optic cable installers posted door hangers stating that you are responsible for locating your own utilities, dog fences, etc. David Wismann asked them to stop work until this issue was resolved. To our surprise, this is legally true, and we have met with the installation leadership team. David has the latest information and developments from SEI for us in his report.

Your Board is working with the office and doing our very best to contain expenses.  We are reviewing expenses and trying to eliminate or delay them wherever possible.  We are also trying to find ways to reduce expenses.  For example, our Rumpke bill is $25,000 to $30,000. per month or about 12 to 15% of our budget.  In addition, garbage trucks are very heavy.  They can weigh up to 50,000 pounds when full.  They are heavy due to the trash compaction operation.  The trash container has heavy walls to handle the forces of compaction and the compaction equipment also adds weight.  In addition, garbage trucks also use solid tires.  The tires are filled with leaded rubber in order to be able to drive over a dump and not have the tires constantly going flat.  These filled tires are less compliant and more damaging to our roads, especially the edges of the roads.  We would love to find a way to reduce the need for these trucks to travel on our roads.  This is just one example of our investigations into cost reduction.

Along those same lines, thanks to David Wismann we are testing a new method of yard waste disposal.  On a trial basis we are going to eliminate the large containers and save about $11,000 per year.  Instead, you will take your yard waste to a designated area during certain times and the waste will then be shredded a few times each year creating mulch.  Hopefully this is an acceptable process but if not let us know.

On this day in 1775 the first Continental currency was issued. The total value of the new currency was $3,000,000 to run our Continental Congress in 1775.  Today the value of the properties just here in HVL alone is more than $533,000,000.

Your Board hopes everyone has a safe and fun July 4th.

Pledge of Allegiance:

The meeting began with the Pledge of Allegiance.

Treasurer’s Report:  Jeff Fuell

Cash Position April 30, 2023: $450,645

Cash Position May 31, 2023: $360,166

Cash Position as of June 21, 2023:  $290,748 

End of May:

Operating Funds (Cash day-to-day business and payroll) $336,494

Emergency Reserves      $23,672

Escrow Reserves – Future Capital Projects $0.00

Escrow Reserves Future Considerations:

  • Road Paving
  • Ongoing replacement of vehicles
  • Security
  • Maintenance
  • Equipment
  • Aging Buildings / Maintenance
  • Erosion Control
  • Technology (All Departments)
  • Committee Wants/Needs

Note:

  • All amounts are rounded to the nearest dollar.
  • HVL POA plans annually for a balanced budget. (i.e., anticipated annual expenses are planned to not exceed anticipated annual income)
  • 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.
  • 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.
  • All financials will be audited by an outside auditor annually.

Secretary’s Report:  Donna Yetzer

  • Approval of May 2023 Minutes postponed until July.

Community Manager’s Report:  Dave Wismann

In reply to financial disclosure being listed in Echoes previously asked by resident attendees:  You can find QR Codes listed in the Echoes to view financials statement, balance sheet and profit and loss statement.  January 2023 – May 2023 is also listed in full.

Golf Course Report

Our golf course superintendent, Jason Gadd, passed away soon after our last meeting. Bob, Donna, and I attended his celebration of life on behalf of the POA.

Page Cesare is our interim maintenance supervisor and has done a great job so far.

Fiber Optics

Some residents received a door hanger from HUC, a subcontractor for Fishel, stating they were responsible for locating their sewer laterals, dog fences, and other potential underground items that the boring machine may encounter.  While this is true, it has not been the perception during these earlier and there was no approval given for the language used.  We halted the HUC portion of the project until we met with the parties involved on Friday.  We found that a large percentage of the project has been completed and there are things that can be done by the utilities involved to help mitigate damage and help identify the most problematic issues.

The POA office will be connected on Monday, June 26. There will be some testing and then residents who live in those areas already completed will be given the opportunity to sign up.`   0

Mowing

So far, our mowing contractor has continued to complete the mowing as agreed.

Lake Treatment

Partially due to the weather conditions, our first lake treatment in May did not work out well.  The company came back and re-treated some problem areas with limited success.

The June lake treatment had much better results. We did have a few complaints, and they will be coming back to spot treat next week.

Maintenance Team

The yard waste dumpster has been a mess all spring.  At first, the dumpster was over filled.  We had many complaints that it was always full and began to allow residents to lay it nearby.  However, we never got ahead of it, and now the yard waste has overtaken the maintenance area.

In response, the Board has allowed me to try a new way of handling yard waste.  During this next month, until July 15, we will accept yard waste in the area where it has been collected along the maintenance road.  We will cease accepting yard waste after July 15 and have the yard waste shredded by a company with a huge portable shredder, turning it into mulch which we will use in various places throughout HVL.

If this program works, I would like to accept yard waste only once or twice a year for about a one-month period each time and have it shredded and reused.  This will keep the area looking nice, while returning the area to maintenance for their needs.  This would be a huge cost savings as well, potentially around $11,000 a year.

I ask for your cooperation in a few things:

  1. Yard waste only. No bags or other trash.
  2. Only drop off yard waste during specified periods.
  3. Contractors should not use this area to dump.  This is for residents only.

Dam Inspection

The dam is inspected every two years. They will be inspecting next Wednesday.

4th of July

Please plan to attend the fireworks display on the 4th of July. We have a great outing each year for the 4th and we hope to have another one this year.  We may also have room for cosponsors next year if you know anyone interested, please have them call me.

The office will be closed on Tuesday, 4th of July.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Bob Maudlin

  • Performance Bonds for Return 06/22/2023

Bond Returns

Lot # 800H Victoria Alering

Property Address 20818 Lakeview Drive Bond Amount $500.00

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

Fine/Fees Owed $0

  • Approval of Performance Bonds for Return 06/22/2023 made by Ken Horn and seconded by Grant Smiley.  Motion passed 5-0.

Finance Committee Report:  Jeff Fuell

  • Motion to Approve April / May financials for both the POA and the golf course.  Both have been approved unanimously at the committee level.  Motion made by Donna Yetzer and seconded by Ken Horn.  Motion passed 5-0.
  • Motion to Approve adding Ralph Shaw to the finance committee.  Approved unanimously at the committee level.  Motion made by Grant Smiley and seconded by Ken Horn.  Motion passed 5-0.

Future Planning Committee:  George Lortz

  • Motion to Approve Ginny Cross as Committee Member made by Donna Yetzer and seconded by Jeff Fuell.  Motion passed 5-0.

Future meeting times will be on the third Monday of the month at 6:30 p.m.

Lakes Committee:  Eric Fox

Revised Second Readings:

Permitted Powered and Non-powered Watercraft

7-7. Watercraft Registration Rules

Current Bylaw:

7-7-12. Prohibited Watercraft: Air boats, jet skis, powered water skis, ATVS and powered personal watercraft (PWCs) are prohibited for use on HVL POA lakes and will not be issued registration stickers.

Approved new Bylaw:

7-7-12. Permitted Powered and Non-powered Watercraft: Ski / wake boat, center console boat, runabout, bowrider boat, cuddy cabin boat, deck boat, fishing boat, pontoon boat, sailboat/sailboard, jon boat, dinghy, kayak, canoe, paddleboard, paddleboat, paddle bike and seascooter are permitted with registration. 

Prohibited watercraft: Examples, but not all inclusive: Air boats, jet boats, houseboats, jet skis, powered water skis, jet propelled kayak, powered hydrofoil, kiteboard, powered catamaran over 20’ length, ATVS, car/boats and powered personal watercraft (PWCs) will not be issued registration stickers. 

  1. Watercraft not mentioned as permitted are also prohibited.
  • Motion for Approval of Revised Second Reading of 7-7. Watercraft Registration Rules made by Jeff Fuell and seconded by Donna Yetzer.  Motion passed 5-0.
  • Kids Fishing Derby July the 8th.
  • Lake Patrol items
    • New Patrol member, Matt Young.
    • Stickers were a big issue this year.  Must be displayed May 1.
      • If your boat is in the water or kayak in the rack.
      • If your boat is being delivered, this is your responsibility.
      • We want to ensure that the watercraft on the lake belongs to members.
    • No boat parking, at the beach, in the swimming area.
      • The POA will remove the ropes for the Luau, but this is the ONLY exception, ever.
      • Even when the ropes are removed for the winter, we want to make sure this is the rule.
  • Lake Weeds have been a challenge due to weather, water clarity and lack of rain.  We are working with Jones Fish to improve the situation.
  • Please be courteous to your neighbors, staff, and others using the lakes.
    • Be mindful of other boaters around you.
    • Please do not litter.  We have trash cans at all the lakes, use them.
    • HVL staff are here to ensure you have a safe and enjoyable time, be kind.

Parks Committee Report:  Nora Humphrey

Pool Task Force update

Concerns at the beach with watercraft in the swimming area.  Article sharing this concern with our residents to be in next Echoes. 

Annual Family Pool Party – July 22 – Kona Ice (paid for by vending machines) is booked and popcorn, water and possibly hot dogs to be served.

Pool temperature will be recorded on the white board daily.

Nora Roberts, Pool/Beach Manager, will monitor the tennis courts over the next two weeks to log activity on the tennis courts. Amy will check on liability with Tom and HVL.

Task Force for Special Needs Swing

Options were shared for the special needs swing and those were discussed along with where this swing would be hung.  Cost appears to be reasonable – From $700 to $900 depending on options such as harnesses and chains.

Pledges have already been made by the HVL Garden Club ($200) and HVL Fish and Game Club ($200). Jim Conner has talked to Claudia and works with the American Legion.  They are always looking for ways to help the community.  All such requests need to go through Jim Conner who may be contacted at 513-502-4293.

Nature Trails Task Force

John has completed painting, repair, planting ferns, etc. of the cemetery and ready to take photos to send to Rich Gannon.

Nature Trails – The trail head signs have been vandalized.  A couple were pulled out of the ground, while others were spray painted or painted with nail polish.  John will be securing the trail head signs by setting them in concrete in the next two weeks. 

Blue Bird Trail is almost done with a final rake and then mowed on a regular basis.  On Red Duck, the sign needs repaired and stone needs to be added at the top of the trail on Cardinal. 

Campsites have been rented 4 times this year.

New Business

Georgetown Road cleanup is scheduled for October 7, 2023.

Safety, Security & Elections Committee Report:  Dave Buschmiller

Report provided for the following items:

  • Security
  • FLOCK camera system
  • Elections Panel
  • Halloween traffic flow
  • Speed Tables
  • Beach Safety

Civic Club Report:  Kevin Grosse

  • The summer activities have begun!  We had our first pool party on June 8 which was well attended.  Next pool party is July 7 – always on a Friday beginning at 8:00 p.m. through September.  Enjoy a relaxing start to your weekend-BYOB, DJ music provided.
  • Family Beach Nights are every Friday from 6:00 p.m. – 9:00 p.m. through August.
  • Luau is July 29 at 6:00 p.m. – Midnight.  Of course, it’s right on the beach!  This is usually our BIGGEST event – hog roast, music, cornhole, and just chill on the beach.
  • Labor Day Bash is September 3 with lots of new events planned.

Future New Activities and Events under Consideration:

  • Bringing back “Neighbors Helping Neighbors” – help with our aging population as well as people just needing a little help now and then.  We are looking at organizing support activities such as yard cleanup, garden rototilling, delivering firewood…
  • “Road Trips:  Keenland, Indy 500, Reds Game…
  • Attend one of our meetings and share what you’ve got in mind.

Monthly meetings at Willie’s and are typically held outside, weather permitting, on the 3rd Tuesday of the month at 6:30 p.m.  Everyone is welcome to attend!

Old Business:  

None

New Business:  

A question was asked by Paul Neidlander about why we are not applying for Grants to help in the cost of 

items such as the Flock System.  Bob Starks commented that we have only had minimal success with grants 

due to our being a private community.  However, we are continuing to research possible grants and 

welcome all suggestions and input.

Discussion regarding possibilities to improve Rumpke trash pickup.

Adjournment:  

  • Motion to Adjourn made by Jeff Fuell and seconded by Grant Smiley.  Motion passes 5-0.

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.