Hidden Valley Lake POA Board Minutes: February 23, 2017

Hidden Valley Lake Property Owners Association
Board of Directors Meeting
February 23, 2017

Unapproved

Board of Directors Present: Pat Hawkins, Tom Hamilton, Bill Minnery, Robert Starks, and Donna Yetzer

Board of Directors absent: None

Community Manager Present: Bruce Keller

Guests: None

President Pat Hawkins called the February 23, 2017 Board of Directors Meeting to order at 7:00 p.m. The meeting began with the Pledge of Allegiance.

President’s Report: Pat Hawkins

On February 21, and on behalf of the Board of Directors, I signed a contract with Brad Rupel for the purchase of approximately 21 acres of undeveloped land. This land lies between our golf course and Georgetown Road. We have now entered a 45-day “due diligence” period during which we will perform all appropriate inspections. We will close on the purchase at the end of the 45-day period assuming that our inspectors do not find any problems with or on the land.

We offered, and Mr. Rupel accepted, $50,000 for this land. Interestingly, this is the second time that Mr. Rupel wanted to sell us this acreage. He first offered it as our golf course negotiations were winding down. He asked for $100,000. We countered with $50,000. Mr. Rupel did not accept our counteroffer and we refused to go higher, so the negotiating ceased. Those of you who attended the golf course town hall meetings might remember this as we shared information about it in our presentations and the follow-up question and answer sessions.

Mr. Rupel contacted Bruce Keller several weeks ago, again offering the land for sale. After several conversations, both parties agreed on the $50,000 that we originally offered back in 2014. We believed in 2014, and continue to believe, that $50,000 is a fair price for this acreage. A study of comparable sales supports it and it is significantly less than what we paid for the 21 acres we purchased on Stateline Road back in 2013.

With this purchase, the Hidden Valley Lake Property Owners Association will control whatever future development takes place on this acreage, which will help to protect our golf course investment.

I would like to remind you that we are entering election season here in Hidden Valley Lake. The terms of two board members, Robert Starks and myself, will expire in April. Incumbents, as well as any other interested candidates, can find specifics about the election process under “Community News” on our website.

Respectfully submitted,
Patricia Hawkins 

Treasurer’s Report: Bob Starks

No report. Waiting on the Audit to be finalized.

Secretary’s Report: Donna Yetzer

  • Request approval of the December 8, 2016 Board of Directors Meeting Minutes

Motion made by Tom Hamilton and seconded by Bill Minnery to approve December 8, 2016 Meeting Minutes. Motion passed unanimously.  

Community Manager’s Report: Bruce Keller

Stop sign placement at Longview & Alpine, Rosemeade, Matterhorn and Fairway. A sign will be placed going each way on these roads. Speed signs will be placed 100 ft. from each stop sign.

Golf Course Managers Report: Pat Sullivan

The club house is being improved and updated with paint by Dave Freking and an interior decorator is working on the ladies restroom. All improvements are looking great. The storage room area is also being redone to allow more room for storage.

The Golf Course is in the process of installing a new irrigation pump. The pump should be completed by mid to late March.

There is a lot of interest in the Golf Course. As of 2/23/2017 there are 15 new members.
The percentages of memberships are as follows:

  1. 51% – Indiana memberships
  2. 28% – HVL resident memberships
  3. 7% – Northern Kentucky

Discussion followed on improvements around the outside of the Golf Course and Tennis Courts.

COMMITTEE REPORTS

Architecture Committee Report: Bruce Keller

  • Request approval of performance bond returns

Performance Bonds for Return 2/23/17

Ryan Meyer, Lot # 1623H
19522 Knollwood Dr., Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0,  Fine/Fees Owed $0

Gerald & Angela Banschbach, Lot # 1164H
21042 Zurich Trail, Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0, Fine/Fees Owed $0

Kenneth & Charisse Mook, Lot # 1530H
9833 Lakeview Drive
Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0, Fine/Fees Owed $0

Signed by Jason Craig, Jesse Jones, Phil Heitz, Bruce Keller

Motion for the return of the above Performance Bonds made by Robert Starks and seconded by Tom Hamilton. Motion passed unanimously.

Finance Committee: John Reiniger

No Report

Lakes Committee Report: Dave Patterson

Sluice gate will be closing on March 4, 2017.

Lake treatment dates are: May 16, 2017, June 20, 2017 and August 8, 2017. Cost for this year is $3900.00.

Small Lake: The dams were inspected and there were no problems. Still waiting on DNR approval for the plans at Crystal Lake. The Corps of Engineers has already approved them.

Casey Kennedy and Jamie Morman are working together on the Sluice Gate Bridge. They are making sure a double stroller can get through, but narrow enough that a golf cart cannot get through.

2017 Boat Driver’s test was modified and additions to the test were discussed and a finalized version was approved. Bill Cox and Paul Rolfes will be putting together a short course for new boat owners this spring.

Due to complaints and issues surrounding boats being on the lake when they are too long, all speedboats over 19 feet long will be measured.

Safety, Security & Elections Committee Report: Becky Lortz

Two new members have joined Safety, Security and Election Committee. Please welcome Don Norris and Tom Carrell.

Motion to accept Don Norris and Tom Carrell to the Safety, Security and Elections Committee made by Bill Minnery and seconded by Robert Starks. Motion passed 5-0.

The revision of Community Master Plan (CMP) of Section IV has been finalized and was submitted to the Future Planning Committee.

Bruce is working with Laura Pruitt to schedule a CPR class for interested HVL residents. The dates are February 27 for recertification and March 1 for CPR class. The CPR class is already filled with a waiting list and the renewal class has 4 residents attending the class.

Bruce met with Jason Sullivan, Director of the Dearborn County Emergency Management. He spoke to Jason about involving HVL in preparedness plans. Bruce also learned a Dearborn County Multi-Hazard Mitigation Plan was produced in July 2015 and now has a copy of this document in his office. Jason offered to give our committee and Bruce a tour of his office on Tuesday, March 14, 2017.

Reminder that the Safety, Security and Elections Committee will be meeting the 1st Tuesday of every other month at 6:30pm. Our next meeting will be Tuesday, April 4 at 6:30pm.

Future Planning/Political Actions Committee Report: George Lortz

The Future Planning Committee is in the process of renaming their committee. They would like to rename their committee to “Future Planning Committee”.

Motion to accept the Future Planning and Political Action Committee be renamed the Future Planning Committee made by Donna Yetzer and seconded by Tom Hamilton. Motion passed unanimously.

Kathy Wirth has resigned as co-chairman of the Future Planning Committee. Kathy will continue stay on the Committee.

Future Planning Committee is working on the final version of the Community Master Plan. The changes will be presented to the Board in April. There will be a Focus Group meeting on Saturday, April 1st starting at 9:00am in the downstairs of Willie’s Restaurant.

New Community Information Services (CIS) committee task force has been formed. This committee will be staffed with Future Planning Committee members. The intentions of the committee is to look at alternative means of welcoming new HVL residents to the community. There was much discussion on how the committee will run this task force.

The Future Planning Committee is also looking into assisting other committees with writing and rewriting rules.

Civic Club

No report

Old Business:

None

New Business:

Robert Starks:

Request a motion approving the Second Edition of the HVL POA Operations Manual it to assure that our POA business is conducted consistent with community expectations and ethics.

Motion made by Donna Yetzer and seconded by Tom Hamilton. Motion passed unanimously.


                                                                                           September 24, 2009
Amended December 8, 2016  

HVL-POA
Operations Manual

Message:

To HVL-POA Directors, Employees, Committees and All Members:

The purpose of this Operations Manual is to assure that our POA business is conducted consistent with community expectations and ethics. As you know, much has changed over the past years. We have grown to over 1,800 homes and also over 5,000 residents. While we have experienced many changes, there are some things that do not change. One of these is how we conduct ourselves as a business and also as individuals representing our community.

We are in business to maximize returns for our HVL-POA Members. In doing so, we must use our assets wisely and we must deliver on our promises to our members, community and employees. These are the fundamental ethics and principles that guide our conduct and decisions.

Sincerely,
HVL-POA Board of Directors

Spokesperson

It is important that the HVL-POA Board of Directors speak as one especially when it comes to legal and ethical issues. Those persons will be the President of the Board of Directors and the Community Manager. In their absence, a spokesperson should be appointed.

Conflicts of Interest

A conflict of interest occurs when private interests interfere in any way with the interests of the HVL–POA and/or HVL community.

Gratuities and Gifts

When people exchange gifts in a business context, it can look as if favors were granted in order to influence business judgment. We may provide meals and/or refreshments of nominal value in the course of doing business provided that this practice does not conflict with our standards or the standards of the recipient’s organization. You should not give or accept anything if, under the circumstances, such a gift might appear to be improper.

  • Do not offer or provide gifts when prohibited by the recipient’s rules, standards, or policies;
  • Avoid accepting or giving any gift above modest value. This value is currently set at $75.00 in any one calendar year.
  • Ensure that all meals and refreshment have a business purpose.

Disposal of Community Owned Property

Disposal of any POA property having a value above $100.00 must be with the agreement of the POA Board and must be advertised to HVL residents and/or the general public.

Competitive Bids, Required

We select our suppliers based on objective criteria such as price, quality, and prior performance. Request for bids will be advertised on our website and other media as appropriate. At least three bids will be requested for all contracts where the value exceeds $10,000 or the length of the contract exceeds one year, regardless of price. Sealed bids must be obtained and opened for the first time in an open HVL-POA Board meeting.

New Amenity or New Land Use Process. New amenities costing in excess of $10,000.00 and a new use for any existing community greenspace must first be approved by the HVL Board of Directors. All requests for a New Amenity costing in excess of $10,000.00 and or the permanent exclusive use of POA greenspace for an amenity regardless of cost, must be accompanied by a fully completed HVL POA Project Request form. (Copy Attached). If a discretionary project meets preliminary approval, the potential project will be included in a survey for the HVL POA membership’s input. If approved the funds will be budgeted and the project will be completed on a time line as agreed. Maintenance and replacement items costing in excess of $10,000.00 will usually require a project form to be completed to assure a thorough investigation of the expenditure. Projects that are usual and customary such as Paving, Road Salt, etc, will only require the three bid process.

Obeying the Law

Our POA operates in a regulated environment. Federal and state agencies direct how we conduct our business. We attempt to comply strictly with the requirements of these agencies and each employee is required to immediately inform the Community Manager or Board member of any compliance issues such as chemical spills or any violation, as soon as they are detected. We cooperate with government inspections and are courteous to inspectors. Notify the Community Manager immediately if you learn about any inspection, investigation, or request for information from any outside organization.

Record-keeping

Accurate records of all financial and business transactions must be maintained.

Quality

The quality of our services is crucial to our success. All of our services must meet appropriate quality criteria in accordance with normal standards of workmanship.

Lobbying and Political Contributions

Do not contribute any HVL-POA funds or other assets directly or indirectly to any political party or to the campaign for or against any candidate for any office, including the POA Board of Directors.

Bribes and Kickbacks

We adhere to all aspects of the U. S. Anti-Kickback Act. Board Members, committee members and employees must never offer, give, ask for, or take any form of bribe or kickback. A bribe or kickback is the giving or accepting of money, fees, commissions, credits, gifts, favors, or anything of value that is either directly or indirectly provided in return for favorable treatment.

Billing and Pricing

We are clear and accurate in every aspect of our billing and pricing. Our prices are uniform and consistent for each member. Invoices to members are clear and understandable.

Company Resources and Intellectual Property

The assets, property, and resources of the HVL-POA should be used only for HVL business purposes.

Company resources include but are not limited to: telephones, electronic mail, Internet access, voice mail, faxes, computers, equipment, machinery, tools, vehicles and credit authorizations. We permit reasonable use of telephone for necessary personal communication. Our intellectual property is a valuable asset. This includes community records, ideas, and competitive bid information. We must all respect and protect intellectual property, whether it belongs to us or to others. The HVL-POA owns all inventions, discoveries, ideas, and trade secrets created by employees on the job or produced using company resources.

POA Community Privacy and Confidentiality

Our POA business is based on information. You may have access to sensitive, confidential, or proprietary information about our residents, and others with whom we do business. We earn their trust by

protecting the privacy of their information. Employee information and data are confidential and are used only for valid business purposes. This includes personnel file information, medical records, home addresses and other data. While we respect employees’ privacy, we reserve the right to inspect our facilities and property, such as computers, telephone records, lockers, e-mail, files, business documents, and workplaces. Employees and volunteers should not expect privacy when using company-provided services or equipment. You may have access to customer, company confidential, or proprietary information that must be protected from disclosure. The duty to keep information in confidence continues even after you leave our employ. When using information technology, you have the following responsibilities:

  • Safeguard all computer equipment and data
  • Do not use software for which we do not have a license
  • Do not share computer passwords, except that the community manager must have access to all passwords etc..
  • Do not copy or distribute software or POA data for business or home use unless authorized in writing
  • Internet access must not be used to support a personal business, political venture or violate any of the community standards, or embarrass the HVL-POA
  • You may never use the company’s Internet access to view, send, or forward information that is sexually explicit, discriminatory, derogatory, illegal, profane, or abusive
  • The HVL-POA may monitor or filter Internet use in order to maintain and enforce our standards

Our Name and Reputation

HVL-POA is proud of our name and our reputation. Public perception is critical to our continuing community success. We provide accurate and timely information about our status to the community, the media, and the general public. We are very thoughtful about what we say when releasing information publicly. If you receive an inquiry from the media, notify the Community Manager and let him or her respond.

Investigating Suspected Violations of Our Standards

If you believe that someone associated with the HVL-POA has violated our standards, you are expected to bring the matter in good faith to the attention of your supervisor, the Community Manager, or to the POA Board of Directors so that we can conduct a prompt investigation.

Disciplinary Action

Violations of laws and/or HVL rules and policies are subject to disciplinary action up to and including termination of employment or removal from the Board or respective Committee.

Dated: December 8, 2016

_________________________
Patricia Hawkins, President

__________________________
Robert Starks, Treasurer

___________________________
Tom Hamilton, Member at Large

____________________________
William Minnery, Vice-President

____________________________
Donna Yetzer, Secretary

____________________________
Bruce Keller, Community Manager                                                                                        


Hidden Valley Lake –Project Request

Request Date:                         Requested by:

Project:

Description:

Benefits of Project:

Possible objections:

Alternatives Considered:

Major areas of Uncertainty:

Preliminary Cost Projections  Yr 1     Yr 2     Yr 3     ongoing                        Total (1-3)

Capital                                                        +10%

Expenses

Total Expenses

Funding considerations/options:

Who will be responsible for ongoing maintenance?

Preliminary review by:

_____ Community Manager

_____ Lakes

_____ Safety

_____ Parks & Rec

_____ Natural Resources

_____ Maintenance Department

______Architecture / Property Maintenance

______Finance

______Future Planning

Other: __________________________

Other: __________________________

Board Review:   Note: Project requests must be approved and scheduled by the BOD before proceeding

___   Approved   ___     Proceed with Bidding   ___          Denied         ____Revise

Comments: __________________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________________

Board Signature: __________________         Date: ________

Finance: (updates to Allocation worksheet as required) Initials: _________________   Date: ______

Project Revision History: (capital items only)

Year 1  Year 2  Year 3  ongoing                       Total

Revision 1                                                       10%

Reason for revision 1: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Reapproval (if required): Board Signature ______________________        Date: _________________

Cost Summary:

Date    Item     Supplier          Amount


Motion to adjourn by Donna Yetzer and seconded by Robert Starks. Motion passed unanimously
Adjournment: 7:47 pm

Minutes Prepared by Gina
Minutes published in this paper are abbreviated and a full account can be heard online.

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