Board Minutes – February 24th, 2022

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

Thursday, February 24, 2022

UNAPPROVED MINUTES

Board of Directors Members Present: Scott Giska, Dave Hafner, Patricia Hawkins and Steve Siereveld

Board Member Absent: Jeff Fuell

February 24, 2022 Motions:

Approval of December 2021 Minutes—Board Secretary
Approval of Performance Bonds for Return 2/24/2022—Architecture Committee
Request for Approval of Variance—Architecture Committee
Lot Split Request—Architecture Committee
Motion to move slot bass taken in tournaments from the Main Lake to Lake Melody—Lakes Committee
Request to add New Candidate—Judicial Panel
Motion to Adjourn

Call to Order: Scott Giska

President Scott Giska called the Board of Directors meeting to order at 7:00 p.m.

Pledge of Allegiance:

The meeting began with the Pledge of Allegiance.

President’s Report: Scott Giska

Good evening everyone!

Thank you for attending our 1^st Board Meeting of 2022, both in-person and online. We have a great deal to accomplish this year, and we will do our best to keep you informed on goals, tasks and our progress.

A little housekeeping to start: We have asked everyone to sign in. When you introduce yourself for questions and comments, still just state your name and lot number. This will give us a back-up on attendees to make our meeting recording easier to decipher. I hope that makes it easier throughout our meeting for you and us if we need to follow-up on any topic with you.

President’s Report New Business:

1. David Wismann will talk about the upcoming Board election more in his Community Manager Report, but I wanted to thank Brian Bays and Ken Horn for submitting their names as candidates. Guys, if you have any questions of me or the other Board members, please email David Wismann or Ginny Boyer and we can provide answers to both of you to keep things fair and equal during the election. Good luck Ken and Brian. We appreciate the time you are investing and the care you provide for our community.

2. We will be starting the Leadership Council in the March/April time period to share ideas, discuss community needs and feedback and collaborate on key topics that impact each committee, the Board and our employee staff. One of the 1^st topics we will address is the selection process for committee members and chairs, possible term limits, roles and responsibilities and a code of conduct for all to follow. Look for invites to be sent next week to committee and club chairs and a 1^st meeting date.

3. I will also be emailing all committee members asking them to forward their meeting minutes each month to Alisha in the office. We would like to provide the entire community access to what we are all working on, and we will do that by posting committee minutes to the HVL website.

President’s Report Old Business:

We will not be further exploring the selling of the Moeller Park lots for development. We are however limiting dock rental usage do to safety concerns. Eventually, Moeller Park will no longer have rental dock space available until the time we are able to invest in the property to enhance safety and access. Within current budget constraints, we will re-look at this space in 2023 for possible improvements.

Thanks everyone and let’s have a great meeting!

President’s Report Community Feedback:

Ed Graham, Lot 1977, asked if any golf course assessment surplus funds (dollars left after paying the mortgage) were considered for closing POA budget gaps. Scott replied that they weren’t. In response to further questioning by Mr. Graham, Patricia Hawkins volunteered to research materials from the 2014 golf course presentations to determine what the community was told about the disposition of surplus funds.

Treasurer’s Report: Jeff Fuell (Report given by Scott Giska)

Financial Position for the month of December 2021:

Our Cash Position on December 1, 2021—$440,752.97

Ending Cash on December 31, 2021—$ 426,686.00

Financial Position for the month of January 2022:

Our Cash Position on January 1, 2022—$ 426,686.00

Ending Cash on January 31, 2022—$ 999,624.81

Notes:

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 escrowed 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 escrowed 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.

Notes from the 2/16/22 Finance Committee meeting:

Escrow planning is currently a priority with the committee looking out over the next three to five years. Also priorities are cost controls and the process for moving funds from one account to the other.

There are many questions from Finance Committee members about the Eco Harvester, and they are working with the Lakes Committee on answers and relevant numbers before they can make any recommendations to the Board of Directors.

Auditors completed the on-site portion of our annual audit. Their report should be received first week in April.

William Blantz, Lots 85, 86 and 87 had a number of financial questions on Rumpke payments, board expenses and escrow priorities. Board members addressed his questions and invited Mr. Blantz to meet with office personnel if he needed additional information.

Financial reports were not presented for approval.

Secretary’s Report: Patricia Hawkins

The motion to approve the December 2022 Minutes was made by Dave Hafner and seconded by Steve Siereveld. The motion passed 4-0.

Community Manager’s Report: Dave Wismann

Office:

The office is once again closing at noon on Fridays. We will monitor office traffic and make adjustments during busy times, if necessary.

Election:

We have two candidates running for the board position being vacated by Dave Hafner. Those candidates are Brian Bays and Ken Horn.

Next steps in the election process:

Candidate bios and photos will be published in Echoes
Ballots will be mailed out by March 21^st
Ballots must be received in the office by the end of the day on April 18^th (mail or in-person)

Security:

We’ve had a shortage of deputies working in HVL recently. Some of this is due to the normal movement of younger deputies to local departments, and some of this is due to an accelerated time period between our hiring deputies and their acceptance with the Sheriff’s Department. In order to fill gaps in our security needs, I have hired two people, Jason Hoffman and Adam Boesken. They are not reserve deputies and will drive their own personal vehicles with mileage reimbursed. Both are Police Academy graduates and have several years of active police service. They will do basic security functions such as opening the community room, routine patrol, boat measurements, etc. which is the bulk of what our deputies do on a day-to-day basis. The Sheriff has received approval from the Communications Board to allow our security personnel to have access to the police radio system.

This situation does identify potential gaps in our security coverage. To help close the gaps, I have decommissioned one of our patrol vehicles (which was due for replacement), having it fitted with amber top lights, and clearly marking it as HVL Security. It will be available for use for the current security crew as well as potential part-time security personnel in the future who would be working in a hybrid system with our deputies.

We purchased a 2017 Ford Explorer as a replacement for the vehicle taken out of service thanks to the kind folks of Amberley Village who sold it to us at a very good price.

There was some discussion with meeting attendees about our security challenges.

Lake Patrol:

One of the security team members, Adam Boesken, will be managing the duties of the Lake Patrol. I have also hired a former HVL Deputy, Josh Goodall, to assist our current team of Will, Wayne, and Angel.

Infrastructure Management:

Our maintenance team was challenged with a snow and ice event in early February. Jason did a nice job preparing for the event and keeping up with the weather as it was hitting. This particular event could have gone several different ways, and timing salt distribution and plowing was crucial to success in maintaining safe roads. I am proud to say the plan worked, and they were able to attack the storm with a great crew of both full-time and part-time employees who worked around the clock.

We are in the final stages of preparing the roads plan for 2022 while working with the Roads Task Force and our consultant. I hope to present this plan to the board for their approval by the next board meeting.

Erosion Control:

The Roads Task Force is asking for volunteers who would be willing to train as spotters for our ditching efforts. These volunteers will be given a short training session and a specific area to observe for standing water and ditching problems. This input will be used to create a plan for making needed repairs and replacements to culverts and ditches. Please email me if you are interested.

Golf Course:

The south wall of the clubhouse is scheduled to be repaired the week of March 14^th. This has been contracted since last year, but the contractor has just now been able to get to it.

We sent out a Request for Quotation (RFQ) for paving the golf course cart paths. These repairs will be made using funds generated by the golf course. We hope to have this work done sometime this year.

While the golf course has endured a rough winter so far, they were still able to get in a few rounds between the heavy rain and ice/snow.

Update on Fiber Optics:

Fiber Optics Projected Installation Schedule for March 2022

Arbor Ridge Drive 700’ Underground 2/21/22

Fairway Drive 2400’ Underground 2/21/22

Morningside Road 1090’ Underground 2/28/22

Meercham Way 2000’ Underground 2/28/22

Alpine Drive 8620’ Underground 3/2/22

Newcomb Knoll 740′ Underground 3/2/22

Par Drive 2000′ Underground 3/7/22

Liebchen Court 240’ Underground 3/7/22

Monteray Circle 1320’ Underground 3/9/22

Hickory Road 3690’ Underground 3/10/22

Georgetown Road 14830’ Overhead 3/14/22

Tuppence Trail 1500’ Underground 3/14/22

Golf View Court 1800’ Underground 3/17/22

Knollwood Drive 1860’ Underground 3/21/22

Alpine Drive 3900’ Underground 3/21/22

Stateline Road 5690’ Overhead 3/24/22

Service will available upon completion of connection to substation. Exact timing is not yet confirmed, however earliest hook-up is not expected until at least August.

Golf Course Report: Dave Hafner

Staff continues to focus on adding new memberships (added one single, three family, and one professional), as well as golf outings and leagues (added three new leagues)

Membership Update:

End of 2019: 180 members

End of 2020: 250 members

End of 2021: 282 members

Cash Position:

End of 2019 $14,300.00

End of 2020 $164,000.00

End of 2021 $305,000.00

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report: Tom Cross

Performance Bonds for Return 2/24/2021

Lot # 1088H Cindy & Chuck Morgan

Property Address 20252 Matterhorn Drive Bond Amount $500.00

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

Fine/Fees Owed $0

The motion to approve the return of this performance bond was made by Patricia Hawkins and seconded by Steve Siereveld. The motion passed 4-0.

A motion for approving an 8’ rear setback variance in order to place a shed on the property of Mike and Donna Kinnett, Lot # 3292H, 19174 Hampton Drive was made by Steve Siereveld and seconded by Dave Hafner. The motion passed 4-0.

A motion to approve a lot split request for Linda and Mike Chaney, Lot #396, 20287 Lakeview Drive was made by Steve Siereveld and seconded by Dave Hafner. The motion passed 4-0.

There was a lengthy discussion on the differences between our bylaw language on plot plans and what is required by the county. For future lot splits, an Indiana surveyor would need to draw up a new plot plan showing all other structures. A new plot plan with structures would be needed to show setbacks.

Future Planning: George Lortz

The Future Planning Committee continues working on its full slate of projects. There will be a full recap of all the 2021/2022 projects at the April POA Annual Meeting

50th Anniversary Celebration(s) – Projects completed:

Pioneer Gathering – 12/10/21

Polar Bear Dip – 1/01/22

50^th Anniversary banner installed at main entrance

Five 50^th Anniversary flags installed around HVL

T-shirts ordered for Pub Crawl event

Articles written for Dearborn County Journal, The Echoes, and Neighbors

50^th Anniversary Celebration – Work in process:

Complete planning with the Civic Club for the 3/05/22 1970’s themed Pub Crawl event

Planning for Fourth of July events in conjunction with the Civic Club and the HVL Riders

Planning for Labor Day Bash in conjunction with the Civic Club including arrangements for burying an HVL POA time capsule

Announcements of availability of 50th Anniversary commemorative memorabilia

Arrangements for other smaller events during the year

Please continue to watch for future announcements in the Echoes, on the POA Facebook site, and through POA emails.

Thank you to the 50^th Anniversary Steering Committee Members:

Patricia Hawkins – Chair Ginny Boyer

Rich Gannon Dee Hacker

Gayle Lightner George and Becky Lortz

Diann Myers Pat Paul

Jan Rohling Steve Siereveld

Al Thorup

Lakes Committee: Eric Fox

A longtime member, Gerry Young, has asked to retire. He will be missed. He has orchestrated the lakes statistic reports along with ensuring there is a healthy fish population.

Lake treatment dates:

May 9^th

June 13^th

August 15^th

Boat registrations will be mailed on March 3^rd.

Lake Clean-up 2022 – Committee will host a lakefront clean up May 15^th. We will use the work pontoon to collect debris (sticks and logs) that homeowners place on docks. Wayne and Linda will be looking to get a chipper shredder or a yard waste dumpster to dispose of the debris. If this proves helpful, we will look at making this seasonal.
Willie’s Docks – Maintenance is working on stationary sections. The contractor is submitting a bid for the floating sections.
Fish Study – ATAC will study the main lake. The single study of Lake Melody was quoted too high. Study will be pushed to next season and we will budget for all small lakes.

The committee voted unanimously to ask the board to allow Fish & Game to place slot bass from the main lake into Lake Melody after tournaments. The committee believes that Lake Melody is aggressively fished and can handle the slot bass. Studies next year will show what the aquaculture looks like in all our small lakes.

A motion allowing slot bass removed during fishing tournaments to be moved to Lake Melody until the fish study was made by Dave Hafner and seconded by Patricia Hawkins. The motion passed 4-0.

Sluice Gate closure has been moved from March 5^th to March 12^th.

Parks Committee Report: Amy Ayers-Wilson

New brochures for walking trails were presented.
Pool/Beach Update-a task force formed to assist new pool manager has been created (Claudia Richardt and Jim Lightner).
Dearborn County State Line clean up will be April 2^nd. Volunteers are welcome to meet at Sugar Ridge. Sign-up is on Parks and Recreation website, or you may email Amy at amo197070@gmail.com.

Safety, Security & Elections Committee Report: Don Norris

Three guests attended our last meeting. Questions and concerns to be addressed during 2022:

Compliance Officer Dan Tester & Lead Deputy Zach Compton provided information about dogs tied outside in harsh weather with no shelter or protection from the weather. We will review our rules relative to Dearborn County.
With David Wismann and Zach Compton in attendance, we also held a brief discussion on random long-term parking in the various POA lots. There have been cars left for extended periods of time. We had 10 abandoned vehicles in 2021. A POA system may help.
There have been ongoing discussions on pedestrian traffic and safety. We believe that more rules will not solve the problem. The best solution is education.
In 2021, we submitted a list of stop signs that could be removed. In one area, we have eight stop signs within 100 yards. We will continue refining this list. By Indiana law, stop signs are for safety. They are not for speed control.
We discussed continued underage operation of golf carts. Education may be the best solution. Unlicensed drivers are not permitted to operate a golf cart on Hidden Valley roads even if an adult is present.

Judicial Panel: Rick Paul

Bruce Plashko has resigned from the Judicial Panel. Rick Paul thanked him and presented him with a certificate of appreciation. Bruce accepted the certificate and thanked attendees for the opportunity to have served on the Judicial Panel.

A motion to add Garry Wilmoski to the Judicial Panel was made by Patricia Hawkins and seconded by Steve Siereveld. The motion passed 4-0.

Old Business:

There was extensive discussion on the increase in amenity use fees. Several attendees questioned the need and the amounts.

Scott Giska reconfirmed that the board sought to close the anticipated 2022 budget gap using assessment increases and amenity use fees (about 50% of anticipated additional revenue would come from each).

Adjournment:

The motion to adjourn was made by Patricia Hawkins and seconded by Steve Siereveld. The motion passed 4-0.

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