Board of Directors Meeting Minutes 6/25/20 Lower Level Community Center 7:00pm

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

Thursday, June 25, 2020 7:00 PM

Approved

Board Members, Committee Chairs, Club Representatives, employees, and a limited number of residents were present.

Board of Directors Members Present:  Dave Hafner, Patricia Hawkins, and Donna Yetzer

Board of Directors Members Absent: Scott Giska and Robert Starks

Community Manager Present: Bruce Keller

Assistant Community Manager: Absent

June 25, 2020 Motions:

  • Approval of March 2020 Minutes — Board Secretary
  • Approval of Bond Returns—Architecture Committee
  • Approval of January, February, March, and April, 2020 financial statements.
  • Approval of 2019 Audit from Donlin and Associates.  

Call to OrderPatricia Hawkins

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

Pledge of Allegiance:  

The meeting began with the Pledge of Allegiance. 

President’s Report: Patricia Hawkins

Much has changed since we last met on March 5.  Some of the change has been good; some has been decidedly not.  However, good can come out of bad and COVID-19 proved that Hidden Valley Lake’s residents and employees are skilled at making lemonade out of lemons.  The board would like to recognize and thank some of them:

  • Andrea Smiley for establishing the “Neighbors Helping Neighbors” program in Hidden Valley Lake.  This all-volunteer program provides assistance to residents who are particularly challenged by the coronavirus.
  • Steve Van Wassenhove and the staff at Willie’s who provided tasty take-out meals for residents,
  • Our deputies who aided residents and helped ensure safety when more folks were in the valley at any given time,
  • Our golf club staff who provided a safe and welcoming recreational outlet for residents, 
  • Our POA Office staff, led by Bruce Keller and Dave Wismann, who conducted day-to-day business with as much normalcy as possible,
  • Rich Gannon who, by using List Serve, Facebook, and our website, kept residents both informed and inspired, and last, but certainly not least:
  • Our Maintenance Team.  Since the beginning of this year, and through the COVID shutdown, they managed to:
    • Do the work necessary for the re-permitting of the Crystal Lake Dam
    • Built and installed kayak racks
    • Installed new shade structures by the kiddie pool
    • Removed the old upper beach wall and installed a more attractive and functional alternative
    • Completed the shelter at the marina
    • Did the work necessary to enhance safety on our floating docks
    • Installed a bathroom at the Upper Beach

All these individuals, and the work they performed, helped us maintain as much equilibrium as possible while ensuring that post-pandemic life here would be even better.  We thank them all and look forward to working with them on the complete reopening of Hidden Valley Lake.

We wish all of you a safe and happy Fourth of July holiday.

Welcome Special Guest (Attorney Robert Ewbank):

Bob Ewbank presented information pertinent to preserving our Deeds, Covenants, and Restrictions to the Board and all in attendance.   

Mr. Ewbank had prepared a preservation notice for the Board of Directors to sign.  Patricia Hawkins signed on behalf of the Board.  The notice will be recorded in the Dearborn County Recorder’s office. 

Visit our website to hear the full discussion of this preservation.   

  • Resolution to record in the Dearborn County Recorder’s Office a notice

 of claim to preserve the Covenants of Hidden Valley Lake Subdivision pursuant to

 Indiana Code IC 32-20-4-1.  Presented by Attorney Robert Ewbank

Motion made by Donna Yetzer and seconded by Dave Hafner to preserve the Covenants of Hidden Valley.  Motion passed 3-0-2.

Treasurer’s ReportBruce Keller for Robert Starks

Note, the finance committee met with our auditor, Bill Donlin last night. June 24, 2020.  The finance committee will examine any proposed changes to our financials before a final review and acceptance of the December 2019 financials.  However, the Finance Committee has been reviewing the financial statements each month of 2020 as has been done in the past.

All amounts are rounded to the nearest dollar.

Financial Position as of the end of May 2020.

Our Cash Position on December 31, 2019, $563,306.00

Ending Cash on May 31, 2020, $853,698.00

Notes: 

  1. All amounts are rounded to the nearest dollar.
  2. HVL POA plans annually for a balanced budget (i.e., anticipated annual expenses are planned to not exceed anticipated annual income).  
  3. Some infrequent expenses are predictable such as replacement of vehicles, maintenance of our roads, the many lake dams, swimming pool liner, lake dredging etc.  
  4. 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 Architectural bond payments to be refunded.
  5. All financials will be audited by an outside auditor annually.

Secretary’s Report: Donna Yetzer for Scott Giska

  • Approval of March 2020 Minutes

Motion made by Donna Yetzer and seconded by Dave Hafner to approve the March 5, 2020 Meeting Minutes.  Motion passed 3-0-2.

Community Manager’s Report:  Bruce Keller

POA Report:  

Pat has already talked about all the work that has been accomplished.  I simply want to thank all of you for working with us to keep things as normal as possible through this pandemic.  I would also like to thank all Hidden Valley Lake employees for staying on task and knocking out a tremendous workload.

Read Thank You Letter from Richardt’s:

“Our reason to attend was to thank the Board for the kayak racks. 

We love them! We are truly enjoying our lake even more this summer. To have an area where we can store and use the launch to enter the lake is fantastic. And we are sure those with boats are pleased to have us at the other end of the marina – we are no longer trying to maneuver around each other!! 

We understand there is a wait list…hopefully the Board will be able to complete enough kayak racks for all interested!

Happy HVL Kayakers, Ted and Claudia”

With that letter, I want you to know we have 21 people on our kayak storage waiting list.  I would like the Board to consider letting us build four more racks.  This would bring us up to 84 storage slips.

Golf Course Highlights:  

You heard a few highlights from our Treasurer so I will just give you a few more:

  • We have 201 members compared to the 236 we had at the end of last year.
  • Our income is down some, but expenses are down a lot.
  • We are currently $38,000 ahead of last year’s checking balance.  This is due to golf club management’s eagle eye on spending.
  • The loss of income can be directly attributed to loss of revenue with outings.  Last year at this time we had five under our belts.  We could not hold outings because of social distancing.  Most were rescheduled and we will catch up later this year.
  • Our rounds of golf are just one indicator of success, but we are up nine rounds per day on average for June.  Year-to-date we are just a few over last year.
  • Much of the golf rounds increase is due to the usage of our $25 golf special on Monday.  Many of you have taken advantage of this offer.
  • If you golf, please consider having lunch at our snack bar.  Specials are advertised on our sign in front of the course, on Facebook and on our HVL Golf Club website.

Because of social distancing requirements, we were very limited as to how many people could attend this evening’s meeting.  For those who couldn’t come in person, we asked for their questions in advance so we could answer them at this meeting.  This is a summary of those questions and answers:

Question:  Can you park on the street for longer than 48 hours?

Answer:  Our rules on street parking are not time restrictive when it comes to automobiles.  You may park on a street if there is 18 feet of paved road available after taking your parking spot into consideration.  Remember, on holidays we understand parking needs and allow you to park in yards.

Question:  When can we take guests to the pool and beach?

Answer:  Miranda, our Pool Manager, along with some from the Pool Task Force, has presented a plan to the Board of Directors for allowing some guests.  The Board has approved the plan and it will be announced shortly.  Main highlight is that residents will be able to take one guest per ID holder.  Remember, guest fees still apply.

Question: When will the Fitness Center open?

Answer:  Dave Wismann, the Board, and I are reviewing a plan and hope to have it out to the community next week.

Assistant Community Manager’s Report: 

No Report

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:Tom Cross

  • Approval of Bond Returns.

Lot # 2495H                                                                                    Matthew Timmerman

Property Address 20184 Alpine Drive                                           Bond Amount $500.00

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

                                                                                                         Fine/Fees Owed $0

Lot # 2015H                                                                                    Travis & Melissa Traucht 

Property Address 19802 Ventura Drive                                        Bond Amount $500.00

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

                                                                                                        Fine/Fees Owed $0

The bond return documents were signed by Tom Cross, Jesse Jones, Dave Wismann, and Dan Tester.

Motion made by Donna Yetzer and seconded by Dave Hafner to approve the Performance Bond Returns.  Motion passed 3-0-2.  

  • Request a motion approving a lot split of lot 470.  This is a lake lot that will be split between two other lots.  Current owner is Dennis and Katja Creech at 1347 Buckeye Court.

Motion made by Donna Yetzer and seconded by Dave Hafner to approve the lot split.  Motion passed 3-0-2.

Finance Committee Report:Kyle Packer

  • Approval of January, February, March, and April, 2020 financial statements.

Motion made by Dave Hafner and seconded by Donna Yetzer to approve the January, February, March, April 2020 financial statements.  Motion passed 3-0-2.

  • Approval of 2019 Audit from Donlin and Associates.  

Motion made by Dave Hafner and seconded by Donna Yetzer to approve the 2019 Audit from Donlin and Associates.  Motion passed 3-0-2.

Future Planning Committee:George Lortz

Ohio Lake Communities Association (OLCA) Conference Sponsorship

  • The conference is still scheduled for Wed, Oct 7 and Thur., Oct 8 using HVL facilities.
  • FP committee is awaiting word for OLCA regarding the possible cancellation of the meeting.

Community Master Plan Maintenance

  • Updates to the CMP are completed and include verbiage regarding the goals and objectives for the Hidden Valley Golf Club.

Land Use Plan development and Maintenance

  • The Land Use Plan has been added to the HVL website and invitations were sent to residents to submit their suggestions and questions.
  • To date, there have been several responses that did not require committee involvement.

By-Laws Maintenance Assistance

  • The FP Committee sent an email to all POA Committee chairs offering to assist with proposed changes to the POA By-laws.
  • No committee activity has been generated to date.

POA Communications Systems Development

  • With the leadership of committee member Rich Gannon, there is a search for possible future vendors to provide higher-speed Internet services for HVL.
  • Since the last POA Board Meeting, one vendor has submitted a verbal proposal for a fiber optics cable solution.

Development of a Fully Documented POA Improvement Project Approval Procedure

  • An initial draft of the procedure was completed and submitted to Bob Starks for discussion with the POA Board.

HVL Town Hall Meeting Facilitating

  • The FP Committee has offered to assist the Board in identifying and implementing future town hall meetings.
  • Several topics have been suggested but are on-hold until meetings of this size might be possible.

Other Possible FP Committee Projects

  • The FP Committee will entertain any requests or suggestions to assist with future HVL projects.

There was much discussion on Wi-Fi and fiber optics cable in the Valley.  Visit our website to hear further discussion on this subject.  

Lakes & Parks Committee Report:Dave Patterson

Jim Conners would like to see a sign on the Meercham docks similar to what we have on our other docks. 

David Wright was present to see what could be done to get a Frisbee golf course up and running.  That was an item that was on the last survey.  Bruce will check and see where it ranked and what might be needed to get this going.  Dave should get with Bruce for further assistance and they can let the committee know what is happening.

Jon Dutton wanted to know who patrols the small lakes.  Bruce said that he will notify the deputies that they should be checking on the small lakes for those who don’t belong. 

Resident complained about high waves from boats.  Bruce suggested calling the lake patrol.  A discussion of ballast causing wakes and the fact that they are against the rules.  That is true and those using them shouldn’t.

Fountain at Lake Holiday is working again.

Preparations for July 4th.  Civista will again be sponsoring the fireworks.  Head lamps are available at the POA office to make it easier for those on kayaks and paddleboards to see and be seen.  Among other things mentioned was the possibility of using the “4-toon” that the F&GC donated to the POA as a second patrol boat.  It would need to be staffed and a banner would need to be made for it. 

Slow/idling boats in the high-speed zone when there are other boats going at high speed puts everyone in harm’s way.  Dave requested of Paul that the Lake Patrol might suggest to boaters going at no wake in the high-speed zone when there were other boats going fast and should be advised that for the safety of all that they should move to the no wake zone. Paul will mention this to the other Lake Patrol members.  

Lake Patrol number (812/584-9997) should be supplied to all HVL Residents in case of an emergency.  

Status of requiring users of paddleboards to use life jackets:  A concern had been raised as to whether we needed to change our rules as they pertain to wearing life jackets, especially to persons on paddle boards, etc.  We determined that since our rules defer to the US Coast Guard rules that relate to water safety, our rules were sufficient as written.   The question remains, what do the Coast Guard rules say relative to paddle boards?

No signage necessary for the handicapped dock by the ramp.

We need signage indicating the dock near the sluice gate is a handicapped accessible dock and also is the preferred pick-up and drop-off area. Bruce will look into this when they blacktop an area near the sluice gate.

Access to the Handicapped/kayak launching area:  Need to keep vehicles back away from the wall.  

Do we make this dock a no fishing dock?  At times it has been almost totally blocked by people setting up chairs and coolers and buckets, etc. to the point where it was almost impossible for someone to get to the kayak launch with their kayak.  Also, it would be very difficult for someone in a wheelchair to maneuver and get to their boat.  That makes it a safety issue.  Even without the chairs, etc., there are often quite a few people on that dock fishing, and it gets crowded.  Dave Ryberg made a motion to make that dock no fishing/no loitering to keep it open for its intended purpose.  Alan seconded the motion which passed 8 for and 0 against. 

Do we prohibit fishing from all docks?  This instigated significant discussion with the major points being that the docks are an HVL amenity and should be available to all residents, vs the docks are rented for use by boat owners and they should be afforded unrestricted access to their boats as well as security for their possessions in the boats.  Bruce will check on the legality of this. 

We probably need some lighting for the kayak storage area.  Would like to try and put a shade on it so that it isn’t in the face of the resident that is just across the stream.  Bruce will take care of this.

We need parking signage for golf carts at the main ramp.  Golf carts are parking all day in the area designated for loading and unloading.

We also need a better parking area for the Marina Shelter. 

We need better parking control at the sluice gate to keep access to the dock clear for those carrying their kayaks to and from the racks and the launcher.

The rules state that only dock owners and their guests are allowed on the docks after dusk.  Is dusk defined by the lake status light?  Yes, when it turns to yellow, it is dusk.  The committee concurred that dusk is determined by the light changing from green to yellow.  Therefore, when the light is yellow, no one should be on the docks except boat owners and their guests.  Dave W. and Bruce will verify the legality of this.  This should help with complaints about boat owners having things taken from their boats overnight.

Request has been made for a ½ day Saturday to be set as no wake, possibly starting at 1 or two.  This was emphatically and unanimously rejected by the committee.

Scott Giska had sent in a request for discussion of four items:

  • Boats and personal watercraft stickers on the lake:  Everything that is on the lake needs a sticker to prove residency and insurance.
  • Kayak Storage count:  All 60 racks were rented within about 48 hours and there was a waiting list of 19.
  • Progress, next steps against boat canopies/boathouses:  Last fall, the committee voted to not allow them.  At the Board’s request, we set up a task force to revisit the topic.  However, it was too late in the season to visit any lakes as people were taking their boats out for the season and probably removing the covers.  Then the coronavirus pandemic hit and travel was restricted.  We are just now coming out of the restrictions.  The task force was trying to regroup and visit a couple of lakes that they had identified as being similar to ours and who apparently permitted boat lift covers.  To this point they hadn’t been able to schedule a time to get together and make the trip to the lakes and check them out.  
  • Marina shelter – reservations or not:  Yes, just like the other shelters.  Several reservations have already been accepted for specific dates.

Fish & Game Club: 

Tournaments have started, but the fishing hasn’t been great.  Not as many fish being weighed as expected.  However, overall, the bass seem to be a bit fatter.

They will start tagging fish and recording data about the fish.

Kids fishing Derby will be held on July 11.

They requested that $6700 again be budgeted for 2021 baitfish program.  ATAC supported their statements that this should not be a one-time event.  The committee agreed as long as the Club continued to remove and monitor/count slot bass. The Club agreed to hold slot only tournaments again.  They have been combining tournaments by turning in slot bass caught in addition to their normal catches.

They requested that a set of stairs be put back where they used to be at the corner of the marina nearest the shelter.  This is something that can be addressed over the winter when the lake is down.

They would like the fish limits corrected on the signs at the various lakes.  

They have discussed problems parking with trailers, especially on weekends and on holiday weekends.  They would like to see the marina parking lot marked/lined to indicate parking.  For this to be effective, the lot would need to be paved. They asked Bruce to check into this.  They said they would be willing to stage fundraisers and help pay for this project.  The chairman suggested we check with our engineer to see if we would be allowed to do this since the parking lot is technically an emergency spillway.  Bruce has checked with Peter Soltys and he said that it would be all right.  In fact, paving it would improve the flow of water over the lot in the event of an emergency.  Bruce has determined that paving the lot would cost around $250,000.

Pat Hawkins reminded Dave that it is not just about the cost of paving, but natural resources plays a role in this as well. 

Lake Patrol Report: 

Paul reported that they will be on the lake from 9 a.m. to 9:45 or 10:00 pm.  They have written five citations so far this season.  They need lighting at their dock.  Those who are getting their stickers for the first time will get them from Paul after they complete their overview of the lake and safety issues.  

Lake Patrol is not an easy job.  They are out there to help keep our lake safe, and many of their calls are judgmental by nature.  In all cases, they must be respected.

Lake Statistics Report: 

Gerry presented his Water Quality Report for June.  The lake has had some algae blooms, but this is normal, and the lake is healthy and normal for this time of year.  

Linda Hartman collected water samples from the main lake for e-coli testing.  All came back negative.   She noted algae growths which the June treatment should take care of.  These growths were non-harmful algae, but they do attach to docks and boats making some residents upset.  She did not see any of the harmful cyanobacteria.

Small Lake Maintenance Report:  

Crystal Lake emergency spillway should be done by mid-July

It was reported that some of the aerators were not working.  Bruce will have the maintenance crew check them all and fix when necessary.  

All dams were inspected and no issues were found.

Current/Active Business:  

Marina Shelter Update – Seed and straw has been completed, and the culverts have been set up and filled with rip rap.  Just need to mark the parking.

Upper Beach Restroom Update – Need to complete the sewer line, and then all will be complete.

Marina Dock Replacement – Lots of good comments.  Still need to install the boards to prevent the pontoon tips from gouging the cubes.

Task Force Updates:

Walking trail improvements – Some work has been done.  Bruce will set a meeting with John Getzendanner.

Registering and labeling docks from lake side: 

This was suggested to help locating events on the water from the street.  This wasn’t felt to be necessary due to the current abilities of GPS, etc. 

Car Stickers: 

This would bring back the use of stickers to identify the cars of HVL residents.  This was felt to be unnecessary because the deputies can determine if a car is owned by a resident by looking up the license number of the vehicle.  Also, cars get sold to other, non-residents without removing the sticker.  Alan made a motion to bring back auto stickers and Eric seconded the motion.  There was 1 vote for and 7 votes against.  The motion failed so we will not pursue re-instituting the use of car stickers.  

Mechanical Harvesting of Weeds:

Bruce had set up a meeting with one of the vendors, but it had to be cancelled due to the Covid-19 restrictions.  Bruce will re-schedule the meeting.  

Community Manager’s Report at the Lakes & Parks Meeting: 

The fish study will be done again this fall.

We need to re-do the stickers for boats as the year is too small to easily be seen from any distance.  We also need to be sure the color difference from year to year is significant.  Purple to blue is very difficult to discern. 

We will need to schedule fish studies for all of our lakes so that we can do a proper job of managing all of the lakes.  

Bruce is getting rip rap for the tips of all coves to help reduce inflow of sediment.

There was a question about on-going  dredging.  Bruce replied that the dredgers will be back later this summer to do Crystal and Alpine and then do spot dredging in the main lake.  At that time, residents can request additional dredging at their docks at their expense.

Bruce had several bids to be opened for paving/repairing the basketball courts and tennis courts.  These were opened and read aloud.  They will need to be studied to be sure they properly fit the RFQ and that we had apples to apples to compare.

Dave Ryberg resigned from Lake and Parks.  There is an opening for someone to have the opportunity to join the Lakes and Parks Committee.  

Claudia Richardt, Lot # 1303 wanted to know if there will be any guidelines to follow on the 4th of July due to Covid-19.   HVL continues to review and follow the Governor’s guidelines.  Pat Hawkins recommended social distancing and to respect everyone around you.

Safety and Elections Committee Report:Bonnie Starks

The Safety, Security, and Elections Committee met Tuesday, June 9th

at the Beach Shelter.  We went over the reports from Management and 

Security.  Then we reviewed the progress on the paved walk at the 

beach and the dock status.

Our main topic, however, was the enhanced publication of the HVL Board

Elections Procedure every year.  After much discussion, it was decided

that Ginny Boyer, Elections Chair, and Bruce Keller will get together

and review all of our suggestions and put together a plan to review at our

next meeting.

Tuesday, August 4th at 6:30pm is our next scheduled meeting at the 

Beach Shelter.  

Civic Club Report:Denise Siereveld

The Civic Club did a lot during Covid-19 to keep spirits up!

  • Trivia Night was every Friday Night.  
  • Gift cards were purchased at Willie’s and Niki’s as prizes that were given away to residents in the Valley
  • The first Adult Swim Party was held in June and very successful. The next adult swim parties are scheduled for July 17th and August 15th.  There may be one in September!  
  • The Luau is Saturday, August 1st.
  • The Labor Day celebration is in the works for September 5th.
  • The Civic Club would like to do a “raft up”.  They would like to set up a movie screen on the damn.  The date would be August 22nd with a rain date on August 29th.  They are hoping to do this once a year.  Civic Club is working with Lakes and Parks to make this happen.  

Old Business:

New Business:

Adjournment: 8:32 pm

Motion to adjourn made by Dave Hafner and seconded by Donna Yetzer.  The vote was 3-0-2 to adjourn.

Minutes Prepared by Gina

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

Bond Returns and Split Lots approved by the Board of Directors while working remotely

Performance Bond Returns approved by the Board of Directors without a meeting:

Lot # 1152H Olena & Georgiy Kamenetska

Property Address 20463 Meercham Way Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 995H Jeffrey & Lesley Hutton

Property Address 21182 Berne Court Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1570H Dennis & Virginia Boyer

Property Address 19458 Newcom Knoll Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 872H Tracy & Diane Hallahan

Property Address 21218 Interlochen Lane Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2372 William & Kristyn Yelton

Property Address 1424 Golfview Court Bond Amount $2000.00

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

Fine/Fees Owed $0

Lot # 2028H James Bolinger

Property Address 19923 Alpine Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2297H Chase Caldwell & Amanda McCarty

Property Address 20612 Heather Court Bond Amount $500.00

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

Fine/Fees Owed $0

Signed by Tom Cross, Jesse Jones, Dave Wismann, Phil Heitz, Bruce Keller and Dan Tester.

Split Lots approved by the Board of Directors with a meeting:

Adam & Tonya Wolfe, 19663 Ventura Drive, Lot # 1999, lot split.  

John & Julie Yocum, 1264 Highridge Court, Lot # 971, lot split.  

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