Board of Directors Meeting Minutes 7/23/20 Lower Level Community Center 7:00pm

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

Thursday, July 23, 2020 7:00 PM

Unapproved

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

Board of Directors Members Present:  Dave Hafner, Patricia Hawkins, Scott Giska, Robert Starks and Donna Yetzer

Board of Directors Members Absent: 

Community Manager Present: Bruce Keller

Assistant Community Manager: Dave Wismann

July 23, 2020 Motions:

  • Approval of June 2020 Minutes — Board Secretary
  • Approval of Bond Returns—Architecture Committee
  • Approval of Lot split—Architecture Committee
  • Approval for Civic Club request for no wake on August 29, 2020 beginning at 3 PM

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

Bruce Keller, who has been our community manager for over fourteen years, plans to retire this coming October.  Your Board of Directors has chosen to promote Dave Wismann, Assistant Community Manager, to the community manager position.

We elevated Dave to the assistant community manager position in January of 2019. We did so because of, and I quote, “his knowledge of our community and its issues, his demonstrated ability to understand and distill complex issues, and his good working relationships with Hidden Valley Lake’s staff, volunteers, and residents.”  Having Dave in the assistant’s role gave us an extended period to evaluate his skills and temperament for the community manager position which would come open upon Bruce’s retirement.

Dave has demonstrated his capabilities, and the board is pleased to offer him the community manager position.  We are confident that he has the needed experience and skills.  Dave’s understanding of the community manager’s role aligns with that of the board. He believes that the board, with input from community leaders and residents, develops strategies and goals which are effectively and efficiently implemented by the community manager.  

As an added plus, Dave has been the Dearborn County Sheriff and is serving, or has served, on numerous boards within Dearborn County, among them the Dearborn Community Foundation, the Y.E.S. Home, and the Dearborn County Juvenile Center.  We believe that he will be able to leverage his experience, connections, and relationships to the benefit of Hidden Valley Lake.

We very much look forward to working with Dave.

Treasurer’s Report: Robert Starks

All amounts are rounded to the nearest dollar.

Financial Position as of the end of June 2020.

Our Cash Position on May 31, 2020, $853,698.00

Ending Cash on June 30, 2020, $651,798.00

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: Scott Giska

  • Approval of June 2020 Minutes

Motion made by Dave Hafner and seconded by Donna Yetzer to approve the June 25, 2020 Meeting Minutes.  Motion passed unanimously.

Community Manager’s ReportBruce Keller

Rounds for July through 7/22/20 – 1,802

Total Rounds for All of July Last Year (2019) – 2,972

On pace for 2,500 or more

In Comparison

July Rounds 2018 – 2,566

July Rounds 2017 – 2,599

July Rounds 2016 – 2,625

July Rounds 2015 – 2,639

Average Daily Rounds Through 7/22/20 – 81.9

Average Daily Rounds for All of July Last Year (2019) – 95.87

Weather:  Extremely Hot & Humid month with many days having heat indexes over 100 degrees

We have officially had 12 days in the 90’s or higher.

We had 8 out of the first 9 days at the start of the month 90 degree or higher.

We have had 5 rain days to date.

Mornings have been busy, afternoons not as busy, evenings busy

Outings:

Had two make up outings this month that were scheduled back in May & June.

Men’s Invitational & Knights of Columbus 

Knights of Columbus had their biggest outing participation to date (106 participants).

Membership

205 members

On whole the membership is extremely happy with course condition this year, especially fairways and greens.

The Golf Club is $37,000.00 ahead this year from the same as last year.  

As of Monday, 7/27/20 we will be instituting Mask protocols for clubhouse in line with state mandates and recommendations.

Questions/Answers from the Community

Julie Mason, Lot # 2223/2224H

Question: Can the POA change the timer on the sprinkler on the dam? She likes to walk at 6:00am and gets wet when the sprinkler comes on.

Answer: The POA changed the time for the sprinkler to stop at 5:30am. 

David Malone, Lot # 437H

Question: Can we go back to the 6 guest passes for the pool and beach?

Answer: We plan on going back to the 6 guest passes next year. 

Marlene Marshall, Lot # 1603H

Question: Has there been any thought to putting in a new parking area at Moeller Park?

Answer: The POA is looking into putting in a new parking area and steps.

Ann Reniff, Lot # 0038/0039H

Question: Why hasn’t the POA re-opened the fitness center?

Answer: With all the restrictions from Governor Holcomb the fitness center will remain closed until further notice.

Assistant Community Manager’s Report:  Dave Wismann

Marina Shelter and Upper Beach Bathrooms

Both projects are completed. Maintenance has removed the portable bathrooms and the surround for the portable bathroom at the marina. They are working on tearing out the surround for the portable bathroom at the upper Beach.

Docks

Next will be the installation concrete handicap parking spaces near the sluice gate. Prep work is continuing this week.

Kayak Racks

We had a great response to the kayak racks. Maintenance has completed 4 more racks. Office staff will be renting them out soon.

Crystal Lake

Maintenance is completing final touches to the Crystal Lake dam, including a spillway. The material has arrived and waiting for time in the schedule in combination with weather to complete.

Covid-19 Response

We are tracking the governor’s orders, which are subject to change, attempting to comply. Obviously, this has affected all aspects of our community and safety is our number one priority. 

Pool Manager’s Report:Miranda Wintz

Miranda and her staff have been working very hard at keeping the pool safe and clean for all the resident’s. When the pool is closed during the day the pool staff is sanitizing all of the chairs and all surfaces that can be touched, as well as cleaning all of the bathrooms.

The pool staff has been following the rules and restrictions from the governor and continue to make sure everyone is practicing social distancing.  One of many things they are doing is making sure chairs are 6 ft. apart around the pool area.  

Miranda has been doing research on the Covid and found Covid cannot be passed through chlorine.  

The pool season will be extended this year and looking forward to August and September.  We will be staying opened on weekends in September.  On Tuesday and Thursday there will be an adult swim for 2 hours and will be monitored by a lifeguard.  

The lifeguards are doing a great job this year.  Miranda has been getting a lot of compliments on her staff be very helpful and pleasant to the residents.  

A resident asked how Miranda is handling wearing mask at the pool.  Since everyone is practicing social distancing a mask is not needed.  If they find residents are not complying, they will be asked to wear a mask, or they will have to leave the pool area.  

Staff working at the snack shack are wearing mask and gloves while serving the residents and markers have been placed outside the snack shack.

Dave Patterson, Lot # 1533, wanted to know if there are people coming up from the Greendale Pool?  Miranda said this is the reason we are not allowing guest passes this year. We are allowing one guest per HVL ID card to keep the crowd down.  Our guest restrictions will remain in place during this pool season. 

Tom Cross, Lot # 1573/1574, asked when will the pool hours be reduced?  

Pool & Beach Hours: 

The Pool will be open 12:00-3:30 and 4:00-7:30 and the Beach will have guards from 12:00-6:00 until August 4th. 

Starting August 5, the pool will be open on Weekdays from 12:00-8:00 until August 14th.

After August 17th, the Pool will be open from 4:00-8:00.

The Beach will not have lifeguards during the week.

The Pool and Beach will be open for regular hours on the weekends up until Labor Day (September 7th).

During September, there will be an adult swim from 12:00-2:00 on Tuesdays and Thursdays only.

The Pool will be open on September weekends starting on September 12th from 12:00-3:30 and 4:00-7:30.

The Beach will not have any guards during the September weekends after Labor Day.

*Just a reminder that the pool closes for the half hour in order to clean and disinfect the pool surfaces.

Pat Hawkins thanked Miranda for all her hard work at the pool during these challenging times.  

For more information on the pool and beach you can visit our website and listen to the audio portions of the meeting.  

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:Tom Cross

  • Approval of Bond Returns.

Lot # 1986H Jeff Mueller

Property Address 19783 Ventura Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2649/2650H/2651 Todd & Mary Christman

Property Address 20394 Rosemeade Drive Bond Amount $2000.00

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

Fine/Fees Owed $0

Lot # 3181H Nicholas & Alicia Grizzell

Property Address 19552 Knollwood Drive Bond Amount $2000.00

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

Fine/Fees Owed $0

Lot # 2365H Jeffrey & Susan Timberlake

Property Address 19317 Par Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 0545H David & Sandra Newkirk

Property Address 1274 Skyview Circle Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 584H Robert Wilson

Property Address 20587 Lakeview 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, Phil Heitz, Bruce Keller and Dan Tester.

Motion made by Donna Yetzer and seconded by Scott Giska to approve the Performance Bond Returns.  Motion passed unanimously.  

  • Request a motion approving a lot split of lot 703, 1117 Chalet Court currently owned by E.F. Farrell Trustee

Motion made by Robert Starks and seconded by Dave Hafner to approve the lot split.  Motion passed unanimously.  

  • Request approval of Frank Goodrich as a new member of the Architecture Committee. 

Motion made by Robert Starks and seconded by Donna Yetzer to approve the lot split.  Motion passed unanimously.  

Scott Giska wanted to know the process of adding a new member to the Architecture Committee.  Frank attended a meeting expressing his interest in joining the committee and is very knowledgeable in this area.

Pat Hawkins added that all committees can set their own ground rules on adding a new member.  

Finance Committee Report:Kyle Packer

No report

Future Planning Committee:George Lortz

No report

Lakes & Parks Committee Report:Dave Patterson

  • Request Approval Civic Club request for a no wake on August 29, 2020 beginning at 3:00pm for the purpose of a no wake party for the community.  Lakes Committee voted 7-0 for approval.

Motion made by Donna Yetzer and seconded by Dave Hafner to approve the No Wake on August 29, 2020.  Motion passed unanimously.  

Steve and Denice were present (at different times) to update us on the Civic Club activities and to request that they be allowed to have a half day lake float where the lake would be at no wake and boats could raft off together all over the lake.  They proposed having the lake go to no wake at 3:00 p.m. one Saturday in mid-August, probably the 29th.   There was discussion, but no real opposition.  Adam Maurer moved to grant the request, and Ken Horn seconded the motion which passed 7 for and 0 against.

David Wright was present to give an update on getting a frisbee golf course up and running.  Progress is being made and cost proposals are being gathered.  Cleaning up the “fairways” would be the biggest problem.  Committee would like to know more about exactly where the course would be located and what the layout would look like.  Dave will continue to work with Bruce and hopefully will be able to present a full proposal for forwarding to the board at the next meeting.  Good job Dave.

Cody introduced his guests, Tom Flynn and Matt Wagers from Aker Outdoor Products and Shore Station respectively.  They presented their products which included boat lift covers as well as the lifts themselves and shore curtains that were also an option.  They left information which is available from the POA office.  

The marina restrooms have been vandalized by one or more persons stuffing the toilets with paper towels and then flushing until water was all over the place.  We recommend replacing the paper towels with powerful blowers to dry hands. Bruce has been given several brand suggestions.

Head lamps apparently work on kayaks for the individual using the kayak, but they still can’t be seen from behind.  

Dave discussed that there is an opening on the committee and that two individuals have volunteered to fill the opening.  Dave stated that he wanted to wait another month to see if anyone else who could meet the 3-meeting rule might come forward.   Ken asked what the procedures were for filling a vacancy and Dave explained the process.  Typically, when more than one individual applies to fill the opening, a paper ballot voting occurs with each committee member getting the chance to vote for one person.

The Kids Fishing Derby has been postponed due to the inability to get a good shipment of nice sized catfish to stock Lake Melody.

They want the no fishing signs on the Handicapped Dock.

Their annual Golf Outing has been renamed to honor Gary Miller who recently passed.  It will be held this fall at the HVL Course.

Discussion about releasing the fish at the end of the Handicapped dock.  

Kayak/paddle board/canoe racks – L&P liaison – Eric Fox – Chairman – Ken Horn – We agreed to build 4 more racks which would totally absorb the waiting list.

Wall survey update – Scott Giska – This is complete.  Looks great!  Paving of the stretch of lot near the wall will be complete by the end of the month. 

Walking trail improvements – No official report.  Adam discussed the trails and that they basically needed to be cleaned up.  He volunteered to help.

Life Jackets and Paddleboards – Those 12 years old and under need to wear a life jacket.  Those 13 and over need to have a life jacket on the board.  This means adults, too. 

Prohibiting Fishing from All Docks – This is a continuation of last month’s discussion.  At most docking facilities where the docks are rented and personal watercraft are in the slips, the docks are gated and locked prohibiting access to all but those who are renting slips and their guests. 

Visit our website to hear more on the Lakes and Parks report.

Safety and Elections Committee Report:Bonnie Starks

No report

Civic Club Report:Steve Siereveld

  • Request approval for revised Luau date of 7/25/2020.

Motion made by Donna Yetzer and seconded by Dave Hafner to move the Luau to 7/25/2020.  Motion passed unanimously.  

Luau was moved to 7/25/2020 due to the new restrictions from Governor Holcomb being put in place starting 727/2020.

Adult Pool Party was a success!  The next pool party will be sometime in August.

The Labor Day Bash will be canceled due to the Covid.  Depending on how things go, they may come up with something new to do.

Old Business:

None

New Business:

Rich Gannon had face mask made with the HVL logo and are available for $8.00.  Contact Rich if you are interested in purchasing a mask in the fall.  

Rick Paul, Lot # 130H wanted to know if the Judicial Panel had a report.  Pat Hawkins said we would only hear from Judicial Panel if there were appeals.  Rick thought it would be nice if Judicial Panel reported some of the citations at a board meeting.  

To hear more on this discussion, visit our website and listen to the audio portion of the meeting.  

Adjournment: 8:13 pm

Motion to adjourn made by Donna Yetzer and seconded by Robert Starks.

Minutes Prepared by Gina

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

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