Board of Directors Meeting Minutes March 24, 2022

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

Thursday, March 24, 2022 

UNAPPROVED MINUTES

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

Board Members Absent:  Jeff Fuell

Community Manager Present:  Dave Wismann

March 24, 2022 Motions:

  • Approval of February 2022 Minutes—Board Secretary
  • Approval of Performance Bonds for Return 03/24/2022—Architecture Committee
  • Request for Approval of an additional 248 sq. ft. Variance for a concrete parking pad on the front elevation of property.—Architecture Committee
  • Motion for Approval of lot split bylaw change (First Reading).—Architecture Committee
  • Request Approval of fence bylaw change (First Reading).—Architecture Committee
  • Request for the board to authorize the work of the Front Entrance Task Force—Future Planning
  • Request for an Amendment to the new Boat Canopy Rule to add maximum measurements into the rule to ease approvals—Lakes Committee
  • 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

Welcome everyone, both in-person and online.

It’s typical late March in Indiana.  70 degrees one day, 35 degrees the next!  We love it, right?

With trees and flowers blooming, it’s great to be in HVL and summer will be here before we know it!

We have a lot to cover tonight, and I will do my best to keep us to 90 minutes.

I do want to hi-lite a few key things we are building momentum on.

1) Our Board election process is quickly coming to a close. I know I received my ballot this week and they are due in the POA office by April 18th! Ken Horn and Brian Bays participated in a Candidate’s Night for 55 minutes.  Please go the HVL website to listen to the recording if you haven’t done so already. We tried to make it easier for you by providing a time index for all the questions.  Please be informed, ask more questions of the candidates if you have them and select the candidate you feel best serves HVL for the next 3 years.

2) Invites are going out tomorrow to Committee Chairs for our 1st Leadership Council on April 5th at the POA Office. I’m excited to begin the new Board year with more focus on idea sharing and collaboration across Committees where it makes sense!

3) And, finally… Our HVL Annual Meeting will be April 28th, starting at 7:00 p.m. at the HVL Golf Course Clubhouse.  We will share the great progress in our community this last year and also share where our focus will be for next year!

Treasurer’s Report:  David Wismann

Financial Position for the month of February 2022:

Our Cash Position on February 1, 2022—$ 998,874.00

Ending Cash on February 28, 2022—$ 999,625.00

Note:

  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.  Funds are escrowed each year to cover those future expenses and are included in the totals. 
  4. 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.
  5. All financials will be audited by an outside auditor annually.

Secretary’s Report:  Patricia Hawkins

Motion to approve February 24, 2022 Minutes made by Steve Siereveld and seconded by Dave Hafner.  Motion passed 4-0.

Community Manager’s Report:  Dave Wismann

Office

This is our busiest time of the year at the office.  Please have patience with the staff and have your paperwork ready when you come in.  If you are renewing your stickers for boats or golf carts, you must have your insurance liability form showing your name, current eligibility period, and liability coverage of $100,000 or more.

Finally, remember the staff does not make our rules but they are expected to follow them.  If you have an issue with any of our rules, please see me to discuss them.

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:

  • The Elections Sub-Committee hosted a great Candidate’s Night on March 16th. It has been recorded and posted on the website. Simply click on the video to see and listen.
  • Ballots were mailed out by March 21st.
  • April 18th is the election deadline date, and ballots must be returned to the office by mail, in person, or in the POA box.

Security

We continue to experience gaps in coverage due to a manpower shortage.  Lead Deputy Zach Compton returns April 1st after graduating from the police academy.  We brought several part-time security officers on board who have experience and training, and I have interviewed others who may be joining us soon.  I am sorry for any inconvenience this has caused, and I thank you for your patience.

Infrastructure Management

We are in the final stages of preparing the roads plan for 2022 and are working with the Roads Task Force and our consultant.  This year, the focus for repairs to the roads will be areas that have ruts or are showing signs of depression (lots of spider cracks). I will be marking areas on Alpine (with pink paint) that have rutting and depressions and have put out a request for bids to repair these areas using the specs the committee developed.  The task force will begin looking at the other roads to determine if any areas are in need of repair and, depending on the bids, we will recommend fixing as many of these areas as possible.

The task force recommended purchasing a crack fill machine so our maintenance team can do this task when needed. The cost of a used machine is under $55,000, if one can be found.  They also recommend the purchase of two traffic counters to assess road usage and speeds.  Members are researching counter costs.

Next year’s focus will be on areas not covered in this year’s work, repairing areas with minor spider cracking and single line cracks.  The goal is to put a 1″ – 1.5″ final course overlay.

Willie’s Docks

Our contractor recently completed five new stationary docks near Willie’s.  We plan to complete the stationary landings in the fall.  We are still evaluating our approach to the floating docks.

Erosion Control

The Roads Task Force is asking for volunteers who would be willing to train as spotters for our ditching efforts.  This will be a time commitment of only a couple of afternoons.  These volunteers will be given a short training session and assigned a specific area.  Their task will be to observe standing water and ditching problems in that area and help compile a report that will be used to create a plan for addressing necessary repairs to culverts and ditches.  

Golf Course

The south wall of the clubhouse has been repaired this week.  This has been contracted since last year, but the contractor has just now been able to get to it.

Bids for golf course cart path paving have been received from Riegler Blacktop located in Kentucky and Holmes Blacktop and Concrete located in Ohio.

We sent out an RFQ for paving the golf course cart paths, using funds generated by the golf course.  We hope to have this work done sometime this summer depending on the contractor’s availability.

Although the golf course has endured a rough winter, our hardy golfers were still able to get in a few rounds between the heavy rain and ice/snow.

Update on Fiber Optics

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Status of Willie’s Roof

The original contractor was given an opportunity to repair the damaged area and replace those areas of the roof that were not installed correctly. We and the contractor wanted to be sure the replacement project was planned properly. We had a roofing consultant evaluate the plan and do a pull test on the proposed anchors.  The contractor has an engineer planning the number and pattern. The engineers will be here the week of March 28th to do a pull test on the pattern, and when the contractor has the results, they are prepared to reinstall the roof over the bar area and the seating area.

Memorial Day

Rich Gannon has been working with the team for Memorial Day Ceremony, which will be, as it always is, a great event.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Tom Cross

Performance Bond for Return 3/24/2022

Lot # 2557H Steven & Debra Taylor

Property Address 1876 Cove Circle West Bond Amount $2000.00

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

Fine/Fees Owed $0

  • Request for Approval of Performance Bond for Return 03/24/2022 was made by Patricia Hawkins and seconded by Dave Hafner.  Motion passed 4-0.
  • Request for Approval of an additional 248 sq. ft. variance for a concrete parking pad on the front elevation of property made by Patricia Hawkins and seconded by Dave Hafner.  Motion passed 4-0.
  • Motion for approval of lot split bylaw change (First Reading).

Tom Cross provided a history of lot splits and Scott Giska gave some perspective on the issue before Architecture.  There was considerable discussion with residents as to how we could better provide clarity to the community.  

Current bylaw reads as follows:

4-4-41. Lot Splits

Proposed lot splits must be presented to the Architecture Committee along with re-drawn, surveyor signed plot plans including existing structures.  The Board of Directors gives the final approval for all lot splits.  A split lot does not change the lakefront designation of said lot.

Requested change:

4-4-41. Lot Splits

a. Proposed lot splits must be presented to the Architecture Committee with an Indiana registered surveyor signed plot plan including all existing structures on the lot being split.

b. Proposed lot split lines must be straight.

c. Architecture Committee may review adjacent plot plans for potential set back issues.

d. Future projects will require lots to be contiguous and a new revised plot plan prepared by a licensed Indiana registered surveyor must be provided by the property owner to the POA.

  • Request approval of fence bylaw change (First Reading).

Current bylaw reads as follows:

4-13-3. Location and Height of Fences

a. Fences may follow the property line and must be located in the back yard with few exceptions and must not extend past the back corner of the dwelling closest to the road, which includes corner lots.  (The area a fence may occupy will hereinafter be referred to as the “buildable part”).

b. Fences must not exceed four (4) feet in height if decorative and six (6) feet in height if for privacy.

Requested change:

4-13-3. Location and Height of Fences

a. Fences may follow the property line and must be located in the back yard with few exceptions and must not extend past the back corner of the dwelling closest to the road, which includescorner lots.

b. Fences may not exceed six (6) feet in height if for privacy. All fences exceeding four (4) feet in height must be located in the buildable portion of the lot.

Future Planning Committee:  George Lortz

  • 50th Anniversary Celebration
  • The Dearborn County Commissioners issued a proclamation recognizing Hidden Valley Lake on its 50th Anniversary.
  • The Pub Crawl was a huge success.
  • Other official events will be planned.  We welcome suggestions.
  • Echoes and other POA communications
  • Reformatting of Echoes
  • Creating standardized articles
  • Delivery issues
  • Front entrance design study
  • Nine-member team is consulting, and meeting as needed
  • Phased approach due to cost constraints
  • Funding
  • Community survey
  • That the POA Board of Directors authorize the Front Entrance Task Force to proceed with determining the feasibility of updating the HVL front entrance.

Motion to approve was made by Patricia Hawkins and seconded by Dave Hafner.  Motion passed 4-0.  

Lakes Committee:  Eric Fox

  1. Casey’s Outdoor Solutions did a nice seminar on handling water runoff from heavy rains.  Certainly discuss your needs with them as they have products and ideas.
  2. The sluice gate closed 3/19.  Hurry up, rain’ and fill the lake!
  3. Fish & Game’s first tournaments are coming… Seniors 3/30 and full club 4/2.
  4. Lake Patrol is fully staffed.  Will be advising them on problem issues to watch for this season.
  5. Setting up a task force to look at small lakes: weeds, aerators/fountains, erosion issues.  If interested, let us know.
  6. Cincy Youth Bass putting up fishing line recycling containers as a service project—Marina, Crystal, Melody, Kathy lakes.  Please, recycle your monofilament line in these recycling containers.
  • Request for an amendment to the new Boat Canopy Rule to add maximum measurements into the rule to ease approvals from Architecture (First Reading).

Current by-law reads as follows:

4-12-6. Covers on Docks or Boat Lifts

i. A dock may not have covers;

ii. A boatlift may have a ShoreStation Revolution frame and canopy cover as recommended and approved by the Architecture Committee.

Requested Changes:

4-12-6. Covers on Docks or Boat Lifts

i. A dock may not have covers;

ii. A boatlift may have a ShoreStation Revolution frame and canopy cover as recommended and approved by the Architecture Committee.

a.  Canopies can have the following maximums: length 30 feet, width 10 Feet, height 10 feet above summer pool, overhang to aft sufficient to cover the outboard/IO motor or swim platform.  Style and colors are subject to the application held in the POA office.

Parks and Recreation Committee Report:  Amy Ayers-Wilson

  • Pool/Beach Update
  • Introduction of new Pool Manager, Nora Humphrey
  • Plans for Family Night/Grill Out
  • Lifeguard positions almost filled/assistant for manager hired
  • Nature Trail Update
  • Signage for trails discussed. Rick Baumgartner will help review and possibly create holders for the trail heads signs. Needed sign holders for the large 3 x 4-foot trail map along with holders for smaller maps at each trail head. Handout maps need to be mass produced.
  • Arrows will also be created to match each trail head sign to aid in hiking direction. Maintenance will place posts for signage at trail heads. (In a walk-through review of the nature trails on 3/3/2022, these areas were marked)
  • John Getzendanner shared what was discovered from the walk-through review of nature trails. There is work that needs done to clear and create a visible path. John will set dates to work on trails, starting with Cardinal Trail.  Wood Duck will be next. Jim Lightner will mow Goldfinch to make it hike ready.
  • A rating system for the hiking ability needed will be added to the legend on the maps. The rating will be Easy, Moderate, and Difficult.
  • These need to be completed before April 2022, for the 50th anniversary.
  • Clean Up Stateline Road: April 2, 2022. Volunteers needed.  Meet at Sugar Ridge Golf Course at 8:30 am, bags are provided, bring your own gloves. RSVP to Amy Ayers. Event posted in the Echoes.

Old Business:  

In the February meeting, there was a discussion of the golf course assessment and the dollars generated by it.  Ed 

Graham questioned the disposition of the dollars not needed to pay the mortgage note.  Patricia Hawkins confirmed

that the plan was always to use those dollars for golf course needs.  She has already provided that information to

Mr. Graham.  

New Business:  

Ken Horn expressed concern about ballots being sent out as “presorted standard” and possibly not being forwarded to residents who may have recently moved.

Ginny Boyer will follow up on this question, although a process is in place to provide a replacement ballot to anyone who may not have received one.  It was suggested to have Rich Gannon send out a notification to residents that they can receive a replacement ballot if they stop by the POA office.

Adjournment:  

  • Motion to Adjourn made by Steve Siereveld and seconded by Dave Hafner.  Motion passed 4-0.

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

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