Board of Directors Meeting, October 22, 2020 7pm

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

Thursday, October 22, 2020 7:00 PM

Unapproved

Board Members, Committee Chairs, Club Representatives, employees, and a limited number

of residents were in attendance.

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

Board of Directors Members Absent: None

Community Manager Present: Dave Wismann

October 22, 2020 Motions:

Approval of September 2020 Minutes — Board Secretary
Approval of Performance Bond Returns—Architecture Committee
Approval of Lot Split—Architecture Committee
Approval of September 2020 Financial Statements
Approval of 2021 Budget

Call to Order: Patricia 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: Pat Hawkins

I know you all join me in welcoming Dave Wismann to his first board meeting as our community manager. While he has attended our meetings for many months, his accountability at our meetings, as well as his on-going responsibilities, have increased dramatically. I will loosely quote Shakespeare here “heavy is the head that wears the crown”. While Dave’s burden may be greater, we are confident in his abilities and look forward to working with him in the months and years ahead.

On October 21, Dearborn County received a most unwanted designation – the status of being a COVID “red” county. This means that the coronavirus is spreading at a high level here. County health officials are encouraging residents to be more vigilant with social distancing, mask wearing, and hand washing. Given this designation, we contacted the Health Department and asked specifically about events such as the Halloween Walk and this weekend’s soccer tournament on our fields. We were advised that these events can take place. We also plan to have traditional trick-or-treating on Halloween. We will notify you if any of this needs to change.

Our bylaws require that we hold an annual POA meeting and, most recently; these meetings have taken place in April. COVID shutdowns were in full swing in April of 2020 and the board chose to delay the meeting. We have agreed on the need to have one, and plan to host it on December 3 which would be the date of our scheduled November/December meeting. At this meeting, we will present the 2020 Doerflein Award and ask committee and club chairs to report briefly (five minutes or less) on 2020 activity in their respective groups. We will advise the community of the location of the meeting given our desire to maximize attendance while respecting necessary COVID precautions.

Treasurer’s Report: Robert Starks

All amounts are rounded to the nearest dollar.

Financial Position as of the end of September 2020:

Our Cash Position on September 1, 2020, $1,257,073.00

Ending Cash on September 30, 2020, $736,597.00

Notes:

The Finance Committee has completed work on the 2021 budget.
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 are audited by an outside auditor annually.

Secretary’s Report: Scott Giska

Approval of September 2020 Minutes

Motion made by Donna Yetzer and seconded by Dave Hafner to approve the September 2020 meeting minutes. Motion passed 5-0.

Community Manager’s Report: Dave Wismann

Crystal Lake

We began dredging operations at Crystal Lake due to issues getting equipment in and out of the main lake. Maintenance is working with the dredgers to create a more efficient plan which will be implemented after the normal opening of the sluice gate on November 2. It is likely we will need to keep the sluice gate closed for a few weeks after November 2 to finish the project to allow the dredging equipment enough water to move around.

I just received certification paperwork for the dam and a letter from the engineer stating he has sent it in to the Indiana Dept. of Natural Resources.

Pool Task Force

Members met on Wednesday, October 14 for the final time this year and plan to meet again in February.

COVID-19

We continue to adjust operations considering COVID-19 and, again this week, were challenged to find solutions to yet another issue when the county was declared Code Red. We make every effort to follow the response system implemented by the State of Indiana and the Dearborn County Health Department.

Maintenance

Our maintenance crew continues to catch up on smaller projects and repairs that are long overdue. They will be assisting the dredging operation as needed. We are also preparing for winter, staging equipment and receiving salt deliveries for, yes…snow removal.

Deputies

We had a huge turnover this year and now have a full staff of deputies. They are in various stages of training.

Julie Mason, Lot 2224, Julie thought it would be a good idea to introduce the new deputies to the community. Rich will be introducing the deputies in the Echoes over the next few months. Julie also mentioned that she loved the pool being opened that extra month and took advantage of the adult swim.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report: Tom Cross

Performance Bonds for Return 10/22/2020

Lot # 2237H Jennifer Sieble & Thad Hare

Property Address 1552 Sandamont Bond Amount $500.00