Board of Directors Minutes 12/7/23

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

HIDDEN VALLEY LAKE PROPERTY OWNERS’ ASSOCIATION

BOARD OF DIRECTOR’S MEETING

Thursday, December 7, 2023 at 7:00 p.m. -8:30 p.m.

Willie’s Conference Room

UNAPPROVED MINUTES

Board of Directors Members Present:  Ken horn, Grant Smiley, Robert Starks and Donna Yetzer

Board of Directors Members Not Present:  Jeff Fuell

Community Manager Present:  Dave Wismann

December 7, 2023 Motions:

  • Motion to Approve October 2023 Minutes—Board Secretary 
  • Motion to Approve Performance Bonds for Return 12/07/2023—Architectural Committee
  • Motion to Approve October and November 2023 Golf Course and POA Financials—Finance Committee
  • Motion to Adjourn.

Call to Order:  Robert Starks

President, Robert Starks 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:  Robert Starks

Hello and welcome to our final Board meeting of 2023.

Some current updates are:

  • Our Forensic Auditor does not have an update at this time.
  • The Indiana State Attorney General has no update either.
  • Willie’s Vent issue:  David Wismann suggested an alternative vent hood service company to Steve.  Steve has now replaced the damaged roof shingles which look very good.

I apologize in advance for this long report, but requests have been made for transparency.  This Board came together and had our first official meeting in May of this year. At our first Executive Meeting the Board reviewed the 2023 budget.  Having attended many Finance Committee meetings, Jeff and I stressed that HVL was critically short of funds.  For instance, our budget had a line item of $32,000 for bank and credit card charges.  The actual cost through November is over $45,000. This is why we are charging for credit card usage.  A number of other expenditures needed to be monitored or changed.  Our Board agreed that virtually all discretionary spending be halted. The Board also asked David Wismann, our Community Manager, not to spend on anything not currently obligated without prior Board approval.

So where are we now?  Here are the major items that have been negotiated.

  • Health Care Cost Reductions:  Our new plan will save the POA approximately $50,000 for the 2023-24 term.  It provides excellent coverage and even reduces the cost for our employees.
  • Credit Card Fees:  $25,000 estimated savings.
  • Eliminated Software:  Due to using less expensive alternatives, Limble and See Click Fix were cancelled saving $10,000.
  • Delayed purchase of one lake aerator for a savings of $10,000.
  • Yard Waste Program:  Changed process saving $10,000 to $15,000 per year.
  • Aerial Deer Count:  Delayed this year saving $2,000.
  • Instituted Interest-Bearing Accounts:  For reserves & operating funds estimated additional $20,000+.
  • Annual Donation to Dearborn One: Eliminated cost saving $2,500.
  • Fireworks sponsorships for 2024:  Rich Gannon and the Board are working to bring in more donors-Estimate $10,000.
  • Future Plans:  Non-profit (501c3) has been created for community recreational activities, but it is still under review by the IRS.

Thanks to the various cost reductions, our office calculates that we have saved approximately $60,000 in 2023.

Based on the above list we anticipate savings for 2024 of $135,000 to $145,000.  While this is all good news, we must keep in mind that we have not yet addressed our maintenance items listed below.

The following is a list of items that we must maintain and is probably not yet complete.  What is probably a large, unexpected expense is the over 200 culvert pipes that are not seen but are under our roads.  Many of the culverts are 50 years old and some have been replaced.  These culverts are necessary to reduce water and ice and help to preserve our roads. The following items all require maintenance and eventual replacement.

                                                                     Capital item

Alpine & Longview retaining wall and drainage system
Ball Fields building and roof
Ball Fields and mowing equipment
Basketball court
Beach concrete walkway
Beach dock Beach road
Beach dressing rooms
Beach upper wall and drainage
Beach sand and retaining walls
Beach guard building
Boat ramp
Community POA building and roof
Culvert pipes (over 200)
Dam irrigation pump and system
Dam walking path
Dam movement monitoring system
Farming plots, fence, water
Fitness equipment
Front entrance building roof
Front entrance and sign
HVAC systems
Kayak launch ramp
Kayak storage racks
Lake buoys
Lake Patrol boat
Maintenance building
Maintenance heavy equipment
Maintenance trucks and snowplows Maintenance road
Marina blacktop surfaces
Marina bridge
Marina docks
Moeller Park walk to docks
Office Technology
Parking Lots: (7) Beach Entrance Mailbox area 77 Acres Community Center Pool Willies Parking Pads (2) Pickle ball courts
Playgrounds
Pool House roof
Pool liner
Pool pump Restrooms:  Tennis Courts Upper Beach Marina 77 Acres
Roads (paving 33 miles)
Running trails paving Sidewalks
Secondary lake aerators (x7)
Security Camera Systems
Security vehicles (4 vehicles)
Shelter buildings and roofs (x5)
Sluice Gate Street posts and signs
Tennis Courts
Various flagpoles and memorials
Restaurant docks
Restaurant building and roof

Each of these items is important but none are more important than our number one amenity-our approximate 33 miles of roads.  Many of our roads have greatly exceeded the anticipated time between repaving the surfaces and is cause for concern.  We will have more data on these items in the near future. So why are fee increases necessary?  Our costs are up, and our capital assets are aging.  This means  maintenance costs are increasing.
2024 Semi-Annual Dues and Assessments

Membership Homes


Dues Membership

 $   82.50 
Membership Assessment Home

 $ 436.00 
Golf Assessment

 $   45.00 
Total

 $ 563.50 




Membership Lots


Dues Membership

 $   82.50 
Membership Assessment Lot

 $ 274.50 
Golf Assessment

 $   45.00 
Total

 $ 402.00 




Extra Lot

 $ 102.00 
Half Lot

 $   51.00 
Extra House

 $ 265.00 

Additional Changes 3% Fee on all Credit Card charges NO CASH ACCEPTED as of 1/1/2024.
2024 Fees
Golf Cart

 $   75.00 
Boat

 $ 100.00 
Boat- Small Motor>10

 $   50.00 
Boat – Non-Powered Watercraft

 $   35.00 
Dock – Marina/Willie’s

 $ 600.00 
Dock – Misc. Docks

 $ 300.00 
Kayak Rack 

 $ 100.00 
Community Room Rental

 $ 200.00 
Shelter Rental – All but upper beach

 $   65.00 
Upper Beach Shelter (March-October / November-February)

$ 150.00/$65.00
Swim Party

 $ 225.00 
Swim Party – over 75 people

 $ 275.00 
Pool/Beach Guest – Daily

 $     5.00 
Season Nanny Pool/Beach Pass 

 $   50.00 
Season Grandchild Pool/Beach Pass

 $   50.00 
Lake Treatment – per occurrence

 $ 250.00 
Web Advertising

 $ 100.00 
Lien Fee

 $ 100.00 
NSF Fee

 $   35.00 
Deed Transfer Fee -Percent Sale Price

     0.25%
Stop Work Order

 $ 200.00

Additional Changes

3% Fee on all Credit Card charges

NO CASH ACCEPTED as of 1/1/2024.

Many thanks to the Committees that assisted in this effort.  The above list will provide approximately $247,000 toward our capital requirements. We know this sounds like an awful lot of money, but please consider the 33 miles of roads, the 6 parking lots and the hundreds of other items that must be maintained. This information will be available on our website and more information is coming in the near future.

And yes, it’s been said many times, and in many ways, but we still mean it just as much! Merry Christmas and Best Wishes for a Happy New Year to each of you!

Treasurer’s Report:  Grant Smiley

Treasurer’s Report – 12/7/2023

Cash Position – October 2023

Cash on Hand 9/30/23 $935,166

Cash on Hand 10/31/23 $917,598

Operating Fund $492,885

  • Cash day-to-day business, payroll

Emergency Reserve $400,918

  • Two months of operating expenses

Maintenance/Replacement Capital $23,796

  • Community Manager Responsibility 

Future Project Capital $0.00

  • Respective Committee Responsibility

Capital Expenses October 2023 $0.00

Cash Position – November 2023

Cash on Hand 10/31/23 $917,598

  Cash on Hand 11/30/23 $833,967

Operating Fund $409,252

  • Cash day-to-day business, payroll

Emergency Reserve $400,918

  • Two months of operating expenses

Maintenance/Replacement Capital $23,798

  • Community Manager Responsibility

Future Project Capital $0.00

  • Respective Committee Responsibility

Capital Expenses November 2023 $0.00

Note:

  • 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 reserved 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 reserved 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.

Secretary’s Report:  Donna Yetzer

  • Motion for Approval of October 2023 Minutes made by Grant Smiley and seconded by Ken Horn.  Motion passed 4-0.

Community Manager’s Report:  Dave Wismann

Flags

You may have noticed the flags were at half-staff today. This is in honor of those who died on December 7, 1941, at Pearl Harbor.  As President Roosevelt said on December 8, 1941, this is “A date that will live in infamy!”  My parents, who were children at the time, talked about this being one of those life moments that are captured in time and always remembered. For my generation, 9/11 has been that event.

We are fortunate that we are alerted by our flag vendors each time we are asked to lower our flags, so we may properly honor our nation’s history.  Each time we are asked to lower our flags; for these events and for certain other events, as declared by our Governor, I try to send an email to the community telling them why this is done.

Office

The office will be closed at noon on Thursday, December 14 for the employee Christmas Party and from December 23 to open on January 2, 2024, for Christmas and New Year’s.  Some of the office staff will be in the office at various times over this period to prepare for the new year.  If you have an urgent need, please call me on my cell phone at (812)584-2858.

We have two seats up for election in 2024.  There will be announcements in the weekly online version of Echoes, a banner on the homepage, a Listserv, and on the exit signs at various times throughout December.  We are making sure we have all the election materials on hand.

Golf Course Report

The Pro Shop will be closed Christmas Day and New Year’s Day.

Fiber Optics

I have asked the installers not to work on the holidays, which will give our residents and the VRUC team a rest.

The areas in color have fiber currently available from SEI/REMC and residents in this area will be receiving mailers.

Maintenance Team

The team sealed cracks on the several streets throughout HVL.  This will extend the life of the pavement.

The Yard Waste area is now closed.  It appears the volume is not enough to have the shredder come in.  We will dispose of this round without shredding.

The team is preparing for winter, attaching snow equipment, and they have been installing Christmas decorations.

Baseball

I am reporting on our new Baseball Commissioner, Bill Smith, and his team of coaches since Amy with Parks and Recreation could not be here tonight.

The group has been meeting over the past few weeks to set up a new season for baseball in HVL.  The name of the teams will be the Lake Monsters and they will have signups for our very own Tee ball and Machine-pitch baseball teams.  These are 4-5-year-olds for Tee Ball and 6-8-year-olds for Machine-pitch.  Signups will be in early January, so please watch for emails letting you know when and where these will be.

  • Resident suggests additional yard waste material drop off especially in October.
  • Resident asks questions regarding transfer fees for new residents.  It is described as a buy into the amenities by the Board.
  • Resident questions being waived if buying a new home in the valley if they are a current resident.  The Board will make a note and take it into consideration.
  • Resident questions changing deed in event of spousal death and if a transfer fee will occur.  The Board responds, “Yes.”
  • Resident questions transfer to add wife to a deed and being charged by the POA.  This is questioned as to validity.
  • Resident requests timeline of transfer fee taking place.  The Board asks questions be submitted on the Community Forum.
  • Resident questions transfer fee be called something else.  The Board states that it is what it has always been called but asked for suggestions and that they will work on it.
  • Residents ask for more information regarding Southeastern Indiana and REMC fiber and other companies contracted to come through valley and potentially to dig up yards again.  The Board share that the other company is the old Cincinnati Bell now called Alta fiber, and that they have the right to 1/4 of Hidden Valley and does not have control over as it is a utility.  Community Manager shares Comcast is upgrading and sporadic.  Anyone can upgrade their system, but it will be tracked and challenged if it becomes a bigger project than what it has been as to maintain control.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Tom Cross

Performance Bond Previously Returned

Performance Bond Return approved by the board via email but not recorded at the October 26, 2023, meeting.

Lot # 1553H Michael & Stacey Palmer

Property Address 19799 Longview Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Performance Bonds for Return 12/7/2023

Lot # 2283H Andrew Raczka

Property Address 1684 Liesl Court Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2122H Rick Naltner

Property Address 20797 Alpine Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1710H Mona Mullen

Property Address 1358 Cliftmont Circle Bond Amount $500.00

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

Fine/Fees Owed $0

  • Motion to Approve Performance Bonds for Return 12/28/2023 made by Grant Smiley and seconded by Ken Horn.  Motion passed 4-0.

Finance Committee Report:  Kyle Packer

October financial are shared on slide.  November Financials only became available yesterday.

  • Motion to Approve October 2023 Golf Course and POA Financials made by Donna Yetzer and seconded by Grant Smiley.  Motion passed 4-0.

Future Planning Committee Report:  George Lortz

3R Task Force Activity – (Formerly Front Entrance Task Force)

  • Presented the Board with a current version of the HVL Refresh, Repaint and Repair Suggestions document
    • FP will be maintaining this document in the future and will complete a series of interviews with committees and clubs asap.
  • Recommended that the Board consider forming an advisory board reporting to the PO Board to recommend changes to POA-owned facilities
  • Recommended that the Board consider re-creating a POA service to manage accepting donations for honorary or memorial gifts
  • Recommended all groups interested in making improvements meet to consolidate to coordinate

Communications Task Force Activity

  • Reported that the on-line version of the Echoes has been well-received and growing in popularity
  • Reported that the on-line version of the Echoes delivery schedule will be moved to every Friday of the month

By-laws Revision Project Update

  • Reported that the FP Committee is working with Pat Hawkins to edit the new sections of the By-Laws

Echoes Fund-raising Proposal

  • Recommended that the Board consider the option of selling advertising space in the on-line version of the Echoes and that the revenue generated be allocated for the use of future communications projects

Nominations Process to be shared at beginning of the year.

  • Proposing process be formally documented

FP Committee Procedures Proposals

  • Recommended two new POA policies describing the determination of POA officer positions and the function of Board liaisons to the standing committees
  • Suggested that some information currently contained in the By-laws might be moved to the POA SOP
  • Resident discusses revision of bylaws regarding education, warning and then issuing a citation.  The change was to be a philosophy vs bylaw and left to the discretion of the security team.  If warning is not issued, a second violation is difficult to follow up on.  Bylaws regarding animals parallels Dearborn County policy.
  • Discussion occurs with residents and Board regarding bylaw vs Practices, Policies and Procedures and Rules and Regulations and what should fall under which section and how to present it to the community.
  • Board questions “Educate, Warn and Issue Citation” and when it applies.
  • Board shares that there is an Operations Manuel the Board signs off on regarding procedures they must follow.

Community Health Proposal

  • The FP Committee is currently exploring the possibilities of a future POA functional reorganization recommendation.

Stormwater Quality Management Plan, Project Request Limits

  • The FP Committee will be working with Linda Hartmann on improvements and documentation of these two subjects.

Lakes Committee Report:  Eric Fox

  • Slot bass removal for the year has been approximately 1,000 bass-9”-13” fish.  We are starting to see a decline in fish due to the number being taken every year.  This points to the idea that the program is working.
  • Panfish Limits- Need to review last couple of electro fish studies.
  • Lake treatments 2024- Potential dates are May 14th, Jun 18th, Aug 20th to be determined by company availability.  Dates chosen to avoid holiday events and festivities.
  • Lake Clean-Up:  Looking at early May time frame
  • Residents and committee discuss justification of increase of fees for boats and docks.

Safety, Security & Elections Committee Report:  Dave Buschmiller

– New Committee Member:  Don Bohn accepted unanimously as a new addition to S&S effective Nov 07.

– Bylaws:  Continuing to work with Pat Hawkins on revision to S&S Bylaws.  Changes at the committee level have been approved.  Pat will continue her process to vet with legal, etc.-something to come in the near future.

– Signage: Continuing discussion relative to signage and safety/liability in the Valley.  Of course, we’ve worked the Beach area, and we also have discussed ice skating.

– Flock:  On agenda.  BOD was asked to approve money in 2024 budget at last BOD meeting.

– Next Meeting:  Tuesday, January 9-deviation from normal 1st Tuesday due to holidays!

  • Resident asks about HVL sticker vs using a reflective sticker for verification of HVL residency.  It is reported that it is still under consideration.
  • Resident requests information regarding the Halloween road closures.  Committee responds that they will be discussing it at the next meeting in January.  Responds seem to have been positive.

Civic Club Report:  Kevin Grosse

  • Christmas Tree Lighting and Ugly Sweater Contest and Jingle Jam was a success
  • January 1, 2024 at 11:30 a.m. – 1:00 p.m. “Polar Plunge” at the Beach
  • Update on 2024 events calendar
Future Tentative Dates for Civic Club 2024:
January 01:  Polar Plunge Beach (Chair, Jessica Mueller) held at lower beach from 11:30 a.m. until 12:30 p.m.
January 26:  Winter Mixer to thank residents for attending events held at the Lower level of the Community Center
February10:  Trivia Night at Willie’s?
March 9:  Pub Crawl 
March 30:  Adult Easter Egg Hunt around the POA Gazebo area
April 20:  Keeneland? – Meet in Willie’s parking lot
April 27-28:  HVL Spring Community Yard Sale
May 4:  Neighbors Helping Neighbors/Community Clean-Up?
June:  Family Beach Nights 7, 14, 21, 28 from 6:00 p.m. to12:00 p.m.
June 7:  Adult Pool Party 8:00 p.m. – 12:00 p.m.
June 22:  Community Camp Out in the back 77-Acres from 4:00 p.m. to morning of June 23
July:  Family Beach Nights 12, 19, 26 from 6:00 p.m. to 9: p.m.
July 12:  Adult Pool Party from 8:00 p.m. to 12:00 p.m.
July 13:  Luau on the Beach from 6:00 p.m. to 12:00 p.m.
August 9:  Adult Pool Party from 8:00 p.m. to 12:00 p.m.
August 24:  Raft-Up on the entire lake from 4:00 p.m. to 10:00 p.m.
September:  Tailgating begins on Sundays in conjunction with the Bengals schedule held on Willie’s parking lot
September 28-29:  HVL Community Fall Yard Sale 
October 12:  Fall Fest Chili Cook Off (Old Labor Day) tied in with Haunted Hayride held on Willie’s parking lot from 12:00 p.m.to 10:00 p.m.
October 19:  Halloween Party at HV Golf Club from 7:00 p.m. to 12:00 a.m.
December 7:  Tree Lighting-Jingle Jam held at POA Gazebo area and Willie’s lower level from 4:30 p.m. to 6:30 p.m. & 8:00 p.m. to 12:00 p.m.

Shout outs given to Civic Club for the wonderful job they do, as well as to Rich Gannon and Doug

Gabbard for all the work they do.

Old Business:  

  • Discussion regarding sharing information on “what it costs to live in Hidden Valley”.
  • Discussion is again initiated about changing the wording of the transfer fee.
  • Board votes to keep transfer fee effective date of January 1, 2024.
  • The boat survey is still in deliberation.

New Business:  

None

Adjournment:  

  • Motion to Adjourn made by Ken Horn and seconded by Grant Smiley.  Motion passed 4-0

Now is the best time to sign up for Automatic Monthly Dues Payments

  • Pay your January 2024 dues in full by 1/31/2024.
  • Fill out the form to begin monthly payments toward your July 2024 dues on the 15th of each month beginning February 15th.

Sign up forms need to be received by February 7th, 2024.

Email to forms@hvlpoa.net, send by mail, place in the secure drop box, or bring into the POA office.

Example of a monthly payment:  If your semi-annual dues are $563.50 your monthly automatic payments will be $ 93.92 each month.