Board of Directors Minutes 5/23/24

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, May 23, 2024 at 7:00 p.m. -8:30 p.m.– POA Lower Level

AGENDA

Board of Directors Members Present:  Matt Euson, Chris Fox, Michele Schneider and Robert Starks

Board of Directors Member Late Arrival:  Patricia Hawkins

Community Manager Present:  Dave Wismann

May 23, 2024 Motions:

  • Motion to Approve April 2024 Minutes—Board Secretary
  • Request for Variance for Ingrid and Darwin Kouns, Lot 1787H, 1321 Heidi Haven Drive.  Requesting a 3’ side variance for a Kayak Launch to be placed on the side setback of the property.
  • Motion to Approve Performance Bonds for Return 05/23/2024—Architectural Committee
  • Motion to Approve First Reading of By-law Chang-Finance Committee
  • Motion to Approve April Golf Course and POA Financials—Finance Committee
  • Motion to Approve First Reading of By-law Change—Lakes Committee
  • Motion to Approve First Reading of By-law Change—Safety & Security
  • Motion to Approve First Reading of By-law Change—Elections
  • Motion to Adjourn

Call to Order:  Matt Euson

President, Matt Euson called the Board of Directors Meeting to order at 7:00 p.m.

Pledge of Allegiance:  Matt Euson

The meeting began with the Pledge of Allegiance.

President’s Report:  Matt Euson

  1. Introduction and Welcome:
    • Welcome Board members and Attendees.  My name is Matt Euson.
  2. Highlights Since Last Meeting:
  1. We had an executive session to elect officers and appoint liaisons.
    1. I was elected President.
    2. Chris Fox was elected Vice President.
    3. Michele Schneider was elected Treasurer.
    4. Pat Hawkins was elected Secretary.
    5. Bob Starks is Member at Large.
    6. Liaisons assigned:
      1. Michele Schneider will be the liaison for the Finance Committee and Golf Course.
      2. Chris Fox will be the liaison for the Lakes Committee, VRUC and Roads.
      3. Pat Hawkins will be the liaison to Parks and Rec and Willie’s.
      4. Bob Starks will be the liaison to Safety & Security and Architecture.
      5. Matt Euson will be the liaison to Future Planning, Judicial and Elections.
  2. Key Initiatives
    • The new board members met with Dave Wismann a couple of weeks ago and made the request that he formulate a plan to decrease the operational budget by 15%.  This would yield savings in the $400K range.
    • We will be implementing a new Capital Expenditures Budgeting Process.  By June, we have asked Dave to construct a six-month capital expenditures budget to carry us through 2024.  He was given a template today.  He understands that this Board is in a capital preservation mode.  Dave will be tasked to formulate a 2025 full year capital expenditures budget by November and will be presented to the Board for approval.
    • We will also be asking for the operating budget for 2025 in those same time frames.
    • We will be looking at what we can sell to put towards our reserve study shortfall.  We have asked Dave to list the properties around HVL that we own and see what can be done.
    • We will be having meetings with Dave on the first Friday of each month to review budgets, GL expense code spend downs and implementation of key initiatives.
    • This Board will be conducting Executive Sessions on the second Monday of each month to put in the additional work that will be needed to turn our financial situation around.
    • A deadline has been set for submission of Board, Committee and Club agendas for the Board of Directors meetings.  This will be the third Thursday of each month at 9:00 a.m.  Any agenda items not received by then will not be allowed to be presented at the next meeting.
    • Starting in June – all committee updates will be limited to 10 minutes unless circumstances, mainly community involvement, dictate otherwise.
    • Reports and updates presented at the BOD meeting are to be emailed to Alisha the following day so that our minutes can be updated in a timely manner.
    • Beginning in June, all actionable items from the board meeting (motions, by-law approvals, etc.) will be published in Happenings no later than the second Friday after the board meeting.  We will try to encapsulate those changes in a short video for social media.
    • Members of the Board have been working very hard on updating our By-laws-most of which will be read for the first time tonight.
    • We had a productive meeting with the Dearborn County Sheriff and Prosecutor.  We are looking into having the County provide and install flock cameras at our entrances that will notify Dearborn County Deputies on duty when certain cars have entered our community such as those that are stolen, registered to people with outstanding warrants, etc.  Deputies will respond directly.  We are negotiating an agreement to reimburse the County for the cost of the camera licenses.  Cost will be $10K-$20K annually but with no contract.
    • This Board will be doing a deep dive into the reserve study that was recently completed.  It indicates a severe shortfall in capital several years down the road (as well as a current shortfall in capital) – this is mainly for roads and dredging.  We will see how the budget cuts and capital raising impact the shortfall, and we will be reporting our findings and progress monthly.
    • Finally, I will be making a motion to pass the first reading of the re-written Lakes by-laws.  The revisions surround surfing has essentially proposed the High Wave Task Force’s recommendations:
      1. Surfing is not allowed on Saturday and Sunday from noon until 6:00 p.m. between Memorial Day and Labor Day.
      2. Surfing is not allowed on Memorial Day, 4th of July and Labor Day.
      3. Surfing must be conducted at least 200’ from shore and preferably near the center of the high-speed zone.  We view this as a trial period.  Members who experience damage to their property or sustain injury are encouraged to document it and report it to the POA.

Treasurer’s Report:  Michele Schneider

INSERT TREASURES NOTE???

Secretary’s Report:  Robert Starks

  • Approval of April 2024 Minutes was made by Robert Starks and seconded by Matt Euson.  Motion passed 4-0.

Community Manager’s Report:  Dave Wismann

Office

The office will be closed Monday, May 27 for Memorial Day.

  • Holiday events will take place at the 77-acres and the Veterans Memorial

Golf Course Report

The Pro shop is open Weekdays:  7:30 a.m. Weekends: 7:00 a.m.

Fiber Optics

SEI/REMC has contracted with two local landscapers, Lawn Pros and Midwest, to help complete restoration of properties.  They also have a foreman supervising the activities.

Maintenance Team

Maintenance has been busy prepping the pool, mowing roadsides, and weed eating.

The yard waste drop off is closed until October. We have a small enough volume that we can dispose of the product with yard waste dumpsters, which saves around $3,000.

Lakes

Aqua Doc treated the lake on May 14.  They returned for touchups in some problem areas.  Future dates are June 18, and August 20 (both on Tuesdays).

Hampton Dam 

The beavers have been removed from the area, and a screen was installed to keep future beavers from creating a problem with the culvert pipe.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Tom Cross

  • Motion for Request for Variance for Ingrid and Darwin Kouns, Lot 1787H, 1321 Heidi Haven Drive.  Requesting a 3’ side variance for a Kayak Launch to be placed on the side setback of the property was made by Matt Euson and seconded by Robert Starks.  Motion passed 5-0.
  • Performance Bonds for Return 5/23/2024

Lot # 2112H Karen & Mark Ernst

Property Address 20877 Alpine Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1543H Barbara Young & Tammy Girdler

Property Address 19874 Lakeview Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2540H Lisa & Michael Palmere

Property Address 1723 Cove Circle East Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 3127H Robert Dick

Property Address 1647 Fieldcrest Drive Bond Amount $2000.00

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

Fine/Fees Owed $0

Lot # 511H Jared & Dana Young

Property Address 1058 Oak Court Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1885H Charles Begley

Property Address 1542 Aqua Vista Drive Bond Amount $500.00

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

Fine/Fees Owed $0

  • Motion to Approve Performance Bonds for Return 05/23/2024 was made by Robert Starks and seconded by Chris Fox.  Motion passed 5-0.

Finance Committee Report:  Kyle Packer

  • Motion to Approve First Reading of By-law Change made by Matt Euson and seconded by Michele Schneider.  Motion passed 5-0.
  • Motion to Approve April Golf Course and POA Financials was made by Matt Euson and seconded by Michele Schneider.  Motion passed 5-0.

Future Planning Committee Report:  George Lortz

Long-range Planning:

  • Complete CMP (Level 5) – Proposal made to Board in 2023
  • Long-range Plan for HV Golf Club – Proposal made to Board in 2023
  • Community Health and 5-Year Community Survey – WIP
  • Assistance with Future Bylaws Changes – WIP
  • Stormwater Quality Management Plan Assistance – Request made

Short term projects:

  • 3R Task Force (Repair, Repaint and Repair) – Assembling requirements, Completing tasks
  • Communications Task Force – 9 projects, 3 currently active
  • FP-sponsored By-laws – WIP, will introduce over 2024
  • Facilitating Town Hall Meetings – 3 completed, none currently planned
  • Review SOP status and usage
  • 20:58:00 Discussion prompted by resident regarding process for by-law changes and posting of motions passed.

Lakes Committee Report:  Jill Bittner

  • 23:12:00 – 1:31:00

Extensive discussion regarding the first reading and second reading of proposed by-law changes concerning wakes.

  • Motion to Approve Second Reading of By-law Change was made by Patricia Hawkins and seconded by Robert starks.  Motion denied 2-3.
  • Motion to Approve First Reading of By-law Change was made by Matt Euson and seconded by Michele Schneider.  Motion passed 3-2.

Parks Committee Report:  Amy Ayers-Wilson

Pool:

Opening day – Saturday May 25 noon-8:00 p.m. daily

Lap swim – daily 11:00 a.m.-noon

Swim lessons – June and July

-Contact Pool manager for times or check HVL website.

Swim team concession stand will not be open until May 28

-Contact pool for updated information on times open.

Safety & Security Committee Report:  Bonnie Starks

  • 1:35:00 Discussion regarding errors in proposed by-law pointed out – in particular automobile weight limits and fines imposed by Judicial.
  • Motion to Approve First Reading of By-law Change was made by Robert Starks and seconded by Matt Euson.  Motion passed 5-0.  (Modifications to me made for Second Reading Approval.)

Elections:  Ginny Boyer

  • 1:46:00 Discussion regarding verbiage in proposed by-law changes
  • Motion to Approve First Reading of By-law Change made by Robert Starks and seconded by Patricia Hawkins.  Motion passed 5-0.
  • 1:50:00 Discussion regarding removal of committee member and board member.

Civic Club Report:  Kevin Grosse

Upcoming events

  1. Weekly Family Beach Nights Friday, June 7, 14, 21, 28 (6:00 p.m. – 9 p.m.)
  2. Community Campout – arrive Saturday, June 22 (4:00 p.m. Sunday, June 23 – 10:00 a.m.)
  3. Adult Pool Party – June 28 and August 9 (8:00 p.m. – 11:30 midnight)

Further down the road:

  1. Luau – July 13
  2. Lake Raft Up – Aug 24

Old Business:  

None

New Business:  

Co-Chair, Lakes Committee, Jill Bittner submits resignation.

Adjournment:  

  • Motion to Adjourn made by Matt Euson and seconded by Patricia Hawkins.  Motion passed 5-0.

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.