Board of Directors Minutes – 6/29/22

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

Wednesday, June 29, 2022 

June 29, 2022, Motions:

  • Approval of April 2022 Annual Meeting Minutes—Board Secretary
  • Approval of Performance Bonds for Return 06/29/2022—Architecture Committee
  • Motion for Approval of lot split bylaw change (Second Reading)—Architecture Committee
  • Motion for Approval of fence bylaw change (Second Reading)—Architecture Committee
  • Motion to Adjourn

Pledge of Allegiance:

The meeting began with the Pledge of Allegiance.

President’s Report:  Scott Giska

Scott Giska called the Board of Directors Meeting to order at 7:00 p.m.

Welcome everyone here in person, and online tonight. I hope everyone’s summer is off to a great start! We certainly have so much to be grateful for in HVL.

Please help me welcome our two new board members, Ken Horn and Doug Gabbard. Both gentlemen have jumped right in and are busy learning day to day board life and contributing with new ideas and improvement challenges which is always needed and refreshing!  Ken and Doug, please share a few words with our audience.

Ken and Doug express appreciation for the board and being elected.

The summer is our busiest time of the year when all amenities are open and being used to their fullest potential! I want to thank Dave Wismann, our dedicated office staff, golf course staff led by Brian Krinsky and maintenance teams for getting everything in great shape across the valley to enjoy all summer long and into the fall.

As we have moved into a “new” board year with Ken and Doug joining us, I wanted to hi-lite key initiatives and focus areas for the year:

1. Fiber Optic Installation that brings us into the future of work from home and communication infrastructure needs. Please note the work stoppage we requested for catch-up on restoration before more digging and installation continues.

2. Road paving and road infrastructure improvements on Alpine – this is being led by Mike Morman.

3. Erosion control that impacts all our lakes, both small and the main lake. It’s a joint effort across lakes, roads, and our maintenance teams.

4. Continuing to take care of what we have and make cost-effective improvements where our budget allows.

5. New cart paths at our golf course that are funded entirely by 2021 income due to the golf course’s growing membership and support of its members and non-members.

6. People focus: employees, volunteers, and outside consultants. How do we get better? We have opportunities to be more efficient, improve planning, holding each other to targeted completion dates, with wise and prudent spending.

7. Also, it is past time to simplify where needed, make our rules clearer and less ambiguous.

8. Verizon new tower along Stateline – in contract negotiations, including the contracted monthly revenue amount.

Thank you and let us have a great night.

Treasurer’s Report: Jeff Fuell

Financial Position for the month of April 2022:

Our Cash Position on April 1, 2022—$ 890,057.00

Ending Cash on April 30, 2022—$ 843,254.00

Financial Position for the month of May 2022:

Our Cash Position on May 1, 2022—$ 843,254.00

Ending Cash on May 31, 2022—$ 750,262.00

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.

Leadership Council Meeting will be July 19, 2022, from 7:30 p.m.

Secretary’s Report:  Patricia Hawkins

  • Motion for Approval of April 2022 Annual Meeting Minutes made by Jeff Fuell and seconded by Ken Horn. Motion passed 5-0.

Echoes:  The board has agreed to allow Register Publications to print Echoes each month, copies of which will be available in newsstands located throughout the community. At year’s end, the board will determine whether we move forward with a print edition.

Community Manager’s Report:  Dave Wismann

Office

The office will be closed next Monday, July 4, for the holiday. The office volume has slowed down a bit to its normal standard. We expect an increase for the weekend of the fourth and things will get back to normal over the next couple of weeks.

Security

Thank you for your patience as we work through some of the staffing difficulties this year. One of our staff members was recently sworn in as a Special Deputy. We hope to continue the trend, but this takes time to get new members accepted and trained through the Sheriff’s Department. In the meantime, we have a great staff of security personnel who have stepped up. Our goal is to have at least four Special Deputies while the rest of the staff could be security personnel.

Infrastructure Management

We have chosen Westside Paving to complete the work on Alpine Drive. We will communicate a schedule as soon as we have it.

I have contacted the company representative to purchase a crack fill machine.

Willie’s Docks

We are opening bids tonight:

  • Alumadock – Batesville

$248,759.00

  • Floating Docks – Indianapolis

$110,531.00

Erosion Control

The Roads Task Force is asking for volunteers who would be willing to be trained 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 a specific area in which to observe standing water and ditching problems. Their input will be used to compile a report which will be used to create a plan to make necessary repairs and replacements to culverts and ditches. Please email me if you are interested.

Golf Course

The cart paths are on the list for the contractor to complete this summer, sometime in July or August, depending on the weather.

Update on Fiber Optics

The contractors are catching up on restoration work before moving on to the next project. This is in response to complaints that yards were left unrepaired when they moved on to another area. We have some details to work out, but the contractors have agreed to continue to keep up with restoration moving forward.

Status of Willie’s Roof

The roof has been fully repaired! This has been quite an ordeal, but the product is very nicely done. Steve Van Wassenhove will be working with the insurance company to restore the TVs in the back area.

Fourth of July

We have great lineup with the bike parade at 10 a.m., boat parade at 6:30 p.m., and, of course, the fireworks at dark! We have a few surprises as well. Thank you to everyone who has worked to make this a great celebration for the United States and for HVL.

We ask everyone to please be patient, especially at the marina. We should have plenty of help parking and, hopefully, we will again be using the fields at the POA parking lot for extra parking.

HVL Phone Book

The phone book has been sent to the printers. Our staff has worked diligently to correct errors and make this a much better product this year. The print will be larger, and the rules will no longer be part of the publication. The rules will be accessible online.

The cover photo selected by the phone book group was a photo beautiful eagle submitted by Doug Gabbard!

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Tom Cross

  • Performance Bonds for Return 06/29/2022

Lot # 1348H Kristy Hansel

Property Address 948 Greentree Road Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2804H Kenny Kincart

Property Address 20901 Ridgecliff Court Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 426H Jennifer Helmes

Property Address 1122 Woodland Circle Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 511H Jared Young

Property Address 1058 Oak Court Bond Amount $2,000.00

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

Fine/Fees Owed $0

Lot # 1259H Lee & Kathleen King

Property Address 20495 Longview Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 3003H Lindsey Schiltz-Jones

Property Address 1898 Fieldcrest Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 36H Raphael Fuchs

Property Address 904 Hickory Road Bond Amount $2,000.00

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

Fine/Fees Owed $0

  • Motion of Approval of Performance Bonds for Return made by Patricia Hawkins and seconded by Jeff Fuell. Motion passed 5-0.

Lot Split Bylaw Change

(1) 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. The Board of Directors gives the final approval for all lot splits. A split lot does not change the lakefront designation of said lot.

b. Proposed lot split lines must be straight.

c. Architecture Committee may review adjacent plot plans for potential setback 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.

  • Motion for Approval of lot split bylaw change (Second Reading) made by Patricia Hawkins and seconded by Doug Gabbard. Motion passed 5-0.

Fence Bylaw Change

(2) 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 includes corner 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.

  • Motion for Approval of fence bylaw change (Second Reading) made by Jeff Fuell and seconded by Doug Gabbard. Motion passed 5-0.

Future Planning:  George Lortz

  • ID Badge Issue:  The POA staff is extremely busy helping residents acquire new POA ID badges.
  • HVL 50th Anniversary Steering Task Force Activities:
  • July 4th Labor Day activity planning are continuing.
  • The 5K for the during the Labor Day weekend has been cancelled.
  • Labor Day Reunion Reception and other activities planned.
  • POA Communications Task Force Activities:
  1. Providing community-wide, fiber optics-based, hi-speed Internet access – SEI/REMC is temporarily stopping fiber optics installation activities and starting yard restoration. There are currently two hundred reservations for home installation. There are at least three teams doing work in our community.
  1. Improving the POA website – The redesign of the website is temporarily on hold awaiting some decisions about the future production and delivery strategy of the Echoes.
  1. 2023 Phone Book – The new HVL phone book is a redesigned version that will include updates to POA information, enhanced readability, and the elimination of the POA By-Laws text.
  • Front Entrance Task Force Activities:
  • The POA Board passed a motion to 1) approve the enhancements to the Security Center and 2) to continue work on the redesign of the entire front entrance area.
  • The Task Force will start with the planned enhancements to the HVL Security Center and painting has been scheduled to start the week of June 20th. The Boyers will help finance the paint.
  • Jeff Dickman estimated that the cost of a front window mural is $3,300.00. Decisions are needed on other window options.
  • The improvements to the direction sign have been completed.
  • Mike Wilson has completed the lighting/electrical improvements for as cost of $1,200.00.
  • The Task Force will focus on other low-cost improvements that might be possible for 2022 and decisions about what to propose for 2023.
  • Documenting Maintenance of the Community Master Plan, Land Use Plan and Bylaws:
  • Work continues with assisting the SS&E Committee and POA staff personnel with By-law’s enhancements.
  • Sponsorship of Town Hall Meetings:
  • Work will continue to identify possible subjects for town hall meetings throughout 2022. Three other possible subjects being considered are 1) discussing the need to update the front entrance and 2) VRUC-related subjects.  Our committee is currently awaiting recommendations and direction from the Board.

Lakes Committee:  Eric Fox

  1. Lake cleanup was a real success. Thanks to all participants and especially our volunteers.
  2. Linda Hartman presented a revised stormwater plan. Check it out on the POA website.
  3. Also presented “See/Click/Fix” app. This tool will allow the community to reach out about issues, allow the responsible party to respond, and will show when something is a duplicate.
  4. Small Lakes Task Force work is well under way. Focusing on Crystal as it is a more “contained” watershed. Presentation was done by Purdue Extension on lawncare, invasive plants, healthy aquatic habitat, and erosion controls. More to come.
  5. Proper way to report issues is to call the lake patrol (812) 584-9997 or the POA office (812) 537-3091. Nobody is monitoring Facebook to resolve issues.

Parks Committee Report:  Amy Ayers-Wilson

  • Pool update
  • Closing at 5:00 p.m. on July 4th
  • Saturday, June 25th, is the Children’s Committee’s Family/Movie Night
  • 50th Anniversary Celebration scheduled for Saturday, July 23rd, to include Kona Ice, food, drinks, music; face painting; relay races in the water and more such as swim lessons to 50 residents during open swim 
  • September Hours: 11:00 a.m. to Noon – Sunday to Saturday will be Lap/Fitness Swim; Noon to 6:00 p.m. – Saturday and Sunday for Open Swim
  • Nature Trail update
  • Work continues on all trails
  • Trail Task Force meets Tuesdays at 5:30 p.m. and Saturdays at 9:00 a.m. to work on the trails – volunteers are welcome to join in keeping our trails clear and ready for hiking

Safety, Security & Elections Committee Report:  Don Norris

Current/Active Business:

  • Animal Cruelty /Neglect
  • Golf Cart Rules
  • Drinking policy at pool.
  • POA Board Member, Term Limits, Attendance Requirements, Removal, Rights and Duties
  • Resident Parking – email Dave Wismann at dwismann@hvlpoa.net for requests to park at the POA parking lot

Judicial Committee:

Appeal case from Lowe:

  • Motion of 1st Original Fine Upheld made by Ken Horn and seconded by Doug Gabbard. Motion Passed 5-0.
  • Motion of Waiving of Second Fine made by Doug Gabbard and seconded by Ken Horn. Motion passed 5-0.

Adjournment:  

  • Motion to Adjourn made by Doug Gabbard and seconded by Ken Horn. Motion passes 5-0/

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

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.