Board of Directors Minutes 8/25/22

HIDDEN VALLEY LAKE PROPERTY OWNERS’ ASSOCIATION

BOARD OF DIRECTOR’S MEETING

Thursday, August 25, 2022

7:00 p.m. – 8:30 p.m. POA Lower Level

UNAPPROVED

Board of Director’s Members Present:  Scott Giska, Patricia Hawkins, Ken Horn, and Jeff Fuell

Board of Director’s Members Absent:  Doug Gabbard

Community Manager Present:  Dave Wismann

August 25, 2022 Motions:

  • Approval of July 2022 Minutes—Board Secretary
  • Approval of the annual Deer Cull—Community Manager
  • Approval of July Financial Statements for POA and Golf Course—Finance Committee
  • Approval of Performance Bonds for Return 08/25/2022—Architectural Committee
  • Request for Approval of an additional 248 sq. ft. variance for a concrete parking pad on the property of Gary & Christy Dole, Lot # 3094, 1463 Greenlawn Way—Architectural Committee
  • Request for First Reading for a by-law change—Architecture
  • Motion to Adjourn

Call to Order:  Scott Giska

President, Scott Giska called the Board of Director’s meeting to order at 7:00 p.m.

Pledge of Allegiance:

The meeting began with the Pledge of Allegiance.

President’s Report:  Scott Giska

Good evening, Everyone!

August weather has been incredible for Indiana, right? The kids are back in school, so I have talked to lots of happy parents.  Our lake and other amenities have quieted down a great deal, but we are ready to close out an overall great summer with our Annual Labor Day Bash that will be action packed throughout the day as usual. It will be the last Civic Club event for Steve and Denice Siereveld before they move to Florida later in the year, so please stop by at the event, say hello and thank them for all the Civic Club activities they have been part of organizing and executing at a very high level.

As we move into September, the Board’s focus with Committee Chairs and other key community leadership will be to stay focused on our ’23 budget process that kicked off last month with our 2nd Leadership Council Meeting. I was thrilled with the attendance and overall learning for everyone with much more collaborative communications around our ’23 needs and budget. Next month’s meeting set for September 21st at & 7:30 p.m. will be a deep dive into our escrow items like roads, erosion control and other longer-term funding needs.

As we continue to think about our community as an organization of paid staff and volunteers, we are looking very hard at current staffing (is it enough) along with day-to-day operational efficiencies we can gain to continue to deliver on expectations of our homeowners within our annual budget. Please stay close to planning with us as we look to have a great rest of the year and in to 2023 and beyond!

Treasurer’s Report:  Jeff Fuell

  • Financial Position for the month of August 2022:
  • Financial Position for the month of July, 2022
  • Our Cash Position on July 1, 2022—$593,219
  • Ending Cash on July 31, 2022—$984,660

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

Secretary’s Report:  Patricia Hawkins

  • Motion to Approve July 2022 Minutes was made by Jeff Fuell and seconded by Ken Horn.  Motion passed 4-0-1.

Golf Course Report:  Scott Giska

pastedGraphic.png
  • Approval of July Financial Statements for POA and Golf Course made by Jeff Fuell and seconded by Ken Horn.  Motion passed 4-0-1.

Community Manager’s Report:  David Wismann

Paul Rolfes recognition of service

I would like to present this certificate and a gift certificate in recognition of the many years of service as the head of Lake Patrol. Paul was more than an employee; he was a personality on the lake and was well known for his candor and his stories. He promoted safety on the lake and was always ready to assist, even after hours and after the summer season was over.

Office

The office will be closed for Labor Day, September 5th.

Deer Cull

Request to approve the annual Deer Cull from October 1, 2022, thru January 1, 2023.  We plan to pause the cull the week of Thanksgiving (November 21-27) and the week of Christmas (December 19-25).

We were unable to have a flyover last year to get numbers, however, I have had security reporting over the last eight months on deer activity, as well as several residents who confirm we still have a large number of deer in the area. The state of Indiana has also designated the area ½ mile on either side of US 50 as a Deer Reduction Zone across Dearborn County.  Although most of HVL is not part of this zone, the designation signifies a large amount of deer activity in the area.  As only a portion of HVL is part of the Deer Reduction Zone, we did not pursue the extended season in 2023.

  • Request to approve the Annual Deer Cull from October 1, 2022, through January 1, 2023 made by Jeff Fuell and seconded by Ken Horn.  Motion passed 3-1-1.

Security

We have several of our security staff who have applied for Special Deputy status with the Sheriff’s Office.  They are going through a testing process.

Infrastructure Management

We plan to complete our paving project on Alpine Drive in mid-September.  We have marked the road with pink paint to locate the repairs.  The contractor hopes to have this done in a few days, once started, and there will be some road closures of Alpine Drive, which will be announced prior to the work.

Golf Course

The cart path work began on Monday, August 22nd.

Update on Fiber Optics…

The contractors are catching up on restoration work before moving on to the next project, called “restore as you go.”  This is in response to complaints that yards were left unrepaired while they moved into the next area. There are three stages to restoration.  The first stage involves installing a handhold and leveling out the area.  The second stage involves sowing seeds and covering with straw.  The third stage involves adding more topsoil to fill in where the ground may have sunk, then adding seed and straw.

Testing of our Emergency Preparedness Plan

We conducted a successful drill of this system on Saturday, July 30th at 3:00 p.m.

We appreciate everyone’s participation in this activity.  It gave us a chance to observe what would happen on a busy lake in an emergency situation.

Small Lake Management

There is an Echoes article this month that gives a more detailed report about a floating island project created by the residents in the Crystal Lake area in conjunction with our Woodlands coordinator, Linda Hartman.  This is another example of the kind of work we can accomplish when we listen to the community and those in the community become part of the solution to problems that arise.

Committee members and audience discuss the deer Epizootoic hemorrhagic disease (EHD) and bluetongue virus (BTZ) and how it infects the deer population.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Phil Heitz

  • Performance Bonds for Return 8/25/2022

Lot # 50H Trish & Mike Anthony

Property Address 868 Beechwood Circle Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2300H Rebecca McClain

Property Address 20572 Heather Court Bond Amount $2000.00

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

Fine/Fees Owed $0

Lot # 1892H Richard Schiller

Property Address 1612 Aqua Vista Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1861H Sam Ahlrichs

Property Address 1491 Aqua Vista Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2509H Julie Steinmetz 

Property Address 1732 cove Circle West Bond Amount $2000.00

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

Fine/Fees Owed $0

  • Motion to Approve Performance Bonds for Return 08/25/2021 made by Jeff Fuell and seconded by Patricia Hawkins.  Motion passed 4-0-1.

Section 4-11-7 (c)

Now reads:

The primary driveway between street and garage and/or house on all new construction, must be surfaced with a suitable hard surface material (i.e. blacktop, concrete, pavers, etc.)

Proposed change:

The primary driveway between street and garage and/or house on all new construction, must be surfaced with a suitable hard surface material (i.e., blacktop, concrete, or pavers)

  • Request for First Reading for Architecture by-law change request is a “No vote”.  Phil Heitz read into record.  By-law change request accepted for discussion.
  • Request for Approval of an additional 248 sq. ft. variance for a concrete parking pad on the property of Gary & Christy Dole, Lot # 3094, 1463 Greenlawn Way made by Jeff Fuell and seconded by Ken Horn.  Motion passed to grant variance 4-0-1 and uphold fine 4-0-1.

Finance Committee:  Kyle Packer

  • Motion for Approval of July Financial Statements for POA and Golf Course made by Jeff Fuell and seconded by Ken Horn.  Motion passed 4-0-1.

Lakes Committee:  Dave Wismann

Lakes:

  1. Our first emergency drill went well.  The drill lasted approximately one hour start to finish.  Look for more drills in the future.
  2. Small Lakes task force has been working hard:  Vegetative island, Aerator checks and maintenance, Siltation, Invasive Species.
  3. Working to meet with Indian Lakes Watershed project on their use of Eco Harvester.
  4. Willies Docks:  we are re-evaluating cost to repair and replace ourselves.
  5. Entering and Exiting Idle Speed zones is an issue.  Please speed up after passing into the high speed and please slow before passing into the idle zones.
  6. Fish and Game Club golf tournament will be held at HVGC Saturday, September 17th.

Discussion regarding identifying lake wake and wake concerns.

Parks and Recreation Committee Report:  Amy Ayers-Wilson

  • Bridge installation
  • Direction signs to be posted
  • Wood Duck and Blue Bird trails
  • 20 x 4 x 29 display board with QR code ability

September pool operating hours are as follows – weather permitting:

  • Lap/Exercise Hour from 11:00 AM to Noon Monday thru Friday
  • Weekends are 11:00 a.m. and 6:00 p.m.
  • Pool will close September 24, 2022 with proposed Pool Puppy Party on that day
  • Puppy Pool Day Motion made by Patricia Hawkins and seconded by Ken Horn.  Motion denied

1-3-1.

Safety, Security & Elections Committee Report:  Bonnie Starks

  • Motion to Remove Elections from Safety, Security and Elections Committee made by Patricia Hawkins and seconded by Jeff Fuell.  Motion Accepted for discussion and tabled for future consideration.

Safety, Security and Elections is currently addressing several issues:

  • Unnecessary stop signs
  • Deputy report
  • Gates vs cameras at access points for security (cameras preferred method)
  • Crystal Lake water contamination
  • Ball field drinking fountain
  • Animal control rules
  • Time capsule
  • SeeClickFix

Judicial Panel:  Rick Paul

  • Motion to set aside the fine recommended by judicial made by Patricia Hawkins and seconded by Ken Horn.  Motion tabled 2-2-1.

New Business:

  • Resident discusses concerns regarding neighbor leaving yard rubbish in his yard and follow up.

Adjournment:

  • Motion to Adjourn made by Jeff Fuell and seconded by Ken Horn.  Motion passed unanimously.

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.