Board of Directors Minutes 9/22/22

HIDDEN VALLEY LAKE PROPERTY OWNERS’ ASSOCIATION

BOARD OF DIRECTOR’S MEETING

Thursday, September 22, 2022 

UNAPPROVED

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

Board Members Absent:  None

Community Manager:  David Wismann

September 22, 2022 Motions:

  • Approval of August 2022 Minutes—Board Secretary
  • Approval of August Financials-Finance Committee
  • Approval of Performance Bond Returns 09/22/2022—Architecture Committee
  • Motion to Approve the 9/25/22 Doggie Dip – Parks & Recreation Committee
  • Motion to Add Bonnie Klopp to the Safety, Security, & Elections Committee—Safety, Security & Elections
  • Request for approval of the Halloween Walk, Haunted Hayride, and Cookies and Crafts with Santa—Children’s Activities
  • 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 – it’s the 1st day of fall, and it sure has felt awesome today, right? 

A key thank you is in order before I hi-lite some active key initiatives.

1) If you attended the Labor Day Bash or 50th Anniversary Lake Float, I know you join the entire Board and Civic Club in thanking Steve and Denice Siereveld for their contributions across Hidden Valley for the years they have called HVL home! Their effort and energy has been tireless, and they have put the “F” in FUN.

2) We met as a HVL Leadership Council last night across the Board, Committee Chairs and additional invited community leaders to continue our work on the 2023 POA and Golf Course Operating Budget. We have a solid collaborative progress in motion against some real challenges that include:

1) Unprecedented inflation that impacts many services, labor and material costs

2) Access to quality outside labor

3) Escrow planning for the future

4) Anticipated significant cost increases in our employee health care benefits. We are committed to our high quality and dedicated staff. We need to balance as best we can, merit increases and health care availability. They provide for their families too as they service and care for all of us, each and every day!

As we move beyond finalizing the ’23 budget and communicating decisions to you so you can plan your own family budgets next year, the Board is going to be very focused starting next month on two extensive, and key initiatives. They will both have a detailed project plan and timeline to insure completion.

1) We will be reviewing and making necessary and smart changes to our bylaws and processes, where needed. Pat Hawkins will initially lead this process. (Pat spoke briefly on her plans). We will accomplish this by working on a monthly basis to shorten copy, simplify the language and making it far more clear how we all desire to live and conduct ourselves as community members. For those who love rules our focus will be to make them easier to understand and enforce. The changes should feel like tweaks. For those that hate too many rules, we will look to modify or eliminate anything that is counter to a true sense of individual and family independence and a healthy community. This process will be relatively methodical as our important “2 reading process” will dictate our pace. We will be thoughtful, communicative and deliberate to get the changes right.

2) Our second key initiative, that will be led by Doug Gabbard (Doug spoke briefly on this process) is to review the vision, roles, and guiding principles of the Board and Committees as important leaders in our community. The Board is learning from the process Eric Fox is leading with the re-organized and re-focused Lake’s Committee. While every Committee won’t 100% align based on needs and realities, we will all operate on aligned strategies, objectives, plus healthy conduct and behavior. One of guiding principles will be “there is a time for debate and discussion, then we must move on, and align to execute for the good of the community”. Let’s all be a part of the solutions that maintains what is working and corrects what is not. 

Thank you all for your support as we strive to get better every day and serve you.

Treasurer’s Report:  Jeff Fuell

Financial Position for the month of August 2022:

Our Cash Position on August 1, 2022—$ 984,660.00

Ending Cash on August 31, 2022—$ 1,076,538.00

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.

The last Leadership Council meeting was held on September 21, 2022, and the Budget Project Request Form and the Budget Project Request Procedure guidelines were discussed at length. Notes from those discussions are as follows:

  • The Budget Project Request Form can originate from the POA Board, a POA staff member, a POA standing committee, a POA task force, a POA sub-committee, or an individual POA member. The form and process assist in project funding and board decision making.
  • The Budget Project Request Form will assist the originating individual or group in developing the request and will also provide needed data for the Finance Committee during budget preparation. 
  • The originator of the Budget Project Request Form will own the form and process. Once a project is approved by the board, the ownership would likely move to the community manager to execute.
  • A project could be for one-year, multiple years, or ongoing like the roads.
  • A project will generally incur one-time installation costs as well as annual maintenance costs. Estimates for both should be part of the completed project form.
  • During a project process, the form with all details will be submitted to the Finance Committee for their financial recommendations to the board.
  • The Finance Committee may ask the form originator to attend a Finance meeting to answer questions, or may choose to handle through the board liaison for that committee, task force, etc. 

This form and process will be modified over time, as required.

Secretary’s Report:  Patricia Hawkins

  • Motion for Approval of August Minutes was made by Doug Gabbard and seconded by Jeff Fuell. Motion passed 5-0.

Golf Course Report:  Scott Giska

No report

Community Manager’s Report:  David Wismann

Infrastructure Management

We have moved our road project work on Alpine Drive to mid-October. Once work starts, the contractor hopes to have the work done in a few days. This will necessitate some road closures of Alpine Drive. We will announce these closures prior to the commencement of work. 

We have purchased a new 2022 dump truck to replace the 2002 Ford flatbed truck. We paid for this with funds that had been escrowed for that purchase. Our team has been looking for a vehicle most of the year and there just is not much out there. We found out about this truck through our connection with Haag Ford.

Our maintenance team has been working on several ditching projects that were stalled for some time. The most noticeable one is at the entrance to Schmarr Drive by Willie’s and the POA building. These ditches have had standing water issues for some time.

Golf Course

The cart path work is complete and under budget and the grass is being restored near the edges.

Office

The POA office will close at 11:00 am on Thursday, October 13, for the annual Employee Golf Outing.

Security

I announced last month that several of our security staff members have applied for Special Deputy status with the Sheriff’s Office. The process is ongoing and taking longer than anticipated.

Our security chief, Jason Hoffman, has purchased a portable radar speed limit sign. The sign will move around to known HVL areas of concern. This sign can track the number, and speeds, of vehicles which will build our volume and speed knowledge.

Update on Fiber Optics

The contractors are catching up on restoration work before beginning new drilling. This addresses complaints that yards were not restored properly before the crew moved on. We are working with the REMC/SEI teams to make sure the trickier sites are restored.

Yard Waste Dumpster

There was a question regarding the yard waste dumpster at the board meeting. Rumpke was unable to pick up yard waste for some time during the summer and early fall this year due to labor shortages. If residents called about yard waste, we allowed them to leave it next to the dumpster and our maintenance team would put it in the dumpster when a new one came in. Resolution took longer than anticipated, but we are now getting regular pickups. It will take a bit to catch up, but we are getting back on track.

COMMITTEE AND CLUB REPORTS:

Finance Committee:  Bonnie Starks

  • Motion to Approve August Financials made by Jeff Fuell and seconded by Ken Horn. Motion passed 5-0.

Architecture Committee Report:  Tom Cross

  • Performance Bonds for Return 09/22/2022

Bond Returns 

Lot # 1553H Michael & Stacey Palmer

Property Address 19799 Longview Bond Amount $2,000.00

City, State, Zip Dues Owed $0

Fine/Fees Owed $200.00

Lot # 2349H Katherine & Michael McAfee

Property Address 19397 Par Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 3121H William Wehmeyer & Samantha McNamara

Property Address 1698 Fieldcrest Drive Bond Amount $2,000.00

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

Fine/Fees Owed $0

Lot # 2854H William & Sandra Mock

Property Address 1833 Clearview Court Bond Amount $2,000.00

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

Fine/Fees Owed $0

Lot # 2848H Beverly Neville

Property Address 21111 Sunnyridge Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1218H John Litchholt

Property Address 467 Eagleview Drive Bond Amount $500.00

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

Fine/Fees Owed $0

  • Motion to approve Bond Returns was made by Ken Horn and seconded by Jeff Fuell. Motion passed 5-0.

Lakes Committee:  Eric Fox

  • Lakes’ proposed budget is 95% complete. Final numbers on Willie’s dock are coming, but we estimated a total for now. 
  • The Small Lakes Task Force is beginning to implement small changes — removing invasives, working with DNR for native plant material, etc.  Longer term, aerators will need to be replaced at Crystal Lake to help with sediment issues.
  • We will add solar lighting to the buoys on the main lake.

Parks Committee Report:  Amy Ayers-Wilson

Parks

  • Walkability has improved.
  • Additional signage is in process.
  • QR code readability will be available for maps.
  • Volunteers are always welcome.

Pool

  • The pool’s last day will be September 25.
  • The pool liner will be installed in October.
  • We ask the board to reconsider and vote on allowing the Doggie Dip. Facts about the dip:
  • Donation for PAWS
  • Two dog maximum
  • Waiver (HVL not liable)
  • Need volunteers to maintain the area
  • Noon-5:00 p.m.
  • Motion to Approve the “Doggie Dip” on Sunday, September 25th made by Doug Gabbard and seconded by Jeff Fuell. Motion passed 4-0-1.

Future Planning:  Pat Hawkins / Ginny Boyer

Patricia Hawkins made the following comments about the 50th Anniversary activities at the Labor Day Bash:

  • The time capsule burial happened during the Labor Day Bash. Members of the Lightner Family were present (the late Gayle Lightner was a valuable, and much missed, member of the task force) and took part in the ceremony. All in attendance had an opportunity to shovel gravel into the burial site. A complete list of the capsule contents will be in Echoes. The burial site will be marked with a pedestal and sundial. Patricia thanked the maintenance team for their work in making this possible. 
  • George Lortz conducted two HVL History talks. 
  • All the planned 50th Anniversary events have been completed, but the task force is hoping to identify some additional projects for the balance of the year. Two possibilities are helping to finance additional refresh work on the front entrance and/or helping with the hiking trail development project.
  • Many thanks to the Civic Club and everyone who has helped with the 50th Anniversary events this year.

Ginny Boyer reported on the following for George Lortz:

Echoes

  • 1,265 were picked up in August and there were 870 online hits. We are considering leaving copies in selected restaurants and other locations near Hidden Valley Lake.

Fiber Optics Installation 

  • Eleven properties are under repair. As David Wismann noted in the Manager’s Report, there is a temporary hold on additional installations. Eighteen miles of fiber have been installed with thirty more to go.
  • We are considering another town hall to update the community.

Front Entrance Task Force

  • We have identified additional front entrance refresh projects. 
  • More work will be done this year. 
  • We are discussing the expansion of refresh projects in 2023 to include other areas of HVL (Community Center, Willie’s, golf club, HVL signage, etc.).

Future Planning also stands ready to help other committees with documentation changes and long-term planning. 

Safety, Security, & Elections Committee Report:  Bonnie Starks

  • Don Norris reported that the Crystal Lake Task Force has installed water islands consisting of plants that absorb nutrients that the poisonous algae blooms need. This will help eliminate the algae.
  • We are working to update our rules pertaining to animal cruelty and neglect. 
  • We anticipate a very dangerous traffic situation on Halloween at and near the pool parking lot. Don Norris and Pam Wilson will address this situation with David Wismann immediately.
  • We are working on further justification for an earlier request to remove some stop signs.
  • We have a new committee member and would like your approval to add Bobbie Klopp.
  • Motion to Add Bobbie Klopp to Safety, Security, & Elections was made by Jeff Fuell and seconded by Patricia Hawkins. Motion passed 5-0.
  • The Committee requested an update on their July motion to separate Elections from Safety, Security & Elections.
  • Motion for First Reading of Elections Panel Proposal was made by Patricia Hawkins and seconded by Jeff Fuell. Motion passed 5-0.

Children’s Activities:  Karen Hatfield

  • Door hangers distributed to homes on Haunted Hayride route.
  • Vendor fair, movie screen, extra tables, and trash carts available during Haunted Hayride.
  • Road closures will begin at 12:30 p.m. on October 23rd for the Halloween walk.
  • Cookies and Crafts with Santa will be held on December 4th at Willie’s from 2:00 p.m. to 4:00 p.m.
  • Motion to approve Haunted Hayride on October 8th, Halloween Walk on October 23rd and Cookies and Crafts with Santa on December 4th was made by Patricia Hawkins and seconded by Doug Gabbard. Motion passed 5-0.

Old Business:

  • None

New Business:

  • The yard waste dumpster issue was addressed in the Community Managers’ report.

Adjournment:  

  • Motion to Adjourn was made by Jeff Fuell and seconded by Doug Gabbard. Motion passed 5-0.

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

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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.