Board of Directors Minutes December 9, 2021

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

Thursday, December 9, 2021 at 7:00 pm – POA Lower Level

Board Members, Committee Chairs, Club Representatives, employees, and a limited number of residents who have requested to attend.

October 28, 2021 Motions:

  • Approval of October 2020 Minutes — Board Secretary
  • Approval of Performance Bonds for Return 12/09/21—Architectural Committee
  • Request of Motion “That the POA Board of Directors approve the most recent versions of the POA by-laws section 1-3.  Elections Policies and Procedures (dated 10/07/21) and the Candidate Nomination Form dated (11/10/212)”.
  • Motion to Adjourn

Call to Order:  Scott Giska

President Scott Giska 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:  Scott Giska

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As always, welcome everyone both in-person and online via Zoom!  We will be as brief as possible tonight as we all are wrapping up the year and preparing for the Holidays amidst the 2nd year of a pandemic that still impacts many around us and around the world!

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On behalf of your Board, all of our committed HVL employees and volunteers, we want to wish everyone a very Happy Holidays that hopefully contains lots of time with family and friends, good food, sharing of gifts all that your family’s traditions and beliefs can allow for!

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Yes, it’s true!  You’ve seen it in the recently published Echoes as SEI Data, via a very thorough and competitive RFP (Request for proposal), has been selected to bring fiber optics capabilities to our community.  As we are very committed to improve our community’s infrastructure, where we can, this is a really big move for us as we know many workers, and students, at times, are working more and more from home! Details will continue to be shared as this work begins in early 2021 and will continue over the next couple of years.

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As we move into a new calendar year, allow me to hi-lite key infrastructure projects that are under way and will continue well into 2022 and beyond with this current and likely future Boards.  We hope to be laying down a progressive footprint of action we can all be proud of and rally behind:

  1. Ongoing – clean-up and refresh what we have. This involves lots of keen eyes for details and a commitment to our maintenance team’s ongoing punch list.  David Wismann will talk more about some recent, but much needed limestone rock work, serving multiple purposes that is almost completed.
  2. George Lortz is here tonight to talk about the great progress our 50th Anniversary Team is making to celebrate across the Valley.  Thank you, George for joining us all.
  3. I’ve asked David Wissman, again in his report, to share more specifics about the strategies moving forward to insure we continue to have good roads in our private community.  I say this as a reminder, as we don’t benefit from local or state taxes to improve and maintain roads. We’ve come a long way since the chip and seal days, but we have more to do!
  4. We’ve been working with Verizon to find a location in HVL to put up a new cell phone tower to improve our connections. We rejected their 1st location request, which was next to the 77 acres and in sight of the lake. We believe we have another, less intrusive area to consider.
  5. I talked briefly last month regarding our engagement with the VRUC Board to express concerns regarding water main breaks caused by the aging VRUC system.  We will continue to work with them as best we can to insure your voice is heard and we have a longer-term solution in mind.
  6. We will be working in the 1st quarter of ‘22’ to develop and share a community presentation for you to vote on. Our thoughts on a low interest loan while rates are favorable help fund capital improvements to insure we have great membership retention and desired growth. Our current golf course financial outlook is very healthy, and the ability for the golf course to fund its need off of its operations is a huge step forward for all of us!
  7. Our long-standing Community Erosio Plan of Attack will be addressed by David Wissman in his report.
  8. Aging buildings… We have them, and we need a plan for the future to better maintain, remodel or re-build.
  9. Retaining and attracting staff has become harder than ever in this pandemic world of reality. We have to think through our current and future needs, and what strategies and employee satisfaction benchmarks we need to maintain or further adopt. 

THANK YOU ALL FOR BEING GREAT SUPPORTIVE NEIGHBORS, AND PLEASE STAY HEALTHY AND HAPPY THIS HVL HOLIDAY SEASON!

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Treasurer’s Report: Jeff Fuell

Financial Position for the month of October 2021:

Our Cash Position on October 1, 2021—$719,090.00

Ending Cash on October 31, 2021—$621,608.00

Financial Position for the month of November 2021:

Our Cash Position on November 1, 2021—$621,608.00

Ending Cash on November 30, 2021—$ 452,686.00

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.

Secretary’s Report:  Patricia Hawkins

  • Approval of October 2021 Minutes

Vice President’s Report:  Dave Hafner

Community Manager’s Report:  Dave Wismann

Office

The office will be closed the week between Christmas and New Year’s (Friday, December 24 through Sunday, January 2.  We will have a limited staff who will be working on year-end projects.

The office is preparing for the board election season, which began in November, with announcements in the online version of Echoes, a banner on the homepage, a Listserv, and on the exit signs at various times throughout the month.

Next steps:

  • February 4—Elections-Nomination Deadline noon
  • February/March—Candidate bios and photo will be published in Echoes
  • March 21—Ballots will be mailed
  • April 1—Election deadline date, ballots must be returned to office

We are proud to welcome our newest Deputy, Alexis Lambrinides, a local Navy veteran, who is currently in training. We will be highlighting our new deputies in future Echoes editions.

Paul Rolfes has retired from his position on Lake Patrol. I will be working with the Lakes Committee on a replacement.

Infrastructure Management

Our maintenance team has been filling cracks in two of our smaller streets as a training for our future program.  This is tedious work and not very exciting, but it will help make our roads last much longer-especially those that are more lightly traveled.  My goal is to make this an annual event, and I am researching possible equipment purchases to keep costs down.

We are approaching roads with four specific strategies in mind:

  1. Continuing our paving schedule—Early in the year, the Roads task force will annually assess roads that are scheduled for paving, and we will determine which roads will be completed.
  2. Sealing cracks in roads to extend their lifespan—When roads are only a few years old, prior to developing major cracking and spidering, cracks will be filled to keep out water which can freeze and thaw and add to deterioration.
  3. Repairing ruts, potholes, and road cuts as we find them or as they are reported
  4. We want to assess and develop solutions to address road areas that are in need of major repairs.  This includes making sure there is proper drainage and ditching and repairing the road base where necessary prior to repaving.

As an example, this year, Alpine, from the entrance to the area past Longview, is on the schedule.  There are several structural issues, such as drainage and road base failures, that must be addressed before paving, so we are addressing those issues first.

The maintenance team replaced the concrete barriers along Alpine Drive with large and beautiful limestone pieces of rock, and we had enough left over to place at the far entrance to the Sports Complex (77 Acres) which has been an area of concern for unauthorized parking for some time.  We plan to add some ornamental grass as well in both areas to enhance the aesthetic pleasure of these functional solutions for safety and to prevent yard damage in a high traffic area.

Erosion Control

We are seeking a grant through Dearborn County Soil and Water to assess our watershed to help us “determine the causes of and developing solutions to address excessive erosion, sedimentation, and woody debris buildup throughout the area” (initial proposal paperwork).  Part of this process will include reviewing previous studies completed at HVL and meeting with our residents to help explain corrective measures.  This will involve working together with the Lakes Committee and our Environmental Team and present a course of action for long-term solutions.

Golf Course

Pro-shop and 19th Hole are now open at 9:00 a.m. for winter hours-weather permitting.

I want to personally thank the team at the golf course for their efforts in making the last two years so successful.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Tom Cross

  • Performance Bonds for Return 10/28/2021

Performance Bonds for Return 12/9/2021

Lot # 2850H                                                                     Greg & Michelle Spanton

Property Address 21081 Sunnyridge Drive                  Bond Amount $500.00

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

                                                                                          Fine/Fees Owed $0

Lot # 1864H                                                                     Diana & Howard Whitson

Property Address 1421 Aqua Vista Drive                     Bond Amount $2000.00

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

                                                                                          Fine/Fees Owed $0

Lot # 1601H                                                                     David & Lisa Meier

Property Address 1285 Monteray Circle                      Bond Amount $500.00

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

                                                                                          Fine/Fees Owed $0

Lot # 373H/374/375                                                       Robert Lowe

Property Address 938 Rustic Drive                               Bond Amount $500.00

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

                                                                                          Fine/Fees Owed $0

Lot # 1790H                                                                     H. Wayne Ferguson

Property Address 1291 Heidi Haven Drive                   Bond Amount $500.00

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

                                                                                          Fine/Fees Owed $0

Lot # 983H/984                                                               John & Joy Adkins

Property Address 21073 Alpine Drive                           Bond Amount $500.00

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

                                                                                          Fine/Fees Owed $0

Lot # 835H                                                                       Amber Gascon & Jason Sheare

Property Address 21128 Lakeview Drive                      Bond Amount $500.00

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

                                                                                          Fine/Fees Owed $0

Lot # 285H                                                                       Patti & Christian McCreanor

Property Address 339 Hickory road                              Bond Amount $500.00

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

                                                                                          Fine/Fees Owed $0

Lot # 2355H                                                                     Linda Schroeder

Property Address 19367 Par Drive                                Bond Amount $2000.00

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

                                                                                          Fine/Fees Owed $0

Future Planning Committee:  George Lortz

  • Update on the 50th Anniversary Celebration planning

Lakes Committee:  Eric Fox

Reporting to include:

  • Silt and debris
  • Fish and Game 2021 tournament
  • Fish study for 2021 / 2022
  • Eco-harvest device to help reduce chemical use for lake treatment
  • Lake lights status

Guest Issues

Emails were submitted from James Barnum regarding issues of siltation, dredging of his cove, debris in the lake, and “screening” of the inlet/outlet of lake Alpine contributing to his issues.  We had a good discussion on these topics, such as: Where are the issues located, locating a qualified resource to work on a solution, budget, and whether dredge resources will return.  Some of the committee wants to undertake this as project and look at where we might prototype a plan to fix some of our problems.   Look for a meeting to discuss soon.  (Nov 21-22)

Board Meeting Report

We heard from Scott Giska regarding the upcoming increases to dues and fees, as well as the rationale for the need.  We agreed that this was a necessary step to address a widening gap between income while maintaining current infrastructure and existing amenities.  We all agreed we need a better understanding of the budget as relates to the lakes committee and future projects.  

Fish & Game Club Comments:  Ken Horn – Tournament season is done.  Much improved fishery with the average fish weighing more and looking healthier.  Kudos to F&G and Lakes working together to make a positive impact.

Current/Active Business

Lake Studies

Doctor Lorenz has not been able to perform a study this year.  He was not able to place his boat in our small lakes and wasn’t able to find a suitable solution.  While we would like to work with him in the future, Lakes Committee thinks we should look for a new resource to perform the study.  We discussed perhaps trying to add this to the main lake study which would be due in 2022.

EcoHarvester

Ken presented the completed Project Request Form.  He has done a tremendous job putting this together.  The committee asked to amend the form with additional information.

Add for Labor cost 30% FTE to operate the equipment.  This is contingent on whether we can absorb this work within the current maintenance schedule.

Add a budget saving of 30-50% savings on chemical treatment.  We assume we will need to continue with some chemical treatment but intend to reduce it by as much as practically possible.

The committee did have questions on the (1) Lake Status Lights, (2) Marina-scooping out silt with bobcat, (3) reskinning Willies Docks, and (4) was there anything additional on lake emergency drawdown?

Safety, Security & Elections Committee Report:  Ginny Boyer

  • Request of Motion “That the POA Board of Directors approve the most recent versions of the POA by-laws section 1-3.  Elections Policies and Procedures (dated 10/07/21) and the Candidate Nomination Form dated (11/10/212)”.
  • Introduction of two new members

Civic Club Report:  Denice Siereveld

  • Presentation of 2022 schedule for Board approval.

January 1 Polar Bear Plunge & Anniversary Kickoff

February 12 Trivia Willie’s ?

February 26 Goodwill Prom at Golf Course

March 1 HVL official 50th Anniversary Party ?

March 5 HVL official 50th Anniversary Party ?

April 16 Keeneland Bus Trip

May (No Event scheduled)

June 10 Adult Pool Party

July 8 Adult Pool Party

July 16 Lake Float

August 6 Luau

August 12 Adult Pool Party

September 2 LDB Movie

September 3 Labor Day Bash

September 4 Labor Day Bash

September 5 HVL Family Picnic

September 9 Adult Pool Party

October 7 Keeneland ?

October 29 Halloween Dance at Golf Course

November (No Event scheduled)

December 10 Jingle Jam at Golf Course

Children’s Activities Committee:  Sarah Thompson

  • Overview of members
  • Overview of 2021 events
  • Presentation of 2022 schedule for Board approval

Your Children’s Activities Committee had a very busy but fun and successful 2021.  We were able to return to all our normally scheduled events without much disruption.  I first want to publicly thank our dedicated volunteer team.  Without them, these events would not be the same. We do not maintain officer titles, as there is no need. Everyone steps up when they can and as they can to prepare for each event.

Our current members are: 

Korry Johnson

Karen Hatfield

Kari Bulllock

Deanna Morris

Corry Naras

Tristan Stenger

Cheni Batchelor 

Sarah Thompson

We are just a bunch of busy moms who want the absolute best for the children in our community. I must brag on my friends on our committee.  They are also the most humble and altruistic group of people I’ve ever known.  I am grateful to know them.

We would like to give a shout out to the families that decorate for the hayride.  The event would not be the same without you!

The event we are most proud from the past year was the Adopt a Child drive held this year on November 21. Due to COVID precautions in 2020, we had to cancel our annual Cookies with Santa Event.  We quickly realized there was still something that could be done to benefit our surrounding community during the holiday season.  Our kids were not able to see Santa as they normally expected to, so we pivoted and created a safe way to visit with him. The 2020 event was such a heartwarming success, we decided to do it again this year.  Our community adopted more than 80 children and their accompanying wish lists this year.  Each child’s gift list was fulfilled by our generous community.  The turn out again this year was incredible, and we are so thankful for the community support at every event.  We encountered a lot of out of season weather in 2021, but we sure made the best of it.

If you want to join in on the fun, please reach out to us.  We would love to have more help.  I moved here in 2019 and joining the Children’s Activities Committee was the best decision I have ever made other than our decision to move to HVL.  I met and grew a local network of amazing and dedicated people.

We would also like to thank Dave, Rich and Alisha for the continuous support they provide to us. 

Our 2022 event dates are as follows:

Easter Egg Hunt April 10

Movie Night May 21

Movie Night June 18 

July 4th Bike Parade July 4 

Back to School Bash August 7 

Movie Night August 20 

Haunted Hayride October 8

Halloween Walk October 23 

Cookies with Santa December 4

Judicial Panel:  Rick Paul

  • Report on Judicial Committee responsibilities and purpose

Rick Paul, Judicial Panel Interim Chair

My suspicion is that many in HVL do not know what the Judicial Panel does.  According to HVL rules, the Judicial Panel is charged with 1) Reviewing all citations issues by the HVL Deputies; 2) Assigning the fines for the citation (generally according to Dearborn County rules); and 3) Conducting appeal hearings as warranted; 4)  Meeting with any teenager cited for speeding, accompanied by their parent(s).  Note that if the Judicial Panel denies an appeal, it can be further reviewed by the POA board. 

The citations are always reported in Echoes.  The largest number is for moving violations, such as speeding or running through a stop sign.  Anyone on social media, knows that speeding is a major problem in HVL.  At last month’s meeting there were 7 citations for speeding, and 1 for ignoring a stop sign and 1 warnings for speeding warning and 1 stop sign violation.  The next largest category is “untidy lots” fallen trees, high grass, junk vehicles, etc.  In general warnings (3) are first given, the POA member contacted, before issuing a citation (4).  Many happen to be foreclosed, or bank owned, waiting to be foreclosed.  Noise, including barking dogs and animals not restrained (2) fill in the rest of the citations, with seasonal variations.  

The Judicial Penal goal is not to punish but to educate those in the Valley about the dangers around reckless driving and consequences of blighted houses on neighbors and on all of our property values.  

Old Business:  Jeff Fuell

  • Friends of Lauren Hill Memorial Park Update 

Adjournment:  

  • Motion to Adjourn

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