Board of Directors Minutes February 25, 2021

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

                                                             BOARD OF DIRECTORS MEETING

                                             Thursday, February 25, 2021 7:00 PM – POA Lower Level

                                                                    APPROVED MINUTES

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

February 25, 2021 Motions:

  • Approval of December 2020 Minutes – Board Secretary
  • Approval of split of Parks Committee from the Lakes and Parks Committee
  • Approval of Rebich request for variance – Architecture Committee
  • Approval of Civic Club request to hold the Polar Bear Plunge on March 6, 2021, at noon. – Civic Club
  • Approval of Children’s Activities request to hold the Easter Egg Hunt on March 28, 2021, at 2 pm. – Children’s Committee

Call to Order:

President Patricia Hawkins called the Board of Director Meeting to order at 7:00 p.m.

Pledge of Allegiance:

The meeting began with the Pledge of Allegiance.

President’s Report:

Good evening to all present and welcome to all the residents who are joining us via Zoom.

I would like to start by commenting on the amenities we added, or made significant improvements to, in Calendar 2020.  They are summarized in the March issue of Echoes (delivered in late February) and I encourage you to review them.  The completion of this work is a significant achievement, and the fact that the work happened during COVID makes it even more remarkable.  The board wishes to thank our Maintenance Team for all their efforts, Dave Wismann and Bruce Keller before him for their managerial oversight, and the committees for their leadership and advocacy.

We would also like to recognize our road crew for all their work during this year’s snow events.  They have put in what I am sure seemed like endless hours and their efforts made it possible for residents to navigate safely around the valley.  Thank you!

We are pleased to see that there are six candidates for this year’s board election.  There are two seats available.  Scott Giska is running for reelection.  Five other candidates are also running – Jeff Fuell, Mike Morman, Angel Packer, Claudia Richardt, and Steve Siereveld.  We wish all of them well and look forward to working with whomever the community chooses for these important positions.

Tonight, Dave Wismann will make a motion to spin off “Parks” from the Lakes & Parks Committee.  The primary driver for this is workload.  Lakes has a number of important projects that are lakes specific and this reduces their ability to focus on anything is not directly related to lakes.  The new Parks committee will be responsible for all amenities that are not related to the lakes including the beach.  While they have ownership for the beach, Parks will work closely with Lakes on beach issues as both groups have a compelling interest.  While at the present there are no funds for new amenities, Parks will monitor the usage of existing amenities and what is required to maintain them at a high level.  We will advertise for members in the very new future.

Last, but certainly not least, the board would like to congratulate East Central student, and Hidden Valley Lake resident, Bryer Hall.  Bryer is officially the state wrestling champion in the 170# class.  HVL proud!

Treasurer’s Report:

All amounts are rounded to the nearest dollar.

Financial Position as of the end of February 2021.

Our Cash Position on February 1, 2020, $732,714.00

Ending Cash on February 28, 2021, $1,134,837.00

Notes:  

  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 Architectural bond payments to be refunded.
  5. All financials will be audited by an outside auditor annually.

Secretary’s Report:

  • Approval of December 2020 Minutes

Motion made and seconded by Patricia Hawkins to approve spin off of Parks and Recreation from Lakes Committee.  Motion passed 3-0.

Community Manager’s Report:  Dave Wismann

We’ve moved the closing of the sluice gate from this coming Saturday the 27th to March 6th due to the ice that’s still on the lake.  We’re worried about the damage it could do to the docks.  Our dredging is delayed as well for an extra week.  We hope to get them started by March 15th.  Maintenance is back to working on some of our regular projects.  They’ve spent the last two weeks mostly on snow related activities.  We had some issues with a couple of our snows this year.  They were complicated even though we were right on.  Our staff was here on site during much of the snow because of the ice and different things like that that kind of presented some problems, but we’re working on how to resolve those issues.  We’re also working on a way to clear off the trails earlier as the walking trails didn’t get cleared until a little later than we would normally want to do.

I’d like to make a motion to spin off Parks and Recreation from Lakes Committee.

Motion made by Dave Wismann and seconded by Bob Starks to approve spin off Parks and Recreation from Lakes Committee.  Motion passed 3-0.

The children’s activity group has requested an Easter egg hunt on March 28th at two o’clock.  They’ve submitted the plan for following the COVID-19 guidelines.

Motion made and seconded to approve Easter Egg hunt on March 28, 2021.  Motion passed 3-0.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Tom Cross-1573, 1574

As your agenda reads, there is one error.  The Rebich’s are here this evening not for request of variance.  The variance has not been filed yet.  They would like to have an opportunity to speak to the group, so we’ll do that just as soon as I finish.  Other business from architecture:  we have some bond returns.  I believe these bond returns have already been done via e-mail in January, but we’ll read them into the record this evening.  Let me preface these by saying in all instances there are zero outstanding fines or fees.  

Performance Bonds for Return 1/28/2021

Lot # 815H Ryan & Angela Walston

Property Address 20955 Ferngrove Court Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 3304H Nancy & Carl Zahradnik

Property Address 20872 Bellemeade Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1260H Maria Sferra

Property Address 254 Ivy Hill Road Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 706H Timothy & Connie Crofford

Property Address 1137 Chalet Court Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2971H Kristin Guerrini & Clinton Baker

Property Address 21394 Fox Ridge Road Bond Amount $500.00

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

Fine/Fees Owed $0

Total Bond Amount $2500.00

Total Dues Owed $0

Total Fine/Fees Owed $0

Total Owed on Extension $0

Balance $2500.00

The board doesn’t meet in January, but we are very anxious to get property owners the monies they are owed.  They posted bonds for projects, and so during the month of January the board approves these via email, but we want to be sure they’re part of our written and oral records of the meeting.

Finance Committee Report:

No Report.

Future Planning Committee:

No one in attendance.

Lakes & Parks Committee Report:  Ken Horn lot 2790

I didn’t have a prepared thing here, because I didn’t know I was going to have to do anything for the committee.  I didn’t know Dave wasn’t going to be here.  The big thing at the meeting the past one was the Highway Task
Force made their presentation to the committee and having discussed it and gone over it, they were sent back to revamp it and do some refreshing to it and tweak it somewhat and come back at the March meeting and go over it again, so we’ll go at it at that point. Really that was the gist of what happened.  I mean that was the main thing the other stuff was just some of we talked about.  We’ve got to get the boards on the front of the docks to stop the pontoon damage before season starts back up.  The boat lift covers-we’re discussing that and working with architecture on that.  There’s going be a survey being formed.  I think Scott’s helping on that to get out to the homeowners and try to get that in place before season starts so people that want to get lifts after everything goes through approval, they would be able to have them in for this season.

Safety and Elections Committee Report:  Ginney Boyer

The only thing I want to mention is the election that’s coming up.  We will have a Zoom meeting for the meet the candidate’s night (to be held on Thursday, March 11, 2021), and so I’m hoping everyone will tune in and observe.  Questions that you have concerning different issues will be submitted to them so that they may be chosen to ask the candidates.  That’s just on the elections.  Though I am on the Safety and Security, I don’t have anything to tell you about that.

We have some wonderful volunteers that do the counting I oversee.  Thank you.

Civic Club Report:  Steve Siereveld lot 1930, 1931

We have a full schedule for this year.  The first thing I want to start off with is the Polar Bear Plunge.  That’s the main one we’re asking for permission for tonight.  We did not get to do it on the first of the year.  The weather and everything was kind of bad, so we’re looking at what Saturday, March the 6th, which will actually coincide nicely with the opening of the sluice gate, so we’re going to kind of call it the Polar Bear Plunge welcome to spring even though there’ll be ice in the water probably still which would be kind of nice.  We have submitted a safety plan.  We have everything grouped out.  Viewing areas-we’ll submit that plan.  We’ll post it as people get there so they know where to go and how to go so we can keep people keep our distancing and everything.  We’ve sent that plan to everybody, so I guess my first ask is if we can get permission to do the Polar Bear Plunge.

Motion made and seconded to approve Polar Bear Plunge on March 6, 2021.  Motion passed 3-0.

Next, I’m going to run through our schedule for the year.  We’re kind of hoping most of these events are the events we do every year.  What we’re looking at in April, is generally our 70s-80s dance.  TBD based on COVID guidelines.  We have our adult pool party our first one on June the 12th at the pool.  The lake float-we have tentatively scheduled for July the 17th.  We’re moving that up due to weather.  August the 7th will be the luau.  That’s the traditional date for that the first Saturday in August, and then the 14th will be the pool party.  Going into September, we’re hoping to bring back the Labor Day bash that we did two years ago. That would be on September 5th again.  We have sponsors waiting to go…  We have bands lined up…ready to go for us.  Our next the pool party in September will be the 11th.  That’ll be our last pool party for the season.  October 30th will be the Halloween Bash at the Hidden Valley Golf Course.  As we did last year, we will adjust everything according to whatever the guidelines happen to be to make sure that we’re staying compliant and we’ll work with you and be flexible.

It is agreed to approve these events as they come up recognizing that COVID is an ever-moving target and that dates will be pit out through Echoes as tentative dates and subject to future approval.

We’ve gotten feedback from a lot of people up here about the yard sales.  So we’ve we have rescheduled them to the first weekend in May which would be the 1st and 2nd, and then the last weekend in August and we’re going to have signs printed up that will just say first weekend in May – last weekend in August (28th and 29th).

Judicial Panel:

No report.

Old Business:

No Old Business

New Business:

No New Business

Adjournment: 

Motion to adjourn made and seconded.

*Minutes published in this paper are abbreviated.

ACTION REQUIRED

Take a moment and update your personal information