Board of Directors Minutes June 24, 2021

HIDDEN VALLEY LAKE PROPERTY OWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

Thursday, June 24, 2021

Board of Directors Members Present: Jeff Fuell, Scott Giska, Dave Hafner, Patricia Hawkins, and Steve Siereveld

Board Members Absent: None

Community Manager Present: Dave Wismann

June Motions:

Approval of May Minutes—Board Secretary
Approval of Bond Returns—Architecture Committee
Request for Approval of Variance of 15’ for a wooden garden box on rear setback at the home of Bonita & Bob Mack on Lot # 2098H/2099, 457 Brabamhurst Drive.—Architecture Committee
Request approval of motion for second reading – Change the first sentence of 13-7-1. –Finance Committee
Request approval of motion for second reading – Change the first sentence of 13-7-2. –Finance Committee
Request approval of motion for second reading of Proposal for Boat Lift ShoreStation Canopy Frame and Cover—Lakes Committee

Call to Order: Scott Giska

President Scott Giska 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: Scott Giska

Welcome everyone, those of you in person and online to our June Board Meeting!

To say the past Father’s Day Weekend was a bit stormy would be an understatement! But once again, the ability to handle adversity and show great resolve to pull together was on full display in HVL. I want to take some extra time to thank many residents, volunteers, and employees who have worked tirelessly to get life mostly back to normal for all of us.

ïSteve Van Wassenhove, resident and owner of Willie’s, stood with his business as the storm raged and poured water into his dining room due to a severely damaged roof. Facing revenue loss again, Steve remained calm and optimistic!
ïDan Sheehan, an HVL resident with Ray St. Clair Roofing, worked with Steve and Dave Wismann through the night to secure the inside of Willie’s as best as they could until the lightning, thunder, and heavy rains allowed them Saturday morning to fully secure the exterior roof.
ïWhen lightning struck the golf course clubhouse, board member Jeff Fuell was on-site to secure Steve’s point of sale system. Your POA Board remains very hands on!
ïPat Hawkins was working with Rich Gannon throughout the storm event to keep the community aware of our community status via ListServe and texts.
ïThe entire board was in communication and on-site with Steve, David Wismann, and his maintenance team who worked all night clearing trees from roadways. It was awesome to see committee members including Dave Patterson and Ken Horn from the Lakes’ Committee at the marina to help ensure the spillway was doing its critical job of releasing over 5 inches of rain from the storm event and ensuring no boats were lost. Paul Rolfes from our Lake Patrol Team braved some really tough early Saturday morning weather to secure loose boats on the lake and ensure damage was minimal. Thanks, Paul, for helping us manage the lake’s status as well!
ïFinally, homeowner Casey Kennedy and a friends group worked hard to help Pat Hayden save his pontoon! Pat also called out Jason and his maintenance team on social media for quickly fixing his damaged dock at Willie’s to re-secure his boat! These are the efforts that make HVL what it is!

David Wismann will provide more post-storm next steps in his report, and I must thank him for all of his calm leadership during the storm event and moving forward as we fully repair from all of the damage. Thank you, David! I also want to thank David Hafner for all of his support and knowledge during the event and for taking over board communication so I was able to still get to Chicago for Father’s day to see my youngest son. Thanks, Dave!

We all look forward next to our busiest weekend of the year for the 4th of July celebration, where we create our own fireworks, thanks to our supportive friends at Civista Bank.

Moving forward into the July through November time period, beyond day-to-day needs, our attention will turn to 2022 planning. You will see this short list in full action:

1) A community-wide survey will be fielded to understand your satisfaction level with living in HVL. What’s working, what’s not, and what are your overall needs and requests moving forward. This is your community and POA!

2) Our committee chairs will be asked to engage more directly with the board in planning for expenditure needs that could impact our 2022 budget deliverables across the community.

3) We are also planning to provide an extensive review of the golf course operations, and presenting options for the future to keep the golf course profitable, growing, improving operations, enhancing the overall experience for all, and helping it remain a key anchor for our community that sets us apart from the rest.

Assuming positive intent across our community, thank you all!

Lauren Hill Memorial Park Update:

Previously, the board approved matching up to $10,000.00 in residents’ donations for the Friends of Lauren Hill Memorial Park. At the meeting, board members Jeff Fuell and Dave Hafner presented a check from Hidden Valley Lake to Lauren’s father Brent Hill, Adam Duwel, and Jessica Fields. Mr. Hill thanked the community for their donations and the Hidden Valley Lake POA for the matching funds. He advised that all approvals have been obtained and that groundbreaking will happen when the contract is signed. Mr. Duwel and Ms. Fields also expressed their thanks.

Treasurer’s Report: Jeff Fuell

Financial Position for the month of May 2021:

Our Cash Position on May 1, 2021—$783,015.00

Ending Cash on May 31, 2021—$618,681.00

Notes:

All amounts are rounded to the nearest dollar.
HVL POA plans annually for a balanced budget. (i.e., anticipated annual expenses are planned to not exceed anticipated annual income)
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.
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.
All financials are audited by an outside auditor annually.

Most HVL community amenity maintenance, updating, and expansion expenditures come to the HVL Board of Directors at the recommendation of an HVL committee. At the last Finance Committee meeting on June 16, 2021, I shared with the committee that the board would like them to take a more involved role in the golf course financials, budget, and future planning expenditures and make the appropriate recommendations to the board.

Our community has been able to keep dues/assessments relatively flat for 10 years, thanks to the hard work from all our committee members and HVL employees. The board would like to see a recommendation from the Finance Committee on a possible plan for dues/assessment increases in future years, as costs to operate, maintain, and update our community amenities continue to increase in cost.

Secretary’s Report: Patricia Hawkins

Approval of May Minutes

Motion made by Steve Siereveld and seconded by Dave Hafner. Motion passed 5-0.

Golf Course Report: Dave Hafner

As of May 31^st, cash position was $269,000.

The golf course remains very busy. Along with club and POA member activity, the club also has both women’s and men’s leagues scheduled every Monday. Thursday night leagues are also scheduled. Outings are scheduled for every Monday in June.

Last year saw six outings. This year’s goal was to schedule as many as twelve. We have about 14 outings scheduled for this year which generate a lot of revenue.

The second half membership dues are due on June 30. We expect very strong revenue through June and the remaining summer months.

We will share more financial details in July or August at the open board meetings.

Community Manager’s Report: Dave Wismann

Office

The office will be closed on Monday, July 5, in observance of the Fourth of July.

Dredging

Dredging continues in the main lake. They are currently in the Sandamont area.

Maintenance

Willie’s roof was damaged during the storms, and we are in the process of assessing the damage with the insurance company. An engineer was brought in by the insurance company for a complete inspection.
Minor repairs were completed to the front entrance sign and the gazebo roof has been re-stained. The rest will be completed after repairs and cleanup from the storm.
4 more kayak racks have been constructed and are rented out.
We have several people who have expressed interest in participating as Road Task Force members. We plan to meet sometime in July to develop a plan for continued road maintenance. I encourage anyone who is interested, especially those with road experience, to call or email me.

Golf Course

The golf course clubhouse took a lightning hit during the storms. There was no obvious physical damage to the building; however, several pieces of electronic equipment were damaged, including the sound system, the phone system and televisions. The insurance adjuster has been here to inspect the property and we are gathering information for our report to them.

We continue to enjoy great attendance along with national trends.

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report: Phil Heitz

Performance Bonds for Return 6/24/2021

Lot # 3319H Daniel Brown

Property Address 19390 Alpine Drive Bond Amount $500.00