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:

  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 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 31st, 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

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

Fine/Fees Owed $0

Lot # 0923H Cynthia Paolello/David Gentrup

Property Address 21091 Zurich Trail Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1932H Jamaine Smith

Property Address 20010 Cravenhurst Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1290 Robert Groh

Property Address 298 Cresthaven Drive Bond Amount $2000.00

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

Fine/Fees Owed $0

Lot # 1481H Myra Ann Clary

Property Address 20495 Longview Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2646H John & Ashley Janszen

Property Address 20354 Rosemeade Lane Bond Amount $2000.00

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

Fine/Fees Owed $0

  • Approval of Bond Returns

Motion made by Patricia Hawkins and seconded by Jeff Fuell.  Motion passed 5-0.

  • 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.

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

  • Stephen and Melissa Gulasy, Lots # 181/182H, 19967 Elm Drive.  Permit request for a parking pad.

Melissa Gulasy presented the current status of their request.  Appeal tabled to July as the issue must be presented to the Architecture Committee first.

Finance Committee Report: Kyle Packer 

  • Request approval of motion for second reading – Change the first sentence of 13-7-1. Collection 

Procedures for a Home, to read: “…shall be assessed a late fee, on a monthly basis, of 2%.”

Motion made by Dave Hafner and seconded by Jeff Fuell.  Motion passed 5-0.

  • Request approval of motion for second reading – Change the first sentence of 13-7-2. Collection 

Procedures for a Vacant Lot, to read: “…shall be assessed a late fee, on a monthly basis, of 2%.”

Motion made by Jeff Fuell and seconded by Dave Hafner.  Motion passed 5-0.

Future Planning Committee:

No report.

Lakes Committee:  Dave Patterson

  • Better configurations are needed in regard to the possible rearrangement of the docks at Willies.
  • The condition of the lake after the last treatment wasn’t good.  They have moved the treatment up a week.
  • Adam Mauer requested that we re-visit the boat measurement rules and why they are the way they are.  We discussed the history. He wondered if we would consider allowing a 26-foot cat with a single engine and two fiberglass sponsons.  Adam said he would get additional information on what exactly he was asking for.
  • The dredging moved to the Sandamont area.  They are about back on schedule since Cravenhurst went faster than expected.  There will be no dredging the week of the lake treatment.    Discussion of more dredging brought us to the conclusion that better silt management is needed to stop the filling of the lakes.
  • There are still a few questions on whether we need to add additional spaces to the drop-off area of the dock next to the sluice gate.  
  • The posts are in for the four new kayak racks.  They should be completed shortly depending on the weather. 
  • Ken Horn is still working on the Project Request Form for the Eco-Harvester.    He hopes to have it ready for the next meeting.
  • Eric Fox reported that the group of individuals who represented various points of view on the high wave issue met but were unable to make much progress towards a good compromise.  Lakes is trying to get expert input on what constitutes a dangerous or damaging wake.

Fish & Game Club

Ken Hornannounced that the Annual Kids’ Fishing Derby would be held this year on July 10.  The Lakes Committee will contribute $750 to stocking Lake Melody with fish.    

Lake Patrol Report

Paul Rolfesadvised thatthree citations were issued in the past month. Two citations were for having two on a tube and one citation was for not having an observer while towing someone.

Lake Statistics Report 

Water Quality was measured opposite the beach on 6/6/21 and all measurements were typical for this time of year.  Surface temperature was in the low 70’s.  Dissolved oxygen remained at or above 5 ppm down to about 12 feet.  Since then, Linda Hartman has measured the e-coli levels on several of the small lakes.  Kathy, Alpine, Paradise, and Holiday Lakes were all in the satisfactory range. She did not collect a sample from Crystal because it was covered with duckweed. 

Small Lakes Maintenance Report

Crystal Lake is done.  Dr. Lorentz from Thomas More College tried to conduct the fish studies on the small lakes, but his equipment was too large to get into and on the lakes.  He is looking for alternatives and other options.  He is still planning on doing the main lake this fall. 

Lakes requests a rule change (Second Reading) to allow for covered boat lifts and shore screens.

Current rule – 

4-12-6. No Covers on Docks or Boat Lifts

A dock and a boatlift may not have covers.

Proposed rule – 

4-12-6. Covers on Docks or Boat Lifts

  1. A dock may not have covers;
  2. A boatlift may have a ShoreStation Revolution frame and canopy cover as recommended and approved by the Architecture Committee.

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

Parks and Recreation Committee:

  • Miranda Wintz, Pool and Beach Manager, advised that there have been two “saves” so far this year by lifeguards JD and Jared.  The committee was to recognize and thank them for their dedication to their jobs and to the residents of this community.
  • Guests will be limited to eight (8) per family over the Fourth of July weekend.  The pool will be open on July 3rd from noon to 8:00 p.m.  Lifeguards will be at the beach from noon to 6:00 p.m.  On July 4th, the pool is open noon to 5:00 p.m. and lifeguards will be at the beach from noon to 5:00 p.m.  Guards will be extra vigilant looking for glass containers over the holiday weekend.
  • Identified maintenance issues will be passed on to the maintenance team.
  • July 10th will be a special family night with pool hours extended from 8:00 p.m. to 10:00 p.m.  The Snack Shack will be open and have a food special for the night. 
  • All is well at the beach including the check-in process.  Four guards are at the beach with one in the chair and the other walking the beach area.  Two wait to rotate in. 
  • The buoy locations were changed (brought in closer).  This has actually helped to make the beach a safer place to swim for all. They are considering a recommendation from Jim Lightener to bring the ropes from each end closer to the middle during less crowded times.  This would put activity closer to the lifeguard chair.  
  • The vacuum that the resident donated is not large enough to clean either the main pool or the baby pool. The attachments are not long enough to hook up. Currently the lifeguards are handling the cleaning of the pool with hand-held vacuums. 
  • Jim Lightner suggested inviting the Dearborn County Water Rescue Team here for a demonstration and to work with our lifeguards. Miranda will review further. 
  • The next two committee meetings will be at the Pool Shelter.
  • A ListServe communication will be sent out to residents in regard to boat activity near the dam during 4th of July festivities/fireworks.
  • There was no report from John Getzendanner of the Nature Trails Task Force. 

Safety and Elections Committee Report:  Don Norris

No report.

Civic Club:  Denise Siereveld

Lake will go to no wake at 3:00 p.m. on July 17th for the Lake Float.  There will be music and everyone is welcome.

Judicial Panel:  

No report.

Old Business:  

In response to a resident’s question, Scott Giska advised that there are no current plans to form a Golf Course 

Committee.

New Business: 

There was no new business.

Motion to Adjourn:

Motion was made by Patricia Hawkins and seconded by Jeff Fuell.  Motion passed 5-0.

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