Board of Directors Minutes September 23, 2021

Board of Directors Members Present:  Jeff Fuell, Scott Giska and Patricia Hawkins.

Board Members appearing via ZOOM:  Steve Siereveld.

Board Members Absent:  Dave Hafner.

Community Manager Present:  Dave Wismann

September 23, 2021 Motions:

  • Request for approval for Deer Cull, October 1, 2021 through January 2, 2022—Community Manager
  • Approval of Financial Statement—Finance Committee
  • Request for Approval of 30’ Variance to place a garage in the foundation with concrete parking pad on top on the front elevation of property for Scott Wagner & Kim Ezis, Lot 1146, 20403 Meercham Way—Architecture Committee
  • Approval of Performance Bonds for Return 08/26/2021—Architectural Committee
  • Motion requesting to approve New Members added to the SS&E committee—Safety, Security & Elections.
  • Approval of August 2021 Minutes—Board Secretary
  • 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.

Community Manager’s Report:  Dave Wismann

Request for approval for Deer Cull, October 1, 2021 through January 2, 2022

  • We have 20 participants this year and plan to cull 40 deer. 

Discussion regarding new hunter qualification:  No new hunters will be participating.  Qualifying is a two-year series.  New hunters would have to qualify, and all hunters will have to requalify next year.

Motion for approval for Deer Cull, October 1, 2021 through January 2, 2022 made by Jeff Fuell and seconded by Scott Giska.  Motion Passed 3-1.

Office Closure

  • The office will be closed at 11 a.m. on Thursday, October 7th for our annual employee golf outing.

Maintenance

  • The team completed fixing a large sink hole on Sunny Ridge and completing MS4 compliance items at the maintenance area.

Golf Course

  • Pro-shop Hours of Operation will change, effective October 1st:  Weekdays, open at 8:00 a.m. Weekends, open at 7:30 a.m.
  • The golf facility will be closed for greens aerification October 11th and 12th (Monday and Tuesday).
  • We had very successful outings with The HVL Riders and, last week, with the Fish and Game Club.
  • Rounds—We are on pace to be the third best September in the last 7 years 
  • Night Golf is this Friday, September 24th and is limited to 42 participants.
  • There are no scheduled outings in October, however, there are two member tournaments: 

October 9th, Greenskeeper’s Revenge

October 16th, Year-End Tournament

President’s Report:  Scott Giska

As always, welcome everyone both in-person and online via Zoom! You surely had many options tonight for fun and you chose us, so thank you! We are making great progress on several key strategic fronts, and I’d also like to hi-lite some amazing volunteerism.

Our golf course is booming, and we are having many great outings. The Fish and Game Club brought their event back to HVLGC two years ago and we certainly appreciate supporting a Memorial Event for one of our past residents, Gary Miller! Ken Horn, thank you, and all your volunteers for making this very special day happen for the Miller and Hatfield families. All the pictures looked amazing!

By now, we all know how hard the Civic Club works to bring so many fun events and homeowners together across HVL. With this year’s Labor Day Bash, its 3rd year, it was bigger and better than ever! There truly was something for everyone. If you have never envisioned, built or executed an event like this, it is an enormous task that the Civic Club makes look pretty easy. Kid’s happy faces, dogs strutting their stuff, music, and all the equipment that keeps us safe across the Tri-State really made this event very, very special! Steve, Denice, Jessica, Kevin, Brian and all your extra hands, THANK YOU from all of us!

We have long heard complaints about internet and cable service levels cable in the Valley. This current Board is very committed to infrastructure improvements where we can make them happen. Working with Future Planning and a fiber optics task force, we fielded a request for proposal (RFP) to local and National players to bring fiber optics to HVL. Super exciting, right? The task force is in the final selection process for a recommendation to the Board in October. Our hopes are to see digging in 2022 with installation completed on a timely basis. More to come on this next month!

As discussed last month, we are very deep into working with Kyle Packer’s Finance Committee to build, review and finalize the 2022 Operating Budget, and the approved projects that will be associated with the budget. Jeff Fuell will talk later about our outlook for a dues and / or assessment increase to fund the critical needs of HVL in 2022 and beyond. Your Board, Marla in the office, and the Finance Committee have taken a very long look at every line item in the budget. What’s needed, what can be reduced and what has to be increased to fund larger capital projects in the long-term like our roads, our ongoing community erosion issues that causes expenditures like ongoing dredging of the lakes, and our aging buildings like Willie’s, the golf course clubhouse and maintenance shed. Our strategy for the budget and HVL overall remains the same. Take better care of what we already have, and replace aging infrastructure on a timely and needed basis!

Treasurer’s Report:  Jeff Fuell

Financial Position for the month of August 2021:

Our Cash Position on August 1, 2021—$819,013.00

Ending Cash on August 31, 2021—$887,055.00

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.

Finance Committee is working to finalize the 2022 budget as well as reviewing future financial needs of the community beyond the 2022-long term looking to 2025-2026.  It is recommended that dues assessment increases in connection with the approval of the 2022 budget.  We expect to be able to recommend the budget for approval in October.

Discussion regarding why dues need increased and at what level:  Information will be shared once final decisions have been made regarding specific increases.

Golf Course Report:  Scott Giska for Dave Hafner

  • See slides

Discussion regarding plans to retain members after COVID restrictions allow people to partake in other activities:  National level is showing that golf is returning, and membership investment shows future interest.  Improvements will also maintain membership interest.

Board Secretary Report:  Patricia Hawkins

  • Approval of August 2021 Minutes

Motion to approve August 2021 minutes made by Scott Giska and seconded by Jeff Fuell.  Motion passed 3-0.  

COMMITTEE AND CLUB REPORTS:

Architecture Committee Report:  Tom Cross

Variance request:

  • Request for Approval of 30’ Variance to place a garage in the foundation with concrete parking pad on top on the front elevation of property for Scott Wagner & Kim Ezis, Lot 1146, 20403 Meercham Way.

This garage is not recommended by the Architectural Committee.

  • Moved to October meeting due to absence of parties.

Bond Returns:

Lot # 2013H Russell & Nichole Bradley

Property Address 19782 Ventura Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 1371H Michael & Bonnie Carter

Property Address 20576 Longview Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2540H Michael & Lisa Palmere

Property Address 1723 Cove Circle East Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2264H Daniel & Rhonda Zuziak

Property Address 20652 Matterhorn Drive Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2078H Janet Williams

Property Address 1538 Raba Court Bond Amount $500.00

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

Fine/Fees Owed $0

Lot # 2132H Jeffrey & Tristan Stenger

Property Address 20808 Alpine Drive Bond Amount $2000.00

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

Fine/Fees Owed $0

Finance Committee Report:  Kyle Packer

  • Approval of Performance Bonds for Return 09/23/2021

Motion to Approve Financial Statement made by Jeff Fuell and seconded by Patricia Hawkins.  Motion passed 3-0.

Parks and Recreation Committee Report:  Amy Ayers-Wilson

Pool/Beach update:

  • September 26th is last day pool will be opened.
  • Dave shared that Miranda Wintz has resigned as Pool/Beach Manager effective September 30, 2021. This will allow her to finish the season and close the pool. The Committee wants to extend our appreciation for her efforts and guidance in the two years as manager – especially with her first season and dealing with the COVID pandemic. 
  • Claudia and Dave worked on updating the job description and Dave has placed the recruitment ad in local paper and on the HVL Facebook. Applications will be accepted with deadline of October 21, 2021 with interviews starting October 23, 2021.

Nature Trail Task Force

  • The Nature Trail Task Force did not meet this week due to rain. 
  • Work proceeds on signage and working with task force members to set Work Days.
  • No update on the Master Trail Map

Discussion regarding hiring new pool manager:  All applicants will be considered; however it is ideal to have a manager that will allow maintaining pool opening as long into the season as possible.

Safety and Elections Committee Report:  Don Norris

  • Motion requesting to approve New Members added to the SS&E committee.
    • Bonnie Starks and Dave Buschmiller

Motion requesting to approve New Members added to the SS&E Committee made by Patricia Hawkins and seconded by Jeff Fuell.  Motion passed 3-0.

  • Requesting BOD to request Flashing yellow lights on Georgetown Road at Morningside exit.
  • Committee is working on a standardized Resume format for BOD candidates and information for the candidate to understand responsibilities and commitment of time.
  • Report on Stop Sign Removal process.  Committee has evaluated 17 intersections within Hidden Valley.  Seven intersections need changes.  Requesting review by Board of Directors.

Discussion regarding why stop signs were placed and possible reasons to remove was discussed at length.

Scott Giska request data and complaint information regarding removal of stop signage, such as which stop signs and time period prior to moving forward.

Old Business:

No old Business.

New Business:

Don Norris Lot 1379, 1380:

You can sign up for the Dearborn County SMART 911 system which will allow a 911 Call operator to pull up a screen linked to your phone number and numbers you assigned with detailed information that could assist emergency personnel in the event of an emergency.  Google to sign up.

Discussion regarding New ID’s being implemented:  This is due to a new data system that has the ability to track usage, be tuned off and on and assist with scheduling.  All members will need to have one of the new IDs of they don’t have one yet.

To ensure transparency, Board meetings are offered on Zoom and minutes are published in Echoes.

Discussion regarding renters’ variances:  Requests are to be submitted to Community Manager, Dave Wismann.

Adjournment:

  • Motion to Adjourn

Motion to Adjourn was made by Jeff Fuell and seconded by Patricia Hawkins.  Motion passed 3-0.

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

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