Civic Club

Hidden Valley Lake Civic Club 

Meeting Minutes

November 29, 2022-6:30-8:00 PM

Willie’s Party Room

Officer Comments:

  • President:Kevin- We will be transferring the financial account access to the new officers soon

  • Vice President: Mark-. None

  • Treasurer: Ryan-None

  • Secretary: Lesley-None

Discussion Items:

  • Tree Lighting Action Items: See the list below for action items for the Tree Lighting:


Task

Member(s)

Due Date

Complete?

Begin decorating/setting up 

All available

noon Saturday


Help take items to event on Sat.

Chris/Greg

12/3


Set up rope pathway

Mark

12/3


Set up DJ gear

Mark

12/3


Test all lights

Mark

12/3


Make sure sensor is off for Gazebo

Mark

12/3


Rope off section for games

Michelle/Mark

12/3


Set up firepits/S’mores stations

Kevin

12/3


Santa’s helpers

Volunteers from 50th committe

12/3


Tables for hot chocolate

Volunteers from 50th committe

12/3


Set up food area on sidewalk in front of gazebo

Mark

12/3


Cash box with starting change ($100 in 5s and 1s)

Kevin

12/3


Take money for S’mores

Lesley & ?

12/3


Set up choir area by small tree

Mark

12/3


Sell ornaments (donation request)

Volunteers from 50th committe

12/3


Light tree at 5:30

Mark

12/3


Pick up banner from signarama

Mark

TBA


Ask about leaving Santa’s mailbox at Willie’s Lobby

Mark

ASAP


Help take things to shed afterwards

Chris

12/3


Print Jingle Jam flyers to give out

Kevin

ASAP


Get 50th sign from Rich

Kevin

ASAP


Crowd Control

Dale Lambing

12/3


Get trash bins

Lesley is asking Rich Gannon

ASAP


Bring extra tables

Lesley/Kevin

12/3


Check in with Santa-arrive at 3:45

Lesley

ASAP


Write thank yous afterwards

Lesley

12/10


Get a list of sponsors/donors to Lesley

Mark

12/5


Invite visitors to event to bring canned goods for the 


Dearborn County Clearing House

Lesley

ASAP


Make box to hold canned goods

Michelle?

ASAP


Dress up as Grinch at the event

Barb



  • Jingle Jam: December 17th- $10 per person to cover expenses (DJ and food); holiday attire; split the pot, photo booth

  • Susan will get nacho chips, a crockpot of cheese, salsa, jalapenos,  potato chips and pretzels at Sams- We have paper boats to put them in; Golf club will provide mozzarella sticks and tater tots

  • Lesley will bring her large crock pot for cheese

  • Kevin and Susan will bring containers for the salsa

  • Ryan will get 16 red and green/ holiday themed  table cloths

  • Rich Gannon will advertise on the entrance signs and send an email about the event

  • We will use tree lighting decorations to decorate.

  • Kevin will hold back $100 in change for Jingle Jam

  • Michelle will get the raffle tickets for the split the pot

  • Kevin- Contact Becky at the golf course to order the food- Just tater tots and mozzarella sticks-around $100 budget.

  • Tera, Susan, Ryan, and Lesley will sell split the pot tickets and take money at the door.

  • Rich Gannon has the newest  50th anniversary banner. Rich–. Please  have maintenance set it up near the left side of the POA as close as possible to the building by Saturday morning.

  • Lesley-Make a sign for the golf course door that says “No Outside Alcohol”

  • Other:

  • Review Mission Statement/ for New Resident Packets: https://docs.google.com/document/d/1baJ-QJvDIP3GbIgYUl8vBIwa2uk185oYIOmZ_8kUFpY/edit?usp=sharing

  • Michelle needs tubs/plastic bins to straighten out the storage shed.If you have any you are not using or needing, please share.  Otherwise, we will to buy new ones.

  • Next meeting: December 20th-Willie’s 6:30


Action Items for Jingle Jam:

Task

Member(s)

Due Date

Complete?

Ask Rich Gannon to advertise Jingle Jam  on entrance signs and in emails

Lesley

ASAP

✔️

Reserve WIllie’s party room for December 20th meeting

Lesley

ASAP

✔️

Post flyers for Jingle Jam  to put on WIllie’s, Golf Course, Fitness Center

Mark

ASAP


get nacho chips, a crockpot of cheese, salsa, jalapenos,  potato chips and


 pretzels at Sams

Susan

ASAP


Get paper boats for snacks from shed

Michelle

ASAP


Bring large crock pot

Lesley

12/10


Containers for Salsa

Kevin and Susan

12/10


16 Christmas themed tablecloths from Dollar Tree

Ryan

12/10


advertise on the entrance signs and send an email about the event


Rich

ASAP


Get small tree lighting decorations from storage shed

Kevin/Michelle

ASAP


Hold back $100 from tree lighting  in change ($5, $1)for Jingle Jam

Kevin

ASAP


Get raffle tix for split the pot

Michelle

ASAP


Contact Becky at the golf course to order the food- Just tater tots and 


mozzarella sticks-around $100 budget.

Kevin

ASAP


Sell split the pot tickets and take money at the door.

Tera, Susan, 


Ryan, and Lesley 

12/10


Provide the newest  50th anniversary banner. Rich–. Please  have 


maintenance set it up near the left side of the POA as close as possible to the


 building by Saturday morning.

Rich Gannon

By 12/10


Make a sign for the golf course door that says “No Outside Alcohol”


Lesley

ASAP











Hidden Valley Lake Civic Club 

Meeting Agenda

November 29, 2022-6:30-8:30 PM

Willie’s Party Room

Officer Comments:

  • President:Kevin- 

  • Vice President: Mark-. 

  • Treasurer: Jessica/Ryan. 

  • Secretary: Lesley-Members- Please make sure you do this to keep up to date:

Set Notifications for changes in Google Docs– This is a good way to keep yourself up with any changes that go on with our HVL CC documents:

Open the Google document

Select tools at the top

Go to notification settings and over to edit notifications

Choose notify me when changes are made

You can choose daily or right away


Discussion Items:



**Next meeting: December 20th


Action Items:

Task

Member(s)

Due Date

Complete?

Ask Rich Gannon to advertise Jingle Jam  on entrance signs and in emails

Lesley

ASAP

✔️

Reserve WIllie’s party room for December 20th meeting


ASAP


Make flyers for Jingle Jam  to put on WIllie’s, Golf Course, Fitness Center, Restroom Doors at soccer fields

Lesley

ASAP

✔️

Backdrop for photo booth for Jingle Jam

Mark



Post flyers for Jingle Jam  to put on WIllie’s, Golf Course, Fitness Center, Restroom Doors at soccer fields
























.

Hidden Valley Lake Civic Club 

Meeting Agenda

November 15, 2022-6:30-8:30 PM

Willie’s Party Room

Officer Comments:

  • President:Kevin- Halloween Bash Reflections- We lost money on this event. We deposited  $330 from split the pot and door fees. 
  • Vice President: We feel it is better that we use checks as much as possible. If a member purchases things from their own account, they will be  reimbursed with a check. 
  • Treasurer: :Jessica provided a bank statement. Our balance is $2391.58. Jessica needs to pass the torch and hand the job to someone else. Ryan Bishop volunteered to take over. The 50th anniversary committee is providing funding for the  tree lighting ceremony. We need to transfer bank access to Kevin and Ryan. Who is getting bank statements online.  Jessica will need to reconcile the account before new people can take over. 
  • Secretary: There is a need for better ways to get important agenda items to the agenda instead of group texts. Please leave important things out of group texts so that we are not holding meetings over items over a group text. 


Discussion Items:

  • Welcome Pat Hawkins from the HVL POA/50th Anniversary Committee! The 50th Anniversary Committee wanted an end of the year event,and wanted to help us. They will also provide some funding
  • POA Point Person: We need someone who can really be the point person for the CC to funnel all the amazing things that we are creating to Rich Gannonand Alisha SIebert to promote from the POA!  This would be a great move to continue to gain POA support.-(Lesley?)
  • Christmas Tree Lighting (Dec. 3,  2022   4-7 PM)

What we have at this time

  • We have 10 – multi colored LED light sets totaling 10,000 in total and 3,328 (approx 3/4 a mile) feet in length.
  • We have the icicles needed for the gazebo
  • We have red LED rope lighting for the path that leads to Santa
  • We have 120 wooden ornaments to pass out ( we might order more)
  • We have 32 solar multi colored pathway lights that we can lign the walkway with ( or a different use)
  • We have 3 4 ft candy canes for the gazebo
  • We have white lights for the 2 tree / bushes at the entrance to the gazebo
  • We have a decorated mailbox for letters to Santa
  • We have a 4 ft LED sign that says Joy (brand new)
  • We have East Central Choir signed up to sing Christmas Carols
  • I will bring a sound system for the music and microphone
  • The Girl Scouts will be selling cookies
  • Community Fellowship church is coming to assist with hot chocolate
  • Community Fellowship is also supplying the hot chocolate 
  • We have a Santa volunteer
  • We have a golf cart to transport Santa to the gazebo at a specific time
  • We have 100 bags that will have oats / glitter in them ( reindeer food)
  • Midwest Landscape is bringing equipment to light up the large tree.
  • We have white lights for the 20 ft tree by the sand volleyball court
  • Shirley Hicks will be there to take photos
  • Lesley has created and posted an event on Facebook which has gotten a ton of interest. 
  • Ami has reached out to Nick G to possibly be the person to “throw the switch”
  • Michelle has a few decorations that were donated to us ( candy canes and other )
  • Kevin is bringing a hot chocolate container and propane burner to eliminate need for electricity
  • Kevin is also bringing the sticks to use to make S’mores
  • I think Ryan ordered the cards for the letters to Santa
  • I have a bunch of garland strands and lights to use.
  • Also have some strands of solar powered lights for trees with no electric near them 
  • Pat Hawkins from the POA and 50 th committee is supplying a 50th banner
  • Michelle is getting candy canes for Santa to pass out
  • We have 1 (100 ft) extension cord and 1 (50 ft ) extension cord
  • We have 2 solar timed outlets
  • We will have some fake packages once I get some free time to build them
  • Functional electric outlets (Dave W says they should be ready by end of week
  • A helper for Santa–5-6 members from the 50th anniversary committee can help
  • A chair for Santa (found a chair at the mom and pop thrift store for $30 that i can  place a red throw over for the event…let me know opinions or if we have another solution
  • Lesley will take money for S’mores.


What we need

  • Smores- Check with Karen  Hatfield for a cheap price: baggie with two graham crackers, marshmallow chocolate square -charge price to cover the cost ($1.00?)
  • A sign that says North Pole to place on the white pole at the beginning of the trail
  • Choose the tree lighting person (Person of honor-Nick Goepper, Olivia Stubenbach?)
  • Everyone who can help, please show up at noon on Sat., Dec. 3rd to help set up and decorate for the tree lighting
  • Request-Add a December Meeting to earlier in the month to work on Jingle Jam- Meet ing added on November 29th @6:30
  • Jingle Jam: December 17th- $10 per person to increase our bank account; Holiday attire; split the pot, Photo Booth 
  • Pool Parties/Lake Events- Verify pool dates and lake dates with Julie for the pool and Eric Fox for the lake
  • POA Invitation to share information about Civic Club to put in the new resident welcome bag.  Due  December 1st if we wish to participate.-Provide calendar of dates, events 
  • Notifications for changes in Google Docs– This is a good way to keep yourself up with any changes that go on with our HVL CC documents:
  • Open the Google document
  • Select tools at the top
  • Go to notification settings and over to edit notifications
  • Choose notify me when changes are made
  • You can choose daily or right away
  • Future Pub Crawl- Star One will sponsor transportation. $10 Wrist Band for shuttle. Consider selling beverage tickets with 10% of the profit or each bar has signature drinks (beer and mixed drink that they sell and CC gets $1 for each drink.) Civic club will pay for the entertainment at the golf club; WIllie’s and Barrel Heads will pay for their own entertainment.
  • Kevin has keys for the storage areas- He has given them to Michelle, Mark, and Brian
  • Brian Bays is donating a transport cart to help with moving.
  • Michelle is doing an inventory list for the storage areas. 
  • Other



**Next meeting November 29th-Willie’s -6:30



See next page for action items.






Action Items:

Task

Member(s)

Due Date

Complete?

Ask Rich Gannon to advertise the tree lighting on entrance signs and in emails

Lesley

ASAP


Get portable fire pits and wood

Kevin

12/3


Supply hot chocolate and containers (donating)

Community Fellowship Church

12/3


Decorate Gazebo for photo opportunity

All

12/3-Noon


Create FB event advertising Jingle Jam

Lesley

ASAP


Reserve WIllie’s party room for December 29 meeting

Lesley

ASAP

✔️

Flyers for Jingle Jam  to put on WIllie’s Golf Course, Fitness Center

Lesley

ASAP


Backdrop for photo booth for Jingle Jam

Mark

12/3


Provide small artificial Christmas trees for decorating the gazebo next to Santa

Lesley, anyone else?

Noon 12/3


Photo Booth Props 

Lesley

12/3


Ask Rich Gannon to advertise the tree lighting on the signs at the entrances

Lesley

ASAP


Make Tip bucket for Santa

Michelle

Noon 12/3


Trucks to transport things

Greg & Chris

12/3


Verify pool approval  activities with Julie 

Chris & Ryan

ASAP


Verify lake approval with Eric Fox

Brian

ASAP


Organize and provide a storage area inventory list  to the Google Drive

Michelle

??


Reconcile bank accounts and receipts so we can move accounts to new people

Jessica

ASAP


Return Lesley’s  cash box/Locate POA cash boxes

Jessica

ASAP


Fireworks for the christmas tree lighting

Kevin



Create flyer for POA for new residents

Lesley

11/30



Some Pictures from Civic Club's "Jingle Jam" at Hidden Valley Golf Club December 11th ... Thank you Shirley Hicks for the photos.

Beautiful sunset over Hidden Valley Lake in Indiana

                         Join Us

The Hidden Valley Lake Civic Club focuses on providing community events for all HVL residents. As a property owner, you are automatically a member of the Civic Club. If you would like to volunteer to help with any of our events, or if you have any ideas or questions, we welcome you to attend a meeting. Come and join the fun!




 
 

View the HVL Events Calendar for event dates and times.

Dues Statements will be mailed the week of 12/19

January dues are due
01/31/2023 by 5:30PM

2% late fees begin monthly on 2/1/23