Future Planning Committee Minutes: July 11, 2016

Hidden Valley Lake Future Planning and Political Action Committee
Meeting Minutes
July 11, 2016

Meeting called to order by: Kathy Wirth at 6:30 p.m.

Members Present: Kathy Wirth, Pat Sutton, George Lortz and Jennifer Donelson.

Members Absent: Michael Paul, Gary Ewald and Dean Swomley

Board Liaison Present: Tom Hamilton.

POA Office Staff Present: Bruce Keller.

Guests Present: None.

May Minutes presented by: George Lortz.

Motion to accept by: Pat Sutton. Seconded by: Kathy Wirth.

Vote count: 4 for, 0 against, 0 abstain.

Current/Active Business:

  • POA Communications System Upgrade: Discussion led by Kathy Wirth. Major discussion points: Kathy presented an on-line demonstration of the new POA Web site features. Discussion and suggestions were made about the current site structure. Kathy reported that a Beta test version of the Web site is currently scheduled for October, 2016.
  • Community Master Plan 2016 Review and Update: No report.
  • Standing Committee Reorganization: Discussion led by George Lortz. Major discussion points:

After discussion, the following request for a motion was made:

Moved “That 1) a new POA standing committee named the Communications and Public Relations Committee be created and 2) the name of the Future Planning and Political Action Committee be changed to the Planning and Governance Committee”

The request for a motion was made by Kathy Wirth. Seconded by Jennifer Donelson

            Vote count: 3 for, 1 against, 0 abstain.

The Committee identified two additional committee reorganizational items that needed work. The first is to meet with the Architectural Committee and review the suggested changes for their committee description. The second is to assist in staffing the new Communications and Public Relations Committee.

  • New Board Voting Procedures: Discussion led by Kathy Wirth and George Lortz. Major discussion points: The Committee discussed two proposals for changing the POA Board voting procedures. The first was that every ballot must contain the same number of votes as there are candidates to be elected. The second was that term limits be imposed on Board positions.       Neither proposal was approved and therefore, no request for a motion was needed.

The Committee was informed that the Board has requested that the Safety, Security and Elections Committee lead the effort to update new Board voting procedures. The Committee decided to turn over all of its work on this project to the S,S&E Committee for their future use.

  • Rewriting of POA Governance Documents: Discussion led by George Lortz. Major discussion points: George presented a handout describing the current status of all existing and proposed POA governance documents. Tom Hamilton requested that this handout be expanded with more description and examples of each document.

George suggested that there was a conflict in the current rules governing the requirement for a second reading for Board motions. He will work on the wording of a future request for a motion that may help remove this conflict.

Tom reported that POA lawyer, Robert Ewbank will assume the job of creating the new governance documents and that new codification rules will be applied.

  • HVL Subdivision Land Use Plan: Discussion led by George Lortz. Major discussion points: Bruce Keller will request that a new HVL area map be printed using the color coding proposed by the committee.
  • Proposal to Restructure the POA Board: Discussion led by Kathy Wirth and George Lortz. Major discussion points: The POA Board passed the following motion in the June Board meeting after two readings:

“The size of the HVL POA Board of Directors shall remain at five (5) members. The length of members’ terms shall be increased from two (2) years to three (3) years. The annual voting schedule for Board positions shall become: Year 1 – two members, Year 2 – two members and Year 3 – one member.”

No other requests for a motion were drafted in this Committee meeting.

  • Documentation of POA Due Process Policies: No report.

New Business:

Action items for Board of Directors’ Meeting:

Moved “That 1) a new POA standing committee named the Communications and Public Relations Committee be created and 2) the name of the Future Planning and Political Action Committee be changed to the Planning and Governance Committee” 

Motion to adjourn made by Dean Swomley. Seconded by George Lortz.

Vote count: 4 for, 0 against, 0 abstain.

Meeting adjourned by Kathy Wirth at 9:13 p.m.

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