Hidden Valley Lake POA Board Minutes: December 8, 2016

Hidden Valley Lake Property Owners Association
Board of Directors Meeting
December 8, 2016

UNAPPROVED

Board of Directors Present: Pat Hawkins, Tom Hamilton, Bill Minnery, Robert Starks, Donna Yetzer

Board of Directors absent: None

Community Manager Present: Bruce Keller

Guests: None

President Pat Hawkins called the December 8, 2016 Board of Directors Meeting to order at 7:00 p.m.  The meeting began with the Pledge of Allegiance.

President’s Report: Pat Hawkins 

We begin this evening’s meeting on a sad note by noting Jim Ulrick’s passing.  Jim was a former employee of Hidden Valley Lake and a long-time member of the Architecture Committee.  For years, Jim dispensed advice and wise counsel to the many property owners who came before Architecture with plans that needed approval.  On a personal level, he was a friend and mentor to numerous board members, past and present.  We will miss him very much and send our deepest sympathy to his widow, Jane, and his entire family.

Your Board of Directors has voted to become a “foundational” member of an initiative known as “One Dearborn”.  One Dearborn is the name given to a new public/private economic development entity that will focus on attracting new businesses, retaining and expanding businesses already here, workforce development, and quality of place initiatives.  In becoming members, we will join a select group of businesses such as UCB and Maxwell Construction in planning for our county’s future.

As background, several weeks ago, EG McLaughlin-the President and CEO of UCB and Terri Randall-Dearborn County’s Administrator met with us to talk about One Dearborn.  This initiative was born of the need to plan and direct business development in our county to ensure its long-term financial viability and to attract and retain residents and well-paying private sector jobs.

The Board believes that this initiative, if successful, could positively affect Hidden Valley Lake’s property owners.    It could bring new businesses in Dearborn County–retail establishments, restaurants, and other services–that could increase job opportunities and make life more convenient for our residents and, by extension, make this a more attractive community for new residents.  This, in turn, could lead to increased demand and higher prices for our homes.  The future of this county is going to be planned, and we believe that Hidden Valley Lake needs a seat at the table and a voice in the conversations that will take place about our shared future.

Our commitment to this initiative is not open-ended.  We were asked for a five-year commitment but have only agreed to participate for one year.  At the end of 2017, we will assess whether our input is being respected and whether the work of One Dearborn is being given appropriate consideration by business leaders and government officials in Dearborn County.  If both conditions are not met, we may choose to end our participation.  Participating requires a monetary investment on our part and the payment will be due in early 2017.  A projected savings in our database work will fund it.

We will keep you posted as our work on this initiative progresses.

Respectfully submitted,
Patricia Hawkins 

Treasurer’s Report: Bob Starks

Treasurers Report, November 2016

As of November 2016 beginning cash was $944,906.70 and ending cash was $825.290.00.  Income budgeted for the month was $171,554 and actual income for the month was $174,839.  Actual income budgeted year to date was $2,008,778 and year to date actual income was $2,034,896.  Expenses budgeted for the month was $151,781 and actual expenses for the month were $189,729.  Expenses budgeted year to date was $1,920,815 and actual expenses year to date was $1,911,085.

Secretary’s Report: Donna Yetzer 

  • Request approval of the October 27, 2016 Board of Directors Meeting Minutes.
  • Motion made by Tom Hamilton and seconded by Robert Starks to approve October 27th, 2016 Meeting Minutes.  Motion passed unanimously.

Community Manager’s Report: Bruce Keller 

  • Reminder of Holiday Schedule:
    January-No meeting
    February-Back to normal schedule on the 4th Thursday at 7pm
  • Request approval to increase the golf cart fees to $25.00 in order to cover expenses.
  • Motion made by Robert Starks and seconded by Bill Minnery.  Motion passed unanimously. 

Golf Course Managers Report: Pat Sullivan

48 out of the 60 new carts were delivered and the golf course is very pleased with the new carts.  The remainder of the carts should be delivered on December 9th.

Look for new updates at the Club House.  Updating will start in January!

The Golf Club will be taking over the snack bar.  Kellee Case is the new snack bar manager.  Kellee will start January 1st and everyone is looking forward to working with Kellee.

Pat Sullivan, Bruce Keller, Bob Starks and Jen Reuter attended an Indiana Golf Owner Association meeting and found it to be very informative.

VRUC Report: Don Yetzer

No Report

COMMITTEE REPORTS

Architecture Committee Report:  Bruce Keller

  • Request approval of performance bond returns.

Performance Bonds for Return 12/8/16 

Lot # 1266, Roger & Kimberly Solomon
265 Ivy Hill Road, Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0    Fine/Fees Owed $0

Lot # 479, William & Patricia Hartwell Trust
20311 Longview Dr., Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0    Fine/Fees Owed $0

Lot # 1542, Floyd & Pamela Nichols
868 Ryan Ct., Lawrenceburg, IN 47025
Bond Amount $2000.00
Dues Owed $0    Fine/Fees Owed $0

Signed by Jason Craig, Jesse Jones, Mike Parks, Bruce Keller, Mike Chenault 

  • Motion for the return of the above Performance Bonds made by Bill Minnery and seconded by Donna Yetzer.  Motion passed unanimously. 

Finance Committee: John Reiniger

No report

Lakes & Parks Committee Report: Dave Patterson 

Fish & Game Club discussed putting baitfish in the main lake.  A decision was made to put in fathead minnows in only the main lake.

Crystal Lake is on hold while waiting on permits from the DNR. Dredging is complete on Lake Holiday and they are moving on to Kathy Lake.

The Sluice Gate Bridge updated: The estimated cost to date for the frame is around $20,000, then will still need to fill that with concrete.  Bruce Keller asked that several other individuals submit designs or options for the replacement bridge over the sluice way.  Casey Kennedy does this type of work, so he will be meeting with Bruce Keller to provide additional ideas.

The Natural Resources Task Force is cleaning up the Campground Loop and looking into purchasing a chipper for the brush so that the material can be recycled on the site.  There was some discussion on the use of the new chipper, who would use it, would the POA own it, the cost of the chipper and safety factors.

Rules Changes.  Discussed putting some verbiage at the bottom of each page stating that the information above was current at the time of printing but that changes could be made at any time and to check with the POA office for final status of rules.   Any verbiage of this nature would be reviewed and approved by the Board Attorney.  There was also a discussion on minor wording changes on the committee responsibilities.  The committee will continue to work on this.

There was a discussion on reviving the Lakes Lines articles.  No decisions were made and will be discussed at a future meeting.  It was brought to their attention that some boats have a type of fuel pump that has the potential of dumping gas in to the lake until the lines are empty and the engine stops.  We will be getting more information on this and developing something that will disallow them on our lake if there isn’t already something there to cover this.

Safety, Security & Elections Committee Report: Bonnie Starks 

  • Request approval of the Signage Upgrade Plan created and suggested by Dearborn County Traffic Engineer Todd Listerman. 
  • Motion made by Bill Minnery and seconded by Tom Hamilton.  Motion passed unanimously. 

Much discussion on the Signage Upgrade.

Committee went over duties, requirements and responsibilities for the Community Master Plan and made some verbal changes.  Moving ahead with Get R Ready videos and talked about the neighborhood watch program. The S, S & E Committee will work with Dave Wismann and come up a plan for areas of HVL that have had problems.

Safety, Security & Elections Committee changed the meetings to the 1st Tuesday of every month at 6:30pm.  They will meet every other month unless a lot of new things come up that they need to address.  The committee will not be meeting in January.  

Future Planning/Political Actions Committee Report: George Lortz 

No report

Civic Club: Karen Hatfield 

No report

Old Business: 

None

New Business:

  • Request approval of Suggested Process for Architectural Project Approval.
  • Motion made by Robert Starks and seconded by Bill Minnery.  Motion passed unanimously.
  • Motion to adjourn by Tom Hamilton and seconded by Robert Starks.  Motion passed unanimously.

Adjournment: 7:32 pm

Minutes Prepared by Gina
Minutes published in this paper are abbreviated and a full account can be heard online at:
www.hiddenvalleylakeindiana.com


Signage Upgrade Plan

The speed humps at both recreational areas (Pool and Ball field) are the only locations I feel where they make sense.  The installation looks good with them being only in driving lane which allows for emergency vehicle to drive around them.  You may want to remark them with some yellow traffic paint do reinforce their presence.  I also suggest moving 15mph Speed limit signs approximately 50 feet to 100 before speed hump warning vehicles to slow down.  Place Speed Hump signs just prior to hump.

To meet retro reflectivity requirements and to get longer service life out of signs, need to make sure sign sheeting is Hi-Intensity Prismatic not Engineers Grade.

Existing signs look small.  Sign sizing I recommend are: R1-1 STOP sign 30 x 30, R2-1 SPEED LIMIT 24 x30.

4 way and 3 way signs under stop signs have been eliminated in new MUTCD and replace with R1-3P ALL WAYS 6 x 18

If future as you replace signs, change worded messages to symbol signs.  R8-3 NO PARKING 18 x 18, and W3-1 STOP AHEAD 30 x 30.

The ONCOMING TRAFFIC DOES NOT STOP signs need to be Black on Yellow per MUTCD not Black on White W4-4bP 24 x 12.

I suggest placing speed limit signs after all stop sign locations to reinforce speed limits throughout the area.  Place signs approximately 100 to 150 feet past intersection.  Use your judgment, we like to use property lines, so property owners do not have too much issue with signs in yard.

Lastly for Costs for Caught Speeding signs, I would recommend placement on first speed limit sign as a vehicle enters into HVL.

Suggested Process for Architectural Project Approval 

  1. Projects requiring approval received by Customer Service at POA office.
  2. Approval/Disapproval will be sent to applicant (via email) within 5 business days from receipt. If questions arise regarding the project, this could delay the approval process, depending on timing of resolution.
  3. Projects designated for Administrative Approval require two signatures from POA Staff, including Board of Directors. Authorized signatures are the Community Manager, Maintenance Supervisor, Compliance Officer, Customer Service Rep or any Board member.  The following projects require Administrative Approval.

Screen Addition to existing deck*
Basketball hoop (permanent)
Color Change
Concrete patio
Deck cover
Fence
Handicap ramp
Leveling yard, extending culvert pipe deck
Parking pad
Pergola
Replacing existing concrete drive
Rip Rap
Screened in porch
Shingles
Shed
Steps

And any other project not specifically identified under Architecture Approval. 

* Unless changes footprint of house.

  1. Projects designated for Architectural Approval require approval with majority signatures from Architectural Committee members. When a project is received, customer service representative will contact all Architectural Committee members by email or phone to request each to review/sign off on the project.  If questions arise regarding the project, this could delay the approval process, depending on timing of resolution.
  2. If there are not majority (currently 4 or more members) signatures on the documents within 5 business days from receipt, POA Board members will be notified and requested to review the documents and sign. Resident will receive approval/disapproval within 5 business days of receipt. The following items require Architectural Approval.

Architecture Approval:

Addition to home
Detached Garage
Docks
New home
Retaining walls
Swimming pool
Structures attached to existing deck, house, shed or detached garage

Projects identified as needing a Variance

  1. On occasion there will be issues presented in respect to projects being requested. At those times it will be important to schedule an ad hoc meeting that will be open to the public.  The meeting will be held on the next 1st or 3rd Wednesday of the month and will be announced to the public via e-mail.  This meeting will be attended by Architectural Committee members as well as those authorized to sign on administrative issues. Variance procedures will be followed.  Board of Directors will have final approval.

Summary
 This process is more resident friendly and will allow projects to be approved/disapproved in a more timely manner.

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