Hidden Valley Lake POA Annual Meeting April 26, 2018

HIDDEN VALLEY LAKE

PROPERTY OWNERS ASSOCIATION

Annual Meeting Minutes

April 26, 2018

Golf Course Club House

Unapproved

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

Board of Directors Absent:  None

Community Manager Present: Bruce Keller

Guests:  

Brad & Trisha Schwing along with their daughter Morgan Schwing

Shane McHenry

This Meeting’s Motions:

  1. Motion to accept Annual Meeting Minutes from 2017 Annual Meeting.
  2. “Request a motion to accept the current Community Master Plan Update draft as the new 2018 Community Master Plan.” 
  3. Motion to accept October, 2017, November 2017, December 2017, January 2018, February 2018 and March 2018 Financial Reports.
  4. Motion to accept the 2017 Audit prepared by Donlin and Associates. 
  5. Motion to accept Performance Bond Returns.
  6. Motion for Adjournment.

Pledge of Allegiance:

President Pat Hawkins called the April 26, 2018 Board of Directors Annual Meeting to order at 7:00 p.m. 

The meeting began with the Pledge of Allegiance.

Presidents Report: Patricia Hawkins

Our first order of business tonight is to announce the results of the Board of Directors’ election.  We are pleased to advise that Scott Giska has been elected, and Donna Yetzer has been reelected, to the Board of Directors.

As always, our thanks go to Ginny Boyer and her team for counting the ballots and recording the results for us.

In attendance tonight are the two candidates vying for the Republican Party sheriff nomination—Shane McHenry and Brad Schwing.  Thank you for the courtesy you have shown them and we invite both candidates to stay with us tonight as long as they are able.

This evening is an opportunity to learn about, and celebrate, all that our committees, clubs, and individuals have accomplished since last year.  Your Board of Directors thanks all our volunteers who devote so much of their time and talent to our beautiful community.

As we celebrate all we have gained, though, let us not forget what has been lost in this past year.  Please keep the families of those who lost loved ones so quickly, and tragically, in your hearts.

Secretary’s Report:  Donna Yetzer

  • Request approval of the Annual April  28, 2017 Board of Directors Meeting Minutes

Motion made by Robert Starks and seconded by Tom Hamilton to approve April 28, 2017 Meeting Minutes.  Motion passed unanimously.

Treasurers report:   Robert Starks

All amounts are rounded to the nearest thousand dollars.

Financial Position as of the end of November, 2017

Ending Cash on November 30, 2017, $999,000.00

Note, interim balances are available but not reported due to Holidays and completion of audits.

Beginning Cash on March 1, 2018, $1,482,000.00

Ending Cash on March 31, 2018, $1,429,000.00

Community Managers Report:  Bruce Keller

Another successful year is in the books and we are one third of the way through another.  Our volunteers and Staff continue to ensure the biggest bang for your dollar.

Our maintenance team came in under budget last year while continuing to maintain our existing amenities.  They continue to stretch themselves and your dollars to complete jobs normally contracted out, and by doing portions of other contracts.  Beginning Monday you will see them working on the slip with several contractors.  Within the next 3 weeks you will see them installing a new Lifeguard shack and improving the smoking area at the beach.  By years end you will also see them finishing off the emergency spillway at Crystal Lake, saving thousands more in contractor dollars.  They will also have a huge hand in replacing the existing stationary docks at the main marina with floating ones.  We are also looking at a better paint sprayer so that we can apply a better paint on our roads that can be reflective in nature.

The office staff continues to amaze me with their innovations and consistency in monitoring your resources.  As an example of the magnitude of work they do each year, we registered nearly 1100 boats last year.  We also added another person to the staff this year, Richard Gannon.  You have all seen his handy work already whenever you receive any communication from our office.  As an old military Alabama friend of mine used to say, communication is a difficult thang.  Rich makes it look easy.

The deputies under the watchful eyes of Dave Wismann, continue to be a breath of fresh air.  We continue to be a stop off for highly qualified folks looking for bigger and better positions in life, but they keep us safe while here.

The golf course personal continue to keep the doors open while putting important dollars into the long ignored infrastructure.  Improvements in operation, just in the past few months, have continued to add value for this newest POA owned asset.  We are still feeling the loss of Pat Sullivan, but Golf Course manager Jen Reuter and the rest of our golf course staff  have stepped up to the plate and membership should not see any speed bumps.

Jim Lightner continues to keep Lightner Fields in good repair and our Athletic club continues to ensure it is run fairly.  Our Natural Resources Employee Linda Hartman and her team continues hacking away at honey suckle while ensuring our never-ending battle with the emerald ash borer is controlled.

Our Pool manager, Angie Ruberg will be back at it soon along with our many lifeguards.  Please remember to listen to them and to also treat them nicely.  They are here for the safety of your family.  If you see a problem, please bring it to Angie’s attention.

In summary, you’re POA Staff and the Volunteers that fill important seats on the Board of Directors, Committees, Task force and Clubs continue to ensure Hidden Valley is a diamond in the rough and a desired place to live.  Cinci Magazine continues to rank us in the top 50 places to live in the Greater Cincinnati area.  2017 found us at number 35 on the Top Communities list and 3rd on the safest list.  By the way, the schools you send your kids too are rated 19.  Housing prices have been going up and inventory is at a historic low.  The proof is in the pudding, whatever we are all doing, we are doing it right and need to keep doing it.

Bruce introduced Bill.  Bill is looking into starting a Home Brewing Club in HVL.

HVL found a place to park RVs.  There are now 8 slots available.  

Golf Course Managers Report:  Jen Reuter

As of the end of April, Mother Nature is still not playing ball with us.  April alone is down 920 rounds, and we are down 1860 rounds year to date.  We have a lot of ground to make up, so hopefully the nice weather is here to stay.

We ended 2017 with 264 members.  Since then, we have lost 40 (15% is normal attrition rate) and gained 21.  This is a good sign considering the terrible Spring and lack of play we have had.

We have 3 outings coming up in the next 30 days.  

-This coming Monday’s outing on 4/30 benefits the Tri-State Fragile X Alliance.  Fragile X syndrome is the most common know single gene cause of Autism Spectrum Disorders.  This outing is run by Jim and Jill Doyle, Hidden Valley residents.

-Monday 5/14 is Knights of Columbus outing to benefit the Pregnancy Care Center of SE Indiana.  Part of the proceeds support the K of C Ultrasounds for Life Initiative.

-Monday 5/21 is the Bright Area Business Association outing.  All the proceeds will benefit organizations in the Bright Area Community as well as North Dearborn County.  2017 recipients included the North Dearborn Pantry, Bright Fire and EMS, and Bright Lions Club. 

We have had great success this year continuing out our Friday dinner buffets.  We have 1 more left in April, which happens to be tomorrow…pulled pork bbq buffet with all the fixens.  The menu has been set for May.  If you are one of the couple hundred people who have come out already this month, you would have enjoyed an Italian buffet, a full Taco Bar, and a Southern Fried Chicken buffet.  If you have not yet tried us out, please consider stopping in and joining us for dinner.

We still have a few spots left in out Men’s Thursday evening league.  This league is open to all Hidden Valley residents and their guests, so please consider signing up and supporting your club. 

We ran a Membership promotion during the week of the Masters Tournament, which was the first week in April, and generated 9 new members.  This was an unheard of introductory rate of $995.  This offer is now closed to the public, but this special is still available to all HVL residents for their 1st year.  

It’s also time to think about our adult group lessons.  This is golf instruction designed for new golfers, or those with little experience, wanting to learn the basic fundamentals of the golf swing and gain the knowledge to play on a golf course with confidence.  These sessions go for 3 weeks, either on a Tuesday or Wednesday evening, and is a bargain at only $75.00 per session.  The sessions begin Tuesday 5/8 and Wednesday 5/9.  

Information on the outings, the league, the lessons, and the memberships are all available in the Pro Shop.  Stop in and see what we have to offer.

Willie’s Sports Café – Not Present

COMMITTEE REPORTS

Finance Committee:  Kyle Packer

The Finance Committee has reviewed the financial statements for the months of November and December 2017 and January, February and March 2018.

All of our questions have been answered to our satisfaction.

The Finance Committee unanimously approved the financial statements.

  • Motion to accept October, 2017, November 2017, December 2017, January 2018, February 2018 and March 2018 Financial Reports.

Motion made by Donna Yetzer and seconded by Tom Hamilton to accept October, 2017, November 2017, December 2017, January 2018, February 2018 and March 2018 Financial Reports.  Motion passed unanimously.

Annual Audit – The Finance Committee reviewed the Consolidated Audit Report for 2017 and 2016 audit with the outside accountant, Bill Donlin. 

All of our questions were answered to our satisfaction.

The Finance Committee has unanimously approved.

The Finance Committee requests a motion for approval.

  • Motion to accept the 2017 Audit prepared by Donlin and Associates. 

Motion made by Tom Hamilton and seconded by Donna Yetzer to accept the 2017 Audit prepared by Donlin and Associates.  Motion passed unanimously.  

Future Planning Committee Report:  George Lortz

The Future Planning Committee is currently staffed by Jennifer Donelson, Gary Ewald, Rich Gannon, George Lortz, Dick Myers, Tom Plogsted and Pat Sutton.  Tom Hamilton is the POA Board liaison to the FP Committee.  We are also grateful for the help provided us by other volunteers, Bruce Keller and the POA office staff.

During 2017, the Future Planning Committee worked on the following projects:

Developing of an HVL POA Land Use Plan (LUP).

Many thanks go to the LUP Task Force, which includes the following 13 volunteers: 

Mike Boyce, Nelson Brett, Jim Buchanan (Vice-chair), Scott Chenault (Secretary), Jennifer Donelson (Chair), Rich Gannon, Ken Horn, Randy Isom, Bruce Keller, George Lortz, Janis Messer, Dave Patterson and Dave Ryberg.

A survey was sent out to the community to determine what type of amenities we want in the future.  The survey was very well participated in, 41% of the residents that were eligible to vote in HVL responded to the survey.  There will be another survey sent out in June of 2018. This survey will be more specific as to what priorities the community is looking for.  

George thanked everyone who participated in the survey.

There was much discussion on the survey that was sent out.  

Organizing and conducting the initial POA Business Meeting.

Assisting with work on POA on-line communications improvements.

Assisting other committees and the POA Board in formulating By-laws updates.

Starting the initial work on a POA educational program.

Maintaining the Community Master Plan (CMP).

  • Request a motion to accept the current Community Master Plan Update draft as the new 2018 Community Master Plan.

Motion made by Donna Yetzer and seconded by Tom Hamilton to accept the current Community Master Plan Updated draft as the new 2018 Community Master Plan.  Motion passed unanimously.  

Architecture Committee Report:  Dave Hafner

  • Request approval of performance bond returns

Performance Bonds for Return 4/26/2018

Lot # 1791H/1792   Steven & Cathy Etter

Property Address Heidi Haven Drive   Bond Amount $2000.00

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

  Fine/Fees Owed $0

Signed by Jason Craig, Jesse Jones, Bruce Keller and Debra Spaulding.

Motion for the Performance Bond returns made by Tom Hamilton and seconded by Robert Starks.  Motion passed unanimously.

Judicial Committee – Not present.

Lakes Committee Report:  Bruce Keller

Lakes and Parks Committee is a great example of just how busy the volunteers in HVL are.  In the past year they reviewed and are ready next month to ask the board for a revision in the way boats are measured.  Eric Fox and his task force have come up with a great option that will make everyone happy.  Dave Ryberg, Tom Derick and the rest of the fish and game club continue to be outstanding stewards of our community and their annual children’s fishing derby’s are a huge success.  They have also installed structure in the lake designed to improve fish population.  As reported earlier Crystal Lake Emergency Spillway will be complete by years end.  Also, as part of the 2017 budget savings, we should be able to replace most stationary docks at the marina with floating ones.  Our plan is to combine this effort with exercising our emergency drawdown procedures.  After we lower the lake for winter later this year, we will draw it out another 2 to 3 feet.  This effort will allow us to comply with DNR request, while we take advantage of a lower lake to replace docks.  As we head into our lake season, we ask that everyone take a moment and review the lake by-laws section of our by-laws.  If you have any questions while on the lake, Paul Roffes and your able bodied boat patrol are there to assist.  These by-laws exist to ensure everyone enjoys using the lake safely.  This means striking a balance between tolerance and courtesy.  Enjoy the lake and please keep others in mind while doing so.

Safety, Security & Elections Committee Report: Bonnie Starks

I would like to first acknowledge Ginny Boyer and her task group for all their hard work counting the election ballots yesterday.   Also, I am proud to announce that we welcomed another new member to the Committee this year: Don Norris.  Don is one of our specialists in Emergency Management.  Every member has strong capabilities and I am very fortunate to have them.  

Our Committee has been busy this year.  Some of our major accomplishments are:  sponsoring the Weather Alert class which was well attended; the videos about disaster preparedness were put on the HVL web site; the Renter’s Agreement and Community Master Plan were worked on; new traffic signs and safety walls were installed; we succeeded in keeping the outdoor sirens for the whole county after appealing to the County Council.  

We constantly are working on the speeding, mail box identification, neighborhood watch, and all other safety issues.  We also have offered our support to Rich Gannon concerning the communication endeavor.  

My committee has a variety of interests and our meetings are stimulating.  If you want to attend call the POA office or look on our web site for the date and time of our next meeting.  You are all welcome.

Club Reports

Athletic Club: Not present

Children’s Activity Club: Not present

Civic Club:  Bruce Keller

Mission Statement:

To enhance the quality of life for HVL residents by sponsoring and supporting recreational events and activities.  

2017 Events (April 2017):

7/22/17: Meet your Neighbors and Know their Business
8/5/17: Luau

Civic Club members worked with the task force for the Outdoor Activities Complex on the 11/4/17 event.

The Civic Club resumed the monthly card nights from April to October and supports the semi-annual Garage Sale.

2018 Events:

1/20/18: Trivia Night (first)
4/21/18: Trivia Night (second)  

2018 Upcoming Events:

6/16/18: Blast from the Past Summer Party
8/4/18: Luau
10/27/18: Halloween Costume Party 

The civic club volunteer team organizes and supports these events.

Our goal is to hold an event every other month.

The team members are:

President: Karen Plogsted
Vice President: Kevin Grosse
Treasurer: Laurie Groves
Secretary: Jessica Howe Mueller

Please send questions, comments or ideas to: hvlcivicclub@gmail.com

  • Request approval of the Civic Club events for June 16, 2018 Blast from the Past Summer Party, August 4, 2018 Luau, and October 27, 2018 Halloween Costume Party.

Motion made by Robert Starks and seconded by Tom Hamilton to approve the Civic Club events for 2018.  Motion passed unanimously.  

Fish and Game Club: Not present

Garden Club: Luann Roberts

You will be seeing the Garden Club out and about since the weather is getting better.  They will start planting around the Valley.  

Homemaker’s Club: Not present

Hidden Valley Riders: John Kidd

The Hidden Valley Riders are doing well.  We are so glad to be a part of the HVL community.  The purpose of the establishment of the Hidden Valley Riders is to promote and advance the sport of motorcycling.  To provide fraternal spirit between the Club and the community by the development and organization of Club sponsored rides and events.

We have a very positive outlook on the future of our Riders Club.  We have a few new board and committee members, Vice President-Bob Will, SAA-John Gehlenborg, Steve & Denice Siereveld-Fundraising.  Also, our new Members and Media Manager, Jan Dressman.

We are now 50 members strong consisting of men, women and couples that ride, with ages ranging from 30s to 70s.  Our members ride two and three wheeled motorcycles.  We have our monthly meeting at Willie’s downstairs at 7pm the second Thursday of every month.  We have two rides a month to great destinations, plus we have added Tuesday evening grub runs to local restaurants.  

HVRs have been in our planning stage the past few months and are now ready to ride for fun, for local charities and to help a neighbor in need.

A few ways we have helped in our community this past year:

We’ve held fundraising events such as the 70/80s & Halloween dances in the winter/fall to enable us to helping local charities such as the Yes Hous, Dearborn County Food Pantry, and Safe Passage.

We have organized and let fundraising rides for PAWS Animal Shelter the past three years.

We have also helped by donating to people in need here in the valley and nearby areas such as the Ohlhaut family, the Jase Armbruster family and Dave Owens.  You never know what life will bring and it’s always nice to be able to be there to help those when life take a bad turn.

Awards 

Doerflein Award: Pat Hawkins

Every year at the annual meeting, the Board of Directors presents the Doerflein Award to a Hidden Valley Lake volunteer.  

The Doerflein Award, established to honor and remember James G. Doerflein, has been presented annually since 1992.  The award reads:  “For outstanding service and community dedication.  Awarded annually to the Hidden Valley Lake property owner whose leadership, creativity, or enhancement of community pre-eminence has resulted in the year’s most significant contribution to community excellence.”

This year, the Board of Directors is pleased to present this award to Mr. William Minnery.

Bill served Hidden Valley Lake in many capacities for many years—as a member and chair of the Architecture Committee, as a member of the Property Maintenance Task Force, and as a member and president of Hidden Valley Lake’s Board of Directors.  He is being recognized not just for what he accomplished in the last year but for his body of work during all the years he lived and volunteered here.  

While Bill served in a number of volunteer positions and tackled a number of contentious issues facing the Valley, he had two overarching and complementary goals – strategic planning and maintaining property values.  

Bill was a passionate advocate for protecting Hidden Valley Lake by controlling or influencing what happened to adjacent properties.  To that end, he was a key player in the acquisition of acreage along State Line and Georgetown Roads and in selling acreage to Dearborn County Hospital.  Bill’s greatest achievement, though, was in building a case to purchase the Hidden Valley Golf Club.  He devoted hundreds of hours to researching Dearborn County’s zoning ordinances, trends in the golf industry, and the status of other golf courses in our region.  Bill’s work was the foundation on which the Board of Directors built their case for the purchase.

The Board of Directors thanks Bill for his service and wishes him well.  We will miss him very much.

Open session for all who attended the Board meeting:  

Resident thanked the board for their dedication to Hidden Valley.  

There is a writers group in Dearborn County.  They gather twice a month and critique each other’s work and give each other writing assignments.  If you have any interest in writing make sure to go to:  https://wordwritesguild.org/

Resident wanted to know if the golf cart parking near the boat docks at Willie’s will be available this year.  Bruce said that after the slip and the new life guard shack is completed they will start on the golf cart parking.  There will be room to park 4 or 5 carts down by the docks.  

There was some concern about smoking by the pool.  The resident was concerned that there is no smoking around schools for the students and she was wondering why HVL would allow smoking at the pool or beach.  The pool is more controlled on smoking but the beach although there are children at the beach it is more of an adult environment.  

Another resident thanked the board and thank Bruce for an outstanding job as Community Manager.

Pat Hawkins thanked everyone for attending.  

Old Business: 

None

New Business:

None

Adjournment:  7:52 pm

Minutes Prepared by Gina

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

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Community Master Plan

Approved Update – 4/26/18

Vision:  Hidden Valley Lake (HVL) is a premier, private, residential community that offers abundant recreational amenities in a beautiful, natural setting.

Mission:  The Hidden Valley Lake Property Owners Association (HVL POA) will continue to be responsible stewards of our resources, both natural and financial, and strive to maintain an inviting, secure community.

Goals:

  1. I.Practice strong environmental stewardship.
  2. II.Ensure fiscal responsibility and accountability.
  3. III.Preserve, enhance and develop community amenities and facilities.
  4. IV.Foster and promote the safety and security of the community.
  5. V.Provide and develop effective and open internal and external communications.
  6. VI.Influence and manage external factors that impact the community.
  7. VII.Develop and maintain comprehensive community development plans for land use, infrastructure and alternative sources of revenue.
  8. VIII.Develop and maintain a community public relations and marketing program.
  9. IX.Treat property owners, residents, POA employees and volunteers with respect, honesty, dignity and fairness, and protect their non-public information.

Common Challenges and Strategies:

  1. Maintaining a qualified group of staff, volunteers and professional involvement to meet current needs.
  1. Make volunteer involvement more flexible.
  • Utilize short-term, well-defined task forces.
  • Solicit qualified volunteers as needed for specific tasks.
  • Use electronic communications such as video conferencing and email when appropriate.
  1. Periodically review committee schedules and responsibilities.
  • Use efficient procedures in conducting committee meetings: Limit non-productive discussions; Use a standardized format for minutes and agendas.
  • Review availability of meeting space.
  1. Continue to review POA Board Meeting structure.
  • Limit non-productive discussions at board meetings.
  • Offer informational or social events in conjunction with board meetings to boost attendance.
  1. Develop and maintain a residents’ skills and interests database.
  • Include questionnaires in new member welcome materials.
  • Conduct skills and interests surveys online.
  1. Hire skilled workers, co-ops or consultants when specific expertise is required.
  • Investigate the availability of government programs/assistance and professional organizations.
  • Share skills, consultants and resources with other organizations or communities.
  1. Determining appropriate funding and budgetary processes to ensure financial stability while allowing for community growth and improvement.
  1. Continue to refine the expenditure justification process.
  • Consider funding alternatives such as fund-raising events, soliciting donations, usage fees for certain amenities, short-term assessments, tangible (return on investment) and intangible (quality of life and property values enhancement).
  1. Investigate ways to use selected community amenities as revenue-generating assets.
  2. Develop long-range financial planning methods.
  • Project a schedule of necessary expenditures and financial priorities.
  • Plan funding for growth and improvement of resident services and amenities.
  1. Review best financial management practices of similar communities.
  • Use online research, networking, and possible expert consultation.
  1. Understanding change in the community and encouraging community involvement in the process.
  1. Continue to keep residents informed on community events, issues, plans, projects and rule changes.
  • Offer ongoing education on important issues affecting the community through seminars, articles, etc.
  1. Provide wider range of types of involvement in the community.
  • Enlist special interest groups and/or community service organizations to assist with programs and projects.
  1. Promote a positive neighborhood feeling.
  • Develop a “city center” congregation area.
  • Investigate organizing the community into neighborhoods or districts based on geography (e.g. development sections) or environment (e.g. lakefront, golf course, etc.).
  1. Try to make community involvement easier, more enjoyable, requiring less of a time commitment.
  1. Utilizing communication systems to provide effective member services and communication with residents.
  1. Continually evaluate and improve effectiveness of communication systems: website, notification system, social media integration and databases.
  2. Encourage resident engagement by both providing information to community and soliciting resident feedback.
  3. Continue to provide easy access to community information via an engaging website, newspaper, social media and notification system.
  4. Continue to provide alternate accommodations for residents with no Internet, e.g. The Echoes, mailings.
  1. Developing up-to-date, collective information on population statistics and resident preferences.
  1. Use U.S. Census data and online surveys to define a community demographic profile.
  2. Develop an ongoing process for collecting demographic information, through periodic online surveys and resident databases.
  3. Develop demographic scenarios from which future trends and needs may be forecast.

I.  Practice strong environmental stewardship.

  1. There is a shortage of qualified volunteers and/or staff limits efforts.
  1. Hire a full time grounds keeper.
  2. Educate volunteers and staff on current and evolving environmental issues.
  1. Funding and budgetary processes need review.
  1. Pursue government grants by possibly creating a 501C3 entity or through Dearborn County.
  2. Pursue private foundation funding.
  3. Investigate outside woodlands management programs, such as the Nature Conservancy.
  4. Investigate the possibility of selling timber.
  5. Offer incentives to residents to eliminate invasive species from their property.
  1. Some residents lack interest in community involvement and/or resist change.
  1. Provide quick success examples of woodland management.
  2. Establish an “Adopt-a-Zone” program.
  3. Present youth education programs concerning the community’s natural resources and how to protect them.
  1. The communication system needs updating.
  1. Add a plant database to the website describing invasive species and control methods.
  1. See strategies for Current Condition E.
  2. Due to lack of previous management, rehabilitation requires extensive effort and/or many years of regeneration.
  1. Document the current status and problems using already established deer culling zones map.
  2. Break tasks down into smaller, specialized working groups.
  3. Set priorities for each category; develop top priorities and strategies on which to focus initial efforts.
  4. Maintain awareness of upcoming environmental threats.
  5. Consult experts on control methods.
  6. Educate the community to increase awareness of problems and dangers.
  7. Develop alternatives such as a community brush drop-off.
  8. Provide alternatives to bringing potentially infected wood into HVL.
  9. Establish environmental management as an ongoing community effort.
  1. Continue to update POA By-Laws for usage and maintenance of green spaces to be consistent with environmental efforts.
  1. Clarify and communicate green space policies.
  2. Develop and maintain environmental rules.

II.  Ensure fiscal responsibility and accountability.

  1. See strategies for Common Challenges A. through E.
  2. Expenses commonly arise that are unforeseen and/or beyond POA control.
  1. Maintain a long-term financial plan to anticipate needs.
  2. Maintain contingency plans and set aside reserves or escrow funds for unforeseen expenses.
  3. Hire a consultant to assess current financial systems and methods.
  4. Hire a consultant to develop a Facilities Assessment to anticipate the obsolescence and deterioration of assets.
  1. Develop long-term alternative sources of revenue to fund growth and capital improvements.
  1. Prioritize all capital project requests.
  2. Develop alternative funding methods (e.g. borrow, raise, reserve) with guidelines for the usage of each.
  3. Maintain and review the current escrow system.
  4. Consider the need to plan for constant growth and improvement.
  1. Consider increases in POA assessments.
  1. Review current communication of financial information with residents.
  2. Educate the community regarding the POA’s financial status and future needs.
  3. Demonstrate the value received for POA dues as compared to other communities.
  4. Survey residents for input.
  5. Review the current dues/assessment process.
  6. Index future fee increases to certain benchmarks, such as the cost of living.
  7. Offer alternative billing plans to enhance cash flow and allow for smaller payments.
  1. Maintain a detailed justification process for funding requests.
  1. Develop an improved capital project request process that considers all aspects of the project, tangible and intangible.
  1. Consider remedies for declining new membership revenue due to decreased number of available lots and declining housing starts.

III.  Preserve, enhance and develop HVL subdivision amenities and facilities.

  1. See strategies for Common Challenges A. through D.
  2. Maintain a detailed process for proposing, documenting, evaluating, and approving of community amenities.
  1. The approval process for new amenities should identify:
  • Tangible and intangible benefits
  • Timing considerations
  • Impact on all residents
  • Resident popularity
  • Projected amenity longevity
  • Ongoing maintenance costs
  • POA Budgetary impact
  • Funding methods
  • Risk assessment (safety, liability)
  • Impact on the Land Use Plan
  • Impact on quality of life
  • Return on investment
  • Operating costs
  • Replacement costs
  • Environmental impact
  • Proximity to competing amenities
  1. Obtain statistics detailing usage of current amenities, current and projected population by age group, and residents’ preferences to aid in making decisions about amenities.
  1. Develop a process for creating and analyzing residents’ surveys that include demographics, needs and preferences.
  2. Obtain demographic information from utility companies, Dearborn County vehicle registrations, census information and the POA membership certificate database.
  1. Develop a comprehensive Facilities Assessment of existing amenities detailing condition and usage.
  2. Obtain accurate data regarding the usage of amenities by non-residents; review and update usage policies.
  3. Continue to pursue the 77-Acre Development Plan.

IV.  Foster and promote the safety and security of the community.

  1. See strategies for Common Challenges A. through D.
  2. Maintain co-ordination with neighboring communities, especially regarding emergency response plans and procedures: Dearborn County Emergency Management Agency, Emergency Response agencies (i.e. fire/EMT), local Red Cross.
  1. Develop a list of residents trained in emergency response, ham radio operation, etc.
  2. Provide periodic preparedness training opportunities for residents (i.e. CPR, Basic First Aid).
  1. Follow the Dearborn County Emergency Action Plan.
  2. Continue to evaluate the effectiveness of the Dearborn County outdoor emergency siren system.
  3. Recommend the purchase of additional safety and security related materials and equipment required to meet the needs of the community.
  4. Continue to work with fire safety organizations to support their efforts.
  1. Evaluate the servicing procedures for fire hydrants (especially in winter).
  2. Continue to work with local fire departments to ensure adequate water for emergencies.
  1. Evaluate the current state of home identifications in HVL.
  1. Request recommendations from first responder agencies regarding effective home identification.
  2. Survey the current state of HVL home identification annually and notify those residents not in compliance.
  1. Explore Neighborhood Watch plans and determine feasibility.
  2. Continue to educate residents about pedestrian safety.
  3. Continue to review traffic safety and security practices.
  1. Increase fines/assessments for speeding and other traffic violations as needed.
  2. Continue a media blitz targeting speeding/traffic violations (i.e. Echoes, signage, website).
  3. Continue evaluation of other signage and traffic conditions on HVL streets/roads.
  1. Continue to review current safety and security practices, rules, and policies in the Bylaws, updating as necessary.
  1. Review the SS&E Committee’s areas of responsibility for maintaining the Bylaws as needed (at least annually).
  2. Update noise and dog/animal control policies. Consult with Dearborn County regarding their policies.
  3. Review all traffic-related issues such as speeding, stop signs and pedestrian behavior. Review state and county regulations.
  1. Continue to encourage residents to communicate safety and security issues and concerns to the SS&E Committee.
  1. Continue to provide convenient means of reporting safety-related concerns.
  2. Add a Q&A section to SS&E articles in the Echoes and on the website.
  1. Provide safety-related education for community residents.

Note: The following section of Goal IV is maintained by the Lakes and Parks Committee

  1. Continue to review and maintain lakes-related safety regulations, practices, policies and procedures documented in the HVL POA By-laws.
  1. Provide lakes-specific safety information to new residents or other residents who are applying for their initial boating permit.
  2. Adjust fines/assessments/penalties for lakes regulation violations as needed.
  3. Continue the evaluation of other techniques or technologies that may enhance lakes safety.
  4. Continue to monitor and measure water quality for the safety of lakes water use.
  5. Continue to review the Lakes and Parks Committee’s areas of responsibilities by maintaining appropriate sections of the Bylaws as needed.
  6. Continue to publish periodic information and statistics regarding lakes regulations violations.
  1. Continue to review and maintain parks and recreational facilities-related safety regulations, practices, policies and procedures documented in the HVL POA By-laws.
  1. Provide parks and recreational facilities-specific safety information to new residents.
  2. Adjust fines/assessments/penalties for parks and recreational facilities regulation violations as needed.
  3. Continue the evaluation of other techniques or technologies that may enhance parks and recreational facilities safety.
  1. In conjunction with the Hidden Valley Lake Recreation Department, continue to review and maintain pool and beach-related safety regulations, practices, policies and procedures documented in the HVL POA By-laws.
  1. Provide pool and beach-specific safety information to new residents.
  2. Adjust fines/assessments/penalties for pool and beach regulation violations as needed.
  3. Continue the evaluation of other techniques or technologies that may enhance pool and beach safety.

V.  Provide and develop effective and open internal and external communications.

  1. See strategies for Common Challenges A. through E.
  2. Incorporate solutions for diverse technologies such as desktop computers, mobile devices, social media, etc.
  1. Continue to monitor the state of POA communications and recommend updates and improvements.
  2. Continue to monitor current and future communication requirements.
  1. Continue to Include technology as well as non-technology forms of communication such as The Echoes, flyers and mailings.
  2. Provide access to technical support as well as backup plans for equipment failure, provider problems, weather conditions and power outages.
  3. Define communication rules, policies and authorization guidelines with regard to content, frequency and relevancy of all POA communications.
  4. Improve communications with HVL deputies as well as Dearborn County and other communities, especially in emergency situations.
  1. Investigate interfacing or integrating POA communication systems with surrounding communities.
  1. Investigate methods of measuring the effectiveness of specific communications strategies.
  1. Include analytics software for the website.
  1. Analyze HVL demographics to assess residents’ need and desire for various forms of communication.
  1. Conduct opinion surveys of residents to determine communication needs.

VI.  Influence and manage external factors that impact the community.

  1. See strategies for Common Challenges A. through E.
  2. Maintain cooperative relationships with adjoining property owners and community leaders (e.g. Greendale, Lawrenceburg, Bright, Dearborn County, IN, tri-state, OKI, federal, services and utilities, schools, non-profits, funding agencies).

Strategies for VI.B. and VI.C.

  1. Delegate POA representatives to attend or monitor Dearborn County departmental meetings (e.g. Planning & Zoning, Traffic Engineering, CASA, EMT and OKI), school system and other Dearborn County city meetings.
  2. Develop a list of requirements for additional external communications.
  3. Share the completed and approved Community Master Plan with appropriate Dearborn County entities.
  4. Share POA publications (The Echoes, selected email announcements, website, etc.) with appropriate Dearborn County entities. (See Goal VIII. D. 3.)
  1. Learn about surrounding communities’ laws, policies and politics, business and economic development plans and programs, communications, roadway and land use plans, zoning, finances, emergency alerts or warning systems.
  2. Develop a Land Use Plan defining risk assessment/priorities in relation to surrounding properties. (See Goal VII.)
  3. Counteract negative, external perceptions of the community as isolationist, wealthy, non-native residents. (See Goal VIII. F.)

VII.  Develop and manage comprehensive community development plans for land and lakes use, infrastructure, land acquisition and land divestiture.

  1. See strategies for Common Challenges A. through E.
  2. Develop a comprehensive Land Use Plan that identifies historical plans, defines the use of currently owned land and lakes and examines possible future scenarios for land surrounding HVL.
  3. Research the history of land acquisition and land restrictions.
  4. Collaborate with the Valley Rural Utility Company (VRUC) in any land use plan.
  5. Coordinate efforts with adjoining communities (e.g. Greendale and Sugar Ridge) in any land use plan.
  6. Investigate any land use plans that may exist for surrounding areas.
  7. Review, reorganize and revamp all current POA governance documents with regard to land use.
  8. Develop a documented, approved policy for acquiring or divesting POA land or property.

VIII.  Develop and maintain a community public relations and marketing program.

  1. See strategies for Common Challenges A. through E.
  2. Maintain an adequate comprehensive description or vision for the community.
  3. Determine the current perception of HVL both locally and beyond.
  4. Develop a branding strategy, public relations program, marketing program, coordinated marketing materials and definition of a target audience to promote a positive image of HVL.
  1. Develop a marketing and public relations program defining appropriate avenues of distribution.
  2. Develop coordinated marketing materials, both digital and print.
  3. Investigate the advantages of distributing copies of The Echoes to outside entities. (See Goal VI. 4.)
  4. Utilize the website as the basis of a marketing program.
  5. Continue POA participation in on-line social media.
  6. Provide updated marketing materials and programs to real estate agencies operating within HVL.
  7. Coordinate with Dearborn County-sponsored marketing efforts.
  1. Form a Task Force or Committee to address public relations and marketing issues.
  1. Consider hiring a public relations and marketing firm to develop a professional plan for HVL.
  2. Seek out marketing and public relations expertise within the community.
  1. Establish a consistent, coordinated branding image throughout the community.
  2. Evaluate current physical components such as buildings, amenities, entrances and signs for consistency in reflecting an accurate, desirable community image.

IX.  Treat property owners, residents, POA employees and volunteers with respect, honesty, dignity and fairness,and protect non-public information.

  1. See strategies for Common Challenges C. through E.
  2. Effectively communicate the POA By-Laws and policies to residents.
  1. Develop better methods of communication of POA rules, values and policies.
  2. Develop a new-resident packet of information that includes the By-Laws and other relevant documents.
  3. Require that residents acknowledge receipt of the By-Laws.
  4. Continue to restructure the POA By-Laws to make them more “user-friendly”.
  5. Provide a search function for the POA By-Laws on the website.
  1. Maintain an HVL POA Employee Handbook.
  2. Develop, document and communicate a justification procedure for proposing new rules or rule changes.
  1. Include a detailed description, objectives, tangible and intangible benefits, advantages and disadvantages.
  2. Present a complete justification document with rationale for consideration to the POA Board.
  1. Keep up-to-date with legal/correct practices on these issues.
  1. Review legal/correct practices periodically and update the POA documentation accordingly.
  1. Effectively communicate Architectural responsibilities and rules.
  1. Develop a separate manual for builders, architects and contractors including penalties for violations.
  2. Create an HVL POA Building Permit (separate from a Road Bond) with fees involved to cover insurance, inspection and damages.

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