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Hidden Valley Lake POA Board Minutes: October 27, 2016

Hidden Valley Lake Property Owners Association
Board of Directors Meeting
October 27, 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 October 27, 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

Tonight, your Board of Directors will vote on recommendations from the Finance Committee to increase assessments and the administrative fees for property transfers.  We do not take this vote lightly.  Like all property owners, we want to minimize increases to our monthly expenses and if they have to increase, we want to be certain that the increase is justified.

We believe that the Finance Committee, our Community Manager, this board, and previous boards have been wise stewards of our community’s dollars.  The fact that it has been nearly thirteen years since the last general assessment increase is testament to that belief.  Later this evening, the Finance Committee will present their rationale for the recommended increase.  We hope that you engage, ask questions, and leave the meeting secure in the belief that an increase is necessary and that we will responsibly manage the dollars it yields.

We thank the Finance Committee for their work on this recommendation and for their commitment to keeping Hidden Valley Lake a financially viable community.

Respectfully submitted,
Patricia Hawkins

Treasurer’s Report: Bob Starks

Treasurers Report, September 2016

As of September 2016 beginning cash was $1,238,781.57 and ending cash was $1,062.660.59.  Income budgeted for the month was $170,855 and actual income for the month was $173,955.  Actual income budgeted year to date was $1,667,633 and year to date actual income was $1,688,604.  Expenses budgeted for the month was $177,050 and actual expenses for the month were $197,965.  Expenses budgeted year to date was $1,575,525 and actual expenses year to date was $1,548,540.

Secretary’s Report: Donna Yetzer

  • Request approval of the September 22, 2016 Board of Directors Meeting Minutes.
  • Motion made by Tom Hamilton and seconded by Robert Starks to approve September 22th, 2016 Meeting Minutes.  Motion passed unanimously.

Community Manager’s Report: Bruce Keller

Holiday Schedule:

November-No Meeting
December-Meeting on the 8th, 7 p.m.
January-No meeting
February-Back to normal schedule on the 4th Thursday at 7 p.m.

Golf Course Managers Report: Pat Sullivan

HVL had their 1st Annual Company Golf outing.  Good time had by all!

VRUC Report: Don Yetzer

No Report 

COMMITTEE REPORTS

Architecture Committee Report: Mike Parks

  • Request approval of performance bond returns.

Performance Bonds for Return 10/27/16:

Lot #2897, Patricia & Perry Vaught
21031 Bellemeade Dr., Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0, Fines/Fees Owed $0

Lot #618, Cynthia Morton
1213 Sunset Dr., Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0, Fines/Fees Owed $0

Lot #3350, Marc & Angela Lewis
19653 Alpine Dr., Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0, Fines/Fees Owed $0

Lot # 111, Barry Hansel Trust
20151 Longview Dr., Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0, Fines/Fees Owed $0

Lot # 2002, Kevin & Lisa Collins
19887 Alpine Dr., Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0, Fines/Fees Owed $0

Lot # 1705/1706, Rich & Julie Funk
1318 Cliftmont Circle, Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0, Fines/Fees Owed $0

Signed by Jason Craig, Jesse Jones, Dave Hafner, Mike Parks, Bruce Keller

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

Robert & Patricia Rizzo, Lot # 2916, 2101 Morningside Drive, Variance from last meeting.  See email response of approval from neighbor (Jerry Hon). Concrete Allen Block retaining wall 36’’ X 25’. Variance Recommended

  • Motion for the Variance approval made by Robert Starks and seconded by Donna Yetzer.  Motion passed unanimously.
  • Request to accept Michael Parks resignation of Architecture Committee Chairman.
  • Request to appoint Matt Haarmeyer as new Architecture Committee Chairman.
  • Motion to accept Michael Parks resignation as Architecture Committee Chairman and appoint Matt Haarmeyer as new Architecture Committee Chairman made by Donna Yetzer and seconded by Robert Starks.  Motion passed unanimously.

Finance Committee: John Reiniger

  • A resolution that the finance committee unanimously recommends approval fot he September, 2016 financial reports.
  • Motion made by Robert Starks and seconded by Tom Hamilton to approve September, 2016 financial reports.  Motion passed unanimously.
  • A resolution that the finance committee unanimously recommends approval of an increase in the assessment fee of $72.00 a year or $6.00 a month per membership beginning July 1, 2017
  • Motion made by Robert Starks and seconded by Donna Yetzer to approve an increase in the assessment fee beginning July 1, 2017.  Motion passed unanimously.
  • A resolution that the finance committee unanimously recommends approval of an increase in the administrative fee for family transfers to $100.00, vacant lot transfers to $200.00 and home transfers to $400.00 beginning January 1, 2017
  • Motion made by Bill Minnery and seconded by Robert Starks to approve an increase in the assessment fee beginning January 1, 2017.  Motion passed unanimously.
  • A resolution that the finance committee unanimously recommends approval of the 2017 budget subject to the revision of the assessment and administrative fee increases.
  • Motion made by Robert Starks and seconded by Donna Yetzer to approve the 2017 budget subject to the revision of the assessment and administrative fee increases.  Motion passed unanimously.

Much discussion on the increase of the assessment fee beginning July 1, 2017 and administrative fees beginning January 1, 2017

Lakes & Parks Committee Report:  Dave Patterson

Fish & Game had their annual golf scramble.  The golf scramble was a great success with a full slate of 18 teams.

The new bamboo fish attractors will be installed this month.

Lakes and Parks are working on a session for new boat registrants and all related drivers.  Session will most likely be on Saturday mornings at 8:00am.  They will make a video and post on the HVL website.

Lakes is in need of a new motor, seat and several other items for their boat.

There were 15 citations issued over the summer, mostly for tubing.  There will not be any more water quality reports until next spring.

Work on Crystal Lake should be wrapped up shortly, along with dredging on Lake Holiday.

Designs will be submitted for the replacement of the Sluice Gate Bridge.

Discussion on the shelter for the marina.  The marina will probably not be in the 2017 budget, but will continue working with the finance committee.  They are also looking into a possible fundraiser for the marina shelter.

Tennis courts needing a little repair.  This will be looked into this fall.

The Lakes and Parks committee will be reviewing committee responsibilities to see if any additions or replacement changes are needed.

There was a discussion on new Bylaws, Rules and Regulation changes not being up to date in our phone book.  Suggestion was made to only make changes once a year to avoid any serious situations that could occur as a result of the changes not being posted in the phone book.

Safety, Security & Elections Committee Report:  Bonnie Starks

  • Request a motion approving the attached Election Rules for a second and final reading.
  • Motion made to accept approval of the second and final reading by Bill Minnery and seconded by Robert Starks.  Motion for second and final reading passed 5-0.

Larry Rohling officially resigned from the Safety, Security and Elections Committee as of October, 3 2016.

Much discussion on the Election Rules.

Looking for more members to join their committee.

Will continue to work on the Git R Ready program. Looking into a video about pertinent emergency preparedness topics to post on the website.

Future Planning/Political Actions Committee Report:  George Lortz

No report

Civic Club: Karen Hatfield

Bruce Keller reported that the Civic Club is scheduling an ugly sweater contest at the golf course.

Old Business:

None

New Business:

Maria LaRosa attended the Board Meeting this evening to discuss her citation. Maria rescheduled several time and had 2 opportunities to attend the Board Meetings. Maria informed the office that she was unable to make this meeting and was taken off of the agenda. Board did not have enough votes in order to extend this any longer. Board elected not to hear Maria LaRosa.

  • Motion to adjourn by Donna Yetzer and seconded by Robert Starks.  Motion passed unanimously.

Adjournment:  8:37 pm

Minutes Prepared by Gina

Minutes published in this paper are abbreviated and a full account can be heard online at:

www.hiddenvalleylakepoa.com

Proposed New Election Rules:

Section 103

  1. POA Board Elections Policies and Procedures

The HVL POA Safety, Security and Elections Committee and the HVL POA Board of Directors have approved the following Elections Policies and Procedures within Hidden Valley Lake.  These policies and procedures shall remain in force until changed or amended upon recommendation by the HVL POA Safety, Security and Elections Committee and approved by the HVL Board of Directors.

            1) Definition of Terms

For the following HVL POA Elections Policies and Procedures, unless the context otherwise indicates when used in conjunction with the term, the definitions of the following terms apply:

            ♦ Ballot deadline date – A date specified by the HVL POA Board of Directors as the deadline for receiving all ballots in an annual, special or referendum election.

            ♦ Counting Team – HVL members reporting to the Elections Sub-committee for the purpose of tallying HVL POA votes according to the most current Vote Tally Procedure.

            ♦ Date of election – The HVL POA Annual meeting in the case of Annual HVL POA Board of Diirectors’ elections or the specified ballot deadline date for special or referendum elections.

            ♦ Elections Sub-committee – A group of HVL members appointed by the Safety, Security and Elections Committee for the purpose of administering all HVL POA elections made up of a             Chairperson and Vice chairperson and the Counting Team.

            ♦Incumbent HVL POA Board members – Those Board members who are currently seated.

            ♦ List of Eligible Voters – A complete list of all HVL POA members entitled to vote in any                         election, arranged in alphabetical order, with the address of each member.

            ♦ Member voting rights – One vote per HVL qualified membership  is given                                 the right to vote in all HVL POA elections.

            ♦ Open HVL POA Board Positions – Those positions on the Board that are being filled by the current election.

♦ Qualified candidate – Any current POA member who meets the following criteria:

●Is an HVL POA member, at least 21 years old, listed on the property deed, and in
good standing

●Must have a personal email address accessible on a daily basis for confidential communication.

  • Must be insurable under current HVL POA insurance policies without increased cost to the community for bonding.
  • Is not currently an employee of the HVL POA.
  • Is not currently a vendor/contractor of the HVL POA.
  • Is a qualified member of HVL.

            ♦ Qualified member and/or membership – Any current HVL member or membership with no outstanding dues, fees, fines, or assessment payments.

            ♦ Special or referendum election – An election conducted by the HVL POA Board of Directors from time to time to help conduct the business of the POA.

♦ Vote Tally Procedure – A documented process for counting ballots developed and maintained by the HVL POA Safety, Security and Elections Committee.

2) HVL POA Membership and Voting Rights 

  1. Each membership in good standing of the HVL POA shall have one vote in HVL POA Board of Directors’ elections, recounts, recalls, and special or referendum elections.

3) HVL POA Safety, Security and Elections Committee Responsibilities

  1. The HVL POA Safety, Security and Elections Committee shall choose from its membership a Chairperson and Vice-chairperson of the Elections Sub-committee.
  2. The Chairperson and/or the Vice-Chairperson of the Elections Sub-committee shall be in charge of all elections, recounts, recalls, and special or referendum elections.
  3. The Elections Sub-committee shall appoint the Counting Team.

 4) HVL POA Board of Directors Election Policies 

  1. The HVL POA shall conduct elections in each calendar year for the purpose of electing members of the HVL POA Board of Directors.
  2. To be a member of the HVL POA Board, a person must be a qualified candidate.
  3. The annual elections shall be conducted such that two, two, and one members of HVL POA Board of Directors shall be elected on alternate years. The term for an HVL POA Board of Directors’ member is three years.
  4. Recall elections may be conducted in the event special conditions exist.
  5. Election recounts may be conducted in the event of the filing of an election protest with the HVL POA Board of Directors.
  6. If at any time and for whatever reason the HVL POA Board shall not have enough members between elections to fill all available positions, the incumbent HVL POA Board members may fill the open position(s) by appointment. The process for eligibility by appointment (Bylaws, Rules and Regulations Section 103.5.m) shall apply.

5) HVL POA Board of Directors Election Procedures 

  1. The nomination forms for the HVL POA Board of Directors shall be made available on-line at the HVL web site or at the POA office.  A notice of the registration deadline will be made public at least one month  prior to the deadline.
  2. Nominations shall be closed and forms received in the HVL POA Office by the deadline. In order to be valid, a current photo, resume of the nominee, and the Candidate Resume Outline must accompany the Nomination Form.  The above four items shall be submitted to the HVL POA Office by the candidate in person and not by an agent or representative of the candidate.
  3. After the nominations are closed, candidate nominations shall be validated at the HVL POA Office to assure that each candidate is qualified to run for election.
  4. A ballot, ballot return envelope, and candidate resumes shall be mailed to all HVL POA members.  All ballots in their signed and sealed ballot return envelopes shall be returned by mail or in person to the HVL POA Office by the election deadline date.
  5. All ballots returned after the election deadline date or not returned in a signed and sealed  ballot return envelope shall be considered invalid.
  6. All signed and sealed ballot return envelopes shall be checked against the List of Eligible Voters by POA office personnel.  They shall also check for the correct signature  which must be on the deed, and then place them in the locked ballot box.  The key  to the ballot box shall be kept by the Chairperson of the Elections Committee who shall open the box in the presence of the Counting Team .
  7. On the chosen deadline date or shortly after, the Elections Sub-Committee shall open the envelopes and tally the votes.  The ballot box is opened by the Chairperson with the counters present.  They then proceed to open the outside envelope and separate the two envelopes. After all the ballot outside envelopes are opened the second envelope is then opened.  The teams divide the votes and go to separate rooms to tally the votes.  If there are any irregularities found, that ballot is given to the Chairperson for later consideration.  If necessary, the teams can trade tallies and recount if a vote is close.
  8. The Elections Chairperson will oversee the opening of the envelopes, the vote tally, and write down the final count.  The Chairperson will sign the tally sheet.  The votes, envelopes, and count will then be locked back in the ballot box.
  9. On completion of the voting procedure, the vote summary shall be given directly to the person presiding over the HVL POA Annual Meeting in a sealed envelope.  The results shall be read at the HVL POA Annual Meeting. No results shall be announced by any member of the Elections Sub-committee prior to this time.
  10. After the HVL POA Annual Meeting, all ballots with their ballot return envelopes shall be kept in the locked ballot box in the HVL POA office for a period of at least three months.
  11. At the HVL POA Annual Meeting, the open HVL POA Board positions shall be awarded to the persons receiving the highest number of votes in descending sequence until all the open positions are filled.
  12. If at the end of the nomination period, there is exactly the same number of candidates running in the current election to fill all the open HVL POA Board positions, then an election shall not be required and the candidates running shall fill the open HVL POA Board positions.
  13. If at the end of the nomination period, there are less than enough candidates running in the current election to fill all the open HVL POA Board positions, then an election shall not be required, the candidates running shall fill open HVL POA Board positions and the sitting HVL POA Board members may fill the additional open position(s) with the appointment of a qualified candidate(s).  To qualify for appointment to the HVL POA Board, a person must submit an application to the Board in writing that indicates his or her desire to be a Board member and a list of his or her eligibility, qualifications and credentials.

6) Filling a Vacancy in the Membership of the HVL POA Board of Directors

  1. In the event of the vacancy of a member position on the HVL POA Board of Directors, for whatever reason, it shall be the responsibility of the remaining HVL POA Board members to nominate, vote upon and assign a replacement member to complete the remaining term of the vacated position.
  2. In the event of a tie in the HVL POA Board members’ vote to fill the Board member vacancy, a majority of votes of the Chairpersons of the HVL POA existing standing committees and Judicial Panel Chair shall cast votes on the same set of candidates nominated by the Board of Directors.
  3. Upon written communication signed by the existing standing committee Chairpersons and, if necessary, the Chairperson of the Judicial Panel; the HVL POA Board of Directors shall ratify the vote and assign the elected member replacement to serve out the remaining term of the vacated position.
  4. Upon completing the member replacement of all HVL POA Board members, the Board shall vote upon and assign the new Board of Directors committee liaison positions in the same manner employed by the Board of Directors after the completion of the HVL POA Annual Meeting.
  5. If the Committee Chairs and the Judicial Panel Chairperson cannot reach an agreement the candidate selection will be determined in a general election

7) Special or Referendum Election Procedures

  1. A ballot and ballot return envelope shall be mailed to all HVL POA members. All ballots in their signed and sealed ballot return envelopes shall be returned by mail or in person to the HVL POA office by the ballot deadline date.
  2. Any ballot returned after the deadline date or not returned in a signed and sealed ballot return envelope shall be considered invalid.
  3. All signed and sealed return envelopes shall be checked against the List of Eligible Voters by POA office personnel. They will also check that the signature name is on the property deed.  Then the ballot is placed in the locked ballot box. The key to the ballot box shall be kept by the Chairperson of the Elections Committee who shall open the box in the presence of the Counting Team on the vote counting date.
  4. On the designated date, the Elections Sub-committee shall, in a closed meeting, open all signed and sealed ballot return envelopes and tally the votes according to section 103,#4, g&h.
  5. Upon completion of the voting tally, the final totals shall be presented directly to the President of the HVL POA Board in a sealed envelope. No results shall be announced by any member of the Elections Sub-committee prior to this time.
  6. After the voting results have been presented, all ballots with their ballot return envelopes shall be kept in the locked ballot box in the HVL POA Office for a period of at least three months.

8) Election Results Protest Procedures

  1. Any HVL POA member in good standing wishing to protest the results of an HVL election may do so by submitting his/her protest in writing to the HVL POA Board of Directors within thirty (30) days after the announcement of the election results.
  2. A letter written to protest election results must include the name, address, and lot number of the HVL POA member making the protest and the reason for the protest.
  3. The previously constituted HVL POA Board of Directors shall determine by vote if the protest submitted is valid. A simple majority shall determine the validity of the protest.