Hidden Valley Lake POA Board Minutes: March 24, 2016

Hidden Valley Lake Property Owners Association
Board of Directors Meeting
March 24, 2016

APPROVED

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 March 24, 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

In February’s Board meeting, I advised that proposed property maintenance rules would be sent to the community for a vote. I further noted that the Board was making substantive changes to the rules that had a first reading back in October, 2015. We are nearly finished with the revisions, but would like to advise you of one change that has been made. Based on feedback received from property owners and our own Woodland Management Task Force, the parking pad rule will no longer prohibit gravel.

We will also be taking two additional matters to the community for a vote. Both involve changes to our Articles of Incorporation.

The first would extend the right to vote on POA matters to anyone whose name appears on the deed, not just the person whose name is first. Since in many cases, if not most, the man’s name appears first on the deed past practice disenfranchised many women. This, for many, would be a welcome change. What would not change, though, is that there would still only be one vote per membership.

The “15% Rule” would move from our by-laws to the Articles of Incorporation. This means that the community would have the final say, in the form of a vote, if planned expenditures for new and replacement projects in any fiscal year exceeded 15% of the POA’s annual budget. Since this is now only a rule, any Board could change it at its whim, effectively eliminating any constraints on spending. This Board has never and would never behave that way, but placing this in the Articles of Incorporation would empower and safeguard the community and ensure that future Boards operate within responsible financial limits.

We will advise you when the schedule for these mailings is known.

Please note that your ballots for the Board of Directors election must be received in the POA Office no later than 5:00 pm on Wednesday, April 27. Election results will be announced at our April 28^th annual meeting which will be held at the golf course clubhouse. We hope to see you there!

Treasurer’s Report: Bob Starks

As of January 31, 2016 beginning cash is $1,136,003.24 and ending February 29, 2016 cash is $1,145,741.20. Income budgeted for the month of February was $192,323.00. Actual income for the month $195,248.00. Income budgeted year to date was $361,271.00. Actual income year to date was $370,564.00. Expenses budgeted for the month of February was $149,429.00. Actual expenses for the month $138,080.00. Expenses budgeted year to date $291,696.00. Actual expenses year to date $267,753.00.

Secretary’s Report: Tom Hamilton

Motion to approve the February 22, 2016 Board of Directors Meeting Minutes.

Motion made by Bill Minnery and seconded by Tom Hamilton. Donna Yetzer and Robert Starks abstained since they were not present at the February 22, 2016 meeting, Patricia Hawkins, Bill Minnery and Tom Hamilton Approved.

Community Manager’s Report: Bruce Keller

Request approval to schedule the annual UCB sponsored fireworks display for July 3, 2016 with July 4^th as a rain day.

Motion made by Robert Starks and seconded by Donna Yetzer. Motion passed unanimously.

Golf Course Managers Report: Pat Sullivan

The golf course is in great shape. The interest in the club, the reduction in resignations of members and the fact we have 16 new members this year we are headed in the right direction. The golf season has officially begun with our first member tournament last Saturday. The first outing for DCH will be May 2^nd. We are continuing to make improvements to the infrastructure. We are getting bids to pave the cart paths. We are redoing the barns too. We increased our bartering with local residents. A master gardener is taking care of the front yard, so he gets golf privileges for that. This is a great cost reduction.

VRUC Report: Bruce Keller

No report.

COMMITTEE REPORTS

Architecture Committee Report: Mike Parks

Clary Construction
Lot 1705H, 1318 Cliftmont Circle
$500.00

Signed by Rick Manion, Jesse Jones, Mike Parks, Bruce Keller

Motion for the return of the above Performance Bonds made by Robert Starks and seconded by Tom Hamilton. Motion passed unanimously.

Dale and Pam Nichols are building a new house at 19874 Lakeview Drive.

We have been discussing the docks that are around the lake. We approve all the docks. As far as maintaining those docks it is up to the residents tot do that. However, we have noticed that some of them are in need of repair. We need to have some kind of procedure to evaluate the docks to see that the docks are still safe and look attractive. We will be working with a couple of other committees about this. Dave Patterson stated the Lakes Committee would like to be involved as well.

Safety, Security & Elections Committee Report: George Lortz

There is no Parks Committee report except to say we did take notes of the suggestions made at the last board meeting.

Future Planning has planned a focus group meeting April 16^th at 9:00 at Willie’s, free food. We will approve the recommended changes to the CMP. Secondly, will be re-organizing committees. The meeting is open to the public. We have sent specific email invitations to committee members and board members. Bruce will send out a list serv inviting the public to attend. The new website is making progress and there is a sample website to look at now. We are re-writing the governance documents. This will have to go to the community for a vote. We are also going to put all of the home building info condensed in one area.

Michael Paul has stepped down as chair.

Tom Hamilton requests approval of a motion placing Kathy Wirth and George Lortz in the positions of co-chair for the Future Planning and Political Action Committee.

Motion made by Donna Yetzer and seconded by Robert Starks to approve placing Kathy Wirth and George Lortz in the positions of co-chair for the Future Planning and Political Action Committee. Motion passed unanimously.

Finance Committee: John Reiniger

No report.

Lakes Committee Report: Dave Patterson

The lake sluice gate is closed. We have about another foot to go. Lake Patrol will probably have one or two people who will not be coming back. Boat registration mailings have gone out. We will have to do some tweaking of the rules over the next couple of meetings because the committee wanted to word some questions on the lake test in a particular way, but the way the rules are worded did not allow for this. We have discussed the merging of committees suggesting Lakes merging with Parks & Recreation. Majority of Lakes Committee are in favor, but some feel we already have a lot to cover. Dave feels it wouldn’t be that much and it would also put the beach back under them. Lake Patrol will start when the lake gets up because we have to be able to get the boat in.

Parks and Rec: George Lortz

No report.

Judicial

No report.

Old Business:

None.

New Business:

Dianna Clark Lot 74 stated she would like Christmas lights in the trees at Christmas. She has a slide she has offered to give to the parks for the beach. The teeter totter doesn’t work properly. Dave Patterson stated that there are many regulations they had to go through to even get the play equipment down there that is there now. She also has some plants she would like to donate to the beach. She does not feel the six pool and beach guest passes are enough.

Karen Hatfield Lot 621 – She noticed throughout the community the picnic tables were replaced. The picnic tables at the beach shelter are in very bad shape. Will those be replaced? Bruce will make sure they are looked at and repaired or replaced.