Hidden Valley Lake POA Board Minutes: September 22, 2016

Hidden Valley Lake Property Owners Association
Board of Directors Meeting
September 22, 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 September 22, 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

No President report from Pat Hawkins.

Bob Starks spoke in Pat’s place about Ohio Lake Community Association Conference that he and Bruce Keller attended.  Hidden Valley Lake joined the Ohio Lake Community Association, along with 22 other communities.  Lake Roaming Rock hosted the conference. There was much discussion on the way other Lake Communities were developed, POA fees, voting and committees that were formed.

A few things that Bob discussed were that lake communities are unlikely to develop in the future due to being unable to find pieces of contiguous land and it would be difficult to install a dam in order to make a descent size lake.

Treasurer’s Report: Bob Starks

Treasurers Report, September 2016

As of August 2016 beginning cash was $1,278,298.85 and ending cash was $1,238.781.57.  Income budgeted for the month was $196,958 and actual income for the month was $194,017.  Actual income budgeted year to date was $1,496,778 and year to date actual income was $1,514,649.  Expenses budgeted for the month was $198,742 and actual expenses for the month were $166,798.  Expenses budgeted year to date was $1,398,475 and actual expenses year to date was $1,350,575.

Secretary’s Report:  Donna Yetzer

  • Request approval of the August 25, 2016 Board of Directors Meeting Minutes
  • Motion made by Robert Starks and seconded by Tom Hamilton to approve August 25th, 2016 Meeting Minutes.  Motion passed unanimously.

Community Manager’s Report: Bruce Keller

  • Mr. Richard Funk requested permission to erect a tent and give away donuts on 2 Saturdays in October and November for the purpose of raising monies for a new children’s wing at Whitewater Crossing Christian Church.  The tent would be in the POA parking lot.

There was discussion on other churches having different activities at Hidden Valley Lake.  Any group events will always be approved by the Board.

  • Motion made by Bill Minnery and seconded by Tom Hamilton.  Motion passed unanimously.
  • Request approval for this year’s Deer Cull to be conducted on from October 24th through November 20th, and will cull 30 deer.
  • Motion made by Tom Hamilton and seconded by Bill Minnery.  Motion passed 4-1.
  • Request a motion approving the purchase of 3 new 2014 Dodge Chargers for our Hidden Valley Deputies. Our current vehicles have gotten expensive to operate due to their age and there are no immediate replacements in the pipe line.  The cost of these vehicles is 20,000 dollars apiece.  Retail for these vehicles is over 30,000.
  • Motion made by Bob Starks and seconded by Bill Minnery.  Motion passed unanimously.

Holiday Schedule:

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

  • Motion made by Robert Starks and seconded by Biller Minnery.  Motion passed unanimously.

Golf Course Manager’s Report:  Pat Sullivan

The irrigation system at the golf course is 40 years old.  The golf course is entertaining bids on new irrigation system.

The golf course is also entertaining bids on 16 new golf carts.  One of the bids includes selling the carts to one bidder which will save the golf course $28,800.00.

They have 65 new members and 220 more rounds to date this year!

VRUC Report:  Don Yetzer

Tree distribution is completed for this year.  VRUC will be continue this next year so get your name on a list for tree distribution.

There were many water main breaks this summer caused by the weather.  Do not be alarmed as this is not out of the ordinary.

COMMITTEE REPORTS

Architecture Committee Report:  Mike Parks

  • Request approval of performance bond returns

 Performance Bonds for Return 9/25/2016

Lot # 173, Aaron McFelea
963 Hickory Rd., Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0
Fine/Fees Owed $0

Lot # 2262, Michele D. Standish
20672 Matterhorn, Lawrenceburg, IN 47025
Bond Amount $500.00
Dues Owed $0
Fine/Fees Owed $0

Lot # 1083H, Greg Gavin Construction
20302 Matterhorn Dr., Lawrenceburg, IN, 47025
Dues Owed $0
Bond Amount $500.00
Fine/Fees Owed $0

Signed by Jason Craig, Jesse Jones, Donald Yetzer, Mike Parks, Bruce Keller

  • Motion for the return of the above Performance Bonds made by Tom Hamilton and seconded by Robert Starks.  Motion passed unanimously. 
  • Motion made by Robert Starks and seconded by Tom Hamilton.  Motion not approved 0-5.
  • Mial & Susan Shauberger, Lot # 477 are asking for a 6 foot privacy fence variance for their side yard to block the view of their neighbor’s boat. The Architecture Committee voted and approved the variance, recommended 3 to 2.
  • Mial & Susan Shauberger, Lot # 477 are asking for a 6 foot privacy fence variance for their side yard to block the view of their neighbor’s boat.  The Architecture Committee voted and approved the variance, recommended 3 to 2.
  • Request approval of new Architecture Committee members Phil Heitz and David Hafner.
  • Motion passed unanimously.

Discussion on new procedures for variance application.  Mike Parks asked the board to read over the procedures and consider changes.  Board will discuss and make decision by next meeting.

Finance Committee:  John Reiniger

  • Request approval of the August 2016 Financial Statements
  • Motion made by Robert Starks and seconded by Tom Hamilton. Motion passed unanimously.

The Finance Committee received a review on the 2017 budget.  This will be finalized in October or November, however there is enough information at this time to make a recommendation on a membership assessment increase.  Based on the information the Finance Committee has they are recommending to the board a $4.00 per month assessment increase which amounts to a $48.00 increase per year.  This will go into effect July 1, 2017. The budget for 2017 will need to include this increase.  Based on all the information they have available now this will be the only increase through 2019, although this will be verified at each annual budget cycle and will reassess their recommendation at that time.

The board asked Jen and Bruce to put together something for the community graphically showing what has happened to our income and expenses since our last increase.  This will be voted on at the next board meeting.  We welcome the community to our next board meeting with any questions they may have before voting on this.

Lakes & Parks Committee Report:  Dave Patterson

Willis Dunham is a new member to Lake Patrol, bring the staffing to 4.

Bamboo has been donated by a resident to be made into a few more fish attractors to go along the face of the dam.

Lake patrol will end on October 1st

There was discussion on HVL Deputies helping on shore with the Luau next year.  Lake Patrol cannot handle everything from the water or shore.

Bruce Keller will be meeting with Peter Soltys later this month to discuss the installation of the emergency overflow of Crystal Lake.

Safety, Security & Elections Committee Report:  Bonnie Starks

  • Request a motion approving the attached Election Rules for a FirstReading.  The second and final reading will be at our October 27th, 2016 Board meeting.
  • Motion made to accept approval for discussion by Donna Yetzer and seconded by Bill Minnery. 
  • Motion for first reading passed 5-0.

Much discussion on Election Rules ensued.

Discussion on additional speeding signs needed in the Valley.  There are 8 new signs on order that will be placed around HVL.  There is a task force studying the speeding issue and possible placement of speed bumps.

Future Planning/Political Actions Committee Report:  George Lortz

Website design slowed down over the summer.  The board agreed to allocate monies to hire Absolute Web Design.

Discussion on updating the Community Master Plan.  All committees will be asked to review and suggest changes.

Civic Club: Karen Hatfield

The Civic Club will have their annual Chili cook-off on October 16th from 12:30-4:30 @ the golf course.

Discussion on possible events coming up in December and April.  Stay tuned for dates and times.

Old Business:

None

New Business:

None


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.

Motion to adjourn by Bill Minnery and seconded by Robert Starks.  Motion passed unanimously.

Adjournment:  8:29 pm

Minutes Prepared by Gina

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

www.hiddenvalleylakepoa.com

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