Property Owners Association Board of Directors Meeting
August 24, 2017
Unapproved
Board of Directors Present: Tom Hamilton, Robert Starks, and Donna Yetzer
Board of Directors absent: Bill Minnery
Community Manager Present: Bruce Keller
Guests: None
President Pat Hawkins called the August 24, 2017 Board of Directors Meeting to order at 7 p.m. The meeting began with the Pledge of Allegiance.
President’s Report: Pat Hawkins
I am pleased to report that there is an end in sight to our codification process. The board met with Jared Ewbank, our attorney, and reviewed a comprehensive draft of Hidden Valley Lakes’ bylaws. We made some minor modifications to the draft and expect a revision in the next week or so.
The codification process was a major undertaking and it would not have been possible without the help of numerous committee chairs and members, employees, and other volunteers. We thank them very much for their help. We look forward to sharing the final document with the community before the end of the year.
Treasurer’s Report: Bob Starks
Financial Position as of the end of July, 2017
Beginning Cash on July 1, 2017: $861,893.00
Ending Cash on July 31, 2017: $1,511,675.00
Income as Budgeted Income Actual
Month $190,636.00 Month $198,111.00
YTD $1,329,525.00 YTD $1,370,388.00
Expenses as Budgeted Expenses Actual
Month $187,552.00 Month $180,435.00
YTD $1,227,230.00 YTD $1,159,845.00
Secretary’s Report: Donna Yetzer
- Request approval of the July 27, 2017 Board of Directors Meeting Minutes
Motion made by Tom Hamilton and seconded by Donna Yetzer to approve July 27, 2017 Meeting Minutes. Motion passed unanimously.
Community Manager’s Report: Bruce Keller
- Linda Giglio has requested permission to block off Ventura Drive for an annual block party for Saturday, September 9th, starting at 3 p.m.
Motion made by Robert Starks and seconded by Tom Hamilton to approve the Block Party on September 9, 2017. Motion passed unanimously.
- Opening of sealed bid for 2017 Paving Project
Bids were opened and will be read by John Reiniger.
Golf Course Managers Report: Pat Sullivan
Rounds are up 300 for the month of August. We are beginning a new advertisement program with Eagle 99.3 Radio. Membership is up to 266. Upcoming golf outings such as SPCA on August 28th, Grip It and Sip It on September 18th and the Cure Starts Now on September 25th. Last but not least, all of you residents, come out and enjoy your golf course!!
COMMITTEE REPORTS
Architecture Committee Report: Bruce Keller
- Request approval of performance bond returns.
Performance Bonds for Return 8/24/2017:
James Froelicher, 20632 Longview Drive, Lawrenceburg, IN 47025, Lot # 1422H
Bond Amount $500.00, Dues Owed $0, Fine/Fees Owed $0
Angelica Reis, 1032 St. Moritz Court, Lawrenceburg, IN 47025, Lot # 896H
Bond Amount $500.00, Dues Owed $0, Fine/Fees Owed $0
Signed by Jason Craig, Jesse Jones, Dan Tester and Bruce Keller
Motion made by Robert Starks and seconded by Tom Hamilton for the return of the above Performance Bonds. Motion passed unanimously.
- Brian Rupel, owner of lots 2426, 2427 and 2428 request approval for the split of lot 2427 as indicated on the attachment herein. The split will attach lot 2427A to lot 2426 and lot 2427B to lot 2428.
Motion made by Donna Yetzer and seconded by Robert Starks for the approval of the split lot. Motion passed unanimously. 4-0
Safety, Security & Elections Committee Report: Bonnie Starks
- Request approval for a new renters/lessor agreement and a rule stating; “All renters/lessors entering a contract with property owners within Hidden Valley Lake, must sign and adhere to the guidelines therein including the onetime payment of 100 dollars for registering in Hidden Valley Lake”. (Placement in Bylaws to be determined after Codification).
Motion made by Robert Starks and seconded by Donna Yetzer for the approval of the First Reading of Renters/Lessor Agreement. Motion passed for first reading 4-0.
There was much discussions on renting homes in Hidden Valley.
We have renewed interest in our ‘Neighborhood Watch’ program. Tom Carrell, who is leading this Task Force, is pursuing all aspects for us. I will keep you informed on the progress.
At our last meeting the S, S, & E Committee was pleased to hear that Bruce took our suggestions and put into motion two issues that were important to us. He will install a second row of railroad ties in the upper beach parking lot at the top of the hill. This will prevent any vehicle from going over the hill. He also has additional handicap parking in front of Willie’s near completion. THANK YOU BRUCE.
We all know a visible house number is important in an emergency. Chief Deputy Dave Wismann checked HVL house numbers for us. He concluded that there are only a few homes that needed identification and Bruce is sending letters to those households. The committee will close this issue for now.
The only new issue was concern for a needed barrier on the hill crest overlooking VRUC at Longview and Alpine. We discussed various solutions and will continue to address this issue.
Lakes Committee Report: Dave Patterson
No report
Finance Committee: John Reiniger
- Request approval of June and July 2017 Monthly Financials
Motion made by Robert Starks and seconded by Tom Hamilton to approve the June and July 2017 monthly financials. Motion passed unanimously.
- Request the approval of the First Half of the 2017 Operations of Hidden Valley Golf Club Financial Report.
Motion made by Robert Starks and seconded by Tom Hamilton to approve the First Half of the 2017 Operations of Hidden Valley Golf Club financials. Motion passed unanimously.
Results of the bids for paving:
Dave O’Mara Contractor, Inc. – $ 135,787.25
Paul H. Rohe Co., Inc. – $80,768.00
These bids will be reviewed. There was a discussion on the process of the bids.
Future Planning Committee Report: Bruce Keller
- Land Use Plan update by Jennifer Donelson
Jennifer Donelson talked about what the Land Use Task Force will be working on. There are now 14 members on the Task Force. There were 22 people who attended the first meeting. The Task Force will be meeting every 3rd Thursday at the POA office at 7 p.m. All visitors are welcomed.
Civic Club: Karen Plogsted
Luau was a SUCCESS! The Civic Club will be meeting Tuesday, August 29th to discuss fall/winter events. The Garage Sale will be Saturday, October 7th. The Civic Club Card Night will start up again on Saturday, October 21st.
Robert Starks spoke about fundraisers for outdoor activities at the sports complex. The first one will be on November 4th at the Golf Club, featuring dinner with a Frank Sinatra impersonator. Look for more information.
There was more discussion on different functions that are in the works.
Judicial Panel: Bruce Plashko
No report
Old Business:
None
New Business:
Scott Chenault thanked the people responsible for cleaning up the walking paths. They look great! He also asked about the work being done on Alpine and wanted to know when it would be completed. Bruce Keller said they were very close to completion.
Resident wanted to know if there were any other land acquisitions in the works for the future. The Board said they are always looking, but nothing for now.
Motion to adjourn by Robert Starks and seconded by Tom Hamilton. Motion passed unanimously.
Adjournment: 7:59 p.m.
Minutes Prepared by Gina
These minutes are abbreviated. Listen to the full audio.
Attachment:
Rent/Lease Amenity Agreement
The purpose of this agreement is to register those that are renting/leasing homes in Hidden Valley Lake and want to use our Amenities. There is a onetime registration fee of 100 dollars for those renting/leasing in HVL and an annual 300 dollar fee for those with 12 months left on their lease and wish to use HVL amenities. No rentals/leasing less than 6 months shall be allowed in HVL.
Renter:______________________________ Phone: ( )_____________________
Address:______________________________________ Lot:__________________
Email:___________________________________ Date: _____________________
Landlord: ____________________________ Phone: ( )_____________________
Names of others in Household: __________________________________________
_____/_____ I/We understand that we will pay a onetime 100 dollar renter registration fee and that if we choose to use the Amenities, must pay another 300 dollars annually.
_____/_____ I/We understand that my contract with the landlord must be a minimum of 6 months and that Day to Day rentals are not allowed in HVL.
_____/_____ I/We understand that to use the amenities in HVL, the original contract for rental/lease must have been a minimum of 12 months and that I must pay 300 dollars annually. (Fitness membership is a separate cost).
_____/_____ I/We understand that dock rentals are not included in the amenities.
_____/_____ I/We will show proof of address by providing a utility bill for the appropriate address and that if any information provided to the POA changes, they shall be informed.
_____/_____ I/We understand that we are responsible for all assessments, fines or charges in connection with my actions in Hidden Valley lake, but that in the case of a default the POA property owner will be held responsible for all Assessments, fines or charges assessed in connection with the above lot(s).
_____/_____ I/We understand that renters/lessors have no voting rights and cannot hold a Board of Directors Position or be a Committee Member.
_____/_____ I/We understand that the Renter includes those persons who are renting or leasing a residence and/or leasing residence or property with an option to buy in Hidden Valley Lake.
_____/_____I we have been provided with information to access the Articles of Incorporation and the HVL POA Bylaws as established by the Hidden Valley Lake Property Owners Association and will comply with the directives therein.
_____/_____I/We also understand that only those persons that can be proven to reside at the rental address will be authorized to receive HVL ID cards.
_____/_____I/We understand that this residence may not be sublet.
______________________________ _______________________________
Renters Signature Date Property Owners Signature Date
Note: Both the Renter and the Property Owner must Initial each statement, sign and date.