Hidden Valley Lake POA Board Minutes: September 28, 2017

Hidden Valley Lake Property Owners Association
Board of Directors Meeting
September 28, 2017

Unapproved

Board of Directors Present: Tom Hamilton, Patricia Hawkins, Robert Starks, Bill Minnery and Donna Yetzer

Board of Directors absent: None

Community Manager Present: Bruce Keller

Guests: None

President Pat Hawkins called the September 28, 2017 Board of Directors Meeting to order at 7 p.m. The meeting began with the Pledge of Allegiance.

President’s Report: Pat Hawkins

You might recall that the board engaged the services of a consultant to advise us of any development opportunities on the land parcels we recently purchased.  He has concluded his work and given the board his final report.  Our consultant’s opinion is that there are limited opportunities for development, given the topographical and watercourse issues on the various parcels.  We will share his analysis with the members of our Land Use Plan Task Force.  They will certainly find it to be of use as they do their important work.

The Land Use Plan Task Force is doing work that is critical to the future of Hidden Valley Lake.  We encourage you to stay abreast of what they are doing and making your opinions about our future direction known to them.

Treasurer’s Report: Bob Starks

Financial Position as of the end of August, 2017

Beginning Cash on August 1, 2017, $1,511,675.00
Ending Cash on August 30, 2017, $1,422,590.00

Income as Budgeted          Income Actual

Month $204,479.00                 Month $211,161.00
YTD  $1,534,004.00                 YTD  $1,581,549.00                                                                                                             

Expenses as Budgeted       Expenses Actual

Month $202,798.00                 Month $212,363.00
YTD  $1,430,028.00                 YTD  $1,372,208.00                                                                                                             

Secretary’s Report: Donna Yetzer

  • Request approval of the August 24, 2017 Board of Directors Meeting Minutes

Motion made by Tom Hamilton and seconded by Robert Starks to approve August 24, 2017 Meeting Minutes.  Motion passed unanimously. 

Community Manager’s Report: Bruce Keller

  • In June of this year the Board of Directors passed a resolution approving the “Code Enforcement and Adjudication Process. After further review office staff felt more detail concerning the Appeal Process should be included.  Those details are attached to this agenda as Item 1. Request a motion approving the Appeal process with the changes.

Note:  Extenuating circumstances will be considered. Requests should be communicated to the Community Manager.

Motion made with the above note by Donna Yetzer and seconded by Robert Starks. Motion passed unanimously. 

  • Request approval of the Haunted Hayride scheduled for October 14, 2017 beginning at 5 p.m., and also the Halloween Walk scheduled for October 29, 2017 beginning at 2 p.m.

Motion made by Robert Starks and seconded by Tom Hamilton.  Motion passed unanimously.

Golf Course Managers Report: Bruce Keller

The golf club is doing just fine. Rounds played to date are up 595 compared to 2016 and 650 compared to 2015. Our tournament schedule is winding down however there are many beautiful days left to play so if you have not redeemed your yellow passes, please do so. If you are not a golfer give it to a relative, co-worker etc.

Golftoberfest is planned for October 1st. It is nine holes of golf with great German food and live polka music. On November 4th we have an Evening with Sinatra which is a great Italian buffet dinner along with Mike Wilkens rendering Sinatra tunes. There will be silent auction items and split the pot. Most important all proceeds go to fund the HVL outdoor activities complex. This event is open to the public, contact the pro shop for details.

The HVL ladies nine hole league have put together a wonderful group of items that are located in our pro shop. You can buy tickets now and the winners will be drawn at our year end meeting on November 3rd. All proceeds will benefit the hurricane victims and the Houston SPCA.

COMMITTEE REPORTS

Architecture Committee Report: Phil Heitz

  • Request approval of performance bond returns.

Performance Bonds for Return 9/28/2017

Russell & Karen Davis: Lot # 2938H, 20871 Bellemeade Dr., Lawrenceburg, IN 47025
Bond Amount $500.00, Dues Owed $0, Fine/Fees Owed $0

David Walden: Lot # 3342H, 19707 Alpine Dr., Lawrenceburg, IN 47025
Bond Amount $500.00, Dues Owed $0, Fine/Fees Owed $0

Signed by Jason Craig, Jesse Jones, Floyd Ogden, Phil Heitz, Jeff Mueller and Bruce Keller

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

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). (2nd reading) Item 2 attached to this agenda.

Note: Extenuating circumstances will be considered.  Request should be communicated to the Community Manager.

Motion made with the above note by Donna Yetzer and seconded by Bill Minnery.  Motion unanimously passed. 

Luann Roberts, Lot # 1328 had concerns about the renter’s agreement.  There was much discussion among HVL residents on the new renters/lessor agreement.

Lakes Committee Report: Dave Patterson

  • The Lakes and Parks Committee Request approval allowing Boy Scout Sam Boyles permission to place 6 Bat houses throughout Hidden Valley Lake in green spaces. Lakes and Parks approved with a unanimous positive vote.

There was some discussion on the locations of the bat houses. Locations will be given to Bruce Keller. Bat houses cannot be on Shelters.

Motion made by Robert Starks and seconded by Donna Yetzer to approve the 6 bat houses, locations to be determined and will not be placed on shelters.  Motion passed unanimously. 

Sam Boyles proposed a project that he would like to do as a part of his Eagle Scout requirements. He would like to build and install 6 bat houses around the valley, particularly near shelters. Sam had a great presentation describing the project. The bat houses are not too big, about one foot tall, one foot wide, and half a foot deep. They can be placed on preexisting structures such as shelters or buildings, or on something such as a pole set in the ground. The committee voted unanimously to approve the project.

Jim Conners requested support for a project for HVL to purchase the three lots that recently came up for sale across from the Golf Course. There is an Indian mound at the rear of two of the lots. He would like to have the area set up as a park protecting the Indian mounds and offered up several suggestions such as putting a shelter in the area or at least a significant sign describing what was there and the significance of the mound. Bruce had a significant amount of documentation of the Indian mound that Jim brought for us. The committee felt that this might be a good project to at least pursue for additional information and costs. Dave Ryberg moved that we approve pursuing the project and Eric Fox seconded the motion which passed, 8 for and 0 opposed. It should be noted that the committee realizes that the cost of purchasing the lots could be significant and would really prefer that any available funds be reserved for the shelter at the marina. This project may not get off the ground, especially if someone else purchases the lots. Finally, this project would likely have to go through the Land Use Task Force for review.

A resident sent in a memo itemizing several maintenance items that were needed at the tennis courts. Bruce indicated that the maintenance crew would look at them and should be able to take care of the cracks. Eventually the courts will need to be resurfaced. Bruce also mentioned that at least one of the courts had been taped off so that it could also be used as a pickle ball court. We will see how that is used. The resident also requested screens be placed at the ends of the courts to facilitate seeing the balls.

Dave Ryberg reported that their annual golf outing is coming up shortly. Someone asked why they didn’t use the HVL Golf course for their outing. He said they have tried, but the cost is a bit higher, but the major reason is that the schedule is usually too full for them to get on it. Dave also asked if we couldn’t get ATAC to take care of some, but not all of the cattails at Lake Melody. Bruce will handle that.

Things on the lake are going well. He reported that there was an HVL resident who owns property and has 6 adult sons none of whom are HVL property owners or residents. However, each has a valid ID, thus allowing each to fish and keep his own limit. This doesn’t appear to be the intent of the current rules. Bruce will draft a proposed rule change

The quality of the lake is good, typical for this time of year. We will be looking into putting the readings on line on the web site. Bruce will be sending Dave the Lake Testing results from the summer. They might also be candidates for the web site.

We are still waiting for the brown bats to leave so that we can proceed with the over flow that needs to be built at Crystal Lake.  We anticipate they will be gone by October and then it will take about two weeks to complete the project

George is looking for volunteers to help with the Golf Poker Outing, which looks like it will now be a Kick Off event in the spring. He presented several opportunities for fund raising at the event, and also proposed manpower requirements for the various aspects of organizing the putting on the event. He is still working on the Survey of Amenities, which will now include maintenance projects and land use suggestions.

Sluice Gate Bridge Widening: This project has grown to something far more extensive and expensive than the committee ever intended. There was significant discussion as to how it got to this point and what the future of the project might be. Bruce reported that contracts had already been signed so it was pretty much a done deal.

Boat size regulations: Eric is working to coordinate the schedules of those on the task force so that we can get started on things prior to the spring.

Boat Safety session for new boat registrants:  A rule is needed in order to force new registrants and rule violators to take the course.  Bruce and George will draft a rule for review and presentation to the board.

Marina Layout project:  This is an ongoing project and since we don’t feel it is a project that will happen soon, and since it was getting very late, there was no discussion of this topic.

We still need more discussion regarding golf carts accessing the marina by Willies.

Dam inspection:  The dam has been inspected and a few minor items were found that gave us only a fair rating.  However, all of those items have since been remedied. Unfortunately the fair rating will stay with us until the next inspection.

There was a discussion on repairing the courts for Pickleball.  

Finance Committee: John Reiniger

No Report

Future Planning Committee Report: George Lortz

Land Use Plan Task Force met twice so far.  Regular meetings will be the 3rd Thursday of the month at 7 p.m. in the POA Community Room. There is a lot going on with the Task Force!

The Task Force will be working on determining the content of the Land Use Plan and work on the assignment of responsibilities. There are 15-20 members on the Task Force. The Task Force will also be working on creating resident surveys that may be in the form of written, on the website or both.

An email will be sent to all committees to remind them of another Community Master Plan update. They have a scheduled meeting the 1st weekend of February and will be asking for suggested changes. These changes will be finalized at the February meeting.

The committee will also be working on a series of education programs for new residents. Look for more information on this in the near future

Civic Club: Karen Plogsted

Civic Club Card Night will be October 21st.

Judicial Panel: Bruce Plashko

No Report

Old Business:

There was a request for the current status of the bylaw codification. It was reported that they are on their 5th reading and at 90% completion. This could be completed in the next month.

New Business:

None

Adjournment: 8:03 p.m.

Minutes Prepared by Gina

Minutes published are abbreviated. Listen to the Board Meeting Audio for full details.

 

Item 1

HVL Citation Appeal Process  

Step 1. 

Anyone receiving a HVL citation may only appeal that citation at next month’s Judicial Panel Meeting. (Example: citation written in June can only be appealed at the July Judicial Panel meeting). The Judicial Panel Meeting is held the second Monday of each month at 7 p.m. in the POA Conference Room located at 19303 Schmarr Drive, Lawrenceburg Indiana.

If you plan on attending the meeting to appeal a citation, you must notify the POA Office in writing no later than the first Monday of the month.

Step 2.

If you do not agree with the decision rendered by the Judicial Panel, you may appeal to the Board of Directors at the next Board of Directors meeting only. This meeting is held on the 4th Thursday of each month at 7 p.m. in the lower level of the Community Center.

If you plan on attending the Board meeting to appeal the decision of the Judicial Panel, you must notify the POA Office in writing no later than one week prior to the Board of Directors meeting.

Please call the POA Office if you have any questions at (812) 537-3091 ext. 2.

Item 2

Hidden Valley Lake Indiana logo

Rent/Lease Amenity Agreement

The purpose of this agreement is to register those individuals who are renting/leasing homes in Hidden Valley Lake (HVL) and want to use our amenities. There is a onetime registration fee of $100 for those renting/leasing in HVL and an annual $300 fee for those who wish to use HVL amenities. No rentals/leases of less than six (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 renter registration fee and that if we choose to use the amenities, must pay another $300 annually.

_____/_____ I/We understand that the contract with the landlord must be a minimum of six (6) months and that day-to-day rentals are not allowed in HVL.

_____/_____ I/We understand that dock rentals are not included in the amenities. (The Fitness Center may be used with an additional fee.)

_____/_____ I/We will show proof of address by providing a utility bill or copy of the lease for the appropriate address and will notify the Property Owners Association (POA) any changes to the household.

_____/_____ 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 HVL.

_____/_____I/We have been provided with information to access the Articles of Incorporation and the HVL POA Bylaws as established by the HVL POA and will comply with the directives therein.

_____/_____ I/We understand that we are responsible for all assessments, fines or charges in connection with my/our actions in HVL. The POA property owner will be held responsible for all assessments, fines or charges in the event the renter does not pay.

_____/_____I/We also understand that only those persons who 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 or used as a timeshare in any form.

____/______I/We understand that the minimum fine for violating any of these requirements is $300.00.

______________________________     _______________________________

Renter’s Signature                Date             Property Owner’s Signature      Date

Note:  Both the Renter and the Property Owner must initial each statement and sign and date this agreement.