Hidden Valley Lake POA Board Minutes, Annual Meeting: April 27, 2017

Hidden Valley Lake Property Owners Association
Annual Meeting Minutes
April 27, 2017
at Hidden Valley Golf Club Clubhouse

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

President Pat Hawkins called the April 27, 2017 Board of Directors Annual Meeting to order at 7 p.m.
The meeting began with the Pledge of Allegiance.

Presidents Report: Patricia Hawkins

President’s Report
April 27, 2017

While the format of tonight’s meeting may seem routine, our annual meeting is anything but. That is because our annual meeting, in addition to the summaries of what committees, clubs, and individuals have worked on throughout the year, is an occasion for gratitude and appreciation as well as remembering.

Your Board of Directors is profoundly grateful for, and thanks, all of Hidden Valley Lake’s employees, volunteers, and individuals who make living here the pleasure that it is. We especially thank volunteers who have stepped down from their roles after many years of service. Larry Rohling is one of those volunteers. Since our last annual meeting, Larry has left the Safety Committee. We thank him for all his hard work in making our community as safe as it is beautiful.

We also remember two key volunteers who passed away this past year – Jim Ulrick and Don Yetzer. Jim, once an employee of Hidden Valley Lake, served on the Architecture Committee.   Don volunteered for Architecture and Valley Rural Utility. We are better for having known and worked with these men.

Respectfully submitted,
Patricia Hawkins

Secretary’s Report: Donna Yetzer

  • Request approval of the April 28, 2016, Annual Board of Directors Meeting Minutes
  • Request approval of the March 23, 2017, Board of Directors Meeting Minutes

Motion made by Robert Starks and seconded by Tom Hamilton to approve March 23, 2017 and April 28, 2016 Meeting Minutes. Motion passed unanimously.

Treasurers report: Robert Starks

As previously noted, our financial audit for 2016 has been completed by our auditor Donlin and Associates for both the POA and also the Golf Course. The audit results have been reviewed and accepted by both the Finance Committee and the POA Board of Directors.

HVL POA Financial Position as of the end of March, 2017
Beginning Cash on March 1, 2017, $1,220,143.00
Ending Cash on March 31, 2017, $1,117,030.00

Income as Budgeted           Income Actual
Month $200,174.00           Month $206,050.00
YTD $558,693.00               YTD $579,048.00

Expenses as Budgeted       Expenses Actual
Month $185,295.00           Month $163,506.00
YTD $474,438.00               YTD $435,093.00

Notes:

  1. HVL POA plans annually for a balanced budget. Annual expenses are planned to not exceed anticipated annual income.
  2. Some infrequent expenses are predictable such as replacement of vehicles, maintenance of our roads, the many lake dams, swimming pool liner, lake dredging, etc.
  3. Funds are then escrowed each year to cover those future expenses and are included in the totals. Projected cash at year end is generally equal to zero dollars plus escrowed funds and necessary reserves.

Respectfully,
Robert Starks
Treasurer

Community Managers Report: Bruce Keller

My report is very brief because most of what I could report will be covered by Committee Chairs. This past year we have had a lot of accomplishments that have added to the quality of life here in the Valley, but I will cover the results. Currently, per Sibcy Cline’s website, there are 27 active homes for sale in HVL. That is a drop of about 50 homes from the average. Cincy Magazine, in their June/July 2016 addition about Rating the Burbs issue, ranked Dearborn County Schools as the 7th best in the Greater Cincinnati area, ranked HVL 4th safest and ranked HVL the 15th best place to live in the Greater Cincinnati area. These numbers are even more significant when you learn that Cincy Magazine looks at over 200 communities before they even come up with the top 50. Yes, HVL is that good. We’re that good because of the volunteers we have working hard for nothing more than pure satisfaction that what they do improves the quality of life here. It is this good, because of the employee base we have here at HVL. Hats off to the up to 40 plus employees that keep things running.

Next year you will see the beginning of a multiyear project of replacing our non-floating docks with floating ones. We have an engineer looking at ways to increase the amount of docks we have so we can put more pontoon boats into slips and ensure there is less likelihood for damage. We are currently in maintenance mode for our roads. The initial paving program called for two lifts of 1 to 1 and ½ inches blacktop on our roads. We are also in a maintenance mode for our deer cull program. We have the cull time down to 1 month a year and look to bring it down even further in the future. We are about 75 percent finished with a community camera program that will improve security around the community, especially those areas concentrated with children.

I look forward to the next year and I believe we will achieve an even better ranking in Cincy Magazine. Thanks!

 Golf Club Managers Report: Pat Sullivan

2016 was a terrific year for the Hidden Valley Golf Club! Pat Sullivan gave thanks to all of his employees and introduced Kellee Case-Stone, the new Food and Beverage manager. Pat especially wanted to thank the Board of Directors for all of the support they have given to the Golf Club.

Last year started with 254 club members and finished with 282 club members. This has been the largest increase in the last 9 years. 30% of the members live in Hidden Valley, 40% – Ohio, 23% – Indiana, and 7% – Northern Kentucky. Last year the club had a total income of $644,000, total expenses were $567,000, net profit was $77,000. The club took over the pro shop last year and had a net income of $20,000. They also took over the snack bar and had a net income of $18,000 with a total income for the year 2016 of $116,000.

Hidden Valley Golf Club is unique in many ways and attracts many golfers. It is a semi-private golf club, with no initiation fees, no monthly fees and no assessments. These alone are an attraction for people to join the club.

There were a lot of great things done around the golf club:

  • A new restroom has been built on the golf course
  • Fixed up the cart barns
  • Paved a ½ mile of cart paths
  • Purchased 60 brand new carts
  • In the process of replacing the irrigation pump system, which should be completed in May
  • Employees now have health insurance and a retirement program

2016 was a great year! 2017 is already starting off to be an even better year!

Willie’s Sports Café: Not present

COMMITTEE REPORTS

Architecture Committee Report: Matt Haarmeyer

  • Request a motion approving a 6 foot variance for Larry Hereth to install a boat lift. The lift will be placed in front of their dock located at 1328 Cliftmont Circle, (Lot 1707). Neighbors do not have a problem. Committee voted 4 to 0 for approval.

 Motion made by Bill Minnery and seconded by Tom Hamilton to approve the 6 foot variance. Motion passed unanimously.

  • Request approval of a front variance for Kevin Baumgartner, Lot 1624, 19532 Knollwood Drive, for the purpose of building a new home. This variance allows his house to align with others on either side of his new home. The Committee voted 4 to 0 for approval.

Motion made by Tom Hamilton and seconded by Donna Yetzer to approve a front variance. Motion passed unanimously.

  • Gordon Weis is appealing a decision by the Architectural Committee to disallow a sea wall because his not lake front property per our bylaws. We are also in receipt of a letter from VRUC disallowing the sea wall project until a survey is produced indicating his property line in relation to the sewer line and asking the question concerning the building of a dock.

Appeal denied by the Board of Directors at this time for variance on a seawall. The board will have to get necessary clarification on this matter.

There was much discussion on Mr. Gordon Weis’ request. Gordon Weis and his legal counsel Sam Lind spoke at the meeting explaining why he should be granted the variance for a seawall. It was explained to Gordon that in our bylaws his lot is not one listed as a lake front property. There was much discussion on the seawall bylaws. The Board of Directors was not advised that Gordon was bringing legal counsel to this meeting. The board will not continue this discussion without their legal counsel being at the meeting.

  • Request approval of performance bond returns 

Performance Bonds for Return 4/27/2017

Thomas & Sharon Martin, Lot # 2091H, Property Address 1537 Brabamhurst Dr., Lawrenceburg, IN 47025
Dues Owed $0, Fine/Fees Owed $0, Bond Amount $500.00

James & Regina Brady, Lot # 938H, Property Address 20988 Crestview Ct., Lawrenceburg, IN 47025
Bond Amount $500.00, Dues Owed $0, Fine/Fees Owed $0

Signed by Jason Craig, Jesse Jones, Bruce Keller and Dave Hafner.

Motion for the Performance Bond returns made by Donna Yetzer and seconded by Robert Starks. Motion passed unanimously.

Finance Committee: John Reiniger

  • Request approval of the March 2017 Financial Reports

Motion made by Robert Starks and seconded by Tom Hamilton to approve the March 2017 Financial Reports. Motion passed unanimously.

Last year I said the Finance Committee will review a possible increase in assessments due to major cash payments for projects and operating expenses.

In October, 2016, the Finance Committee unanimously requested an increase in the HVL POA assessments of $6.00 per month or $72.00 for a year to take effect July 1, 2017. This assessment is the first in 14 years and will provide sufficient funds to cover projected expenditures thru 2020. The Board of Directors approved this resolution unanimously. Subsequent to an open forum presentation at the Board Meeting in regards to the increase.

In summary, I guess you could say “All Is Well”.

Judicial Committee: Not present

Lakes Committee Report: Eric Fox

Lake Patrol boat has been completely refurbished with a new motor and new seating.

Boat length and measurement procedures update: After discussion, it became apparent that more research and discussion was going to be needed than the committee as a whole could handle. 75 out 85 boats over the length of 19’ have been measured. There are 5 boats that do not meet the length requirements. They have been given their stickers for the year until there is a decision on how to move forward with the boats that are over 20’.

A task force has been set up to research this subject. It will be made up of Dave Patterson, Dave Ryberg, Eric Fox, Brad Ringer and it was also suggested that we reach out to Tim Maupin to see if he would be interested on being a part of the group. We will not be coming up with any changes for this year, but will have recommendations for next year.

Lakes are in good condition. They will continue to work with their treatment company to maintain the lake and the weeds. They are also working with Fish & Game.

Look for the new floating docks that are coming. The new docks will really help with the wear and tear on boats.

They are still working on the Little Library and adding books to the Library for the residents to enjoy.

Future Planning Committee Report: George Lortz

The Future Planning Committee continues to work on the revised Community Master Plan (CMP). The committee is still reviewing the suggested CMP changes. The committee will be looking for other residents to be on the CMP focus group and will be reaching out to the community to be part of this group. The current plan is to present the final CMP draft to the POA Board for approval very soon.

The Committee will also be looking at the 21 acres of land that the POA purchased and will be assisting the board on assuring that the land fits the requirements and request of the HVL residents.

Safety, Security & Elections Committee Report: Bonnie Starks

The Safety, Security, and Elections Committee had some big changes in membership during 2016. Our chair, Larry Rohling, resigned after many years of service. I want to take this opportunity to thank Larry for all of his hard work. The Committee elected myself as the new chair and Steve Siereveld as the vice-chair. The Committee also added two new members: Tom Carrell and Don Norris. Both have been active in our endeavors as Task Force participants for some time. We are proud to have them added to our roster and now we total seven highly qualified permanent members.

Our main focus during these past 12 months has been updating our election procedures, speed control and stop signs, starting a neighborhood watch program, finalizing our section of the Community Master Plan, house identification, and environmental safety. The latter we are diligently working on at present. We published three articles in the Echoes concerning emergency preparedness and plan on representing HVL May 2nd at the Dearborn County Council Meeting to protest the elimination of outdoor sirens. If any of you care to join us, we would appreciate your participation.

Our meetings are open to residents and we meet in the POA building every other month on the first Tuesday at 6:30 p.m. Our next meeting is June 6th.   We also answer questions by email through our new website at safety.security.elections@hiddenvalleylakeindiana.com.

Phil Heitz, Lot 2730, asked about the paint that has been used on our streets.   He felt that the POA could purchase a better quality of paint. The POA is working on purchasing a better quality of paint that will work with their paint sprayer. 

Club Reports

Athletic Club: Scott Daniels

Baseball season has started. Opening Day is Saturday, April 29. Come on out and see a game this weekend!

Children’s Activity Club: Not present

 Civic Club: Kevin Grosse

“Meet your Neighbors and Know their Business” event will be held 7/22/17 from 3 p.m. to 6 p.m. in the Community Center. All HVL clubs are welcome to attend. Civic Club will provide drinks/appetizers.

Confirmed Luau will be held on 8/5/17 from 7 p.m.-12 a.m., $10/pp, BYOB, will need deputy on site. They will have a Steel Drum Band playing at the Luau.

Civic Club members, Laurie Groves & Michelle Misplay, will plan to fill welcome bags at the POA during regular business hours, then distribute to new homeowners in the next couple weeks.

Next meeting 5/30/17 at 6:30 p.m. at Willie’s.

  • Request a motion to approve all events listed for the Civic Club

Motion made by Bill Minnery and seconded by Tom Hamilton to approve the Civic Club Events. Motion passed unanimously.

Fish and Game Club: Not present

Garden Club: Not present

Homemaker’s Club: Not present

Hidden Valley Riders: Bob Will, Sergeant At Arms

Bob thanked the Board of Directors and Bruce Keller for all they do for the HVL Community.

Hidden Valley Riders were founded 12 years ago with 38 members throughout the Indiana, Ohio and Kentucky area. You do not have to be an HVL resident to be a part of the Hidden Valley Riders. Core beliefs are fellowship between riders and giving back to the Community. There are several projects that the Riders are in involved in: Halloween Walk, Memorial Festivities at the Ballfield and Fundraisers. Last year they gave $500.00 to the Dearborn County Food Pantry.

They are organizing a ride for PAWS – Dearborn County Humane Shelter. The PAWS fundraiser includes a motorcycle ride, silent auction and an online auction. The fundraiser will be Sunday, June 4, 2017 at Willie’s Sports Café.

The Riders held a 70s & 80s Flashback Dance which was a huge success. They raised about $1000.00 at the dance and this will be used to give back to the community or Dearborn County.

Awards

Tom Hamilton presented an award plaque to the Hidden Valley Website Task Force. This group of people put a lot of work and time into our new website. This website is our way to allow the community to be in touch with what is going on in Hidden Valley Lake. The awards were presented to the following that attended the meeting: Kathy Wirth, Gina Keller, Pat Sutton and Kelly Will.

Kathy Wirth commented on how much work and time that Moe Manion, Gina Keller and Chris Brandt put into the website as well.

Doerflein Award: Pat Hawkins

Every year at the annual meeting, the Board of Directors presents the Doerflein Award to a Hidden Valley Lake volunteer.

The Doerflein Award, established to honor and remember James G. Doerflein, has been presented annually since 1992. The award reads: “For outstanding service and community dedication. Awarded annually to the Hidden Valley Lake property owner whose leadership, creativity, or enhancement of community pre-eminence has resulted in the year’s most significant contribution to community excellence.”

This year, the Board of Directors is pleased to present this award to Mr. Scott Daniels, the president of our Athletic Club.

Scott has been involved in the sports programs here at Hidden Valley Lake for over ten years. In his current role as president of the Athletic Club, he oversees all aspects of our sports programs – including sign-ups, practice and game schedules, and the requisite fundraising. Within Hidden Valley Lake, he embodies all that we hope our children learn when participating in organized sports – commitment, teamwork, and the pursuit of excellence. Outside of Hidden Valley Lake, Scott is an effective and appreciated ambassador for us as he works with teams located outside our community. We in the community, especially the children, are better for Scott’s living here.

Scott, on behalf of the Board of Directors, congratulations and thank you for all you do.

Scott thanked the Board of Directors and the POA for recognizing the Athletic Clubs hard work. Scott also thanked his family for their understanding and support while working with the community, Glenn Ardis, Mike Anthony and Jim Lightner for all of their hard work.

Old Business: None

New Business:

Bridget Kleier, Lot # 2260H, 20692 Matterhorn Drive purchased an enclosed trailer in November, 2016 that is 20’ long. This trailer was purchased to hall items and camp in. When this trailer was purchased the plan was to make living quarters in the trailer. The trailer now has living quarters and has been titled and licensed as an RV with the state of Indiana. When the trailer was first purchased and placed on the property they received a warning from the POA that the trailer had to be moved in 20 days. There was much discussion on the trailer becoming an RV and what is needed to keep the trailer/RV on the Matterhorn property. The Board of Directors will need time to go over all of this information presented to them this evening before making any decisions.

Kathy Wirth, Lot # 474 introduced herself to all who attended the Board Meeting. She wanted everyone to know that if they would like anything posted on the website they could send articles, pictures, etc. to her or Gina Keller to be posted.

Kevin Grosse shared a presentation on the Emerald Ash Borer.

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

Adjournment: 8:24 p.m.

Minutes Prepared by Gina

Minutes published in this paper are abbreviated and a full audio account can be heard here.

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