Hidden Valley Lake POA Board Minutes: August 25, 2016

Hidden Valley Lake Property Owners Association
Board of Directors Meeting
August 25, 2016


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 August 25, 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

Tonight, your Board of Directors will vote to accept the wishes of the community as expressed in our recent ballot initiative. Specifically, we will vote to affirm the changes to the Articles of Incorporation and the property maintenance rules. The Board is grateful for the number of property owners who voted – 861 – and is especially pleased by their endorsement of the proposed changes to the Articles of Incorporation.

While we will also vote to accept the property maintenance rules that vote comes with a caveat. We believe that our Compliance Officer now has the tools he needs to ensure that properties in this community meet minimum aesthetic standards. Moving forward, our effort will be on continued enforcement of the rules rather than adding new ones. This is not to say that we will never add to the property maintenance rules, it merely means that there must be a compelling need for the addition of a new rule and clear evidence that the need is not already addressed by an existing rule.

The Board has given the go ahead to a project that should simplify and streamline all our rules. Working with Jared Ewbank at Ewbank & Kramer, our law firm, we will soon begin a process called “codification.” Mr. Ewbank will review all our rules to confirm that they are not in conflict with any applicable laws. He will also identify redundant rules and rules that are in conflict with other rules. His efforts will net us a streamlined, likely smaller, rulebook.

Respectfully submitted,
Patricia Hawkins

  • Pat Hawkins proposed a change to our agenda that we move voting to accept the wishes of the community via [vote], on the articles of incorporation and the property of maintenance rules be done now.
  • Motion made by Tom Hamilton and seconded by Bill Minnery. Motion passed unanimously.

Treasurer’s Report: Bob Starks

As of July 2016 beginning cash was $663,439.34 and ending cash was $1,278.298.85. Income budgeted for the month was $178,110 and actual income for the month was $178,305. Actual income budgeted year to date was $1,820,820 and year to date actual income was $1,320,632. Expenses budgeted for the month was $190,762 and actual expenses for the month were $184,389. Expenses budgeted year to date was $1,199,733 and actual expenses year to date was $1,183,778.

Secretary’s Report: Donna Yetzer

  • Request approval of the July 28, 2016 Board of Directors Meeting Minutes
  • Motion made by Tom Hamilton and seconded by Robert Starks to approve July 28th, 2016 Meeting Minutes. Motion passed unanimously.

Community Manager’s Report: Bruce Keller

Discussion on reviewing road rules in HVL and the county. This discussion was started due to a vehicle going around a school bus while picking up kids in the morning. Bruce will write an article on HVL road rules to post in the Echoes paper.

Golf Course Managers Report: Pat Sullivan

Things are going very well at the golf club. Golf club now has 283 paid members. New restrooms are now opened and cart barns are finished. Working on 2017 golf outings.

VRUC Report: Don Yetzer

No report.


Architecture Committee Report: Mike Parks

  • Request approval of performance bond returns

David Lebourveau/Cynthia Judd, Lot # 1567
Property Address: 1520 Springdale Road
Address: 19418 Newcom Knoll Ct, Lawrenceburg, IN 47025
Dues Owed $0, Fine/Fees Owed $0, Bond Amount $2000.00

David & Teresa Root, Lot # 537H
1321 Maple Knoll Ct., Lawrenceburg, IN 47025
Dues Owed $0, Fine/Fees Owed $0, Bond Amount $500.00

Scott & Cynthia Silber,Lot # 1569
19448 Newcom Knoll Ct, Lawrenceburg, IN 47025
Dues Owed $0, Fine/Fees Owed $0, Bond Amount $500.00

Signed by Jason Craig, Jesse Jones, Donald Yetzer, James Ulrick, Bruce Keller

  • Motion for the return of the above Performance Bonds made by Donna Yetzer and seconded by Robert Starks. Motion passed unanimously

Discussion on variances – Architecture Committee would like residents to come to Architecture meeting first to discuss the variance. This could avoid the resident having to apply for the variance.

Discussion on possible road bonds for gravel pads and assuring that the pads are being put in correctly.

Finance Committee: John Reiniger

  • Request approval of the July 2016 Financial Statements
  • Motion made by Robert Starks and seconded by Bill Minnery. Motion passed unanimously.

Discussion on increasing dues; there was a straw vote on increasing the POA dues for 2017, with no resolution yet. This discussion also included information pertinent to any increases which will be forthcoming at the September meeting, including the budget for 2017, updated escrow report and projection of end of year cash balances.

Lakes Committee Report: Dave Patterson

Lake treatment went well this year. The Lake has been the clearest it’s ever been!

Safety, Security & Elections Committee Report: Bonnie Starks

Marjorie McDonald is the Task Force Leader for Road Safety and Tom Carrell is the Task Force Leader for Vandalism and Neighborhood Safety. Marjorie and Tom are working on a start up goal to arrange weekend meetings to accommodate folks that could not attend the July and August meetings.

The committee is working on Election Policy and Procedures and hope to have a final document for approval by September’s meeting

Safety, Security and Election Committee will start meeting once a month at 6:00pm until the end of the year.

Future Planning/Political Actions Committee Report: George Lortz

No report


No report.

Old Business:

  • Request a motion accepting the Hidden Valley election results for the approval of all four changes to our Bylaws and Articles of Incorporation.
  • Motion made by Tom Hamilton and seconded by Bill Minnery. Motion passed unanimously.

New Business:

Karen Hatfield spoke for the Civic Club. The Luau in August was a great success, 300 people attended the Luau. The Civic Club is working on upcoming events that may include a chili cook off and a possible tailgating party for football.   Keep a lookout for upcoming events!

Discussion on an article in the Dearborn County Register about one of our former Parks and Recreation committee members that continue to meet with Greendale regarding the building of a park across from the golf course.

  • Motion to adjourn by Donna Yetzer and seconded by Bill Minnery. Motion passed unanimously.

Adjournment: 7:35 p. m.

Minutes Prepared by Gina

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


Now is the best time to sign up for Automatic Monthly Dues Payments

  • Pay your January 2024 dues in full by 1/31/2024.
  • Fill out the form to begin monthly payments toward your July 2024 dues on the 15th of each month beginning February 15th.

Sign up forms need to be received by February 7th, 2024.

Email to forms@hvlpoa.net, send by mail, place in the secure drop box, or bring into the POA office.

Example of a monthly payment:  If your semi-annual dues are $563.50 your monthly automatic payments will be $ 93.92 each month.