Town Meeting ~ March 15, 2012

A great deal of information was shared tonight!  4 pages!

Here is a brief outline:

• Financial Report
• Point of Sale Terminal
• Committee Reports
• New Business:  ACC Committee- Electric Fences
• Old Business: Fire Lane issue, 19th Hole Grill Vent, Sprinkler System, Jerry Chambliss lawsuit,  Geese?, Coyotes?, Fun Center issue
• Chief Joel Tyner's Report: dogs running off-leach, golf cart issues, yearly stickers, safety event, fire safety event

Please click on "Read More" to find out what happened.

Board members Present:
President Rick Noffsinger              Faye Taylor
Vice President Dan Munroe           Joe Claflin
Treasurer John Porter                   Ray Massey
Secretary Jack Watson                  Doc Norwood
                                                  Keith Harrison

GM Sara Dawson

Financial Report given by Sarah Dawson:

Cash on Hand - 2-29-12

            This month’s financials can not be closed out until the Finance Committee meeting is held on Wednesday, March 21^st.  Sarah explained the ‘Cash on Hand’.  Click on picture to view:

Rick announced the new chairman of the Finance Committee – Frank Pohlkamp:  Frank described the proposed purchase of a “Point of Sale Terminal” to be used in the 19^th Hole to better keep track of sales data.  Committee member Kevin Roth has done the research on this proposal and will have a recommendation by next week’s Board meeting.  “We need to operate smarter in the 19^th Hole.”

Roads Committee ~ Bob Jones:  We are doing the best we can to fix the pot holes.

Social Committee:  Rick announced that we do not have a social committee at this time.

Golf Committee ~ DeOtis Cotton:  We need to replace the greens on our golf course, costing about $45,000 for 9 Greens, $90-100 thousand for all 18 Greens.  We are looking for ideas from the community for a way to do this.  Please contact the Golf Committee with your inspirational ideas!  DeOtis Cotton - RubyCotton43@yahoo.com

Director Joe Claflin asked if the Golf Committee could take on the project of mapping out the water system for the golf course.  Currently, Eddie (& possibly Steve) is the only one that has this knowledge.

Beautification Committee ~ Gail Porter: Please click on the picture for full details:

Beautification Committee
3-2012 pg 1

Beautification Committee
3-2012 pg 2

Director Faye Taylor explained that $10.00 of each Daffodil Tournament ticket will go toward the operating costs of the golf course.

Public Safety Committee ~ Jerry McAnear:  Charlie Davis met with us regarding the alcoholic beverages that are being served in the 19^th Hole.  We would like the status report on two items; the Sprinkler system for the Club House, and the Fire Lane / handicap parking areas.  When we make a recommendation to the Board, it is a recommendation in good faith.  We would like feed back on it even if it is not accepted, so we can determine if we need to take additional steps or recommendations in specific areas.

Standards Committee ~ Diane Porterfield:  The new and improved Standards Committee Rules and Regs manual is ready in the POA office for anyone interested.  The tree that was down near #2 Tee has been removed and looks great.  The committee has not received any complaint forms to be reviewed from the POA office.  We assume that means everything is fine in our community.

Youth Committee ~ Kathy DeVilbiss:  Announced that Faye Taylor is the committee’s liaison.
Easter Egg Hunt – April 7^th
Tennis Net Replacement – top priority
Movie Night – March 31^st
Yard Sale – April 20 & 21^st

Nominating Committee ~ Bob Jones:  One month from today is the final day for submitting your name as Candidate for the Board – April 16^th.  When asked how many names are currently on the list:  “I would rather not say.”  “We certainly need qualified candidates.”

ACC Committee ~ Jack Watson: Between Feb 16th and Mar 15th, permits have been issued for:

• Three (3) new homes
• One (1) re roofing

The committee is also in the final stages of revising the Architectural & Buildings Regulations manual.

The committee needs a couple of additional members to give their input. You do not have to have any construction experience. There are times when the aesthetic appearance is a consideration and common sense ideas are of value. Please give some consideration to joining the ACC committee. Currently the committee meets on Tuesdays at 8:30am. Come join us and try us out or call for additional information.
Thank you,
Jack Watson
410.253.9317

 New Business:

 ACC Committee – Electric Fences:  One electric fence is being used around perimeter of the property.  If a child gets hurt by the electric fence the POA is liable.  The Board will be deciding at the next Board meeting – Thursday March 22^nd – whether or not to allow electric fencing any longer in Diamondhead.  The Board members would appreciate comments from the community.  One comment was to place a monitor on each electric fence that will not allow the electricity to get high enough to cause injury.  Contact any Board member.

Old Business:

Public Safety – Fire Lane:  Rick stated that the Fire Lane must be used for delivery trucks.  We have a call into the Fire Marshal.  We will continue to use the Fire Lane as we see fit until he comes out and officially meets with Sarah, and myself.  At the present time we have to use it.  Until he is willing to come, it has been 3 weeks now…  We are not going by Lake Hamilton (Fire Department / Chief Matt Simpson) or Chief Tyner (Chief of police for Diamondhead).  We are waiting for the Fire Marshall to see what we can do to change the signs and come up with a better idea to assist Diamondhead and our handicap situation.  We have put that on hold and will continue to use that as need be until the Fire Marshal comes to address it with us. [Are you going to use it for parking?] Yes.

The 19^th Hole grill vent problem is still being addressed.  Rick Conrad, the inspector from Garland County, has investigated the grill and reviewed the 19^th Hole construction plans.   We are waiting to hear back from him.

                                                                                             
The Sprinkler System:  We are going to install the Sprinkler System in the Club House Banquet Room.  Fire Protection of Arkansas had the lowest bid.  All must be approved by the Fire Marshall.  Another $5,000 must be spent on architectural plans.  Fire Protection of Arkansas does it’s own plans that are pre-approved by the state before they proceed with construction.  A straw vote was taken during Executive session to proceed with this project.  DRC will be ‘boring’ under the sidewalks for some of the necessary piping.  We will be saving about $18,000 of the $50,000 the Finance Committee has budgeted for this project.  We are hoping to spend this $18,000 on our employees.  The Finance Committee will be discussing this at their next meeting – Wed. March 21^st.  Contact any member of the Finance Committee for your comments.  It may be May or June before we start the construction.  It will be designed to add on to the system as we are able to proceed into the other rooms of the Club House building.

Jerry Chambliss Law Suite update:  Right now the POA is not responsible. Our insurance company is handling it.  “No news is good news.”  This is a very lengthy process, may be several months before we hear anything that refers to Diamondhead.

Report by Chief Joel Tyner:  Please feel free to stop in to ask questions.  Right now we have too many dogs running around the community.  “Seriously, it is getting ridiculous!”  [Many spoke regarding barking dogs] 

• Yearly stickers will be coming out soon.  We are updating our records.  Please be courteous while waiting in line for your sticker, or come back at a later date.
• Jack Watson: New vehicle stickers shall be applied by April 30^th of each year.  All DPOA fees shall be current.  After April 30^th vehicles with the prior year’s sticker will be subject to a $25.00 fine on the first of each subsequent month with payment made prior to receiving a new sticker.  After April 30th anyone having an expired sticker will have to stop at the gate and get a hang tag to proceed to their residence. Just wanted to clarify this. It's up to the chief to determine the expiration of the hang tag.
• DPOA & DRC have struck a deal whereby DRC will furnish the stickers with advertisement for DRC on the back side.  Does this include the hand tags, as well?
• Identification of all delivery & contractor vehicles is mandatory.  Without a drivers license they will not be allowed in DH.
• Events:  March 29^th will be a full scale exercise throughout Hot Springs.  See Post with this title.
• Fishing Derby – April 27^th
• Fire Safety Event at Lake Catherine State Park – April 21^st.
• Golf Carts vandalized – The police department can not do their job without the management first doing theirs!  The Pro Shop must keep accurate records with names and driver’s license information before the police can begin to solve the problems of golf cart misuse: cart driven into the lake/pond and left, good tires changed out with bald tires (cart #9), etc.
• DeOtis Cotton – Golf Committee Chairman:  Every golf course I have ever played makes it mandatory to control the golf cart use by taking driver’s license information / leaving the driver’s license until cart is returned, etc.  Here, in DH, they do not do this!  Why?
• Chief Joel Tyner – It is also a safety hazard.  Two weeks ago we had a life-saving event.  It is absolutely necessary to know who and where individual golfers can be found on our golf course.
• Treasurer John Porter – This and internal management problem that has been discussed and recommended to the general manager.  Currently, the key to each golf cart is kept in the cart itself.  Those keys need to be kept in the Pro Shop and accounted for properly, with the key and the cart having the same number.

Joel is doing a great job!  Dan Munroe

What about the Geese population?  Answer: we have eliminated a lot of the geese.

What about the Coyote population?  Where ever you hear the dogs barking, that is where you will find the coyotes.  This happens on a nightly basis.

What about the Family Fun Center?  The agreement is ‘iron clad’.  A lot of rumors are out that things are happening that is not good.  There are some legal issues going on with the Browns.

Did our attorney approve that agreement?  Yes. Our attorney is looking at this situation.

The meeting ‘closed’.

Notes submitted by,
Diane Porterfield
Please contact me with corrections as needed. Diane@Porterfieldsite.com