Agenda Meeting ~ 4-12-12

Topics Discussed during the Agenda Meeting of 4-12-12

• Voting Ballot Box
• Chain of Command / Employees
• Electric Fences
• Update on ABC Appeal
• ACC Amendments
• Update on Sprinkler System / Fire Lane / Fire Door
• Point of Sale System
• Financial Audit
• Rule/Regulation #2000-1-02
• Renting of Banquet Room / Club House
• Landscape Maintenance
• "No Trespacing Signs"

Board Members Present:

President Rick Noffsinger                         Joe Claflin

Vice President Dan Munroe                      Faye Taylor

Secretary Jack Watson                             Doc Norwood

Treasurer John Porter                               Keith Harrison

General Manager Sarah Dawson

Board Member Absent:

Ray Massey

First item discussed ~ Ballot Box:

The Voting Ballot Box will be located in the POA Office during the month of July and locked in the GM office in the evenings. Generally the mail is opened by one individual. During the month of July, the mail will not be opened without a second person being present. If any ballots come in unidentified envelopes, those ballots will be placed into the ballot box. All ballots that arrive in specially marked envelopes will be placed in the ballot box unopened. Chief Joel Tyner will have the only key to the ballot box.

~ Chain of Command / Employees:

It has been recommended by the Public Safety Committee that a chain of command protocol call be established.

                        Board Members → President

                        President → General Manager → employees
                        President → Police Chief → security personnel

In the absence of General Manager and/or Police Chief, the President may speak with an employee and/or security personnel.

In the absence of the President, the Vice President, Secretary, or Treasurer would speak for the Board (in that order).

~ Electric Fences:

A vote will be taken at the next Board Meeting (April 26^th ) regarding the use of electric fences on private property. The recommendation of our attorney is to ban electric fences from property located on the golf course. Golf Course properties are subjected to golfers crossing the boundary lines; thus, the possibility for harm to that individual. Discussion suggested that off golf course properties could continue to use electric fences to protect their landscape from deer.

~ Update on ABC Appeal:

Rick Noffsinger, Dan Munroe, Sarah Dawson & Attorney Jonathan Jones went to court to appeal the ABC ruling, Wednesday (4-11-12). “The attorney did a great job!” A favorable outcome is expected from the ABC Board. [Alcohol Beverage Control]

~ Use of the Pavilion:

Director Joe Claflin suggested we have a program set up to regulate the use of the Pavilion by members of Diamondhead. A sign-up program will designate responsibility to a particular individual who can than be contacted if 'clean-up' or 'repairs' are needed after a gathering / party.

~ ACC Amendments:

Director Jack Watson suggested that existing walkways / driveways that need to be replaced should not need permits.

~ Update on Sprinkler System / Fire Lane / Fire Door:

The entire wall that separates the 19^th Hole from the rest of the building must be a “Fire Wall”.  This has been compromised by the ‘window’ that was cut into the wall, and the glass door that was placed as access to / from the rest of the building.  Bill Milligan has offered to replace the ‘window’ at cost.  The glass door must be replaced with a fire-door at a cost of $1700.00.  All work on must be finished by May 1^st by order of the Fire Marshall.  A ‘straw vote’ was taken to purchase the door in a timely manner.  The vote was unanimously in favor of this purchase.

The Fire Lane / yellow lines will be painted on the front parking lot area next week.

~ Point of Sale System:

Kevin Roth of the Finance Committee has done extensive research on a new “Point of Sale” system that is recommended for use in the 19^th Hole.  GM Sarah Dawson and 19^th Hole Manager Wendy Bowerman will be traveling to Fayetteville to observe the use of this system.  It was also stressed by Treasurer John Porter that this system must be followed correctly to insure a proper – accountable outcome.  This system will cost approximately $3,000.00.  We hope to carry this “lesson over to the pro-shop”. 

~ Financial Audit:

Treasurer John Porter explained the need for new auditors every few years.  Research is on-going to find new auditors for next year.

~ Rule/Regulation #2000-1-02: 

Director Keith Harrison expressed his understanding that the loan for the Club House would be ‘paid off in 2 years’.  Treasurer John Porter explained reality as “a balloon payment of $234,511.00 is due in 2 years, with refinancing thereafter”.  “We are currently paying $300.00 per month on the principal of this note.  It is like financing your house for 65 or 70 years.”  Keith Harrison replied, “We must be paying more than that on the principal!”

Director Jack Watson described this regulation (#2000-1-02) as a ‘nice goal’.  President Rick Noffsinger expressed the idea that ‘Long Range Planning’ is very much needed.  Rick would like our attorney to look over this resolution to possibly change some of the wording.  “We must have Long Range Planning in Diamondhead, or we are not going to survive.”  “We need to start working on our future now, not wait for the next board.”

Rule/Regulation#2000-1-02

Treasurer John Porter stated that currently we have a ‘contingency fund’ that is our only Capital Improvement Fund.

~ Renting of the Banquet Room / Club House:

President Rick Noffsinger explained a change in the renting of the Banquet Room to add the cost of a security guard.  Rick also disclosed an opportunity of renting out the entire building for Saturday, July 7^th, 2012 for a private party, which could bring in $2,000.00 + drinks + food + security guard.  A question was asked regarding the legality of renting out the 19^th Hole.  GM Sarah Dawson assured the board that this is possible according to the contract.

~ Landscape Maintenance of DH lots leading to the Front Gate of Diamondhead was discussed.

~ “No Trespassing Signs” for the Front ponds area will be purchased.  A Diamondhead member / Garland County Sheriff assisted in the removal of ‘trespassers’.  Thank you!

Meeting was adjourned.

Notes Submitted by,

Diane Porterfield

Please let me know if any corrections are needed.