Board Meeting ~ 9-27-12

Diamondhead Board Meeting

Thursday, Sept. 27^th, 2012  7:pm

Board Members present:

President Joe Claflin                                Director Suzzi Combs

Vice President Rick Noffsinger                  Director Diane Jones
Secretary Faye Taylor                              Director John Porter
Treasurer Tom Moore                               Director Jack Watson
                                                               Director Diane Porterfield

President Claflin opened the meeting at 7:pm.

Rick Noffsinger gave an update regarding the Pro Shop’s accurate accounting of the golf carts.  It was stated that all golf carts are being checked out and back in appropriately with individual golfer’s names and time of use.  It was also noted that the Cart Barn lights are being left on all night and day.  Suggestions were made that could cut down on the cost for the electricity use, as well as more cost efficient light bulbs.  A motion receptor was mentioned as a means of turning on the lights when needed for the cameras to operate effectively.

Audit Approval:  Treasurer Tom Moore made a motion to accept the Financial Audit as presented by the audit firm of Crass & Smith.  “We did receive an unqualified opinion, which means our financial statements are materially correct as stated.  An unqualified report is the highest level that an audit firm can give.”   This motion was seconded and passed unanimously.  As part of the audit they will prepare and file our 2011 tax return.

Capital Improvement Fund:  John Porter passed out a copy of Capital Improvement Fund for review.  This fund will be funded by moneys as they become available.  All expenditures will continue as they are needed according to the current budget.  Motion was made to accept this Capital Improvement Fund as written and state that it will supersede any Capital Improvement Fund that existed before.  This motion was seconded and passed unanimously.  Click on picture to view:

Chief Joel Tyner made a request for a computer & propane generator to be used as a back up system in case of emergency.  Replacement of a police curser was listed as part of this request.  An insurance refund of $4,000.00 is suggested to be used.  There were many questions that did not have answers at this time.  This issue was ‘tabled’ until more information could be obtained.

Fountain Renovation:  The fountain is working ! 

Swimming Pool Filters:  Sand filters will need to be cleaned or replaced.  This has happened in the past, but this time the lining is leaking a rust / stain.  This lining could cost $70 – 100 thousand if it needs to be replaced.   It is recommended to look into this as soon as possible.

John Porter stated that this is a good example of the need for the Capital Improvement Fund.  Various options were discussed.  It was also noted that the diving board needs to be replaced.

Ethics Statement:  Click on this link to view:  http://diamondheadcommitteereport.blogspot.com/p/ethics-code-for-board-members.html
Committee members are requested to suggest improvements as needed.  The Board will vote on this issue during October's Board meeting.  Please contact John Porter:  johnathsar@hotmail.com

Kitchen Storage:  It was suggested to add kitchen storage by building a shed / unit adjacent to the cart barn.  The plan is to get 3 bids for this project.  After the meeting the ladies of the Board inspected the current storage area behind the Library.  Some of the members of the Board will meet at 1:pm on Sunday afternoon to clean out this area, possibly gaining storage space.  The plan is to move all supplies from the Proposed Youth room into the current storage area (behind the library / banquet room).

It has been agreed that the room across from the library is to be made available to the Youth Committee.

Security Committee Proposal:  The Security Committee has presented the Board with a 19^th Hole Patrons & employees Code of Conduct Policy.  This policy will be reviewed and voted on at the next Board meeting.

Roads Committee Chairman?:  We are still in need of a volunteer to serve as our Roads Committee Chairman.  Please let Joe Claflin or any Board member know of your interest. wjclaflin@hotmail.com

Social Committee Fund Request:  The Social Committee is hoping to have a “Welcome to Diamondhead / Meet your neighbor” social event on December 8th.  A request for $500.00 has been made for this event.  A question was asked whether this appropriation is part of the financial budget for this year.  The answer was “no”.  Diane Porterfield stated that nothing should be spent that has not been allowed for in the budget. “However, I would like to donate $50.00 toward this social event.”  This matter will be voted on during the October Board meeting.

ACC Report:  Jack Watson informed us that 5 new members have joined the Architectural Control Committee.

Youth Room:  Rick Noffsinger made a motion to give the small room across from the library to the Youth Committee.   The Youth committee has 30 days to come up with a plan to use this room. This motion was seconded and passed.  Suzzi Combs abstained.
After the meeting, several Board members inspected the current Storage behind the Library / Banquet Room.  This room will be cleaned out and organized on Sunday at 1:pm.

Committee Finances:  Treasurer Tom Moore suggested the various committees provide assurance of check varification before any funds are released from the POA to the committee.  Diane Jones suggested that each committee chairman and Board liaison be required to submit documents with required signitures before funds are relinquished.  Jack Watson made this motion. Suzzi Combs seconded this.  Motion was passed unanimously.

Meeting adjourned

Notes submitted by,

Diane Porterfield
Please let me know if any corrections are needed.