Agenda & Town & Board Meetings

The Board met in the library before the Agenda meeting.  The purpose was not stated.  Agenda meeting started at 6:20 (?)

Board Members Present:

President Suzie Combs               Diane Jones

Vice President Joe Claflin            Larry Hibbs

Secretary Faye Taylor                 Mary Pracht

Treasurer John Porter                 John Cummings

                                                    Ken Benck

Topics discussed:

• Sticker Fund
• All moneys received was applied to the General Fund
• Cleaning Bids for the Club House
• Commercial Cleaning service vs. private service
• Bids will be accepted in the POA office
• Carpet Cleaning
• The ‘Cleaning’ of the carpet was part of the original purchase agreement when the 19^th Hole carpet was replaced.  A request has been submitted to the business for the “free” cleaning service.
• Golf Shop Sundays
• The Golf Committee submitted a proposal to the Board to have the Golf Shop open on Sundays for the next 8 weeks.  The Golf Committee has agreed to pay the difference in salary for one employee to keep the golf shop open for 6 hours per Sunday. This will include full overhead of employee.
• Board meeting:  This motion was unanimously approved.
• Cemetery Lot
• The current owners of the ‘Cemetery lot’ will be moving in February.  The board plans to re-visit this issue during the Board meeting.
• Board meeting:  Motion was made by Ken Benck to rescind the waver of dues for lot 1321, seconded by John Porter. Motion passed with John Cummings opposed.  This lot is, again, a full dues paying lot.
• Agenda, Town, Board meeting schedule & dates
• It was agreed to have the Agenda meeting on the 3^rd Thursday of the month.  The Town & Board meetings will be held on the 4^th Thursday of each month.  This was noted again during the Board meeting.
• Sledding on the Golf Course
• “Eddie said that there have been sledding on the golf course for the last 40 years.” Stated by Suzie Combs.  It was agreed that saucers will not harm the golf course.
• 24/7 Manned Gate
• Discussion:  More important to have one person at the gate full time rather than have a patrolman driving the streets
• The PD needs more ‘certified’ personnel. 
• Suggestion of 12 hour shifts 

• Problem with calls to the PD / front gate from residents during Tuesday’s ‘Drive crashes Van’ issue.  See post with this title
• “Some people are just nosy”-Mary Pracht
• “We must educate our community not to call the PD…”  “We have got to be responsible for our own security…” “Common sense has got to be applied” by our residents- Suzie Combs
• “If the police department is moved across the street, we won’t have this problem”- Ken Benck
• As stated during the Board meeting:
• This proposal was passed out to the Board members after the Nov. board meeting by Ken Benck-Board liaison to the Security Committee regarding the relocation of the Police Department. 
• Each member was told to ‘keep this under wraps’, as stated by Mary Pracht.
• It was noted during the Board meeting that research is underway with regard to the rental fees, utility fees, transfer & hook-up costs, and one extra employee that would be needed.
• The current PD would be used as an ‘information center’.  This would allow residents to call the front gate for information without interfering with an on-going investigation / police issue such as Tuesday’s Van incident. This is expected to be operated by volunteers with one paid employee.
• The need to provide this information to the community was noted.

• Roads Committee Proposal
• The Finance committee did not meet in December, and has not addressed this issue.
• Treasurer John Porter stated that the Approved Budget reads as ‘150,000.00 is allocated to Capital Expenses at the discretion of the Board. Nothing was specifically allotted for the Roads.’  $73,000 has been spent.
• A property owner wants to build a home on Possum Run.  The current condition of the road makes that impossible.  ACC liaison, John Cummings, stated that a building permit must be submitted by the DH property owner before any funds are allocated for the road improvement.  This issue was ‘tabled’ for a future board meeting.
• Roads Committee Chairman Bob Jones stated the Board has no alternative but to provide access to the property no matter the cost. 
• This issue was 'Tabled' until January to obtain more information.

• Public Relations Committee – Mary Pracht
• Request was made for all committees to submit monthly information to the POA office that will then be added to the “FOCUS”. 

• Vending Machine
• Diane Jones stated that the Cat Shelter is wanting to ‘barter’ a vending machine for access to the Club House and beverages ‘at cost’ during next year’s Golf Course tournament.  –a one time event- 

• Executive Committee has approved ‘set backs as proposed by Jack Plumlee’.
• Two lots on Diamondhead Drive have been approved to allow the house to set closer to the road, as stated by John Cummings.

Break~

Town Meeting 12-12-2013

All Board Members Present

Meeting opened with Committee Reports

ACC – John Cummings:  John expressed his appreciation to a home owner on Scenic Drive for cooperating with specified areas of concern.  Possum Run road improvement was discussed. See Agenda meeting notes.

Beautification Committee – Gail Porter:  The Bake Sale proceeds à $2880.50 from sales and donations.  Luminaries & Santa’s visit will be this Saturday, Dec. 14^th.  See the official Calendar of Events for more details.  All Committees are requested to send their reports to this editor for publication.   

Youth Committee –Kathy DeVilbiss:  Movie Nite is planned for the last Saturday of January.  See Weekly Updates on the official website.

Golf Committee – Faye Taylor:  The Golf Committee submitted a proposal to the Board to have the Golf Shop open on Sundays for the next 8 weeks.  The Golf Committee has agreed to pay the difference in salary for one employee to keep the golf shop open for 6 hours per Sunday.  This was unanimously approved during the Board meeting.

Security Committee – Ken Benck:  Smoke detectors are needed for the Club House.  A generator & chain saw are requested for the Police Department.

• Board meeting: purchase of generator ($300) & chainsaw was approved

Current events regarding theft…  Joel Tyner stated “Be sure to lock your vehicles & homes”.

President Suzie Combs: “We have to figure out how to let the Diamondhead residents know, and impress upon them, that we have a POLICE DEPARTMENT.  That doesn't mean that you can call down there every 15 minutes to ask what ambulance came in and what is going on.  They have jobs to do. …”  The Board requested input from the community.

• A suggestion was made to draft a letter with the information and place it where the residents can find out what is going on.
• Joel Tyner expressed his need to stay focused on the event at the time. He will not be ‘posting’ information until time permits.  “Residents do not need to know what is going on at that time.”

Financial Highlights – John Porter: Credit was given to Department managers. Click on picture to view:

 

Community Standards – Debbie Clements:  Not too much going on. 

Roads Committee – Bob Jones:

o       Request for a transfer of $5,000.00 from the general fund to the Roads Committee fund for culvert repairs. One bid has been received from Bill Milligan.  Motion read: '...from Capital fund to Road repair.'

Board Meeting:  Unanimously approved

o       Request for authorization for the removal of trees before they damage power lines up to $3,000.00.  15-18 trees

Board meeting:  Unanimously approved

12-16-13 Correction received from Roads Committee Chairman Bob Jones:
Diane,

I would like to correct a couple of items you posted regarding the agenda/town/board meeting. 

First, I'm not sure where the $16,059 amount you put under the roads committee heading came from.  I don't recall ever saying anything about an amount like that. You are correct.  That money belonged under Golf Committee

Second, under the town meeting heading, you incorrectly say I requested $5,000 for culvert repair.  That is incorrect.  The $5,000 transfer of funds request I made was to the road maintenance budget, primarily for the purchase of materials (like gravel and asphalt) so that Eddie and his crew can continue repairing potholes, edges and maintain the roads.  The question of culverts was later raised by Suzie, and I did say that we are looking at replacing one culvert (on Stonebriar), and one bid has been received from Bill Milligan.  However, that was  not connected to the $5,000 request. 

Not major errors, I just wanted to point out the errors, for those who may be keeping track. 

Bob Jones

Truck signage – Suzie Combs

• This issue was voted on during the November Board meeting to ‘not, not put a sign on the truck’.  à signage was approved on Nov. 2, 2013.
• This issue was voted on again during the Board meeting.  Signage will not be added to the truck.

Youth Room:  This room is being used for storage.  Items, purchased from donations for the “Youth room”, have been stolen.  A decision needs to be made as to the proper use of this room.  Should a room with a view be used for storage?  This was not discussed during the Board meeting.

Break ~  Board members were privately directed to the library for a meeting.

Board Meeting 12-12-2013

~ No mention of the private Board meeting ~

All Board members present

Meeting began at 8:15pm

November Minutes were approved with ‘some minor grammar corrections’.

Board actions are noted above as indicated under the appropriate section ~

Treasurer John Porter made 3 motions as recommended by the Finance Committee:

• To retain Carlton Collection Agency à approved unanimously
• Require purchase order for anything over $100.  This motion was amended to be ‘over $200’.  à approved unanimously.  Purpose: ‘good internal controls’
• Noted the need for a manager to be in control
• Purchase & installation of timers for lights in the Front entry Fountain & Magnolia trees not to exceed $300.00.  à approved unanimously

Preliminary budget for the next fiscal year is expected to begin the second week of January.  All department managers will be held accountable for their budgets.

Golf Course:

A new sprayer rig costing $11,250 + mower blade/cutting unit costing $56.99 has been requested for the golf course. ‘Total request around $16,000.’  This issue was ‘Tabled’ for additional information.

#7 T-Box is planned to be re-built for the cost of $7,000. This money is ‘in Eddie’s budget”.

John Porter:  Does anyone know of any other capital expenditures we have incurred?  No response.

The Board expressed its desire to be transparent by posting information ‘on all available sites’.  President Suzie Combs state she will be glad to send the Blog information.

Ken Benck & entire board: “These people who complain about not knowing things should attend these meetings.” Personal note:  I attended a Town meeting in October of 2009 where this sentiment was clearly and loudly expressed.  Since that date, it has been my goal to provide access to Board information.  Diane Porterfield

The Board Meeting portion lasted 58 minutes. Total time:  3 hours.

Note:  General Manager Search will have its first of 5 interviews next week.

Note:  All board actions were noted under each Topic section.

Notes provided by,
Diane Porterfield
adianerdh@att.net