Board Meeting ~ June 25, 2015

Board Members Present:

President Mary Pracht                 John Coleman

Vice President Joe Claflin           Sharon Carr

Secretary Diane Jones                 Suzie Combs

Treasurer John Porter                  Chris Wesson

General Manager James Turner

Board Member Absent:

Larry Hibbs

Board Meeting adgenda

8:55pm meeting began

May Board Minutes passed unanimously.

Side-by-sides

Arkansas Vehicle Code - Chapter 11  Allows for ‘side by sides’ in unincorporated areas.  Director John Coleman did his research and reported to the Board his findings.  Information will be shared with the rest of the Board members and will be discussed at the next Board meeting.

$8,000 for South Side roads is coming in Under Budget.  A new motion was passed by the Board:  “…not to exceed $4,000 and will come out of the Operating Budget.”  Passed unanimously.

$125,000 request for road repairs by Roads Committee Bob Jones

*Bob is a committee of one (1). –

Suzie Combs:  That will bring our Capital Reserves down from $195,000…

• Front Gate:  $17835.00
• Grease Trap:  not yet known

Chris Wasson:  I would like to research Chip & Seal vs. Asphalt ‘to make the best decision possible’.  ‘What is the cost & life span of each?’ ‘We need a long time solution, not a bandaid.’

John Coleman:  ‘It may be appropriate to defer the allocation for roads until we know what we are going to do about Security.’  We may need the money for the Police Insurance costs.

Motion was made to Table the Roads Funding.  Seconded and passed unanimously.

Police Department ~

• DPOA Police Department Liability Insurance coverage gave the DPOA 15 days notice of coverage termination.
• DPOA Announcement sent out to the community on June 23rd regarding the Executive Session of June 18^th.  “Straw Vote taken”
• Town meeting statement:  “No vote was taken” 

General Manager James Turner explained his research regarding Liability Insurance quotes for the Police Departments. 

• 21 insurance agents contacted - one response.
• One insurance response stated $35,000 per year vs. the current $5,000 per year and a $50,000 deductible vs. the current $10,000 deductible.
• This coverage is NOT a guarantee of approval.  An approval / inquisition process must be accomplished…Then the Insurance Company will decide whether or not to cover DH Police Department.
• Harp Security advantages:
• Act as First Responder
• Retain individuals for Garland / Hot Springs Police Departments
• Patrol roads
• No Liability Insurance
• Harp Security disadvantage:
• No police department

Other options are being explored.  “At this point, we have more questions than we have answers.”  A Special Board meeting is scheduled for Wednesday, July 1^st @ 6:30pm to discuss these options further.  A decision must be made before July 5^th.  A 10 day span (July 6 à 15) is to be used for the transition period.

Radio frequency Stickers:

• Cost $13.12 per sticker
• Cost to be passed on to the membership plus any taxes / administrative costs.
• Sharon Carr made a motion to charge $100.00 per sticker to all DH members / residents Not in Good Standing / delinquent dues.  Seconded by Suzi Combs. Motion passed with Chris Wasson voting NO.

Lift Gates:

• 2 lift gates to cover the 30 foot expanse
• To be placed inside DH of the Guard House
• Road Spikes to be installed at ‘out going’ gate.
• During the day:  The main / wrought iron gate will be open, the lift arms will be down.  Access with Radio Frequency stickers
• During the night: The main / wrought iron gate will be closed, lift arms will be up.  Access with gate cards we currently use.

Motion to accept bid from Intigrated for Front Gate – cost $17,835.00 – passed unanimously and will begin installation Monday, June 29^th.

Notes submitted by,

Diane Porterfield

adianerdh@att.net

620-3167