Agenda & Town Meetings ~ January 21, 2016

Board Members Present:

Vice President Chris Wasson      John Coleman

Secretary Diane Jones                 Suzie Combs

Treasurer John Porter                  Sharon Carr

                                                     Jim Ott

Board Members Absent:

President Larry Hibbs

Gordon Moore

No current General Manager

Vice President Chris Wasson brought the Agenda Meeting to order at 6:34 pm in the Banquet room of the Club House.  Chris asked for topics to be discussed at the Town Meeting:

• Standards Committee
• Straw Vote: Policies & Delinquencies to be approved at next week’s Board meeting.
• Status of Marquee
• Goose Hunt update
• Gate improvements / status / spike strip

DPOA member, Kim DeFilippis, was asked to leave the Agenda meeting due to delinquent Annual Dues.  Kim choose to be escorted out of the room by Police Security officer Thomas Goad.

Town Meeting began at 6:43 pm ~ It was agreed by all that if additional DPOA member(s) arrived for the Town meeting at the designated time of 7:pm, pertinent information would be shared with the member(s).  This did take place for the one DPOA member who arrived at 7:pm

Community Standards Committee:  Gail Porter offered this report.  Click on the picture to view.

Youth Committee Easter Egg Hunt:  Saturday, March 19^th @ 10:am

• Ages 1-5 years will enjoy the fenced area of the playground
• Ages 6-10 years will have access to the larger common grounds area surrounding the playground to hunt for Easter eggs.
• Easter Bunny
• Pictures available for $1.00 donation to the Youth Committee.

Nominating Committee: Bob Jones announced their first meeting will be in February.

Public Relations Committee: Director Jim Ott stated that there will be a Pancake Breakfast available to all DPOA members on the morning of the Easter Hunt ~ March 19^th ~  time to be announced.

Finance Committee:  Treasurer John Porter set the date of February 4^th @ 6:30pm for a Board Work shop to discuss the 2016 – 2017 Financial Budget.  John suggested the Golf Committee attend this workshop due to the possible effect the new budget will have on golf course expenditures.

December, 2015 Financial Highlights: Click Here

Straw Vote:  Delinquency Policy ~ Click Here to view the Policy

This Policy concerns the DPOA members who are delinquent on their Annual Dues and will be confirmed at next week’s Board meeting: Jan. 28^th, 2016.  A copy of this Policy was sent to each delinquent DPOA member with the following letter:

Annual dues, fees and/or assessments are obligations which you, as a property owner, have agreed to when purchasing your property.  The assessments are authorized by both the Bill of Assurance (section 8) and the DPOA By-Laws (Article 6, section 2 (c)).  The attached policy, adopted by the Board of Directors, offers two options to become current on your annual assessments and allows you the opportunity to regain your full amenity rights.   Please review the options carefully and let the DPOA office know immediately which is best for you.

In the event that you do not choose one of the two options and communicate that acceptance to the DPOA office on or before 30 days from the date of this letter, the Board of Directors shall proceed to adhere to its obligations stated in the By-Laws and Bill of Assurance.

If you dispute the amount(s) due, we would appreciate you submitting any documentation or evidence, before 30 days, that you may have in support of your contention that the amount(s) due are not correct.

Sincerely,

Diamondhead Board of Directors

Goose Hunt Status:  The Wild Life Committee is working on the control of the Geese population in Diamondhead.  Designated members of the Wild Life committee will be Bow hunting on a limited basis and ‘scrambling’ the eggs.

DPOA member Scott Olivier expressed an interest in transporting live geese / eggs to his father’s home in Louisiana.  (337)-692-0676

Marquee Status Update:

·       Marquee has been down since September, 2015.

·       Water got into the Marquee stopping updates from being posted.

·       This has been repaired by Edwards Signs.

·       As of the first of 2016, Windows XP no longer operates.

·       The new equipment installed by Edwards Signs will only run on Windows 7. 

·       The Lions Club offered $500.00 + DPOA added additional funds for the purchase of adequate computer needs.

·       The $158.00 computer that was purchased for the Marquee “kept shutting down”.

·       Edwards Signs has stated they would install all updates on a compatible Windows 7 computer.

·       The Marquee computer is located in the Police Department facility due to ‘line of sight’ access to the Marquee.

·       Director Suzie Combs was given authority from the Board to speak with Police Chief Joel Tyner regarding this issue.

South Side Gate: The speaker system located at the South Entrance Gate is ‘busted’.  DPOA members living behind the gate are not able to know who wants access before opening the gate via their land line phone.

North Side Lift Arm Gates: Discussion regarding the ‘Tail-gating’ feature revealed several issues of concern:

• DPOA members who choose not to purchase the required vehicle sticker that allows the lift arms to rise must punch in a code on the meter located in front of the Police Department.  The distance between this meter and the Lift Arms mandates a 15 second raised position to allow the car to enter through the gates.
• The Emergency / Fire Department mandate that both arms be raised at the same time for adequate entrance space.
• The sensors were set-up to allow each Lift Arm to operate individually.
• A possible solution to the current ‘Tail-gate’ feature problem is to connect the Lift Arm sensors so they will operate simultaneously.
• An additional fee of $2,000 was incurred (?)
• Treasurer John Porter stated: We probably did not do enough research prior to the installation of the gate lift arms.

Spike Strip located at the Arlington exit has three (3) spikes that are not protruding from the spike strip due the broken or displaced springs.

New GM Position:  The Board is currently reviewing resumes submitted for the General Manager position.  On January 1^st an advertisement for this GM position was added to Craig’s List.  Go to Craig’s List à Jobs à Hot Springs, Arkansas for more information.

Job Description:  Director Suzie Combs suggested a “job description” be updated / added to the employee manual.  This will alleviate possible misunderstanding on the part of employees and management.

By Laws:  DPOA member Bob Jones suggested the need for a By Laws update.  A discussion ensued regarding the possible updates be added to Diamondhead’s Web site for review by the DPOA membership.  This would allow opportunity to discuss the pros & cons of each proposed update.  The vote on these individual updates would be accomplished at the Annual Meeting in August.

Meeting adjourned.

Notes submitted by

Diane Porterfield

adianerdh@att.net