Board Meeting ~ July 27, 2017

Board Members Present:

President Gary Pritsch                     Sharon Carr

Vice President DJ Bell                     Diane Jones

Treasurer Martha Lindvall               Jim Ott

Secretary Diane Porterfield

Board Members Absent:

James Meredith

President Gary Pritsch opened the meeting by announcing the election of Diane Porterfield as Board Secretary.

The June Board minutes were approved unanimously.  Director Jim Ott made the motion to approve.  Director Sharon Carr seconded this motion.

General Manager’s Report:  click on the picture to view

Standard of the month:  click on the picture to view

Road Construction / Repair:  Five (5) firms were sent information and request for bids for the paving of our community.  Two (2) bid received:  1^st bid = $172,608.75   ~ 2^nd Bid = $128,012.80

The second bid was approved.  Spa Construction will be work in August. 

Assessed Values:  A letter was received this week regarding the increase in assessed value of nine (9) properties by approximately 1.2 million dollars.  Each property increased by 45 – 50%.

Discussion:  Most all individual home-owner’s property values have gone down.  GM Dennis Debuque and President Gary Pritsch will be meeting with the assessor’s office.

Gate Entry Cards:  South Side Gate has been locked open due to malfunction of equipment.  A ‘straw vote’ was taken to approve the purchase of a new gate card box from DoorKing equipment and surge protector.  Arkansas Automatic Gate has made this replacement for a total of $5,528.53.  Director Sharon Carr made the motion, Diane Jones seconded.  This straw vote was ratified unanimously.  

Side-by-Side:  Vice President D.J. Bell presented a revised version of Regulation 2006-30-13.  Director Bell made a motion to accept this revision.  Sharon Carr seconded this motion.  Passed unanimously.  Click here to view this revised 2006-30-13A  

Town Meetings:  Director Sharon Carr made a motion for the Town meetings to be held once per quarter instead of once per month.  Vice President D.J. Bell seconded this motion.  Motion passed unanimously.  The Town Meetings will be held in August (August 19^th – Annual Meeting), November, February, and May.  A “Special” meeting may be called at any time the need arises. 

Nominating Committee:  The current members of the Nominating Committee will be asked to serve on next year’s Nominating Committee.  

Maintenance Committee:  Diane Porterfield made a motion to approve a Common Area Maintenance Committee that will work in correlation with the Landscape Committee and DPOA GM.  This committee will have possibly 3 individuals who will spray weeds, cut excess foliage and haul debris to appropriate site.   “Common Area” includes landscaped areas from the Front entrance past the swimming pool.  The general manager has proposed the Golf course landscape areas be maintained by volunteer golfers.

Note:  Yes, this maintenance committee will be performing a service that should be included in our Annual Dues.  At this time, our annual dues are not able to cover this expense.   Until such time that our financial budget includes a “common area maintenance service”, this committee is needed.

Director Diane Jones seconded this motion.  Motion passed unanimously.

Proposed By-Law changes à Parliamentary position may be needed if this By-Law is added.  If you are interested in this important position, please contact Secretary Diane Porterfield: adianerdh@att.net  620-3167

Resident A. Traveler – Golf membership & Golf clubs:  Mr. A. Traveler has requested his money back from a custom purchase of golf clubs and an additional year of free golf.  The Board suggested this resident be refunded for the golf clubs if condition of clubs is “as new”, with no additional months of free golf.

Replat: DRC presented a request for a replat of lots 976à981.  These are unbuildable lots with a cul-de-sac in the center area belonging to DPOA.  Director Diane Jones made a motion to sell the cul-de-sac to DRC if the price can be negotiated – price to be agreed upon at a latter date.  Director Jim Ott seconded this motion.  Motion passed unanimously.

Tennis Courts: Director Martha Lindvall made a request of GM Dennis Debuque to publicize the opening of the Tennis Courts during the day.

Propane Tanks will be dug up and one new tank will be buried in their place.

Police Department Sewer System has failed and must be replaced.  A gray water pumping system will be placed for $6,250 by Bill Milligan.  Motion made by Diane Jones and seconded by Sharon Carr.  Motion passed unanimously.

Old Business

Cart Barn Storage area:  Three bids were received for the repair of the Cart barn storage area:

1.      $12,224.00 + demolition 

2.      $13,000.00

3.      $24,000.00 

Director Sharon Carr made a motion to approve the use of $10,000 that has already been approved in this year’s budget and add $3,000 from the Capital Reserve Fund to equal the $13,000 needed.  Director Jim Ott seconded this motion.  Motion passed unanimously.

Road Maintenance:  Roads Committee Chairman, Bob Jones, has made an additional request for a full-time employee designated strictly for road maintenance.  This request has been made repeatedly.

Letter to DRC:   Director Jim Ott proposed a letter be sent to DRC indicating what we (members of the DPOA Board of Directors) expect from the “developer” / Grantor.  The least of which is the advertising and selling of lots in our community.

Adjournment:  Director Sharon Carr made a motion to adjourn to executive session.  Director Diane Jones seconded this motion.  Motion approved unanimously.  Meeting adjourned at 8:38pm to executive Session.

Executive Session:  Martha Lindvall moved to accept the minutes from the June 22^nd executive session.  DJ Bell seconded this motion.  Approved uninanimousl.

Martha Lindvall moved to adjourn.  DJ Bell seconded.  Approved.  Meeting adjourned.

Notes provided by 

Diane Porterfield, Board Secretary

adianerdh@att.net

620-3167