Board Meeting ~ January 25, 2018

Board Members Present:

President Gary Pritsch                     Diane Jones

Vice President DJ Bell                       Sharon Carr

Secretary Diane Porterfield             Jim Ott

Treasurer Martha Lindvall

Board Members Absent:
Cheryl Standing                                James Meredith
GM Dennis Dubuque

Meeting was opened at 7:01 pm with Diane Jones’ motion to approve the Nov. 16, 2017 and Dec. 7, 2017 minutes as presented.  Jim Ott seconded this motion.  Minutes were approved unanimously.

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Annual Meeting ~ Aug 19, 2017

Board Members Present:

President Gary Pristch                        Sharon Carr
Vice President DJ Bell                        Jim Ott
Secretary Diane Porterfield                 James Meredith
Treasurer Martha Lindvall                   [Cheryl Standing]

General Manager:   Dennis Dubuque 

Board Member Absent:

Diane Jones 

President Gary Pristch welcomed the membership to this year’s annual meeting.

The Minutes from 2016 Annual meeting was passed unanimously with Martha Lindvall making the motion and Jim Ott providing the second.

10% of the membership must be present or accountable by proxy.  205 ballots were received with 111 proxies…. Giving the Board in excess of the needed requirement to pass the proposed By-Law changes.  ·       
ALL Articles I -- XV passed.

Annual Audit is available in the POA Office

call: 262-4470 ~ to make it available for you

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February Board Meeting ~ Proposed Budget

Board Members Present:

President Gary Pritsch                Sharon Carr

Vice President D.J. Bell              Diane Jones

Secretary Debbie Clement          Dan Hodson

Treasurer Martha Lindval

General Manager Dennis Dubuque

Board Members Absent:

Jim Ott

James Meredith                                          

7:pm Board was called to order ~~ meeting lasted 2 hours, ending at 9:pm

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Board Meeting ~ April 28, 2016

Board members present:

President Chris Wasson                Gordon Moore

Vice President Larry Hibbs             Sharon Carr

Secretary Diane Jones                  Jim Ott

Treasurer John Porter

General Manager – Ed Molloy

Board members absent:

Suzie Combs

Meeting opened with the unanimous approval of the March Board minutes.

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Town & Board meetings ~ July 23, 2015

Board Members Present:

President Mary Pracht           Larry Hibbs

Treasurer John Porter            John Coleman

Secretary Diane Jones           Chris Wasson

                                               Suzie Combs

Board Members Absent:

Vice President Joe Claflin

Director Sharon Carr

GM James Turner – not present

Town Meeting ~ July 23, 2015

President Mary Pracht announced her resignation from the Board.

• Mary read a list of received membership complaints that was taken to the GM
• Mary was accused by the GM of ‘interfering with the Front Office’. “Micromanaging”.  When members call Mary regarding any concern, it is her duty to relay this message to the GM.
• ‘Keep away from him and let him do his job’ was said by a Board member.
• ‘This Board is getting ready to do detrimental things to this community that I will not be a part of.’
• ‘I’m tired of the backstabbing going on by this Board’
• ‘I have more respect for the nay-sayers and the residents of this community than I do for this Board.’
• ‘Therefore, I resign as president & director of this Board.  Effective immediately!”

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Town & Board Meeting ~ May 27, 2005

Board Members Present:

President Mary Pracht           Diane Jones

Secretary Diane Jones          Sharon Carr

Joe Claflin                               Larry Hibbs

General Manager: James Turner

The Town Meeting was opened with the call for Committee Reports:

Most committees were not represented / reported.

Roads Committee:  Bob Jones – sending out request for bids

Nominating Committee:  Bob Jones – 3 individuals have been “elected” for 3-year terms

Public Relations:  Suzie Combs – A banner is going up for Brick Fest

Long Range Planning:  GM James Turner – presently the only member

Safety & Security:  Sharon Carr – meetings will be held Mondays @ 6:30pm

Youth Committee:  Kathy Devilbiss – idea to update the Basket Ball / Tennis Courts. 

The Committee has set aside $5,000 for this project.

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Town & Board Meetings - 4-23-15

Town Meeting – April 23, 2015

Board Members Present:

President Mary Pracht                   Larry Hibbs

Vice President Ken Benck            Joe Claflin

Secretary Diane Jones                   Gordon Moore

Treasurer John Porter                    Sharon Carr

                                                       Suzie Combs

Announcements: 

New Gate Hours:  6:am à 8:pm

Sundays: 8:am à 8:pm

Keep gate card/keys & clickers in car and available due to possible gate closure when officer is called away.

 

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Town Meeting ~ March 26, 2015

Directors Present:

President Mary Pracht               Sharon Carr

Vice President Ken Benck         Larry Hibbs

Secretary Diane Jones               Joe Claflin

Treasure John Porter                Suzie Combs

Director Absent:  Gordon Moore

President Mary Pracht opened the meeting by directing the audience to the information available at the back of the room.  Mary does a good job of following the outline presented at each meeting:

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Town Meeting – January 22, 2015

Board Members Present:

Vice President Ken Benck        Joe Claflin

Treasurer John Porter                Gordon Moore

Secretary Diane Jones               Sharon Carr

                                                   Suzi Combs

General Manager – James Turner

Board Members Absent:

President Mary Pracht

Director Larry Hibbs                            Town Meeting Agenda

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Financial Highlights - Dec.-14

Financial Highlights - Dec.- 14

read during the Treasurer's Report

by Treasurer John Porter

Town Meeting ~ November 20, 2014

Board Members Present:

President Mary Pracht                Suzie Combs

Vice President Ken Benck          Gordon Moore

Treasurer John Porter                Joe Claflin

Secretary Diane Jones               Joann Rhodes

                                                    Larry Hibbs

GM James Turner

Town meeting began at 7:pm

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Town Meeting – Thursday, October 23, 2014

Sorry...I neglected to change to mail-out subject line.  The discussion regarding a dues increase took place last week.  click here to view that discussion


Board Members Present:

President Mary Pracht               Gordon Moore

Vice President Ken Benck         Suzie Combs

Treasurer John Porter                 Diane Jones

Secretary JoAnn Rhodes            Joe Claflin

                                                    Larry Hibbs

6:06 pm

The meeting began with Committee Reports:

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Board Meeting ~ 6-26-14

Board Members Present:

President Mary Pracht Diane Jones

Vice President Joe Claflin John Cummings

Secretary Faye Taylor Suzie Combs

Treasurer John Porter

Board Members Absent:

Ken Benck

Larry Hibbs

GM James Tuner

President Mary Pracht welcomed DH members to the Board meeting.

May Minutes were approved unanimously.

Mary Pracht:

“A great Candidates Night” “I'm not going to say too much about it because we would be here all night if I got started. So, I'm just going to ignore it.”

Financial High-Lights – John Porter: Click on the picture to enlarge.

John noted areas of concern / Variance:

• Administration.........(4,729) “Extra time in administrative office - Sticker”
• Pool …...................(4,219) “Pool start up chemicals”
• Security …..............(4,162) “Every time somebody runs in to the gate with a car, we have to get it fixed. When they knock down a camera pole, we have to get that fixed.”

• Delinquent Homes – 52
• 39 are 'non-functioning' = no payments
• 13 are on a payment plan
• Total amount delinquent = $105,000.00
• Lots are at 55% delinquent

Mary Pracht ~ Pro- Shop:

• Guest rounds for May 2013 → 383
• Guest rounds for May 2014 → 589
• Guest rounds YTD 2013 → 913
• Guest rounds YTD 2014 → 1741

John Porter suggested the Financial Highlights be posted on the Official Website.

GM James Turner:

• 19^th Hole update: Green Herb has been released from their contract.
• “Debbie” has taken over management of the 19^th Hole.
• June 21-22 Golf Tournament → $2,000 rental income, $1,500 outside play, $600 merchandise sales..... These are the numbers “we actually made above and beyond” costs. Mary Pracht added → The course was open before and after the tournament. “The course was not closed down.”
• Website: Virtual Tour
• “I'm a non-Board member, A-political...but...the statements made at Candidates Night were not completely accurate.” “We are on top of finances. We are on top of communication. We're turning a cruse ship, not a speed boat. So, it is taking time to work through a lot of kinks. We do have a lot of employees. So, there is a substantial amount of money that goes out in wages.” “1. Our staff is underpaid. 2. Everyone carries more than their weight. Nobody is dead weight right now. There was some. They are no longer with us.” “I want to go on record with the Board: We do not have an employee that we can do without right now.”
• 3 Tournaments weekend of June 27-29.

Mary Pracht stated, “there were comments made about finances at Candidates Night that were basically based on 2 year old information. ...at least 18 months old. ...corrections have been made. The Board is paying attention.

Old Business:

Porterfield vs. DPOA lawsuit: Hearing was held June 18^th, lasted 3 hours, Judge signed his verdict on the 19^th, Mary received the order on the 20^th. Full order will be read at the Town Meeting in July.

• This court finds that the POA has provided all its records to Mr. Porterfield that was requested between the dates of Nov. 18-22. Motion for contempt is denied.
• Motion to Quash (to not allow) was made by DPOA. Motion granted by Judge Williams
• Cost of lawsuit to DPOA membership $5,800.00

Straw Vote - 2^nd Culvert: Maximum amount $8,634. Vote was ratified unanimously.

Roads Committee ~ Bob Jones: presented the roads resurfacing plan to the Board. Board unanimously approved a budget of $66,000. with Spa Construction. The work should be completed in July.

Straw Vote - “For Quorum Purposes Only”: Vote was ratified with John Cummings voting 'No'.

Delinquent Dues List – John Porter suggested the list of delinquent home-owners be published on the Diamondhead website. GM Turner was instructed to make this happen.

July Agenda Meeting …..July 17

July Town Meeting ….....July 24^th @ 6:pm

July Board Meeting …....July 24^th @ 7:pm

Town Meeting ~ Thursday, March 27, 2014 ~ 6:pm

Board members Present:

President Mary Pracht                     Diane Jones

Vice President Joe Claflin               Suzie Combs

Secretary Faye Taylor                     Ken Benck

Treasurer John Porter                      Larry Hibbs

John Cummings

President Mary Pracht opened the meeting by introducing the various DH committees

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Town Meeting - February 27, 2014

Board Members Present:

President Mary Pracht                        Ken Benck

Vice President Joe Claflin                  Larry Hibbs

Secretary Faye Taylor                        Suzie Combs

Treasurer John Porter                         Diane Jones

                                                            John Cummings

General Manager James Turner

Meeting began at 6:07 PM

President Mary Pracht began the meeting by asking for Committee Reports.  A notice has been sent to each of the committee chairs requesting their monthly reports to our community.  They will appear here as they arrive.

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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 

Town Meeting ~ November 14, 2013

All Current Board members present

Treasurer John Porter: Presented the Financial Highlights ~

DPOA Financial Highlights
Oct. 31, 2013

page 2

“I want to clarify our money situation. We have more cash available for a couple of reasons: …”

• The Sticker Fees
• Over payment on a tracker lease
• Totaling $39,000.00

Paraphrased:  Over all we are taking in less money this year because delinquencies on lots are up 10%.  We are taking measures to keep costs down, and our cash flow is slowing down this time of year.  All of our Annual Dues have been paid, all of our semi-annual dues have been paid, the only thing we have coming in is the income from the 19^th Hole, the golf course and the few who pay their dues monthly.  That money is about $170,000.00.  Our over head costs is running right at $35,000 per month. 

• $35,000 over the next 5 months = $175,000
• We will need to cut some costs
• Assets are wearing out – we must be pro-active in maintaining our assets.  This is what maintains our property values

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Financial Statements

Finance Committee meeting Monday, Jan. 28th, 6:pm in the Library.

All Financial Statements are for the members of Diamondhead Property Owners Association only.  If you are a POA member and you would like to view the Members Only page, please send your Lot # to Diane Porterfield at adianerdh@att.net

Finance Committee Meeting ~ 8-16-12

Page 1

Page 2

Page 3

 

"John Porter reported that he could not find any copies of the "final" version of the 2012-2013 Budget, which the Committee has requested for a number of months."

To view all the Financial Highlights, Scroll down to "Labels" and click on "Financial Highlights".  OR, click on the word "Financial Highlights" at the bottom of this post.

Financials for 2011-2012