REGULAR MEETING OF THE HOT SPRINGS VILLAGE PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS 9:00 A.M., SEPTEMBER 16, 2009 OUACHITA BUILDING

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1 REGULAR MEETING OF THE HOT SPRINGS VILLAGE PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS 9:00 A.M., SEPTEMBER 16, 2009 OUACHITA BUILDING A regular meeting of the Hot Springs Village Property Owners Association Board of Directors was held 9:00 a.m., Wednesday, September 16, 2009 at the Ouachita Building. Board members attending: President Mike Misch, Vice President Bill Linam, Jeff Atkins, Bob Brandt, Paul Day, Katie Feather and Teri Jackson. Attending from staff were: General Manager Dave Johnston, Treasurer Wayne Copeland, Asst. to Gen. Mgr. Linda Mayhood, Attorney Don Schnipper, Dir. of Public Safety Laroy Cornett, Dir. of Planning & Inspections Steve White, Dir. of Recreation Larry Koonse, Dir. of Golf John Paul, Dir. of Public Works David Whitlow, Communications Specialist Stacy Hoover and Secretary Suzette Tadlock. Also attending were: Holly Daste, Village Voice and Jeff Smith, Sentinel Record. Approximately 40 people were in the audience. Call to Order: Prayer/Pledge: Introduction of Guests: Order of Business: Minutes: President s Comments: Board Comments: Gen. Mgr. s Report: President Misch called the meeting to order at 9:00 a.m. Director Jackson gave the prayer followed by the pledge of allegiance. None. The order of business was approved as submitted. The minutes of the August 19, 2009 regular meeting and September 2, 2009 work session notes were approved as submitted. President Misch expressed support for past Board President Bob Shoemaker and his wife Norma. Ballots go out for the assessment increase proposal on Sept. 28, Director Atkins took issue with the Village Voice Newspaper s reporting that the internet tee time that was abandoned last year cost the Village $68,000. He stated this fee was rolled into the green fee and did not cost the Village anything. He stated If we remove the cost of the internet tee time system we shouldn t restrict it to only people that are registered. The people that are registered should be the only ones allowed to enter tee times but any property owner number that is in good standing should be allowed to be entered. This would decrease the phone calls to the Golf Dept. He also stated, The article in the Voice stating the POA Auction was a bust was really negative. We didn t sell those lots at the auction, I think that was expected and understood by everyone. These lots will be available for sale by the POA just like we ve been selling lots for the past six weeks. Dave Johnston gave the General Manager s Report (see attached). The members in good standing as of Sept. 11, 2009 was 28,160. The quorum is now set at 14,081 or 50% plus 1. This is the number of people needed to vote on the assessment proposal. 51% of at least

2 Page 2 14,081 is needed to approve the measure. Mr. Johnston reported on the storm damage from the previous night. Discussion of the report followed. Chief Cornett responded to Director Day s inquiry on the increase in burglaries and breaking and entering. Director Day asked when the pool was going to open. Larry Koonse reported it would be open tentatively on Monday unless anything else happens. Steve White advised the geo-thermal would be installed by Monday, Sept. 21 st. Director Jackson asked LifeNet to provide statistics on when the Village is covered with one or less units inside the gate and the duration of time this coverage exists. V.P. Linam asked about the unaccounted water. He thought the water used for flushing should not include water lost due to a major leak which would make the water used in flushing stable. Steve White reported there were 39 deer killed in the first two days of the deer hunt. Treasurer s Report: Standing Com. Reports: Wayne Copeland gave the Treasurer s Report (see written report attached). Discussion followed. President Misch called on standing committee representatives for their comments. Governmental Affairs Com. Chair Tom Arwood reported that St. Joseph Hospital will do a radio interview with Dr. Doug Ross and Registered Nurse Tish Gould on Friday to discuss H1N1. They will then go to McCauley Ctr. at 11:30 a.m. to answer questions. They will also meet at St. Joseph on Sept. 30 at 2:00 p.m. Standing Com. Minutes Common Property , Golf , Governmental Affairs , Received: Public Works and Recreation Architectural Control Com.: and Questions from Audience: Terry Jasicki, 5 Sergio Way, addressed the Board on what he perceived to be wasted labor and cited several instances as well as problems with the inspection system. Judy Corwin addressed the Board relative to defoliation practices by First Electric in June 2009 by sub-contractor Tollie Green. She stated she also had a letter and signed petition as well as information on the herbicides that are used. She suggested the cutting method be used in the future instead of spraying. Mrs. Corwin asked the Board to take a stand and find out what Energy and First Electric are going to do next year. Don Schnipper was asked to look into the agreements between CCI and the utility companies. Village Community Fund: Director Jackson MOVED to approve the memorandum of understanding between the POA and Hot Springs Village Community Foundation relative to monetary donations for the 40 th anniversary celebration to be tax

3 Page 3 deductible given through the foundation. Vice President Linam SECONDED the motion. Following discussion the motion was Protective Head Gear Policy: Director Day asked with the State not requiring helmets, what happens when the Police stops someone for not wearing a helmet? Chief Cornett stated they have the option of giving a verbal warning, a written warning and should the individual receive multiple warnings, their privileges could be suspended. Director Day stated he chooses not to make the motion because staff recommends retaining the present language. Director Atkins MOVED to amend Chapter Three, Article 8 of the POA policy by removing Section 3.J. which currently reads: Protective headgear will be worn by operators and passengers of mopeds and motorcycles when operated on roads of Hot Springs Village. Director Jackson SECONDED the motion. Discussion followed. Director Jackson asked the POA staff to have an internal policy that includes mandatory helmet use for POA employees while operating on Hot Springs Village roads. Following discussion the motion CARRIED with Directors Atkins, Jackson, Linam, Brandt and Feather voting in favor and Director Day voting against. Committee Appointments: Director Atkins MOVED to appoint Steve Romine to fill the vacancy of Dale Patty on the Common Property & Forest Com. Term to expire April Vice President Linam SECONDED the motion. The motion was Director Atkins MOVED to appoint Beverly Thompson to fill the vacancy of Tom Kimmes on the Common Property & Forest Com. Term to expire April Director Jackson SECONDED the motion. The motion was Director Atkins MOVED to appoint David Cohen to fill the vacancy of Paul Newall on the Common Property & Forest Com. Term to expire April Vice President Linam SECONDED the motion. The motion was Director Day MOVED to approve the appointment of Rolland White to fill the vacancy of Patrick Harrison on the Public Works Committee. Said term to expire April Director Jackson SECONDED the motion. The motion was Central Arkansas Fairplex: Director Jackson MOVED to approve the attached endorsement letter presented at the last Board meeting relative to the Central Arkansas Fairplex. Director Feather SECONDED the motion. Following discussion, the motion was Break: The meeting was recessed for a ten minute break at 9:50 a.m.

4 Page 4 HEARING: The regular meeting was recessed for a hearing relative to property owners who had not purchased a 2009 boat decal for their boats. Attorney Don Schnipper conducted the hearing. David Whitlow advised that following a conversation with the Lakes & Water Committee a survey was initiated to determine whether all the boats on the lakes had decals. The survey was made by the Lakes Manager with the assistance of the Anglers Club. At the time of the survey there were 2,217 boat decals purchased and 237 were found not to have decals. Those without decals were cross checked with the Administration Dept. records, as it was believed that some may have purchased decals and not put them on their boats. After cross checking, 43 boats were found not to have purchased decals. Letters were sent to notify boat owners and a $20 late fee was assessed, with a date set to respond. After this time, 4 boat owners had not purchased decals as follows: Ronald Bartkoski, Dr. Jeffrey Fusilier, Elmer Goodwin and Gary Gradows. Don Schnipper read from Chapter Two, Article 9 of the Lakes Policy, Section 7. Boat/Trailer Registration of the Lakes Policy which states: The POA requires all property owners to purchase annually and display a lake use number (decal) on all boat(s) and trailers used on HSV lakes. Lake use is any boat sitting upon or suspended above the lakes within HSV or any boat trailer setting within the parking area of any HSV boat launch area. Sponsored guests are required to register their boats at the DeSoto or Balboa Marina by securing and displaying a temporary launch tag before usage on any HSV lake. Failure to properly display the decal may result in the suspension of privileges and an administrative service fee. Mr. Schnipper stated certified letters notifying the four boat owners named above had been sent advising of the hearing today. He stated action could not be taken against Mr. Gary Gradows at this time as we have not received a return receipt. Mr. Schnipper advised a response had been received from Ronald Bartkoski stating the boat was not operable. Mr. Schnipper asked if Dr. Fusilier and Elmer Goodwin were present, none responded. Mr. Schnipper submitted the three names of Dr. Fusilier, Mr. Goodwin and Mr. Bartkoski to the Board for action. V.P. Linam stated he would defer taking action on Mr. Bartkoski until additional facts could be checked. V.P. Linam MOVED to suspend the privileges of Dr. Jeffrey Fusilier and Elmer Goodwin for 30 days or until such time as they purchase and display a 2009 boat decal. Director Brandt SECONDED the motion. The motion was

5 Page 5 The regular meeting was resumed following the hearing Budget: Dave Johnston reviewed his memo of Sept. 9, 2009 regarding the 2010 budget matters (see attached). Discussion followed. V.P. Linam brought the Board up-to-date on the Golf Committee s recommendation regarding internet fee and tee time reservation system. It was their recommendation to include these fees and to increase the green fee to $1.00. This would apply to the annual and daily green fee and not the twilight fee. Director Jackson asked to be assured that the Golf Pro contracts would be concluded this year and Mr. Johnston stated they would. Discussion of whether to eliminate the expense for the 4 th of July fireworks display was held. It was the decision of the Board to wait until April 2010 to make this decision. Directors Jackson and Feather stated they would like to have the fireworks, if at all possible. Director Atkins would like to add money for new trail construction, if at all possible. Director Feather would like the decision on the tennis rates deferred until the Tennis Association has their meeting this evening. Questions from Audience: Mary Lou Moran asked the Board to think about not reducing benefits for part-time employees so as not to lose good employees. She also asked about food facilities and promotions of Hot Springs Village. Sam Padfield commended the Board and Director of Recreation in getting the major water leaks fixed on the 7 and 10 Coronado tennis courts. Adjournment: The meeting adjourned at 10:30 a.m. President Secretary