Address Type of Permit ACC M emb er Ap prove Deny Email ...

1 Call Meeting to Order

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Conditions / Stipulations

27 Alicante Wy. Garage Addition LB ✓

43 Arias Way Fence LB ✓

54 Rubi Cir. WalkwaysJR ✓

Boat trailer is a compliance case. Ensure 4' pad extension is toward

the home. Sidewalk in question.

47 Gancho Way Generator JR ✓

29 Saldana Way Boat Dock DH ✓

2 Levantino Pl. Boat Dock DH ✓

3 Encantado Tr. Shed DH ✓

15 Lavanda Ln. Landscape RP ✓

15 Salvatierra Tr. DeckRP ✓

No further structure height allowed.Clarify if electrical is being

added.

37 Campana Ln. Landscape JH ✓

33 Princesa Dr. Landscape JH ✓

19 Rocoso Dr. Landscape KG ✓

20 Manso Way Dock relocate KG ✓ More information needed.

6 Jabali Way New Home CB ✓ Deaton Construction

17 Vigoroso Ln. New Home CB ✓ J.D. Harrison

18 Promesa Pl. New Home CB ✓ Walter Alan Homes

40 Marinero Way New Home CB ✓ Holiman Homes

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HOT SPRINGS VILLAGE POA

ARCHITECTURAL CONTROL COMMITTEEMeeting Agenda & Meeting Minutes

September 16, 2021 - 8:30 AM - Coronado Community Center (Room 3)

Approval of Minutes: September 2, 2021 Minutes approved as submitted

Attendees: Janet Rowe, Charlie Brown, Larry Brocaw, Ken Gordon, Tucker Omohundro, Duane Heckelsberg, John Hyduke,

Press: Suzanne Sweeten

Guests: Kelly Hale, Chuck Alvord, Raymond Gene Rasure

Staff: Charlie Brown, Code Enforcement Manager and Sarah Downey, Assistant to the Director of Programs & Operations

Ron Poshard

Adjourned: 10:32am

Old Business: Mile of flags signage

Staff Member Report: None

ACC Chair Report: None

Board Member Report: None

Committee Comments: Seawall regulations discussed with approved revisions.

New Business: Seawall regulation proposal approval

Guest Comments: Gene inquired about the approval process for a shed permit.


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18 Las Navas Ln. Solar Panels JH ✓

1 Emanuel Dr. Swimming PoolJH ✓

Determine how far from 10' setback & confirm not a golf course lot.

Pending determination.

12 Lequita Pl. Boat Slip JH ✓

2 Berlanga Cir. DrivewayJH ✓

Pending roadway staff determining that there is no statute violation

of roadway intersection.

4 Berlanga Cir. Landscape JH ✓

115 East Villena Detached Garage RP ✓ Pending CCI release.

1 Quesada Pl. Landscape RP ✓

37 Huesca Way Deck RP ✓

58 Majorca Dr. Landscape RP ✓

85 Brujo Way Landscape RP ✓

5 Coronado Trace Moat Dock MoveJR

Pending further review. Must meet all length and distance

regulations & receive Lake Manager approval.

29 Diamante Blvd. Landscape JR ✓

15&17 Perfecto Cir. Landscape JR ✓

124 Arjona Way Deck JR ✓

24 Manso Way Boat Dock JR ✓

33 Rocoso Dr. Landscape DH ✓

58 Alteza Dr. ShedDH ✓

Pending Public Works approval due to new location. Must be

movable with no slab. Landcape shielding must be on side and

back toward golf course.

24 Ventoso Ln. Sea Wall DH ✓

7 Maravilla Way. Shed DH ✓

23 Docente Ln. Landscape KG ✓

36 Algeciras Ln. Solar Panels KG ✓

34 Linares Ln. Boat Dock KG ✓

17 Oviedo Way. Landscape KG ✓

19 Corazo Cir. Patio Cover LB ✓

59 Magellan Dr. Landscape LB ✓

57 Excelso Way. Enclose Patio LB ✓

15 Guindola Way Landscape LB ✓

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ARCHITECTURAL CONTROL COMMITTEEMeeting Agenda & Meeting Minutes (Page 1)

October 7, 2021 - 8:30 AM - Coronado Community Center (Room 3)

Approval of Minutes: 09-16-2021 , 2021 Minutes approved as submitted


Press: Village Voice

Guests: Melinda Alvord, Gene Rasure

Staff: Charlie Brown, Community Development Manager & Sarah Downey, Administrative Assistant

Ron Poshard

Old Business: 110 Desoto Center. Denied sign during 09-02-2021 meeting. Resubmission.

Staff Member Report: October is National Code Enforcement Month, 2021 YTD Inspections: 2,361 vs 2020 YTD: 1841, 2021 YTD Small Permits:

1316 vs 2020 YTD: 1282, 2021 YTD New Home Permits: 106 vs 2020 YTD: 56, 2021 YTD violation cases: 636.

ACC Chair Report: None, Chair will be absent for 10-21-21 ACC meeting.

Board Member Report: New policy for assessment increase, not following 7 year plan, Not adding CPI.

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Adjourned: 10:57am

Committee Comments: Approved 110 Desoto Blvd resubmission for sign.

New Business: 110 Desoto Center Sign resubmission approved. Guest Comments: Gate security concerns addressed on tailgating. Code Enforcement Manager ensured improvements are active.


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4 Adoracion Pl. New Home CB ✓ ✓ Renaaissance Homes

13 Amable Ln. New Home CB ✓ ✓ Renaissance Homes

14 Fastota Ln. New Home CB ✓ ✓ Mcmillan Homes

15 Pacifica Cir. New Home CB ✓ ✓ Renaissance Homes

19 Pacifica Cir. New Home CB ✓ ✓ Renaissance Homes

22 Largo Dr. New Home CB ✓ ✓ Renaissance Homes

23 Captura Cir. New Home CB ✓ ✓ Renaissance Homes

29 Inovacion Ln. New Home CB ✓ ✓ Mcmillan Homes

60 Galeon Way New Home CB ✓ ✓ Walter Alan Homes

70 Justa Via Way New Home CB ✓ ✓ Deaton Construction

139 Mandarina Wy New Home CB ✓ ✓ JD Harrison

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Adjourned: 10:57am

Old Business: 110 Desoto Center. Denied sign during 09-02-2021 meeting. Resubmission.

Staff Member Report: October is National Code Enforcement Month, 2021 YTD Inspections: 2,361 vs 2020 YTD: 1841, 2021 YTD Small Permits:

1316 vs 2020 YTD: 1282, 2021 YTD New Home Permits: 106 vs 2020 YTD: 56, 2021 YTD violation cases: 636.

ACC Chair Report: None, Chair will be absent for 10-21-21 ACC meeting.

Board Member Report: New policy for assessment increase, not following 7 year plan, Not adding CPI.

Committee Comments: 110 Desoto Center old business sign approved.

New Business: 110 Desoto Center Sign resubmission approved.

Guest Comments: Gate security concerns addressed on tailgating. Code Enforcement Manager ensured improvements are active.


ARCHITECTURAL CONTROL COMMITTEEMeeting Agenda & Meeting Minutes (Page 2, New Homes)

October 7, 2021 - 8:30 AM - Coronado Community Center (Room 3)

Approval of Minutes: 09-16-2021 , 2021 Minutes approved as submitted


Press: Village Voice

Guests: Melinda Alvord, Gene Rasure

Staff: Charlie Brown, Community Development Manager & Sarah Downey, Administrative Assistant

Ron Poshard

MINUTES OF MEETING OF THE


FINANCE AND PLANNING COMMITTEE Wednesday, September 8, 2021, 1:00 pm

Committee Members (absent)

Larry Siener (Chair) (absent) Coreena Fetterhoff (Controller)

Tom Heau (Vice Chair) Cathie Moeller (Secretary)

Jeff Lofgren Karl Russ

Gary Belair (Board Liaison) Beckie DeYoung

John Paul (interim GM) Ford Williams

Call to Order: Vice Chair Heau called the meeting to order at 1:00 p.m.

Disclaimer: The Disclaimer statement regarding recordings was read.

Minutes: The minutes from the August 23, 2021, meeting were reviewed; a motion was made and seconded to approve the

minutes. The motion passed unanimously.

Agenda: The agenda was reviewed and approved.

Current Business: Two new committee members were welcomed, Beckie DeYoung and Ford Williams pending Board

approval.

Emergency Reserve Policy: Use of the Cetera account as collateral for the Line of Credit was discussed. The question

was raised as to whether this is a problem to be reported to the Board as it affects compliance with the 2.5M operating

reserve balance. It was decided that the Board Liaison is aware of the difficulty negating the need for an official report

to the Board and Regions will be questioned as to removal of the collateral requirement which will solve the operating

reserve problem.

The issue was raised as to responsibility for authorizing use of the emergency funds and if the GM should be responsible

rather than the Controller as the GM reports to the Board. Language specifying that emergency fund usage will ONLY

be for designated purposes was also discussed. It was decided that Karl & Beckie will discuss and the topic tabled along

with finalization of the Emergency Reserve Policy until Coreena get Regions input regarding the LOC. Following these

actions, the policy can be finalized and forwarded to the Board.

Budget: The degree of the timing of F&P involvement and when reports will be received was discussed. Inasmuch as the

full budget with payroll will not be available until September 21 or 22, it was decided that the budget review will take

place September 22 with subsequent meetings scheduled as needed prior to the October 6 Board presentation. Budget

Guidelines will be drafted by Tom for the September 13 meeting. The Reserves policy will also be reviewed. Coreena

will send department reviews with a brief summary. Board goals are also to be finalized and distributed to the F&P

committee along with finalization of a letter regarding fees.

A motion to adjourn was made, seconded, and unanimously passed. The meeting was adjourned at 3:38 pm.

Next meeting planned for Monday, September 13, 2021, at 1 pm in the Ouachita Room.



Monday, September 13, 2021, 1:00 pm


Larry Siener (Chair) (absent) Coreena Fetterhoff (Controller)


Jeff Lofgren Karl Russ


Ford Williams



Minutes: The minutes from the September 8, 2021, meeting were reviewed, the day corrected to Wednesday and a motion made

and seconded to approve the minutes as corrected. The motion passed unanimously.

Agenda: The agenda was reviewed, a motion made to approve with clarification from letter to line of credit, seconded and

unanimously approved.

Current Business: Budget: Coreena responded to questions regarding the Public Utilities review questions. Regarding

salaries, police and fire will increase more than the 3% cost-of-living with a variable 1.5% merit increase for other

departments. Health insurance costs are not anticipated to rise though final numbers are not yet available. Electricity

rates appear higher than 2020, more because more buildings are open and utilization is higher; costs up $101K YTD

over 2020 with Covid closures; but $8K over 2019 costs. 2021 budget was prepared with a projected 125 new homes;

2022 projection is150. Coreena further reported that the public utility payment to the POA is done, thus the public

utility budget has more flexibility in the current year.

A question regarding a drop in the costs of the utility boring machine changing from $400K to $187K was answered that

a less-expensive machine that served our purposes was found and will allow more work to be done without a contractor.

The question as to the MC clarifier increase and its effect on capacity issues was answered that the project will help

handle capacity, but is not anticipated to lower usage approaching 85%.

The question of the 2021 water billing forecast being low was explained that this is the first year water billing is accrued

monthly. Discussion ensued as to whether to meet with Jason prior to October 22. It was agreed to stick with the plan

to ask questions and meet with department heads after the final budget is available, projected to be on or before October

22.

A question of data to reconcile the projected budget with Operations and Maintenance budget items was raised. Line

items will be included in the October 6 budget when budgets 1 and 2 are presented. Coreena hopes to have Budget 1

complete by the end of this week and Budget 2 shortly after.

2022 Fee Schedule: Coreena responded to comments on the 2022 Fee Schedule stating that different amenity use fees

for improved and unimproved lot owners has not been included. The streetlight fee increase has been eliminated as

revenues YTD are exceed costs. Another fee added is a $3 fee billed to property owners if garbage is not out prior to

pickup and a second run is needed. It was also reported that Animal Control is requesting a return to first, second, and

third pickup fees. A review will be made of the number of times multiple pickups occur versus the costs of billing the

same. It was moved to finalize the fee memo as written and get to Coreena as soon as possible. Motion seconded and

approved.

Emergency Reserve Policy: Coreena hopes to have an answer regarding removal of the collateral requirement for the

line of credit by the end of today. Karl will incorporate changes discussed in the Emergency Reserve Policy for

discussion at the September 15 meeting.

Working Capital Fund Policy: There was general agreement that this is not a reserve fund but a working capital fund.

Other discussion will take place at a future meeting. Further discussion tabled to next meeting along with Budget

Guidance.


Next meeting planned for Wednesday, September 15, 2021, at 1 pm in the Ouachita Room.



Wednesday, September 15, 2021, 1:00 pm


Larry Siener (Chair) (absent) Coreena Fetterhoff (Controller) (absent)


Jeff Lofgren (absent) Karl Russ


Ford Williams (absent)



Minutes: The minutes from the September 13, 2021, meeting were reviewed, “amenity use” added under 2022 Fee Schedule

and a motion made and seconded to approve the minutes as corrected. The motion passed unanimously.

Agenda: The agenda was reviewed, a motion made to approve, motion seconded and unanimously approved.

Current Business: Gary reported that Beckie DeYoung and Ford Williams were approved as Finance Committee members at

the 9/15/21 Board meeting. He further stated that a truck purchase was approved and the sanitation trucks will likely be

delivered in January, explaining that many budget items are out of sync due to production, availability, and delivery

delays.

Budget Guidance Draft: Years were corrected under General. Under Maintenance, it was decided to eliminate the

second bullet. Under Subsidization, Golf, the words “with emphasis on outside rounds: will be eliminated. Under New

Commercial, etc.: Commercial corrected to “continue to encourage development by private investors in and around the

Village”. Operation; elected to use the alternative statement. Residential: use of the alternative also preferred as was the

alternative for Residential. Tom will make the revisions and present the Budget Guidance for approval at the 9/20/2021

meeting.

Emergency Reserve Policy: Discussion as to stating that the current Emergency Reserve Policy replaces the old

reserve policy. Beckie is to suggest language which Karl will incorporate into the final draft along with the update once

we know if the line of credit is required to be collateralized.

Working Capital Fund Policy: Much discussion took place as to the purpose, use, and funding of this fund. It was

suggested that the fund be called a Short Term Savings Fund to clarify. Further discussion is needed. Gary also

mentioned a May memo asking for guidance regarding cash management and possibly revising Chapter 1, Articles 6, 8,

10 and also Chapter 9, Article 1. The original memo will be circulated.


Next meeting planned for Monday, September 20 2021, at 1 pm in the Ouachita Room.



Monday, September 20, 2021, 1:00 pm


Larry Siener (Chair) (absent) Coreena Fetterhoff (Controller) (absent)


Jeff Lofgren (absent) Karl Russ

Gary Belair (Board Liaison) Beckie DeYoung (absent)

Ford Williams (absent)

Guests: John Paul (interim GM)

Call to Order Chair Siener called the meeting to order at 1:00 p.m.


Minutes: The minutes from the September 15, 2021, meeting were reviewed, a motion made and seconded to approve the

minutes. The motion passed unanimously.

Agenda: The agenda was reviewed, Coreena asked to include updatead information on the line of credit, a motion made,

seconded and approved to accept the agenda with the addition.

Current Business:

Line of Credit: Coreena explained that because HSV is a nonprofit entity, we are considered non-recourse; there is no

individual responsible. The Cetera account can be removed as collateral for the line of credit subject to two options for

collateral: (1) a lien on all business assets, and (2) a pledge of assessments. The latter was deemed the most practical

solution and the letter of application is due soon. Coreena further suggested switching the two reserve accounts from

money market to investments as the interest over and above fees would be greater. Coreena, Karl and Ford will serve as

an investment subcommittee to look into investment options/policies for these accounts.

Fee Recommendations: The fee recommendations are considered finalized and has been given to staff.

Budget: Coreena reported Budget 1 is nearing completion except for Administration. In lieu of preparation for the

October 6 presentation to the Board, meetings will be scheduled for September 22, 27, 29 and October 4. Cathie will be

gone September 27-October 2, Karl will be out October 4. Discussion took place regarding compensation planning,

timing, and budgeting. John Paul stated that, while it appears all tasks are being accomplished, staff has been worn out.

Correna presented a review of preliminary budgets for Golf, Public Works and Public Utilities. Larry presented an

overview of the format of the Operations and Maintenance Tables (OMT) for new Committee members.

“Earmark” Policy: Proposed revisions to Chapter One, Article 2; an addition of Chapter One, Article 29; and the

addition of a Super Majority to the Bylaws Article X were discussed. Further discussion is needed regarding when/if to

require a super majority as well as verbiage for the same allowing flexibility in budgeting while directing a majority of

assessment increases, if approved, to items in the OMT.

Budget Guidance: A motion was made, seconded and approved to accept the Budget Guidance document as final with

a note to begin preparation in April 2022 for the following year.


Next meeting planned for Wednesday, September 22, 2021, at 1 pm in the Ouachita Room.

MINUTES OF THE HOT SPRINGS VILLAGE POA

FINANCE AND PLANNING COMMITTEE MEETINGSeptember 27, 2021

Committee Members (absent) Larry Siener (Chair) Coreena Fetterhoff (Controller)Tom Heau (Vice Chair) Cathie Moeller (Secretary) (absent)Jeff Lofgren Karl Russ Gary Belair (Board Liaison) Ford Williams (absent)Beckie DeYoung (absent)

Guests: Melinda Alvord, Kelly Hale, John Paul

Call to Order: Chair Siener read the disclaimer and called the meeting to order at 1:00 p.m September 27, 2021.

Secretary: As the regular secretary was not present, Tom Heau agreed to take minutes.

Minutes: The minutes from the September 20, 2021, meeting were reviewed with minor edits having beendiscussed via email. A motion was made and seconded to approve the minutes with appropriate edits. The motion passed unanimously.


Current Business

2022 BUDGET REVIEW

Recreation, Terry Wiley• Grounds.

▫ We discussed the topic of grounds maintenance as a shared service. Golf, Public Safety, Common Property do similar functions but seem to act independently. The contract expense being proposed was in lieu of adding 2 staff members, the focus of which is maintaining areas outside of Recreation's normal scope of operations.

▫ As the capital budget included purchases of fleet type vehicles, the issue of pooling such purchases was raised. This is being done as vehicle purchases are controlled by fleet. It was emphasized that staff needed to work together to coordinate purchases.

▫ The 5k of new trail should be reviewed. Is it new or renovation?• Outdoor recreation. Wages will be revisited due to the reported mix of FT and PT.• RV park. Occupancy has been high and is budgeted for 40 pct of discovery packages• Pickleball. Strong revenue growth in 22.• Tennis.

▫ Strong revenue growth in 22.▫ Across all departments, ADP/Gallagher expenses are being allocated as new to the department.

Telephone expenses have gone up resulting in increased allocations to many departments. The increased cost will be addressed when our current telephone contract expires.

• DeSoto Marina. Kayaks and boat rentals are large revenue drivers.• CCC

▫ Outdated and inadequate audio and electronics are an issue. In some cases, outside groups have

pg. 1

purchased equipment for us. Some upgrades and patches have been paid for by staff members. More can be done if funds were available.

▫ Food and beverage service have a high margin but increasing activity is a challenge.• Fitness center

▫ State allowance to reduce lifeguard coverage will reduce headcount.▫ Budgeting for significant revenue increase due to expected usage.

• Ponce De Leon▫ Casa De Carta rent is low due to drop in participation from COVID.▫ Concert series will help increase revenues.▫ Parking lot renovation would focus on replacing wood mulch with stone and replacing plants killed

by cold snap.• Outdoor pool

▫ Discussion revolved around building a roof on an equipment and chemicals storage area. What are tradeoffs in creating a solution? This will require more digging.

Food and Beverage• We will be leasing Coronado, leave us with only Magellan. We are not looking to outsource Magellan –

over time, we may be able to reduce Magellan's operating loss.• Some F/B operations have been moved to Recreation.• Losses and headcount have been cut considerably – under 100k w/capital in 22 vs 740k in 20.

Innovation• Community Development. Expenses are fairly stable.• Permitting and Inspections

◦ New housing permit revenues should be reviewed◦ Large expense item is gates with contract expenses having been negotiated down in price◦ Unmanned gates are getting attention as technology and structures are old◦ Animal control is being moved to this department◦ No real issues

• Marketing◦ Discussion revolved around a significant increase in the marketing budget, particularly advertising◦ We discussed the effectiveness of dollars spent – what are the results and impact?◦ Marketing has a monthly report of a variety of metrics supporting their request and evaluating “bang

for the buck”. Who sees this report?◦ Issues regarding updating our website is connected to the Total E conversion – it's in IT's court.

Public Safety• Both both police and fire: large increases in pay are intended to get us closer to market• The Police Training Center

◦ What are we getting from this facility?◦ Can we move this operation to another facility and save money?

Rollup sneak peek• A quick look at the prelim rollup salaries indicated a fairly positive view of total salaries increases• Headcounts (budget to budget) will be down, and adjustments to part time salary assumptions (hours,

timing) have lowered overall salary estimates• The prelim capital budget totaled 8.4M (vs 4.4M in 2021)• We are waiting for Admin which includes IT and HR, the rollup and Budget 2

pg. 2

EARMARKING POLICIES

General comments• A third party review of the “special accounting treatment” items (SAT) was discussed with some board

members. The idea did not receive much support.• The earmarking topic may be discussed at the Tuesday Town Hall. The Board understands the

community's desire to be assured that their funds are being spent well.Article 2 – Budget Policy

• Small adjustments were made to the prior draft.• Section 6. Reworded to allow for budget items outside of the SAT to be changed with a simple majority.

Article 29 – Prioritization• Sec. 1 – a few minor edits• Sec. 2.B – a fair amount of discussion. It lists all of the priorities, but should it also be all SAT or

should the SAT be a subset? Some will come and go, some will be there all the time, at least in the foreseeable future. Also, the SAT process needs a starting point.

• Sec. 4.D – requirement for a super majority. Probably needs rewording – intent was to avoid decreases and not to hinder increases. “Any” could refer to both.

AUDIENCE COMMENTS

Melinda Alvord brought up several issues. Clarification on the policies being discussed and interactions. Timing of the Board approval of the earmarking policies and ability of the public to comment. Attorney guidance received on the policies. Meeting postings on the Friday Digests were not up to date. Her questions were addressed by various committee members.

Kelly Hale expressed appreciation for the Committee's work.

The next two meetings are Wednesday 9/29 and Monday 10/4, 1 pm, Ouachita Room.Focus will be on completing the Budget review (Admin, rollup and Budget 2), and the Report to the Board.

Adjournment The meeting was adjourned at 4:40 pm.

pg. 3

MINUTES OF THEHOT SPRINGS VILLAGE POA

FINANCE AND PLANNING COMMITTEE MEETINGSeptember 29, 2021

Committee Members (absent)Larry Siener (Chair) Coreena Fetterhoff (Controller)Tom Heau (Vice Chair) Cathie Moeller (Secretary) (absent)Jeff Lofgren Karl RussGary Belair (Board Liaison) Ford WilliamsBeckie DeYoung (absent)

Guests: Paul Sage, Kim Massey, Bill , John Paul

Call to Order: Chair Siener read the disclaimer and called the meeting to order at 1:00 p.m September 29, 2021.

Secretary: As the regular secretary was not present, Tom Heau agreed to take minutes.

Minutes: The minutes from the September 27, 2021 were approved.


Current Business:

2022 BUDGET REVIEW

Marketing – Paul Sage• A lot of our marketing effort is internet based and focuses on 6 states, and concentrates on 4 months a

year.• Paul shared a 2 page handout with a variety of metrics. These appear to have been taken from a more

comprehensive package, perhaps presented to the board.• One chart demonstrated an ROI based on expenses from the 2022 budget request offset by the assumed

value of a new house and marketing's “share” of new houses being built. Various ROIs were presented.• A second set of metrics indicated daily visitors to the HSV website and demonstrated the impact of

advertising and paid search. No specific impacts of increased web traffic was presented.• Visits can turn into “leads” or “discovery packages”. Once a lead is given to a real estate firm, it is hard

to track. Discovery Packages are much easier to track. Our “conversion” rates are in the 15% range for Packages.

• We did not discuss Marketing's connection to the Golf packages.• The REPP program is working well. We are generating perhaps 100 leads/month and the brokers seem

to be pleased. They suggested increasing fees last year. This program is under Kevin Sexton.• We have a strong relationship with the Sells marketing agency, work well with them, and they help keep

costs down.• After discussing the requested budget increase, Paul would like to see any budget increase that would

allow some flexibility with expanding the timing of our program.• We felt that it was still early in the development of metrics and suggested an increase that was in line

with inflation. This will be considered.

IT – Will Rainwater• +1 budgeted headcount• After staff had analyzed “computer software”, all dollars were moved to “maintenance”• Noncapital equipment expenses have gone down due to a review of usage and elimination of

unnecessary expenses as well as allocations.

pg. 1

• Payment of telephone bill is very complex , in part due to ATT sending us numerous invoices. We will work with ATT to simplify the process.

• Cyber security. We have good security with no known breaches. In the future, further strengthening will be investigated.

• We discussed several capital purchases – backup server and security camera systems.

HR – Kim Massey• No headcount increases• Medical testing – we will pay for rapid Covid testing to get people back to work earlier• Group insurance is self insured with backup insurance over a limit. It is elective but to be conservative

we budget based on headcount.

Assessments, admin• Adding a headcount• Late fees – these are accruals for nonpaying accounts and are offset in bad debt; no significant revenue

impact• Golf memberships – budgeting for about 80• Losses from bad debt is increasing by 1M over 2020 budget and the same as 21 forecast. it is expected

that this will taper down over time.• 3rd party bulk buyers of COSL lots are mostly not paying• Recruiter fee will happen in 2021• There is not an assumption for nonpaying lots in the “increased assessment” scenario.• We briefly discussed lot defaults, esp. if we increase assessments. It appears that we do not have a lot

default assumption.

Roll up• A variety of items: golf op expenses driven by fertilizer and golf cart sales.• Change line verbiage from golf reserve to Golf surcharge wording; Balboa GC cart path – attribute to

the reserves.◦ Change wording on PDL parking lot maintenance.◦ Removal of items like the PB parking lot expansion.◦ A general theme was to align wordings and goals with priorities◦ A large portion of the Streets capx budget is dedicated to street maintenance and culverts. Wording

in goals should reflect this. • Additional research will be done regarding roadside maintenance as this is a targeted priority in the

upcoming Prioritization Policy.• Much of the Utilities capital budget focused on equipment and plant. Activity on water/sewer lines was

discussed, as this may resonate better with the Owners, as well as being a targeted priority. Wording in goals section should align with the numbers.

• We discussed the impact of allocated expenses in analysis. To analyze the cost of a shared service, it would be easier to look at the consolidated expenses. However, to attribute costs to the source, expensesmust be allocated to the originating departments. How to address budgeting needs versus analysis needsis a future issue.

Version 2 – This will be distributed prior to Monday and include the assessment increase and impact on the baseline budget.

BOARD REPORT – ACTION ITEM

• At our next meeting, we will discuss our Budget Report to the Board due Wed. Oct 6.• While not final, it is envisioned to be a short presentation, perhaps 10 minutes, and perhaps a 3 page or

pg. 2

so presentation.• Please share your thoughts with the group prior to Monday.

NEXT MEETING

The next meeting is Monday 10/4, 1 pm, Ouachita Room. Topics will include V2 of the budget, and our Wed. 10/6 Report to the Board.

Adjournment The meeting was adjourned at 4:10 pm.

pg. 3

UNAPPROVED MINUTES OF THE GOLF COMMITTEE Golf Department at Balboa Club

Thursday, September 16, 2021

Committee Members

Jamin Townsan – Chairman Phil Belt – Vice Chairman Marge Harvey – Secretary Okey Bess Ralph Turpin Keith Pochert - Absent Karen Nickol Bruce Limozaine Mike Jackman Staff Liaison: Tom Heffer – Director of Golf - Absent Staff: Mike Socha Matt Lewarn POA Director Bob McLeod Press Sandy Johansen – Village Voice Course Superintendents Keith Christner – Granada Guests: Mike Usnick Call to Order Jamin called the regular golf committee meeting to order at 2:58 PM Approval of Order of Business The Agenda was accepted. Minutes Minutes of the August 19, 2021 meeting were approved with no changes.

Chairman’s Remarks: Jamin said he was glad to see a little cooler weather. He said it seems most of the golf courses are packed and that the greens at Magellan are fast. Director of Golf Report: Mike Socha gave the golf report in Tom’s absence. He said that another $25,000 was approved for cart path repair at Balboa. Granada, Isabella and Cortez have been aerated. Mike said they reduce guest rates to the accompanied member guest rate for 7-10 days after aeration. Ponce, Coronado and Balboa have not been aerated yet. Mike mentioned the new GHIN app with GPS which is free. The enhanced app gives green slopes and is $39.95 per year. Phil thinks the new app will be a big help rating golf courses. Mike said the member guest will have a smaller field due to COVID. Keith C. mentioned that all the courses are three to four employees short. He said some of the odd jobs will take longer to get to. Mike J. asked if we had adjusted minimum wages yet. Bob said they have not talked about adjusting anything other than police which was raised $2.00 per hour. August rounds were down 1,246 from 2020 but year to date rounds are still 13,662 up over 2020. So far, September rounds are also up. 2021 booked Stay and Play packages totaled 10,663 rounds and revenue of $702,483. 2020 was 5,352 rounds and revenue of $339,939. The couples championship was held in August, Bill and Catherine Walsh won gross and Ray and Julie Patterson won net in the first flight. In the club championship series, Wes Daniel won the open division and Kirk Engholt won the senior division. They played from a different set of tees. Phil mentioned that families with two carts pay two trail fees of $587.81. Couples who buy an annual cart lease pay $1,800 while the individual rate is $1,000. Therefore the annual cart lease is discounted for couples but not the trail fees. Jamin suggested eliminating the trail fee and having couples pay the annual rate. A lively discussion ensued which was finally tabled by Jamin until it is time to discuss rates for 2023. Balboa surcharge collected so far in 2021 totals $400,744 with a total of $918.148 since January 1, 2020. Mike said the carts for Balboa are still on their way and that they are still waiting on equipment that was ordered in March. Mike gave a shout out to Matt for the incredible increase in Stay and Play packages this year. Board Member Remarks: Bob said they are beginning the process for hiring a new general manager. He said there will be an internal posting on September 20 thru 24. He said on September 24 they would talk to employees who have applied. On September 27, they will send the job description to anyone who wants to apply inside and outside the Village. He said they have hired a qualified executive search firm from Fayetteville. Bob said he expects the search will take a couple of months and wants the new GM to start at the first of the year.

Bob said garbage cans have been ordered. He doesn’t expect the trucks to arrive until after the first of the year. There will be a town hall meeting on September 28 at 3:00 pm at the Coronado Center to discuss the assessment increase with the FRATF team and the Board. Ralph said that 13% of non-residents voted in the last election and wondered if we are actively marketing to them. Bob said absolutely with weekly letters going out. Mike J. thought many would volunteer to man a phone bank. Bob said he will look into it. Sand Trap Cost to Maintain vs New Phil said they are trying to be prepared so after new rates are in effect we can look at when we can do something. He said they have done a physical walk through and will have a summary of all 18 holes at Granada with suggestions for each hole. They will decide how many bunkers to eliminate, possibly 11 or more. An action item is to talk with the architect and make sure they are on board with what we are looking at. He said after they have a plan for each hole they can then look at costs. Committee Input/Suggestions Okey said that in every golf group he plays in the subject of restaurants comes up with complaints about the hours of operation and the prices. Bob said Isabella is now open for breakfast at 8:00 am but they are closed on Tuesdays. Bob said he wasn’t involved with the contract with Mr. Jones but he wants to know the terms. Bob doesn’t think we can do anything about pricing with different owners but that he is more concerned about the hours of operation. Mike J. said he heard of an altercation on one of the courses last week and asked if the Golf Department can suspend anyone. He was told only the Board can do that. Karen said she has had several people from the couple’s league asking her about the long grass on the orange tees at Balboa. Ralph said he and his wife played there recently and they were fine. Surcharge Collected So Far (Balboa) See Director of Golf Report. Guests/Guest Comments Mike Usnick asked why we were aerating greens and giving reduced rates before the Labor Day weekend. Mike S. said it was because we have to aerate six courses. Because the Member Guest tournament is one of the biggest of the year they aerate courses for that tournament first in order to have time for them to heal. Mr. Usnick said he wants to buy a bench dedicated to the victims of 9/11 and place it on Balboa golf course between holes 3 and 4. He said he has talked to Juan and he doesn’t have a problem with it. He said Balboa is not connected to any of the trails and there are no benches on the course. Bob said the Trails Committee controls the benches. Phil said due to maintenance needs there are no benches on the golf courses. He was advised to talk to Tom and see if he would make an exception. Meeting adjourned at 4:20 PM Next meeting October 21, 2021

Lakes Committee Meeting Minutes

8 September 2021

In attendance were committee members Tom Ellers, Denis Gee, Carol Dyer, Alan Wellesley, Jerry Swaim, John

Whitwell, Clif Haygood and Gary Belair. Katy Harmon and Mitch Harper also attended the meeting

representing the Lakes Management Department.

Also attending the meeting was Sharon Sweeten of the Village Voice and visitors Steve Carlson, Bruce Rickert,

Janet Rowe and Dan Boehmke.

The regular monthly meeting was held at the Coronado Center and was called to order promptly at 8:30AM by

Chairman Alan Wellesley.

Alan welcomed the newest member of the Lakes Committee, John Whitwell, to his first official meeting.

The minutes of the 11 August 2021 committee meeting were confirmed to have been approved previously by

email vote.

Katy Harmon gave an update on the Lakes Department’s recent activities. Hydraulic dredging of Lake Desoto

will begin in about three weeks. It was originally scheduled for September 7th but has been delayed by Covid.

Katy also noted that this is the last month for shoreline herbicide treatments. Thus far about 70 treatments

have been provided to homeowners.

Cleaning and sealing of the docks and piers is almost complete. There is one fishing pier remaining to be

completed. The dredging spoils from Lake Desoto that are on Madrid and Calella will be removed as soon as

the dump trucks are back in service. Katy added that there are fresh water jellyfish in Lake Estrella which is a

sign of excellent water quality.

There was extensive discussion of the current lake levels. The Magellan siphon out of Balboa is a problem and

is contributing to the low level of that lake. The excess water is being wasted down Cedar Creek. This has been

a problem for years and needs to be fixed. Alan asked if there was a conservation plan for the lakes in times of

drought as he has not been able to find one on line. Gary stated that he thinks there is one and for Alan to

contact Jason for help locating the plan.

Gary Belair, the Board of Directors committee member, gave a brief update. The POA Board has voted to

increase the monthly property assessments. Ballots for the assessment vote by the POA membership will be

mailed out on October 11th. Jerry asked if there was a plan in place to ensure the additional funds generated

by the increase were dedicated to the stated purpose of reducing the amount of deferred maintenance in the

village. Gary stated that the board is working on drafting a policy for that very purpose.

Alan reminded the committee of the meeting minute’s approval flow chart and asked that everyone be

diligent in responding to their emails regarding minutes review and approval. He also noted that two of the

standing sub committees, budget and buoy placement, had met and would be giving an update later in the

meeting.

Carol initiated a brief discussion about the staff plate on her dock. Hers is reading zero even though the lake is

obviously low and is curious if it is installed properly. It was suggested to cross reference hers with the one at

the Desoto Marina.

Jerry noted problems with wake surfing on Lake Balboa and asked who to call when it is observed. It was

noted it is a compliance issue and to call the compliance department. It was further noted that until such time

that the compliance department can consistently keep their boat on the water these rule violations will

continue.

Denis inquired about the Lake Balboa boat sticker compliance survey. He noted that this will be the second

year in a row that the survey was not 100% completed. This is a significant loss of revenue for the Lakes

Department. It appears from being on the Lake Balboa that compliance is not even at fifty percent. On the

water compliance remains a serious problem. Speeding, ignoring no wake zones and wake surfing are

common occurrences on Balboa.

Clif gave an update on the activities of the Lake Communication & Education Sub-Committee. He showed the

old tri-fold hand out that they are emulating. He also noted they are still working on getting the QR codes

linked to the rules and regulations.

Jerry gave an update on the buoy committee. The two no wake buoys at the upper end of Lake Balboa will be

moved back to their original locations closer to the dam. The rest of the no wake buoys are being studied for

standardization around the lake. He also added that he thought all of the white blinking buoy lights have been

switched to constant on and that the ACC was taking up the lighting issue.

Tom gave an update on the budget sub-committee. Denis, Tom and Brad met last month and went through

the budget line by line. Brad has finalized the budget and submitted it to Jason and the board. Jerry asked if

the fish cleaning station was included and Denis indicated that it was. Tom added that two more fishing piers/

boardwalks were also included in the budget.

Alan asked Clif about the Balboa Yacht Club plans for the boating classes. Clif responded that yes they are in

the works for next spring in front of the 2022 boating season. Alan added that in addition to the Coast Guard

and Arkansas Game and Fish regulations that the HSV lake rules and regulations should be taught as well.

Tom reminded everyone that Lake assessment reports are due to him by the 21st of this month. He will have

the results tabulated for presentation at the October Lakes Committee meeting. He then covered lake

assignments and John agreed to take Lake Pineda so all the lakes are covered. (Post meeting adjustment. Jerry

will take responsibility for Lake Pineda and John will assist on Lake Balboa).

Alan initiated a discussion on SCUBA diving in our lakes. He has reached out to a SCUBA instructor to inform

the Lakes Committee on procedures involved in this sport. There will be a sub-committee established to study

SCUBA to see if we need to establish any policies. Jerry and Carol agreed to serve on this sub-committee.

Jerry gave a report on the Anglers Club. There are two tournaments coming up later this month. One will be a

Village Lakes wildcard and one will be on Ouachita. If anyone is interested the club needs a new president and

vice president. The club is also ready to install fish habitat as soon as the Lake’s work boat gets out of the

shop.

The club will be hosting a military fishing day on September 23 from 7:00 AM to 12:00 PM. (Post meeting note.

There will be a luncheon after the fishing day for the volunteers and military personnel provided by Altrusa

International of Hot Spring Village).

Clif noted that the Balboa Yacht Club has cancelled all upcoming activities due to Covid.

Guest Dan Boehmke asked that the minutes of the meeting be posted on the POA website in a timelier

manner. The Committee has no control over when they are actually posted. The committee endeavors to get

the minutes to the BOD in less than a week, and have been meeting that goal for over a year now.

The meeting was adjourned at 10:00 AM. The next meeting will be Wednesday October 13th at 8:30 AM in the

Coronado Center.

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Parks & Recreation Committee-Meeting Minutes Meeting Date: September 13, 2021, 3:00 p.m.

Meeting Location: Ponce de Leon Center and via ZOOM

Minutes prepared on: September 20, 2021 Revised from: September 17, 2021 Attendees:

Committee: (ZOOM) Serena Gonzales, Calvin Doody, Deb Fuller; (PdeL) Jim Betts, Maureen Morgan, Mark Quinton

POA Board: Chris Jones (ZOOM) POA: Terry Wiley, Sarah Downey, Jeannie Rocha (ZOOM) HSV Voice: Lewis Delevan (ZOOM) Absent: Evan Hanson, Tammy McCullough

Guests: Bob Wagstaff/Coronado Tennis Manager; Gil Durant Per the agenda, here is a summary of the meeting.

Call meeting to order: As Chair Deb Fuller was having technical difficulties with her ZOOM connection, Vice-Chair Serena Gonzales called the meeting to order at 3:08 p.m., and she presided until Deb’s connection was established. Approval of agenda: The agenda was reviewed and approved by motion from Maureen, second by Jim, and unanimous consent. No items were added to the agenda. Certification of minutes: Per established procedures, the minutes of the August meeting were approved by email responses to the Committee Secretary. Chair Comments: Due to the technical difficulties, Deb was not available for Chair comments. Board comments: Chris had no comments at this time. However, he did inquire regarding the opening of the archery range. Mark filled the attendees in on a very successful opening, with good attendance and considerable interest. Mark was able to give some instruction. He has scheduled a shoot/competition for Saturday to keep up the momentum.

Staff comments: Terry Wiley began his comments by re-introducing Paul Moore who has rejoined the Parks & Recreation Department. Paul will become the P&R representative to the HSV Arts Council meetings. He also will be booking the Woodlands shows. Terry reviewed the schedule for HSV entertainment groups booking shows for 2022. Next, Terry honored the memory of Michael Bynaker. Given this loss, Terry asked Calvin to assist with the September 25 scheduled kayaking event. If Terry needs more help, Serena will reach out to the Boomers. Terry was appreciative of any and all help our committee members can provide. Terry is still involved in the budget process. Room rentals are set and seem reasonable. The Thundertix ticket system is raising its price scale, which will impact our ticket prices. Terry will elaborate at the HSVAC meeting. Regarding grounds maintenance, it will be proposed to contract the Diamante staff in order to avoid adding 2 part time grounds people. Terry will be asking for 1 part time recreation person. In summary, he reiterated that the priority will be maintenance items, and new development is unlikely, including the improvements to the Pickleball parking lot. Time, and the fate of the assessment increase, will tell. The Heritage Festival was successful. It will be held in 2022 during October as a one-day rather than a two-day event. Based on experience and feedback, other improvements are planned for next year. In reviewing the P&R submitted report, Serena asked for some clarification regarding the lifeguard situation and the hours for both pools. Next year Waypoint and the outdoor pool will be on the same schedule. Later on, Terry spoke regarding a bit of a reorganization happening due to Stephanie Heffer’s leaving. Her duties are being divided between Terry and Charlie Brown of Compliance. Sarah Downey will be moving to the Compliance Department. Jeannie Rocha will take over compiling the statistics for the P&R monthly reports.

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Committee member comments Jim: He attended the Saturday Patriot Day program and was very positive about both the daytime presentation in the Woodlands and the evening presentation at Grove Park. Maureen: Reiterated how successful the Arkansas Heritage Festival was, from exhibits to speakers to performances. Regarding the library, she will follow up next month when FOCCL has a book sale planned as the Trivia Night was once again postponed. Mark: No additional to his earlier archery report. Serena: Croquet is going very well. Two professional sets of wickets and balls have been purchased. She is coordinating with the Bocce club to set up a day for a mutual open house. At the beginning of October croquet will move to daytime only. Those hours will be coordinated with the other lawn sports using the area. Calvin: Calvin was a Festival volunteer. After the first set-up hour, things ran very smoothly, although he agreed that attendance was not what had been hoped for. Sometime that day he was asked whether the P&R Department might assist with a bird watching walk. Terry feels the Trails Committee should be approached about this. Some discussion ensued about whether this was a good time for a bird event. The newly formed HSV Paddlers Club is now up to 60 registered members. The August 19 Remmel Dam Ouachita River run had to be postponed to August 22. Details are attached to these minutes. Upcoming events include one on Lake Pineda on September16 and one on Lake Ouachita on October 2. Old Business Chair Deb joined the meeting and asked Terry to fill us in/refresh us on some of the budget items that were still under consideration. Regarding fees, Terry described the reduced fees and mini bundles being proposed. Other fees stay

consistent with this year. Newly structured bundles could bring more “takers” and more revenue. There was some discussion regarding eliminating fees entirely for some of the smaller activities. However, operational costs still need to be considered. Regarding capital expenses, again most capital funds will go to maintaining current facilities. While it looks unlikely that the pickleball parking lot can be improved or that a toilet will be set up at Grove Park, the resurfacing of the tennis courts will hopefully be kept in the budget. Those costs are really considered maintenance rather than capital. Deb restated the need to keep those courts in top shape. The P&R Subcommittee recommendations for the 2022 capital budget are included as an addendum to these minutes. Regarding the HSV Community Foundation request on behalf of the Woodlands, Maureen reported that the request was submitted on time and was acknowledged. It will be sometime in October before any of the requestors hear the results. Deb then asked for volunteers to be at the September 22 Newcomers meeting to greet guests at our P&R table. Jim and Mark volunteered. Deb reinforced how important our attendance is. The meeting schedule remains every other month. Terry reported that this next meeting will be recorded to be available through the website, Village Digest and other media. Our POA staff will set up the table and display the P&R related materials. Our members again praised the P&R flyer that has been created for this and other purposes. As one of our missions is Volunteerism, and as POA staff has been at a minimum for various reasons, Deb asked Terry what upcoming events this committee may be able to help with. Terry brought up the September 25 Kayaking event which Calvin had already volunteered to assist with. Other events are manageable without committee member assistance. Maureen suggested adding a specific item to future agendas under new business to check whether Terry needs help with any upcoming events.

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New Business: Deb acknowledged Bob Wagstaff’s presence. He directed attention toward guest Gil Durant. Gil inquired about investigating a synthetic layer to be laid over the asphalt. This is something he was familiar with in California. Bob has no experience with it. Terry agreed to look into it. Gil suggested a couple of HSV tennis players to contact who have experience with the surface. Deliberative Engagement follow-up: Terry focused on the challenge in getting groups to use our facilities (especially Coronado Center) for meetings. POA Director Pam Avila is spearheading a new questionnaire to ascertain the level of interest today and what it would take to encourage groups to use the meeting rooms. Deb has volunteered to create the survey and will forward Pam’s background email to the committee. Serena reminded us that this type of data has been tallied before and those reports should be available. She also reinforced how the past discussions had indicated people would like a place to gather for various activities, such as a Senior Center would offer. A free will offering might be an option to cover labor costs (for example) associated with opening the CCC for activities. Many of these ideas have been included in the new budget. Given the maintenance focus of future expenditures it is unclear how much of these types of items might be considered. However, with a Board member spearing it there might be some positive results. Having concluded all business, by motion from Jim and second from Serena, the meeting was adjourned at approximately 4:15 p.m. Respectfully submitted, Maureen Morgan, Secretary

Addendum: River Paddling Event Report

RIVER PADDLING TRIP REPORT

BASIC INFORMATION

River: Ouachita River Downstream of Remmel Dam Date: 22 Aug 2021

River Gauge Reading (or CFM): 3600 CFM Avg. Air Temp (DegF): 91

Cloudy/Sunny/Partly Cloudy: Partly Cloudy Approx Water Temp (DegF): 68

Wind Speed and Direction(if known): ~Calm Trip Length (miles): 6

Put-in Point: Remmel Dam Lat-Long: 34.427163, -92.890927

Take-out Point: Whitewater Park, Rockport Lat-Long: 34.394136, -92.841825 Duration: ~ 2 1/3 hr

ROUTE COMMENTS:

At Put-in: Need to unload at upstream concrete launch to allow time to adjust gear and get comfortable paddling before cutting cross current to duck in behind islands along West bank. Shuttle: Uneventful, relatively short. Max number of vehicles downstream, especially pick-up trucks.

Stream: Relatively clear cool water. Flows near the (downstream) left bank have changed at the ledge near the take-out. Now there is a component of flow away from bank. The effect is that as you land in the water below the ledge, the nose of your boat will veer strongly to the right. Need to explain this new effect and how to best handle it to first timers. At Take-out: Need at least two “tug boats” for assisting “swimmers”

Scenery: Mostly natural scenery with many trees along sloped banks. There are high rise bluffs along the river, some with homes on them, but banks aren’t as high or steep as portions of the Buffalo River. Many turtles were observed as well as Herons and Kingfishers. Everyone enjoyed the scenery.

CONCLUSIONS AND RECOMMENDATIONS:

• The trip was generally successful in that no one was injured and there was no known loss of

gear/equipment. The beginning and end of this run were challenges for the less experienced paddlers. There were many “swims” from which recovery/rescue was more difficult because

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several boats had insufficient flotation. Boat flotation should be checked and need for tight turns emphasized during the “Tune Up” sessions.

• For hazard avoidance the need to anticipate required maneuvers and act early had been

emphasized in Tune-Up sessions, but evidently needs more emphasis. If a paddler wants to avoid

a hazard, he/she needs to notice it far upstream, decide how to maneuver, and react

accordingly both early and decisively. If any of these steps is not done, the paddler’s boat may become sideways to the current in attempting to avoid the hazard. Sideways to the current is the most dangerous boat attitude (position).

• Even on this Class I wide river, the need to go one by one through hazard areas must be stressed so that one boat doesn’t get in another boat’s way or bump into a boat that is caught in a hazard.

• The importance of PFDs was made evident one more time.

Addendum:

CAPITAL SUB-COMMITTEE of the PARKS & RECREATION COMMITTEE RECOMMENDATIONS for 2022 CAPITAL EXPENDITURES in the RECREATION DEPARTMENT The Capital Sub-Committee of the Recreation Committee met in August 2021 to review staff requests for 2022 capital funds. Additionally, we reviewed our ongoing 5-year worksheet of needed replacements and repairs. Of note, there are many items on the approved/budgeted 2020 and 2021 Capital Budgets that were delayed (not performed) due to the COVID pandemic. We are mindful of important items, especially safety-related, being forgotten so we plan to meet monthly through the end of 2021 to conduct site visits, re-review the items and return them to our worksheet to re-prioritize over future budgets. The committee’s focus for 2022 is to prioritize what items have imminent repair/replacement/safety issues, and where we opine that the greatest good for the Village can be achieved. In order of priority:

1. PDL/CCC Audio Media Upgrades

This is an urgently needed replacement, which will be highly visible to property owners and, if not addressed, can cost negative ramifications of lost revenue in ticket refunds and loss of entertainment at the Woodlands (very angry residents). While the CCC also has long needed attention and we highly recommend that the CCC be considered, as well, our immediate 2022 focus is on the Woodlands. There are entertainment acts that we cannot book due to our antiquated technology. The P&R Comm Chair, is a member of the Hot Springs Film Festival and has been working with the Festival to host some film screenings here in HSV. The Woodlands is also being used as part of the Arkansas Heritage Fest. We can gain much needed revenue and public relations/marketing points with these activities, and we need the equipment to succeed: A new sound/mixing board with stage boxes were budgeted to be replaced in 2020 but Covid

killed those purchases. The projector used at Woodlands was purchased in December of 2008. It doesn't even have an HDMI connector it's so old!!! No real backup either. This is a high priority. The Woodlands sound mixer/patchbay is also a big concern. The existing Yamaha board was released in 2005. When it was originally purchased (as well as the rest of the entire system), the POA was sold old technology as 'new'. Phantom power has died on 6 channels and other anomalies. It's just the symptoms of age. There isn't a backup board either. If our current one dies (again, which is likely) the show cannot go on. If the ElectroVoice DSP processor dies again… a show also cannot be performed. A short-term solution (1-2 years) is to purchase another M7CL just like the one we have as a backup. We can use the board as an onstage, independent monitor mixer as well. We should have had a monitor mixer board 10+ years ago anyway!!!! We're WAY behind the times. Every modern tech rider requires one. So, the board can do double duty. One can be purchased for $3000. It costs $700 a day to rent a large format mixer, so, AT A MINIMUM, buying a short-term backup is an absolute no brainer. Paul Moore has been holding this essential equipment together for years and has been creative and incredibly frugal. We adamantly support giving him what he requests. Buy current quality technology that will serve us into the future.

2. DRA Drainage Issue and Parking Lot expansion This has already been a discussion topic of the HSV Board. Stage 1 was budgeted in 2020 and not performed. The area to be expanded contains a hill/slope down to the pickleball courts and water run-off has been problematic. We strongly recommend that Stage 1 (addressing the slope and adding drainage) be performed as soon as possible to protect the investment of the current repairs to the courts. If funds are available, for paving, it seems wisest to perform the entire task at one time. We believe this is Jason Temple’s recommendation.

3. Tennis Hard Court Repairs

These courts have been in need of patching and, even, an entire resurface for years. The courts have become a safety hazard, thus this issue is a priority. The committee recommended patching in the 2020 budget, but it did not occur. Input from the Tennis Club indicates that a good patching will be sufficient and satisfactory, at this time. We, again, for 2022, recommend patching (35k) which is projected to hold for 3 years vs resurfacing (195k). The patching is needed, whereas, the resurfacing is a ‘want’ item. Additionally, other tennis members recommend alternate surfacing, including a grass type surface which is believed to be less expensive and have lower maintenance costs. The Committee recommends that full resurfacing opportunities be thoroughly investigated before the hard courts are resurfaced.

4. Indoor Pool repair/resurface

Repairing the existing (and growing) cracks was budgeted and scheduled for 2020 and due to COVID the funds were not spent. This, too, is a repair (30-35k) vs total resurface (100k+) consideration. At some point in the next few years, the pool will need to be resurfaced – it is old. However, the Committee feels that several years can be gained by patching the existing cracks now and waiting for potential future funds for the resurface. The pool needs attention but a full resurface is not essential for 2022.

5. Archery Range

This is a new, but every low-cost amenity. The range is ready to open for participation but will

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need some small additions in the coming year, including a porta potty. There are 100+ participants eager to use the range and it will be a source of revenue and attractive addition to residents.

6. Water Heater Replacement at CFC – a recent report indicates this has recently been completed The CFC has 2 water heaters and 1 broke in 2019. The heater age was 16 yrs then, so we are now looking at 19 years for heater #2. Its replacement was recommended by the Committee for the 2020 budget, but the, then, Rec Director, decided it would have to be fixed in an emergency, and removed it from 2020 consideration. The Committee is very concerned about a water heater breaking in the CFC and potentially causing the center or certain areas to be closed. Hot showers, a heated pool, etc are essential to the well-functioning of the center. This industrial-type water heater is approximately a 45k item and cannot simply be purchased at Lowes. It must be ordered. During this continuing COVID time, appliance replacements are, often, taking months – time that we cannot afford for the CFC. The Committee very strongly recommends replacing the old water heater now, before it breaks.

7. CFC Lighting Upgrade Enrollment continues to decline at CFC, which needs a face lift to project an energetic vibe. The lighting is dark, dingy and needs to be updated and to more energy efficient LED lighting.

8. Woodlands Parking Resealed and Striped

A) Again, this was previously budgeted and, while there are no safety or repair issues, it is highly visible to guests and residents. B) Woodlands re-landscaping of parking lot plants The parking lot looks bare and unattractive. While not an emergent issue, the outdoor appearance of the Woodlands – like the repaired and repainted EFIS – is highly visible and should be attractive to visitors and potential buyers; plus it will extend the life of the asphalt by 3 to 5 years. This is an example of spending funds where the greatest return is gained.

9. DeSoto Park – bench replacements; cleaning and re-sanding turf

While there is some wood rot of the landscaping timbers framing the benches at the lawn bowling green, the frames, nor the over excessive benches are a safety hazard. In fact, the seating is rarely used. The proposal is to remove the landscape timbers and replace them with mortared stone, and to rehab the benches with composite wood. The Committee does not agree that this can be accomplished for the proposed $8500. There are also two superfluous memorial benches that were donated long ago and remain unused. The Committee recommends that the 12 seating areas not be addressed in 2022. It IS recommended that the cleaning and re-sanding of the turf be completed. When seating is considered in the future, the Committee recommends that seating be reduced to 2 benches on each side of the turf court, at a maximum, which will be more than sufficient and will result in cost savings of rehabbing the 4 extra seating areas.

10. Cortez Pavilion slab overlay

This is also a needed repair from a previous budget that was not performed. Examination of the Cortez slab reveals serious and uneven cracks that are beginning to buckle, which is a safety hazard and liability issue.

11. Kayak/SUP Rental Fleet Replacements (and Kayak launch)

The Committee understands adding additional fleet as it is a major source of revenue at the DeSoto Marina. “Replacement” is not understood as this type of fleet doesn’t ‘wear out’. We do support sufficient fleet to maximize revenue. Additionally, funds were budgeted (line 26) in 2021 to have a kayak launch (eventually with kayak storage rental spaces built on the sides) – a revenue generator and advantageous amenity for residents. Visitors/marina customers have been using the DeSoto Marina boat ramp to launch from, which is a safety hazard with boats launching via pick up trucks. A kayak launch area was to be established away from the boat ramp. In the past year, P&R staff have utilized used dock float units to begin constructing a quasi-kayak launch. The Committee discussed the important safety factors and would like to add sufficient funds to the $5,000 for fleet supplementation to complete a decent quality kayak launch.

12. DRA Sidewalk, drainage, grass and retaining wall

This project was in the 2021 budget and was considered urgent due to damaging drainage issues. We recommend the project be completed in 2022.

13. CCC Gathering Place

While not a repair or safety issue, the CCC sits empty 90-95% of the time, while the building is subsidized to pay for utilities, insurance and taxes. We must generate revenue. In 2019-20, the Deliberative Engagement Sub-Committee conducted round-table discussions with all CCC stakeholder groups. The #1 desire of all groups was to have the CCC be a gathering place – to socialize, play cards, ping pong, pool, get a cup of coffee and a donut, etc. The HSV Board has been involved in discussions regarding the lack of CCC utilization/ rental costs. The CCC loses rental business to local churches and the building sits empty, when it could be used for good-will building and allowing residents to have someplace to gather and socialize. The Deliberative Engagement Committee has compiled the data from all stakeholders and determined a low-cost utilization of the CCC that would allow residents to realize their desires…. A Happy Place. Similar to the outdoor pool actually earning positive revenue (and increased goodwill) due to lowered prices and significantly increased activity this summer, the CCC could similarly gain revenue with residents spending money at their ’hang-out’. For example, people wanting to learn line dancing (easily 25 per class) would contribute a dollar for the class. That is a revenue of $25 for that hour vs the regular rental of $16. The room will require no set-up/tear-down/cleaning so no labor costs will be involved. The key to revenue is the revitalization of the CCC, using volume and low cost activities and events to generate more revenue than regular rentals will. A detailed analysis and initial budget is available for review. The CCC already contains the equipment, basketball goals, ping pong tables, shade sails for the patio, table/chairs for games, reading, socializing. For a few thousand, 2 dart boards, several Keurig coffee machines and a pool table, and a digital jukebox ($149) could be purchased to supplement and enhance what we are already have in the CCC. The Committee feels this is an important low-cost, first step to revitalize the CCC and drive revenue – and property owner happiness. They’re tired of being nickled and dimed.

14. Picnic Table Replacement Program in Parks (3 year plan)

The Committee agrees this is a reasonable project that will improve safety and avoid injuries.

15. Grove Park Bathrooms and Storage building

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Of the 4 locations where potential placement of bathrooms has been discussed over the past few years, Grove Park is the highest priority. Grove Park is used for multiple functions, including the site of our weekly Green Market and Rock Porch concerts – high attendance events. Currently, 2 Porta Pottys are $1020 each and are not sufficient for the larger crowd events. To set-up events, materials/equipment must be transported from the P&R storage facility at Coronado, using trucks, staff hours, mileage & time. Building a small unit on the back of the bathroom building would be more cost and time efficient. The building could accommodate 2 male and 2 female stalls, providing better and faster service to users. The Committee recommends this bathroom due to its efficacy and access to many residents.

16. CFC and upper-level parking – reseal and restripe

Lower cost project that can add life to the surface and provide eye-pop improvement to one or both areas, depending on available funding. Again, it is tangible use of funding the residents can easily see and appreciate, plus it will extend the live of the asphalt by 3 to 5 years.

17. Fitness Center Exercise Equipment Replacement

Since the CFC is not being used to full capacity and with the continuation of the pandemic, attendance is forecasted to be low. The CFC does not need equipment replaced at this time, and the Committee recommends purchasing new equipment until the pandemic wanes and enrollment stabilizes. The Committee does recommend that $5,000 be budgeted for small exercise incidentals.

18. Trails Bench Repairs – Synthetic Wood (125 benches) 3 year project The Committee discussed this project at length and determined that it is not a safety issue and is does not qualify as a priority at this time. Many, if not all, of the benches have been donated as tributes or memorials to residents. The Committee does not feel the POA has an obligation to have so many benches along the trails, nor the duty to replace memorials. On some trails, there are scenic places where as many as 4 memorial benches are placed with another 1-2 on the other side of the trail - obviously, a favorite spot of many. However, the number of benches is not needed. The Committee recommends that any benches in significant disrepair simply be removed. It may be possible to replace some with memorial benches in other locations. Effort has been made to locate family members of the deceased will little success. We are told that there is little to no interest in replacing the benches, or the families simply cannot be located. It is believed there will be no negativity attached to some benches being removed or relocated. A policy should be developed, in concert with the Trails Committee, to determine how many benches are actually needed on a trail and that all future donations require their construction to be of metal and composite wood. The Committee does not agree with funding this project.

19. OAB/Woodlands Lobby Furniture Replacement

The Committee does not deem this project as urgent, safety-related or needed at this time. It is believed to be a matter of aesthetics, when few sit on lobby furniture at Woodlands or CCC. The Committee recommends exchanging the higher quality, more attractive leather furniture from the CCC lobby to the Woodlands Lobby; and to move purchasing new furniture to 2024.

20. OREC Trailer Wrap Replacement

The Committee does not recommend this expenditure. It does not meet the criteria for 2022 funding. It is a want vs a need.

21. Parks Development/Playground Equipment (2 year project near Balboa Beach)

The Committee does not recommend this expenditure. It does not meet the criteria for 2022 funding. Additionally, it is not recommended for future funding. While additional playgrounds may be built in the future, a playground at this proposed location is assessed to be potentially problematic and, even, under-utilized. The Committee recommends that any future playground be built on the east side of HSV. Of note: An inspection of the docks at the Coronado Boat ramp have revealed one floating boardwalk is listing to the point of causing falls – a safety hazard and liability issue. Two poles next to the fixed platform are uneven. The Committee lists this here to bring attention to the needed repair, but have not listed in on the worksheet as it should not rise to the level of a capital expenditure. It should also be noted, the wood is rotting and will need to be replaced in 1-2 years.

Respectfully submitted, August 26, 2021, by the Capital Expenditures Sub-Committee Mark Quinton, Jim Betts, Serena Gonzales.

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PUBLIC SERVICES COMMITTEE MEETING MINUTES Sept 16, 2021, 9:30 A.M.

HSV POLICE TRAINING AND EVENT CENTER • Members Present: Rolland White (Chair), David Childs, (Vice Chair), Clark Saan, Phil Matone, Ray Hurley, Jason

Temple (Staff Liaison to this committee), Bob McLeod (HSVPOA Board Representative), Drew Kahle, John Sowers, and Bob Cunningham (Secretary) and Duane Ninke

• Members Absent: Gale Smith, Jim Patton and George Parker excused • Guests Present: Ken Unger was introduced. • Call to Order: 9:30 a.m. • Additions to Agenda.

o Shelters for the gate personnel.

• Chairman Comments. Rolland White o He commented on his presentation to the Board at the meeting of 9/15/21 of the Committee Quarterly report.

He also stated to the Board that the Public Services supports the assessment increase that is coming up for a vote.

• Board Member Report. (10 min.). Bob McLeod. o A video of the 9/14/21 Board meeting may be viewed at Board Meeting 9/15/21 o He reviewed the presentation of the Human Resources stating that a search for a new GM should begin around

the 25th of this month. The entire process was explained. This will be handled by a Recruiting Firm. The two finalists will then be interviewed by the Board members.

o A town Hall will be held within a week or so concerning the upcoming assessment vote. This will provide a forum for asking questions by the membership. He encouraged everyone to use word of mouth and the Board will be sending out Eblasts with information on the upcoming vote.

• Staff Member Report. (20 min) Jason Temple. o Jason reviewed his Public Services report presented at 9/15/21 Board Meeting. This report can be seen in full

on the HSV website under Governance/Board Packet Public Services Report 9/15/21 o He talked about a drone program for spraying the dams. The Drone company provided a free demonstration.

This drone can spray 70 acres a day and holds 5 gallons of spray. Jason learned about this while attending a continuing education conference and arranged for this demonstration. The drone sprayed the backside of the Cortez dam. The Golf department may get a demo. This can be used for spraying the lake algae.

o A company has finished mowing both sides of all the 14 dams. Dam vegetation control is required by the State. o There was a discussion regarding the improvements in the Balboa Club. o Jason commented on the price increases he is running into due to supply problems and labor shortages. o Jason talked about the Covid effect on the staff and how long they must take off if exposed. Some of this time

off is personal sick leave. o Sanitation trucks will be ready in January. This will give us time to put out the cans in November or December.

There will be a lot of member educating going on after the assessment vote. • Current Business.

o Traffic Report: o Bob Cunningham reported nothing concerning safety of note for this month.

o Lift Station Odor Program: Clark Saan o A small building has been constructed to protect the ozone machine. This located by the Diamante Pond.

We are a little behind schedule installing the testing machine. o Shelter program for Gate personnel.

o The shelters for the gate personnel are still under study. o

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• New Business.

o Evaluation of road inspection vendors. o We have had two quotes for the Road Inspection program. Phil, Drew, and Jim will help Ron evaluate them.

o Water meter vendor evaluation/selection. o We have had four RFI returns, and we will need volunteers to help Chris evaluate vendors, deployment, and

financing and come up with a sound business plan. Ron, Duane, Clark, and Bob will help. o Processing of bio solids

o This project is still on hold. A discussion ensued and evaluation is ongoing. We will need to create a business plan to see how financially sound this project will be.

o Committee Member Comments. (3 min. each)

No comments were offered.

o Visitor Comments: o Ken Unger asked about when do we consider whether to bring in professional help.

o Meeting Adjourned: 11:30 p.m. Motion: Bob Cunningham, Second: John Sowers Approved: unanimously o Next Workshop 10/21/21, 9:30 a.m., Police Training Center o Next Public Meeting: 11/18/21, 9:30 a.m., Police Training Center o Submitted by Bob Cunningham, Secretary.

o o Approved by Committee Chair and Staff Liaison: (9/22/21) o Approved by Committee: (10/04/21 o Approved by HSV Board of Directors: (Date)

TRAILS COMMITTEE MEETING MINUTES SEPTEMBER 21 2021

COMMITTEE MEMBERS {NOTE (absent) IF MEMBER DID NOT ATTEND MEETING} Buzz Carpenter – Chairperson Tess Harrison – Vice-Chair Pam Hartman - Secretary Janet Rowe Paul Barnard Guy Richardson Jan Miles Bob McLeod – Board Representative VILLAGE VOICE Lewis Delevan CALL TO ORDER Buzz C. called the meeting to order at 1:32 pm; was held at Ponce de Leon Center in person, following Arkansas Department of Health directives on social distancing and masks. POA STAFF Terry Wiley – Parks and Recreation Manager Sarah Downey – Assistant to Director of Programs and Operations Norman Meredith – POA Grounds Maintenance (Absent) Jeannie Rocha – Administrative Assistant to Terry Wiley GUESTS/VISITORS/FOT Kelly Hale Cheryl Boehmke Laurie Hartshorn Melinda Alvord Steve Carlstrom APPROVAL OF AGENDA Agenda Approved; motion by Jan and seconded by Pam. RECOGNITION/APPROVAL OF MINUTES The MM for August were reviewed and approved by e-mail by all committee members. COMMITTEE CHAIR COMMENTS: Buzz brought up the Community Fair that will be held October 20; Jan M. and Buzz can help at the Trails Committee booth. Buzz introduced the guests. BOARD LIAISON COMMENTS: Bob stated that the position for GM was posted for interviews; Town hall meeting Tuesday, Sep 29 at Coronado Center from 3-5pm.

STAFF LIAISON COMMENTS:

Terry discussed budget for Trails; budget is not approved yet; version 1 has been presented; asked for $7000/yr for routine maintenance and $20000/yr for 4 years (capital budget).

COMMITTEE COMMENTS:

Paul discussed meeting with Leah Beck from Nature Conservancy; they will walk the Cooper Preserve; will discuss building bridge on Red Section of trail (along Saline River); Nature Conservancy owns land and has cedar wood to use for bridge; if built, trail would need to be rerouted.

Tess asked if we could combine our committee and the Recreation Committee in order to all work together better and there be more communication and clarity on projects; Terry stated that he wasn’t sure it could be done due to the charters of committees; it was pointed out that some events for Trails are separate from Recreation and vice versa; sometimes Trails is asked to volunteer for Rec events to help out; Terry will let Rec Committee know that Trails wants to work closely with them; Paul pointed out that Trails does have a difference from Rec; Trail members must walk their assigned trails to check for maintenance items.

Paul thanked POA for mowing Cooper more frequently this summer UNFINISHED BUSINESS

BENCH REPAIR – OCT 14 WORKDAY: Will paint benches on Balboa Beach Trail from 9-11am; POA will bring paint and brushes; there will be no lunch after the work.

Terry talked with woodworkers re repair of benches; POA wants to use composite wood for repair; woodworkers state this will be harder to work with; Terry is still discussing with woodworkers.

Guest Cheryl B. had question re a bench she has her name on (from 2 years ago); states she did not sign a contract for the repairs but is willing to give money for repairs.

NEW BUSINESS:

MEMORIAL BENCH, GOFUNDME PAGE OR POA DONATION COLLECTION TO REMEMBER MICHAEL BYNAKER: It was suggested that we use the picture on the agenda (of Michael) for the memorial bench; Benches cost $450 and POA would take cash or check for donations; Terry will check to see how the check should be made out; HR will set up; discussions on what to do with any money left over (Animal Welfare League, Christmas décor for Grove park).

UPCOMING EVENTS: 1) Yak Run – cancelled; 2) Full Moon Walk on 9/23 at 8:30pm (there will be talking points and stations along Balboa Spillway Trail); 4) OCT Event is month long Marathon; 5) Moonshine and Kayak Paddle – will be 9/25 (need 3 people to do paddling); Cancer walk is 9/29.

QUESTIONS/COMMENTS NONE ADJOURNMENT Move to adjourn by Pam and seconded by Jan M.; Meeting adjourned at 2:35pm. Next meeting is October 19, 2021, at 1:30 pm. Submitted by Pam Hartman, Secretary

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