REGULAR MEETING OF THE HOT SPRINGS VILLAGE PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS 9:00 A.M., WED. APRIL 19, 2017 OUACHITA BUILDING

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1 REGULAR MEETING OF THE HOT SPRINGS VILLAGE PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS 9:00 A.M., WED. APRIL 19, 2017 OUACHITA BUILDING A regular meeting of the Hot Springs Village Property Owners Association Board of Directors was held at 9:00 a.m., Wednesday, April 19, 2017 at the Ouachita Building of the Ponce de Leon Center. Board members attending were: Vice Chairman John Weidert, Directors Bob Cunningham, Marcy Mermel, George Parker, Bill Roe Jr, and Thomas Weiss. Chairman Mike Medica was absent due to an emergency medical situation. Attending from staff were: Lesley Nalley, CEO; Linda Mayhood, COO; Liz Mathis, Controller; Ricky Middleton, Police Chief; Jason Temple, Director of Public Utilities; Stephanie Heffer, Director of Placemaking and Development; Tom Heffer, Director of Golf, Tony Rather, Fleet Manager; Renee Haugen, Director of Real Estate Acquisition & Member Services; Eric Hefley, IT Manager; Kim Lambert, Accounting Supervisor; Stacy Hoover, Director of Recreation, and Ella Scotty, Executive Assistant. Also attending: Lewis Delavan, Village Voice, Lorien Dahl, Sentinel-Record, and Diane Upchurch, KVRE. The meeting audio was recorded by staff. Approximately 50 people were in the audience. Call to Order: Prayer/Pledge: Introduction of Guests: Approval of Order of Business: Consent Agenda: As Chairman Medica was absent, Vice Chairman Weidert called the meeting to order at 9:00 a.m. Director Weiss gave the prayer, and the pledge of allegiance was led by Vice Chairman Weidert. Lindsay Baker and Jessica of EGP. Director Weiss MOVED to approve the Order of Business. Director Mermel SECONDED, and the MOTION was unanimously APPROVED. Vice Chairman Weidert presented the Consent Agenda items consisting of: Minutes of the regular meeting; Standing Committee Minutes: ACC and CPFC2-6-17; GAC ; Golf ; Recreation , and Trails Appointment of Pam Hartman, Sheryl Pickle and Janet Rowe to the Trails Committee, Appointment of Tom Poprocki to the Recreation Committee; Appointment of Margaret Harvey and Ralph Turpin to the Golf Committee; and Re-appointment of Ralph Turpin to the Appeals Committee. Vice Chairman Weidert asked if there were any items that the board members wanted to remove from the Consent Agenda.

2 Page 2 As no objections were heard, the Consent Agenda was unanimously APPROVED. Board Member Comments: Audit Presentation: CEO/Financial Report: Director Roe shared that Mike Welsh passed away. Lindsay Baker of EGP gave the 2016 Independent Audit Report and unqualified opinion (materially correct with GAAP) of HSVPOA financial statements. CEO Lesley Nalley gave the CEO report and discussed the March Financials. Items of interest include: CEO Lesley Nalley thanked Liz Mathis-Controller, Renee Haugen-Director of Real Estate Acquisition and Member Services, Eric Hefley-IT Manager, Debe Jolliff-Internal Reporting & Compliance Specialist, Total e and all the team members involved for their outstanding efforts during 2016 to improve reporting, accounting close practices, IT usage, and internal controls. Their collective efforts resulted in the elimination of audit comments carried for several years on proper segregation of duties, appropriate application of GAAP/accrual accounting, and Information Technology usage and controls. Protecting Value & Lifestyle Waste Water bond projects continue, on schedule, and are receiving priority attention where capital spending is concerned. Board vote on the gate project, which has been a discussion for four plus years and is expected to bring us in line with current standards of service. Thanks to Jason Temple, contractual conversations continue on the MAWA (water) connection. Documents are in final review stage. Strengthen Financial Health The Ad hoc Fee Committee continues its efforts to flesh out sound revenue and fee strategies. It joins forces with the Golf Committee this month and next to host the April Village Values golf fee roundtables. Congratulation to Tom Heffer on being named Director of Golf. Stacy Hoover and her team are busy analyzing fitness and event center subsidies, looking not only for 2017 improvement opportunities, but also preparing for 2017 budget planning.

3 Page 3 Building Property Owner Trust & Support We continue to partner with Ghidotti Communications on improving our online and social media presence. In March we gained 65 new Facebook followers and 5 new Linked In followers. In April, we began unveiling member testimonial videos on our Facebook page and will continue posting a new one every couple of weeks for maximum exposure. COO Report: Linda Mayhood, Chief Operating Officer gave the COO report: Public Utilities Update Kim Construction s work on manholes is 100% completed with the original scope of work on time and in budget. They were retained to do some additional rehab work in two manholes at Mill Creek Wastewater Treatment Plant and one lift station located on Minorca Rd. Plans and specifications for the 2017 proposed improvements to both wastewater treatment plants in partnership with McClelland Engineers are nearing completion and will be going out for construction bids upon receiving plan approvals from ADEQ. This project will be funded by sewer bonds. Public Works Department Update Repair of culvert dip on Desoto is scheduled for May 1, Asphalt patching is underway. Backlog requests will be completed in the next few weeks, weather permitting. Thermoplastic stop bars are being tested on Balearic Rd. at Balboa Rd. The Village Compliance Division is working diligently on resolving complaints. Common Property Committee A Deer survey is currently underway with assistance and coordination with the Arkansas Game & Fish Commission Deer Program Coordinator. Number of deer will be the prerequisite to determine if an annual urban bow hunt will be held in fall Recreation Waypoint at DeSoto Marina - Installation of electrical upgrades for the fuel and boat docks is in final stages. The landscape plan and fishing pier are complete.

4 Page 4 Performance Metrics: Linda Mayhood shared operational metrics for the Police, Fire, Vehicle Maintenance, Buildings and Grounds, Public Utilities, and Public Works Departments. Saline/Garland Count Re-appraisal Process Presentation: Questions from Audience: CURRENT BUSINESS: Gate Project Presentation: Lake Balboa Monitoring/Control Of Hydrilla Proposal: Bob Ramsay, Saline County Assessor and Shannon Sharp, Garland County Assessor presented the re-appraisal process for their respective counties. A member commented on non-member library cards. Director Cunningham MOVED to approve the Gate Access Upgrade Project for a total up to $250,000 and authorize the CEO to execute any related contracts. Director Roe SECONDED the MOTION. The MOTION was unanimously APPROVED. Director Cunningham MOVED to approve the proposal from (Bidder 2, Option 1), Estate Management Services, for the Monitoring and Control of Hydrilla in Lake Balboa utilizing SonarOne not to exceed $213, Director Parker SECONDED the MOTION. The MOTION was unanimously APPROVED Mowing Contract: Director Mermel MOVED to approve (Bidder 1) Marvin Dunn for the Mowing of Roadway Rights-of-Way, not to exceed the amount of $70,000 for the first year of a five-year renewable contract. Subsequent years of contract will be negotiated annually based on prevailing consumer price index. Director Parker SECONDED the MOTION. The MOTION was unanimously APPROVED. NEW BUSINESS Golf Parts Purchase: Questions/Comments- Audience: Tom Heffer, Director of Golf and Tony Rather, Fleet Manager presented a proposal to lease 120 fleet golf carts from Golf Cars of Arkansas, club Car for a 72-month period with warranty extended through the term of the lease. The lease rate will be $38.50 per cart, per month, or $4, per month, or $55,440 annually. The POA will receive $2,500 each for our 113 trade-ins, totaling $282,500 in cash up front. This will be on the May Board meeting agenda. None ORGANIZATIONAL MEETING Oath of Office Mike Medica: As Mike Medica was absent, the oath of office will be completed at the May 17, 2017 meeting.

5 Page 5 Election of Officers: CEO Lesley Nalley presided over the election of Board Chairman, Vice Chairman, Secretary, and Treasurer. Director Mermel nominated John Weidert for Board Chairman. As there were no further nominations for Board Chairman, Director Roe MOVED to close nominations for Chairman, and the Board voted unanimously to close nominations. The Board unanimously agreed to a voice vote for all positions. John Weidert was unanimously voted in as Chairman. Director Cunningham nominated Tom Weiss for Board Vice Chairman. As there were no further nominations for Board Vice Chairman, Director Roe MOVED to close nominations for Board Vice Chairman, and the Board voted unanimously to close nominations. Tom Weiss was unanimously voted in as Vice Chairman. Director Cunningham nominated Linda Mayhood for Board Secretary. As there were no further nominations, Director Roe MOVED to close nominations, and the Board voted unanimously to close nominations. Linda Mayhood was unanimously voted in as Secretary. Chairman Weidert nominated Lesley Nalley for Board Treasurer. As there were no further nominations, Director Roe MOVED to close nominations, and the Board voted unanimously to close nominations. Lesley Nalley was unanimously voted in as Treasurer. For the record, per the Bylaws, the Secretary and Treasurer are staff positions, and have no voting rights on the Board. Appointment of Board Liaisons: Chairman Weidert appointed the following Standing Committee Board Liaisons: Appeals Tom Weiss Architectural Control George Parker Common Property and Forest Tom Weiss Golf Mike Medica Governmental Affairs John Weidert Lakes John Weidert Public Safety- Bob Cunningham Public Utilities/Public Works Bob Cunningham and Marcy Mermel Recreation Bill Roe

6 Page 6 Trails Bill Roe Audit Committee Chairman George Parker Adjournment: Director Cunningham MOVED to adjourn, Vice Chairman Weiss SECONDED and the MOTION was unanimously approved. The meeting was adjourned at 10:25 a.m. Chairman Secretary