UNAPPROVED SUMMAY OF RECREATION COMMITTEE MINUTES August8, 2013

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1 UNAPPROVED SUMMAY OF RECREATION COMMITTEE MINUTES August8, 2013 Silver Sneakers: Approximately 26,500 visits through June and 1045 members have signed up for the program. Revenue is trending well. The notice to proceed with the Geo Thermal / HVAC Replacement at the Fitness Center was signed August 5, with work scheduled to be completed by December 3, Village Villains Victim Murder Mystery Dinner Theater: We hosted our first Dinner Theatre at the Desoto Club Monday and Tuesday of last week with sell out performances on both nights Budget: A 2% increase in recreational fees for the year 2014 will be recommended to the board, with a marginal 2% increase in basic operational expenses as well. There are several large ticket capital items including $230,000 for irrigation replacement and re-sloping of clay courts 1 6, $80,000 for resurfacing the lawn bowling court, and several other somewhat smaller items that are still being considered including the replacement of several pieces of rolling stock. Balboa Club Geo Thermal: Staff (Jason Temple and Stephanie Heffer) is working with Middleton Heat and Air on a long term solution. Stand Up Paddle Boards: Coronado Fitness Center will be renting and providing outings for Members and their guests beginning September 1st at Lake Coronado. Bruce Weik suggested that Food Service should be added to the Agenda as a committee report. Bruce and Joe Moreau will be in charge of this monthly report. Once the Recreation Committee inherits the Dog Park as an amenity, Joe Moreau will be responsible for this committee report.

2 UNAPPROVED RECREATION COMMITTEE MINUTES August 12, 2013 The regular monthly meeting of the Hot Springs Village Recreation Committee was held at the Coronado Community Center on August 12, 2013 at 1:30 pm. A motion to approve the July 8, 2013 minutes was made by John Goodwin, seconded by Peggy Arwood, and approved. ATTENDANCE MEMBERS: John Weidert - Chairperson, Peggy Arwood, John Goodwin, Dave Gati, Bruce Weik MEMBERS ABSENT: Joe Moreau, Tom Elliott, Vice Chairperson, Doug Beed, Bill Etie STAFF: Stephanie Heffer, Director of Recreation & Club Services, Fern Hancock, Assistant to Director of Recreation & Club Services BOARD: Jeff Atkins Press: Jeff Meek Guests: Frank Leeming, Board Member, Tim Rascoe, Shirley Breedlove, Jim and Suzanne Meredith, Ann George, Cheryl Ansell, Barbara Wallisch, Doris Smith DIRECTOR S REPORT: Stephanie Heffer Written report received and filed. Geo Thermal / HVAC Replacement: A Pre-Construction conference was held June 30, 2013 with Crist Engineering, Comfort Systems, Jason Temple (Director of Public Works) and Stephanie Heffer. Mobilization began late last week, and will continue this week. The notice to proceed was signed August 5, with work scheduled to be completed by December 3, Dive in Movie: Finding Nemo was scheduled for Saturday August 3, The production company did not show up for the event. After much discussion, it was determined that their host employee chose the night of our event to quit his job with no notice or phone call. We are working on a date to reschedule. A full refund has been issued, and they will re-schedule at no charge. They are also presenting Jaws at no charge. Budget Preparation: 2014 budget has been submitted to the Accounting Department and David Twiggs for review. Meetings will be scheduled with each Department Head to go over details and feedback on what capital items will make the cut. Village Villains Victim Murder Mystery Dinner Theater: We hosted our first Dinner Theatre at the Desoto Club Monday and Tuesday of last week to sell out performances both nights. Thanks so much to Chris Jones (Technical Director, Woodlands) for writing and producing the play, as well as Patricia Short and all the actors and actresses who made the evening a success. We were originally scheduled for one night only, but the response was so great, we added a second performance which sold out in less than 36 hours. Balboa Club Geo Thermal: The Geo-thermal system at the Balboa Club was down for 4 days recently due to a clogged heat exchange plate, and badly corroded pipes in the open loop leading from the pond to the building. Middleton Heat and Air was able to get the system up and running. Unfortunately this will be an ongoing problem with an open loop water system, very similar to Coronado Fitness Center. Staff (Jason Temple and I) is working with Middleton Heat and Air on a long term solution. Stand Up Paddle Boards: SUP they re coming, so get your life jackets out and try out the newest fad in Hot Springs Village. Coronado Fitness Center will be renting and providing outings for Members and their guests beginning September 1st at Lake Coronado. Silver Sneakers: Silver Sneakers will be holding an orientation for non members and past members who are no longer participating Tuesday, September 17 at 10:30 am. Participation is still very good with an average of 4000 visits monthly. Budget Preparation: 2014 budget preparations are under way. A recommendation will be made to the board for a 2% increase in recreational fees for the year 2014, with a marginal 2% increase in basic operational expenses. There are several large ticket capital items including $230,000 for irrigation replacement and re-sloping of clay courts 1 6, $80,000 for resurfacing the lawn bowling court, and several other somewhat smaller items that are still being considered including the replacement of several pieces of rolling stock. BOARD LIASON: Jeff Atkins - reported on activities from the August 7th Board Work Session.

3 CHAIRMAN S REPORT: The next Newcomers Coffee and Presentation is scheduled for Thursday, 22 Aug 13, in the Ponce Center, Ouachita Room, at 9 a.m. All Hot Springs Village Club Representatives attending are asked to be present by 8:30 a.m. to meet, greet and talk with the Newcomers as they arrive. SUB-COMMITTEE REPORTS Family Recreation: John Goodwin: Pickleball: A written report was received and filed. Kent Kuch, current President for the pickleball organization, stated that they are undergoing a reorganization. They have been operated primarily by volunteers. They have now petitioned to become a club. The club currently has temporary officers (Kent is Acting President) to comply with the application. Officers will be elected in about six months after the application is accepted. The Village has 4 pickleball ambassadors, who promote the game locally and nationally. Christi Bourne is moving from Houston to The Village. She is in charge of the ambassador program and has sent in a proposal to manage various pickleball programs through the POA. A major emphasis is to continue supporting the Arkansas Senior Olympics. The tournament our local pickleball players organize for the Olympics has been very well received in the past. Dee Vincent has been the primary contact person for the Olympics. DESOTO POOL: The Desoto Pool is now only open on the weekends. This year s Summer attendance has been very strong with 1,068 memberships and 1,079 guests through July. Coronado Fitness Center: Bill Etie A written report was received and filed. Fitness Center: The Silver Sneakers classes have been well attended. The fitness center continues to receive around $10,000 revenue each month from the program. There was an increase of 61 new members for a total attendance of 4113 for the month of July. Of course the money is not the real issue; the potential improvement of health for the members is what is most important, and continues to be the goal of management and staff. Good news for some is the reinstallation of the water cooler near the pool area. Both water coolers are now operating properly. GEO System: Director Heffer met with Comfort Systems last week; they have sent JRC Construction to do some initial layout work in preparation to replacing the system. Due to the heat the geothermal system is not cooling the pool area. Management called Middleton Heat and Air to look at the problem and the system is properly operating again. Outdoor Recreation: John Goodwin Written report was received and filed. Lawn Bowling: The month of July brought the addition of 2 new members to Village Green Bowls Club (VGBC). The Liberty Bowl was held on July 6th. This tournament was the 2nd of 3 competitions used to determine the Club Champion for the year. Also during July, play in the Summer League 2 was completed & Summer League 3 was begun. Open bowling times continued as posted. On July 9th & 12th, VGBC members, along with volunteers from the Lion's Club, hosted participants from the Blind Camp for a couple of hours of lawn bowling & light refreshments. Each day brought approximately 20 campers, who received individualized instruction on the game before participating in a short competition. August has a pretty light schedule in deference to the heat. Summer League 3 play continues until the end of the month, & open bowling times continue per our normal schedule. An August social is being planned for members interested--a light lunch & an afternoon of 10-pin bowling at the Fiesta. Around the Green: The lights on the pole on the south side of the green still do not work. The rotten & broken landscape timbers around the entrance to the club house have been replaced. Again, is there any word on when the POA will get it on their schedule to repair the retaining wall over around the flag pole? Usage Data: Currently the Lawn Bowling Club has 57 POA Dues Paid Members. Two hundred and thirty six members participated in club activities during the month of July. Bocce: One of the past members in the club built a ball holder and placed the finished proto-type on the green for the members to check out. Usage Data: Currently the Bocce Club has 50 POA Dues Paid Members. Items of Interest: The asphalt road leading from the Coronado Center Parking Lot to the Bocce Courts still has three holes

4 needing patch work. Recreation Maintenance has them in the schedule for repair. While the pot holes are being repaired, it would be beneficial to have the hard surface extended down to the bottom of the hill with asphalt. Cortez Beach: Nothing new to report. Cortez Pavilion: Seven rentals confirmed for July There are 5 tentative rentals for the month of August Balboa Beach: Nothing new to report. Balboa Pavilion: Twelve rentals confirmed for July There are 11 tentative rentals for the month of August Multi Purpose Building: There were 2 rentals in July and 1 tentative rental for August. Tennis: Doug Beed Written report received and filed. Summer League play continues to keep members busy. The HSVTA Board did not meet in July. Coronado Community Center & Library: Peggy Arwood A written report was received and filed. Major August Events Mr. Twiggs Town Hall Meeting Honor our Heroes, A Night with Elvis Americans for Prosperity Veterans Seminar Coronado Library Meet the author series August 29 at 4:00 will feature Marlene Zenker. She will be speaking about her stay in Madagascar as the wife of a Lutheran Bishop and how it motivated her to write a book on hunger. The next Trivia Night is August 30 from 6-9, doors opening at 5:30. Bring your tailgate party inside minus the alcohol. Introduced this month is a small silent auction, door prizes and a free book for competitors. Cost $5 for non competitors and $10 for competitors. Entry forms are available in the library and all proceeds go to support the Library. Story Hour for 5-8 year olds concluded July 30 with the author Lu Holwerda highlighting her book about her journey with her mother and six siblings during World War 11 as they crossed the Atlantic to join their father, a missionary in Africa. Story hour for 4 year olds will begin Tuesday, September 11 at 10:30. Ponce de Leon Center: Dave Gati Written report received and filed. July events: 3 seminars and an Art display were conducted in the auditorium. 16 meetings/events were held at the Ouachita bldg, 12 paid and 4 POA events. August events: Ken Goodman concert held on August 2 nd attracted about 400 attendees. Sounds Spectacular Orchestra scheduled for August 24 th. The Woodlands show schedule will pick up after August with numerous performances scheduled. 19 meetings/events currently scheduled for Ouachita bldg, 14 paid and 5 POA events. Included in these is a customer meeting scheduled for August 27 th with repeat users to discuss scheduling, ticket sales and other procedures for use of the facilities. Maintenance report: Water heaters for the bar and women s rest room have been replaced. Bids have been received to repair the squirrel damage to ceiling tiles of Casa de Carta and work scheduled for August. Two new air handlers and one new HVAC unit have been installed for Woodlands dressing rooms and workshop one. One 10 ton unit in the auditorium is in need of repair/replacement. Evaluation is continuing on cost of replacing the weather stripping of doors at the center. Johnson controllers for the air conditioning system have caused some problems and need to be looked at for future upgrading. Humidifiers in the auditorium are undersized. In humid weather, they need to be drained several times a day and are not capable of fully controlling humidity, which in past has led to formation of mildew. The building maintenance personnel have done an excellent job repainting the lobby of auditorium during slow months. This will continue in August to complete cleaning out of the facility. The HSV Arts council and

5 Ponce de Leon Center are working together to present a Showcase of the Arts on October 5 th. A walk through has been scheduled for Aug. 15 th. Desoto Events Center August, 2013 Usage at the Desoto Events Center continued at a good pace in July. There were 7 events including 3 POA sponsored events and 4 paid events. The Village Days BBQ dinner and ice cream social was very successful with over 500 tickets sold. Currently 9 events are scheduled in August including 5 POA events and 4 paid events. The Village Villian s Victim, a murder-mystery dinner was held on August 5 th and 6 th to sold out crowds each night. Maintenance report: 1 Air conditioning unit serving the East dining area is still in need of repairs. Other units are operable. The swinging doors from kitchen to dining room are very heavy and in need of replacement. The hinges are in bad shape and the opening is narrow making it difficult to move heating tables out into dining area. They should be replaced with lighter-weight aluminum doors as currently exit to clothes closet or 2/3 height swinging doors as exit to the East Dining room. Special Projects: Tom Elliott, Doug Beed, Dave Gati: Written report received and filed. In the last meeting there was some discussion with Special Projects getting involved with doing a follow up on the building maintenance report for the facilities involved with the Recreation Department. There has been some internal discussions regarding doing some reassignment of responsibilities among the departments and there is a possibility building maintenance will drop off Director Heffer s list. At this time I recommend we wait until Mr. Twiggs has had an opportunity to make some of those decisions. The Woodlands attendance survey is now on the POA web site under Recreation >> Facilities. At the time you read this there should already be an eblast and a newspaper article to inform people where they can go to take the survey. NEWCOMERS ORIENTATOIN - There was no coffee scheduled for July, the next one will presented on August 22nd. John Weidert, Dave Gati and Peggy Arwood will help with setup on Wednesday August 21 st at 12:30. Doug Beed, Tom Elliott and John Weidert will attend on Thursday. Peggy Arwood will try to attend on Thursday. UNFINISHED BUSINESS: The Woodlands attendance survey results will be discussed once more surveys have been received. NEW BUSINESS: Bruce Weik suggested that Food Service should be added to the Agenda as a committee report. Bruce and Joe Moreau will be in charge of this monthly report. Once the Recreation Committee inherits the Dog Park as an amenity, Joe Moreau will be responsible for this committee report. GUESTS COMMENTS: A group of patrons who regularly attend Karaoke at the Balboa Club on Friday nights voiced their concerns about the Club and the regular DJ. Director Heffer assured them that she would investigate. Motion to adjourn meeting was made at 2:45 by Peggy Arwood, seconded by Dave Gati and all approved. Next Meeting: Monday, September 9, 2013 at 1:30 pm, Coronado Center, Room 3

UNAPPROVED SUMMAY OF RECREATION COMMITTEE MINUTES June 10, 2013

UNAPPROVED SUMMAY OF RECREATION COMMITTEE MINUTES June 10, 2013 Silver Sneakers: Approximately 19,000 visits through May and 903 members have signed up for the program. Revenue is trending well. We are