DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, FEBRUARY 13, 2010 – 9:00 A.M. – BLUE LAKE CLUBHOUSE
IN ATTENDANCE:
Joe Becraft, Director/Chairman Arlene Wieland, Vice President
Randy Delmastro, Director Tom Armagost, Treasurer
Renea Latham, Director Mary Armagost, Secretary
Mark Malcom, Director Frank Preston, Road Commissioner
Jeff Rudenstein, Director Jerry Pruett, Lock-up Commissioner
Eldon Tarver, Director Tim Dykes, Architectural Chairman
Those not in attendance were Director Knott, President Ron Estes, Assistant Treasurer Tom Burt, Assistant Secretary Pauline Estes and Park Commissioner Bob Duffin.
Guests in attendance were Diane Dietert, Jim Maughan and Gordon Wieland.
Chairman Becraft called the meeting to order at 9:00 A.M.
CHAIRMAN OF THE BOARD REPORT: (Joe Becraft)
The first order of business to come before the Board was the approval of the minutes of the November 14, 2009 Board of Director’s meeting. A motion was made by Director Rudenstein and seconded by Director Delmastro to approve the minutes. The motion carried unanimously.
Chairman Becraft then asked the Board to ratify his e-mail vote authorizing a $200
donation to the Kingsland VFD for their response on New Year’s Eve to the Parker residence. Their smoke alarm went off and their security company called the Llano
Emergency number, who were unsure as to whom to contact for response. The call was routed to the Kingsland VFD and they came over and found that a closed damper caused the smoke. A motion was made by Director Delmastro and seconded by Director Rudenstein ratifying this donation. The motion carried unanimously.
Chairman Becraft then stated that there had been some additional communication with Llano Emergency Group and Tom Armagost informed the Board that Sandy Harbor has agreed to be our first responder. Tom also stated that a fire department meeting had been scheduled after the POA Board meeting today, however the speaker who was to have information regarding radio equipment so that radios could be purchased became ill so the meeting has been put on hold. This equipment would allow Sandy Harbor to contact us through a radio or pager.
Treasurer’s Report: (Tom Armagost)
Treasurer Armagost stated that he got a nice surprise Monday when he picked up the mail. He stated that he had a registered letter from one of our Canadian neighbors, who was a little delinquent on his dues. He owns seven lots and he came through with $1,260, which brought his dues up to date.
Treasurer Armagost stated that brought our total assessments for the year up to $61,840, which is $390 less than what he had projected. There are nine (9) lots still delinquent. . Liens have been filed on all of these lots.
Treasurer Armagost stated than other than that, there has been little activity, no major expenditures whatsoever. He stated that the next large expenditure would be for insurance, which will come due in May. He stated that at the present time there is a balance of $52,148 in the checking account and $40,017 in the road maintenance fund.
Director Delmastro said, “speaking of roads”, Mountain Drive that runs in front of his home, the road is down to the bare surface again. Director Delmastro stated that in some places there are patches 2’ wide and 30’ long. Treasurer Armagost deferred this to Road Commissioner Frank Preston for a reply.
a. Road Commissioner Preston and Director Rudenstein stated that there is plenty of gravel to place over this area when it warms up. It was the consensus of those present that this condition was due to the excessive use by PIKE trucks upgrading the power lines.
b. Chairman asked Treasurer Armagost if he felt they had any recourse against PEC. Treasurer Armagost stated that he would contact the person in charge
about the roads and damage to the lots where the fire station is to be built.
c. Director Rudenstein also stated that there is a spot on Lagoon Loop in front of the Orr’s where a 30’-40’ water pipe is exposed and will also need to be covered.
d. A motion was made by Director Rudenstein and seconded by Director Tarver to approve the Treasurer’s report. The motion carried unanimously.
WCID REPORT: (Tom Armagost)
Tom Armagost stated that he has received notification from the US Department of Agriculture representative in Georgetown that the loan application has now been forwarded to the State level, so now it’s just a matter of waiting for the State office to send us a letter on what we can or cannot do. As soon as we get this notification we will send it to our Bond Counsel and he will start taking the necessary steps to issue bonds to be able to borrow that money and get moving on our fire station. Tom recognized architect Tim Dykes and stated that they would be getting together later to discuss building plans.
Tom stated that regarding the TCEQ and CCN application, they have thirty days to wait until they see if they get any protests. They have had one call requesting additional information, but no protests. Once the thirty days is up, which should be this Monday, they will start working through the approval process. When this is approved, two members of the WCID Board will sit down with Horseshoe Bay and talk about the proposed contract to sell us water on a wholesale basis.
Tom stated that the WCID Board has a meeting scheduled for Friday the 19th to discuss fire issues and other matters. Tom stated that they have to go through the process of calling an election, signing a contract with Llano County and the Llano Independent School District to hold a joint election, knowing that they will both probably cancel it, but they have to go through the legal process. Tom hopes to have this contract by the first of the week so he will have it in time for the scheduled WCID Board meeting. There are three people whose terms expire, his, Jeff Rudensteins and Ken Percivals. Jeff has agreed to stay on the Board and Jim Maughan and Milton Dietert have agreed to serve.
Fire Department report: (Tom Armagost)
Tom stated that in regards to the fire department, they are trying to purchase some radios so they will have better communication in case we do have a fire or medical emergency. Tom stated that they do have an application, that Director Rudenstein got started with the LCRA, for a grant to be able to purchase some fire fighting protection gear and things of that nature. Tom stated that a representative from PEC, Tessa Doehrman at the PEC, is writing a grant request for us. Tom stated that he has furnished her with all of the necessary information to complete this application. Horseshoe Bay Fire Chief, Jim Fiero, wrote a very nice letter of support and they were also required to get five letters from the community stating that they support what we are trying to do, which Tom has received and has forwarded them to Tessa. All of this information must be filed by March 1st with the LCRA. Tom stated that they are trying to get the maximum we can because once you receive a grant you can’t re-apply again for twenty-four months. Tom stated that they are requesting $20,000 and the WCID will need to match 30% these approved funds.
Tom then informed the Board that Horseshoe Bay has requested that we remove our truck from their station #2, where we have been storing it, as they have another truck on order. Tom stated that “good old Sandy Harbor” came through again and they are going to clean out one of their bays and we will be able to park our truck over there until we get our station constructed. Sandy Harbor Fire Chief, Don Copple, has been very cooperative in anything we have asked of them.
Arlene Wieland asked, “if we should have a fire in our area, are we to call 911”? Tom told her yes and then Sandy Harbor would be contacted to respond and they in turn would contact us.
PARK/LANDSCAPING REPORT: (Report given by Chairman Becraft)
Chairman Becraft stated that Bob Duffin slipped on his patio and banged himself up so was home resting and that he would give Bob’s report.
Chairman Becraft stated that at the last meeting it was agreed that they would survey the park and decide what they felt needed to be done to clean it up. Chairman Becraft stated that there was a long list of things that needed to be taken care of. Chairman Becraft stated that Milton Dietert had volunteered to be on the committee to evaluate exactly what needed to be done and the costs. Director Delmastro also volunteered to help. Chairman Becraft has furnished the Board with an itemized list of items needing attention.
Director Rudenstein informed the Board that there is currently $3,900 in the beautification fund and Treasurer Armagost stated that in March there should be another $1,500 donation from the Bluehaven Foundation. Treasurer Armagost then made the suggestion that a total of $7,500 be allocated for beautification and repairs as outlined on Chairman Becraft’s list.
Director Delmastro asked if we need the barn and was informed that the tractor for mowing is stored there and at this time old records and items for the Pavilion Parties are in a separate room at the back. Director Latham asked if there were plans to build on a room for storage at the fire station and was told no. There will be storage in the office portion for POA, WCID and Fire Department records.
Secretary Armagost then requested that the restroom in the barn be repaired so that those using the Pavilion and not the pool have a restroom to use without going through the pool area where other people may be having a pool party, it’s means a continual stream back and forth through the pool area. Director Rudenstein felt that it should be cleared and cleaned up for storage use, however after further discussion it was agreed that when the committee reviews the items for repair, they will check the restroom, and if it is repairable, then it will be fixed. It can be useful to have it for backup if the restroom in the pool area should ever need repair. A motion was made by Director Latham and seconded by Director Delmastro to maintain the restroom at the barn. The motion carried unanimously.
Several recommendations were discussed regarding the repair to the boat dock, however Director Delmastro suggested that the dock rebuilding be tabled until further studies can be made on what needs to be done.
A motion was made by Director Latham and seconded by Director Delmastro to authorize funds not to exceed $3,750 for repairs and cleanup as noted above, however this will not include repairs for the dock or the pool. If additional funds are required, then the Board will make a decision on this request at a later date. The motion carried unanimously.
ROAD COMMISSIONER REPORT: (Frank Preston)
Frank Preston stated that the right-of-ways look a lot better and said the ones who did the work did a great job.
Chairman Becraft addressed Architecture Chairman Tim Dykes and asked that when building permits are issued make the owners and builders liable for a little bit of road work if they tear up our roads. Architecture Chairman Dykes stated that he would look into this matter, he feels there is something in there, however additional requirements may need to be added to a building permit to cover this.
BOAT LOCKUP COMMISIONER REPORT: (Jerry Pruett)
Boat Lockup Commissioner Jerry Pruett stated that at this time the lockup is full.
Jerry stated that there are a couple Sunfishes stored that the owners have not been paying their storage fees and also a boat that belonged to the Sleepers which was turned over to the POA and is rotting away.
Frank Preston stated that he would also like to get rid of the old fencing from the pool that is stored there. Chairman Becraft asked Jerry to compile a list of items that need to be removed and the legalities if any are involved. Chairman Becraft then asked Jerry to put a tag on what needs to be removed.
Chairman Becraft asked if there were any trailers in the lockup 18-20’ long that could be used if the owners gave permission to haul away the items in lockup and from the cleanup in the park. He was told that there are a couple of them; one is Shane Clanton’s. The next question was, where to dispose of the items? Several suggestions were made: 1) Haul to County Dump but there is a fee 2) Haul to scrap yard in front of the High School in Marble Falls 3) Director Tarver suggested that they run an ad on Craig’s List or there is an organization that accepts boats as a donation and hauls them away for free. Director Rudenstein stated that he would check with Flo Bucheneau’s daughter as they contacted someone to clear out Flo’s house and they hauled out everything at no cost. Frank Preston stated that the boat is so rotted he doesn’t feel the organization would want it so Director Tarver then suggested that they have a work party to tear it apart and take whatever they can to the salvage yard. This cleanup of the lockup will be included in the cleanup of the park.
ARCHITECTURE CHAIRMAN REPORT: (Tim Dykes)
Architecture Chairman Dykes reported that there has been no activity; he’s received no new applications since December when the new permit was issued. He stated that he hasn’t talked to the contractor on that project in about a month.
Chairman Becraft stated that the contractor is really keeping the site clean and Tim stated that he had been very cooperative so he would discuss the road problems with him.
There was a discussion between the Board members regarding the problem in the park whereby trucks, etc. have made a road to the Webb’s pool. The Board had authorized utilization of this area only until the construction was completed, which was done some time ago. Director Rudenstein stated that “no trespassing,” signs have now been installed to prohibit usage of this area. Further action will be taken if this does not correct the problem.
NEW BUSINESS:
a. Changing the locks at the park and issuing new keys.
Secretary Armagost stated that the keys for the pool, boat dock, tennis court and restroom at the barn have not been changed since 2003 and she wanted authorization from the Board to have this accomplished. She has a quote from Bills Lock and Key to do this. The keys will be numbered and have “DO NOT DUPLICATE” stamped on them.
1. $55.00 to come out
2. $14/cylinder to change (5) - $ 70.00
3. $2/key (110 keys) - $220.00 Total Cost: $345.00
A motion was made by Director Rudenstein and seconded by Director Latham to authorize this. The motion carried unanimously.
Tom Armagost also requested that Bob or Jeff look into obtaining stronger springs on the gates at the pool. The ones now do not always close and it could create a liability problem. Director Rudenstein will look into the matter.
b. Nominating Committee Report: (Arlene Wieland, Vice President)
Vice President Wieland stated that four outgoing Directors have agreed to stay on the Board for another term. They are:
Joe Becraft
Randy Delmastro
Renea Latham
Eldon Tarver
Vice President Wieland stated that Secretary Armagost would like to have updated on bios, as they will need to be sent out with the ballots.
Vice President Wieland stated that finding new Officers has been a big problem. At present they don’t have a President however Sandy Becraft has agreed to be Vice President. They have had several people who have stated that “next year” they will consider serving. She also stated that Mary Armagost has agreed to stay on as Secretary, at least through the July meeting. Tom Burt will be taking Tom Armagost’s position of Treasurer. Arlene asked those present if they knew of anyone who would agree to be President or Secretary to please contact her or Diane Dietert. Arlene asked for volunteers in the neighborhood to assist the Architectural Chairman.
Bob Duffin will stay on as Park Commissioner, Frank Preston as Road Commissioner and Jerry Pruett as Lockup Commissioner.
Director Rudenstein made the suggestion that the Bylaws be amended to combine the President & Chairman positions into one along with the job description. After much discussion it was decided to include this on the April Agenda so that a decision can be made prior to sending out the ballots.
A motion was made by Director Malcom and seconded by Director Rudenstein to accept these nominees. The motion carried unanimously.
c. The next order of business was to discuss and approve a change of date and time for the April meeting. Due to a problem with the scheduling at the Clubhouse the only date available was April 17th at 1:30 P.M. All of those present agreed to this change of date and time.
OLD BUSINESS:
a. Director Rudenstein stated he will be draining the pool and cleaning the pool, the first week in March. He will be contacting the contractor to repair the one spot in the pool that has tiles missing. He will obtain a power washer to clean off all of the algae, etc. Directors Delmastro and Malcom both volunteered their power washers for this job. Director Delmastro also stated that he had a pump that could be used to drain the pool.
Director Rudenstein then addressed the new filtration system. He stated that it could be done in increments or all at once. He stated that the salt generator’s cost is $2,000. It is a device that goes in the line with the existing plumbing and filter and control panel. He said you pour water softener type salt into the pool; just a little bit of it and then it regenerates it. Director Delmastro inquired as to whether or not this was a turnkey price installed and was told “no”. This is the cheapest way to go, however at the present time the pump will not hold a prime and he has to keep it running at all times. A new 2-speed pump that goes into a low gear on a timer is approximately $800. If we went the whole route and got a sand filter, it’s $1,500.
Director Rudenstein stated that Marble Falls Spa & Pool would do the same thing, pretty much turnkey and haul off all the old equipment for about $5,000. This is what Director Rudenstein recommends, as it will have a warranty with it when completed. Director Rudenstein also stated that this system would use much less chlorine and chemicals than the present system. All existing plumbing should be okay, maybe a few additional fittings and maintenance is not included. Director Rudenstein is to get a firm bid on the cost from Marble Falls Spa & Pool. Director Rudenstein will check with the firm that initially redid the tile to see if there is a warranty on replacing the tile in one area. The expected opening of the pool should be around May 15th. A motion was made by Director Delmastro and seconded by Director Tarver to go with Director Rudensteins recommendation. The motion carried unanimously.
b. Road and tree trimming project (Randy Delmastro)
1. Pictures for submission to lot/homeowners – no action taken at this time
2. Board approval for drafting a letter to home/lot owners regarding
clearing of their lots – no action was taken.
3. Chairman Becraft also thanked Director Delmastro and Director Malcom and their crew for phase one of their tree-trimming project. Chairman Becraft also thanked Ralph Hendricks, Director Tarver, Director Rudenstein and Bob Duffin for showing up the following day with the fire truck to burn what had been trimmed. Director Delmastro stated that they were looking for more volunteers for next weekend at 9:00 A.M. as they hoped to be able to finish the project then.
Director Tarver made the motion and it was seconded by Director Latham to ratify two burns on the rock for these trimmings. The motion carried unanimously. Director Delmastro did want to make it clear however that these burns were for the POA only and not for residents or lot owners.
4. The Board also asked Diane Dietert if she would draft a Board Order to clarify the terminology of the present Restrictions regarding the “cleaning of lots.” This will be presented to the Board at the April meeting.
There being no further business to come before the Board a motion was made by Director Delmastro and seconded by Director Tarver to adjourn. The motion carried.
Respectfully submitted by,
Mary Armagost, Secretary
Deerhaven POA
Posted 2-28-10