MINUTES OF DEERHAVEN WCID MEETING
Saturday, November 16, 2012 –4:00 P.M. – Blue Lake Clubhouse
A special meeting of the Board of Directors of the Deerhaven Water Control and Improvement District was held on the 16th day of November 2012 at 4:00 P.M., at the Blue Lake Clubhouse, 214 W. Bluebonnet Road, Horseshoe Bay, Llano County, Texas. Notices of the time, place and the subject of the meeting, and the actions to be taken at the meeting, were posted at the places and for the time required by the laws of the State of Texas.
Director Milton Dietert
Director James Maughan
Director Jeff Rudenstein
Mary Armagost – acting secretary
Also in attendance was Tom Armagost. Those not in attendance were Director Hendricks, outgoing Director Joe Becraft and incoming elected Director Tim Dykes.
Vice President Maughan called the meeting to order with a quorum of directors present, as indicated above.
The next order of business was the election of new officers. After discussion a motion was made by Director Dietert and seconded by Director Rudenstein nominating James Maughan for President, the motion carried unanimously. Director Maughan then made a motion to elect Director Dietert Vice President, Director Rudenstein Secretary and Tim Dykes Treasurer, the motion carried unanimously.
The new officers are as follows:
James W. Maughan, President
Milton Dietert, Vice President
Jeff Rudenstein, Secretary
Tim Dykes, Treasurer
The next order of business was to Administer the Oath of Office to two new Board members, Ralph Hendricks and Tim Dykes for four year terms, Tim Dykes will be replacing Director Becraft, however since both were unable to attend this meeting, this Oath of Office will be administered at a later meeting.
The next order of business to come before the Board was to approve the minutes from the October 20, 2012 meeting. A motion was made by Director Rudenstein and seconded by Director Dietert to approve these minutes, the motion carried unanimously.
The next order of business was to approve bills and invoices. The Board was presented with bills from the LCRA for water testing – $356, CRISP for water testing – $130, annual TCEQ fee – $175 and Bank of America – $655.89 for cost of computer and related equipment previously approved by the Board. A motion was made by Director Dietert and seconded by Director Maughan approving payment of these bills. The motion carried unanimously.
The next order of business was Certificate of Unopposed Candidates as presented by Secretary Rudenstein. A motion was made by Director Maughan and seconded by Director Dietert accepting the Certificate of Unopposed Candidates. The motion carried unanimously.
The next order of business was to Review the election results of November 6, 2012 election and Adopt Order Canvassing Returns. Tom Armagost presented the Board with a three page print-out showing that the vote was 57 for and 10 opposed. A motion was made by Director Dietert and seconded by Director Rudenstein to Adopt Order Canvassing Returns. The motion carried unanimously.
The next order of business was for Resolution for new signatories on General Account, Money Market Account and open new account for water. Tom Armagost will obtain new signatory cards. A motion was made by Director Dietert and seconded by Director Rudenstein authorizing the removal of Joe Becraft as signatory and approved the addition of Tim Dykes as signatory for the District’s accounts at the American Bank of Texas, N.A. and to open a new account for water. The motion carried unanimously.
RESOLVED that the American Bank of Texas N.A. be and hereby is designated as a depository for the funds of the District which may be withdrawn on checks for the payment of monies bearing the following signatures.
Any two (2) of the following are authorized:
The next order of business was discuss/approval for updating Peachtree accounting software.
Tom informed the Board that his current Peachtree accounting software was purchased in 2007 and will not run on Windows 7. Tom suggested that they purchase an updated version. A motion was made by Director Maughan and seconded by Director Rudenstein authorizing this purchase. The motion carried unanimously. After discussion a motion was made by Director Maughan and seconded by Director Dietert authorizing Tom to purchase virus software for the WCID computer, the motion carried unanimously.
The next two items on the Agenda (10 & 11) were combined: Discuss setting rate schedule for when WCID takes over water system. There was a lengthy discussion regarding this matter, however the Board agreed that at the present time they will continue to bill at the current Horseshoe Bay residential rate. Tom stated that next week will be the last meter reading/billing for Horseshoe Bay and then the WCID will be taking over. It was also noted that a permit is required for all new meters in the amount of $1,450 for a 1”connection, with an additional $200 security deposit.
The next order of business was to discuss such other matters to come before the Board.
a. Director Maughan inquired as to where all of the documents pertaining to the WCID are currently being stored. He was informed they are stored in various homes, mainly Tom Armagosts. Tom informed the Board that he does back up all of his computer files on a flash drive or CD’s, and they are stored in a fire file in his home.
b. It was noted that at the last POA meeting the WCID’s request for a storage building was denied, however the POA Board felt that certain items could be stored in the barn at the park. Tom also stated that Larry Black would be out this next week and would be bringing his signed contract and his liability insurance. Tom also informed the Board that if we should have an emergency, Jeff Koskas suggested that we contact Michael LaFave, a HSB employee who lives on Matern on a “as needed basis”. Director Dietert stated that he also felt that they should have Tom sign a contract as well so that it shows that he is a contract employee.
There being no further business to come before the Board a motion was made by Director Rudenstein Dietert and seconded by Director Maughan to adjourn. The motion carried unanimously.
Jeff Rudenstein, Secretary