DEERHAVEN PROPERTY OWNERS’ ASSOCIATION
QUARTERLY MEETING
BLUE LAKE COMMUNITY CENTER
214 W BLUEBONNET ROAD, HORSESHOE BAY, TEXAS 78657
SATURDAY, SEPTEMBER 23, 2023
9:00 A.M.
- Certification of Quorum
Meeting called to order by Joanne at 9:01 am
Directors present: Pam Hutchins, Rick Aberle, Joanne Severn, Tim Allen, Penny Wimberly - Review/Approval of July 8, 2023, Board Meeting Minutes
Rick motioned for approval and Tim seconded. Motion passed. - Llano MUD #1
Deerhollow station has been cleaned up and no smells have been reported - Chairman/President’s Report
Joanne presented the report.
Pickleball options were sent out from David Cotner. Holiday party/potluck will be December 2, 2023 at Blue Lake Community Center. We need to get this on the calendar with Blue Lake
- Vice President’s Report
Nothing to report. - Treasurer’s Report
Pam presented the report.
Pam presented the budget for 2024. Rick motioned for to approve the budget and Tim seconded. Motion passed. - Road Commissioner’s Report
Tim Allen met with David W to transfer knowledge of Road Commissioner duties. Llano
county road repairs will need to be booked at least a year out. Tim and the Board will
continue to monitor the condition of the roads. Any road repair costs are variable due to
the cost of oil at the time.
Pam will check the budget for the road easement mowing and provide POC for Tim to
reach out to mow the easements again. - Architectural Committee Report (Members: David Cotner, Diane Stone and Don Thompson)
No report - Restrictions & Covenants Updates
No report
- Boat & Trailer Lockup Report
Minor revisions to boat lockup policy from Paul were presented by Joanne. Rick motioned for approval and Penny seconded. Motion passed.
- Park Chairman Report
Classification of Park Pool and Structures as commercial property. If park structures are considered commercial, what government codes apply?
Electrical & plumbing construction and repairs by licensed technicians. TAC requirements for public swimming pool.
Park Workday
I would like to schedule a park workday for a Saturday in September. Work
might include:
Cutting down and removing dead tree limbs.
Maintenance & repair of sprinkler system.
Trimming high weeds in areas of park that are not mowed.
Covering exposed water line on northwest side of tennis court.
Replace and paint damaged dock boards.
Clean out of pool storage closet.
Others.
Pool Area
Pool Company services pool every Wednesday.
We needed to use pool shock instead of chlorine tabs when the chlorine stabilizer exceeded recommended limits, so pool chemical costs increased
during the hot weather.
September invoice from pool maintenance initially was $1213.4 but was reduced to $668.26 after discussion with maintenance company.
It looks like we may be missing one lounge chair. The 4 swivel chairs that were approved by the POA Board have not been ordered. (I would like to
wait until spring to order them, so they don’t sit out in the weather all winter.)
Pool door locks now both work, but locksmith hasn’t been called out to defeat the unlock buttons on inside of door locks.
I would like to consider installing an automatic feeder for the chlorine tabs. Currently the tabs must be placed in the skimmer basket and there is no
way to regulate the feed rate. The feeder would keep the Chlorine level in the pool more constant and lower chlorine tab consumption. The estimate
from pool maintenance company was $262.00 materials and $340 labor. (The feeder alone is $136.99 from Leslie’s Pool Supply.)
Potable water connection to the pool equipment is missing a code compliant back flow device.
Pavilion
Two lights and one fan are not working. I received an estimate from an electrician for $1223.04 for replacing lights with LEDs, but the estimate
didn’t include the cost of replacement fan. I will look at other options.
Tennis Court
Basketball hoops still need repaired.
Grass on court has been removed.
David Cotner and pickleball committee is currently looking at options.
Boat Dock
One dock board replaced.
Three boards at the water edge near the boat launch need to be replaced.
Storage Barn
Needs to be cleaned out.
Trash and junk behind the barn were removed.
Restroom toilet leak was repaired.
Park Grounds
Some areas of the park grounds are not being mowed.
Sprinkler System needs repairs (sprinkler heads broken or need
adjustment).
Park Gardener
Monthly bills are running higher this year, due mainly to hourly rate increases
for gardeners and workers.
- Long Range Planning Committee Report
Since our last board meeting, the Long Range Planning committee met and made a decision to break up into two sub-committees to basically divide and conquer. Here is the progress we have made.
The first group includes Georgia Dismukes, Pam Hutchins and myself and we were tasked with gathering and documenting an inventory of all of Deerhaven’s fixed assets. The next step for this group will be to take this list of assets and determine what maintenance and upkeep looks like over time, so basically a reserve study of sorts. This will take into account the current state of our fixed assets and forecast what our required funding needs will be for the future.
The second group includes Ron Smith, Diane Stone and Penny Wimberley and they focused on which path we should take related to our utilities (water, roads, waste, etc). That could be status quo, creating a MUD or joining Horseshoe Bay, which to be honest, doesn’t have much traction. The team met with the Peter Jones, the Llano County Precinct 1 Commissioner, to discuss road maintenance, and while they are willing to help with labor as they have in the past, there is not a viable path to upgrade our roads without the ability to finance it long term. Of course, we still have budget for road resurfacing as we have done in the past. The next step here is to meet with WCID to discuss options with them.
- WCID Report
This is posted on the POA website. - Old Business
Future POA Meeting dates:
Saturday, Dec 2, 2023
Saturday, Feb 24, 2024
Saturday, April 13, 2024
Saturday, June 8, 2024
- Ratification of Business transacted electronically per Article VI, Section 7 since last meeting.
None. - New Business
The possibility of becoming a “Dark Sky” community was a new topic brought up for future discussion.
Discussed options for resurfacing the current Tennis Court and creating two pickleball courts.
The south end is in much better shape than the north end and to keep costs down the committee has focused on making the south end playable.
Brad Bynum with Concrete Craft was on hand to answer questions about options. David Cotner was also on hand to represent the committee looking into the options. Three options were presented.
Option 1: RubberKoat is a flexible rubberized product that is flexible and the best surface for pickleball courts that Concrete Craft offers. This comes with a full five-year warranty. The total cost to strip, fill, repair, and coat the surface on the south end only of the tennis court is $56,696.
Option 2: This option uses RubberKoat for the playing surface and AggreKoat or SandKoat same cost for either) for areas outside of the playing area. AggreKoat and SandKoat are both non-flexible solid overlays. This option includes all the same prep for the surface on the south end only and comes with a conditional 3-year warranty, for a total cost of $44,557.
Note: Both options include scraping and blasting off the existing surface
coating, repairing, filling, and sealing all the cracks, grinding the entire surface smooth with an
industrial grinding machine, making the surface ready to be coated and is already included in the
both options.
Either option will take approximately 3-4 days to strip and repair and 2 weeks to resurface.
The POA currently has $13,525 ($9,525 from POA member donations/$4,000 from POA) in reserve for repairing the tennis court and setting up pickleball courts.
The Board and POA Members attending discussed the different options presented and the possibility of either more donations or a special assessment to make up the difference.
Rick will draft an email to send out to Property Owners.
- Property Owners Forum – for those who have submitted requests in writing, no later than 7
days before the meeting, with subject of the request. (3 minutes each).
We need a new communications person with Martha Duffin moving out of Deerhaven. Joanne is sending comms in the interim.
There was also a lot of good discussion throughout the meeting with the Property Owners in attendance.
- Adjourn at 9:59
Motion – Tim, Rick seconded.
Next POA Board Meeting is Saturday, Dec 2, 2023 at 9am