MINUTES OF THE ANNUAL MEETING OF DEERHAVEN PROPERTY OWNERS ASSOCIATION
SATURDAY, JUNE 22, 2013 – 5:00 P.M. BLUE LAKE CLUBHOUSE
1. Call meeting to Order (Chairman Renea Latham)
Chairman Latham called the meeting to order at 5:00 P.M., welcoming approximately thirty residents in attendance, she also recognized those who had never been to our meetings previously and guests/homeowners from Blue Lake and those who are new to or neighborhood, to please stand an introduce themselves.
2. Introduction of new Directors and Officers (Secretary Armagost)
Secretary Armagost reported that the Ballots had been counted on Friday evening and that all three candidates were elected unanimously, Renea Latham, Mark Malcom and Sandi Becraft. Secretary Armagost wanted to thank all of the Directors whose terms were up and they had agreed to stay on, she also thanked all of the Officers & Commissioners who have agreed to remain in their present positions for another year, however she stated that there are still several positions that still need to be filled and that they would like volunteers for these positions. She also thanked Jerry Pruett for filling in as Park Commissioner. Renea Latham will continue as Chairman of the Board & President, Mark Malcom as Director and Sandi Becraft as Director and Vice President.
Secretary Armagost also thanked JoAnn Rosch for serving on the Board and Peter Rosch for serving as Architecture Chairman, they have recently sold their home in Dearhaven and will be moving.
Chairman Latham stated, with that said, we are looking for an Architectural Chairman and a Parks Chairman, and someone to fill in for a year’s term on the Board for Roxanne Silva, who resigned.
3. Chairman of the Board Report (Chairman Renea Latham)
Chairman Latham stated that she would like to go over a few things that we have accomplished this year: We have put up the railings at the low water crossings, Frank Preston has done an excellent job of mowing the right-of-ways, the signs at the pool have been put up.
Mr. Lemaster has started cleaning & clearing several lots and is scheduled to do more, there has been a total so far of 11 lots cleared. This has been prompted by the letter that went out to homeowners/lot owners. We do this every year in order to keep in compliance with Horseshoe Bay. We send out a “nice little letter” and she stated that she gets some “nice little letters back”. It is nice to hear that they are trying to keep up with their dead trees & grass. If you have a lot or home and you are concerned about next to you, please let me know as we do try to send out special letters. Our second letter is scheduled to go out in the next 2-3 weeks. She also stated that if you have a wood pile, burn pile on a lot next to you, or one with that has high grass and you are concerned about it, we want to get that taken care of, especially before we go into our dry summer months. We do send certified letters to those and hope they will take care of it, if not then the Board will take action. We want to have a safe summer for Deerhaven.
Chairman Latham also stated that they had put up the concrete barrier between Escondido and Deerhaven, there are no tresspassing signs & reflectors on it so this should stop the heavy traffic through Dearhaven and save on the road repairs.
Chairman Latham thanked Randy Delmastro & Mark Malcom for putting up the reflective numbers on the homes, it is a very positive thing in case we should have to call out the fire department or ambulances, it helps identify each home.
Chairman Latham also thanked Ken Percival for taking care of the website & getting out info to the homeowners.
Chaiman Latham also thanked Martha Duffin for sending out emails when we have emergencies such as water shutoffs, etc. & other information.
Chairman Latham informed those present that our new directories should be ready for delivery within the next 2-3 weeks. She then introduced Treasurer Tom Burt for his report.
Neither of the chairpersons who organized the dinner for this evening wanted to be recognized for their efforts, however Martha Duffin did thank both Renea & Sandi for all they did.
4. Treasurers Report (Tom Burt)
Tom stated that we had an increase in income last year in the amount of $25,000, primarily due to the increase of $14,000 in assessments, he stated that he is comparing 2012-2011. Tom stated that an annual payment of $35,000 was made to the WCID, and the prior year $20,000 was transferred to the Road Fund. Permits were up $1,000 making an over/under of zero.
Expenses were down, attorney fees were down, Insurance expense was down $2,000, Office expense was down $2,000, Park expense – $1,000 less in sprinkler repairs, dock repairs down $20,000 as the dock repairs were done last year in the amount of $19,000, pool repair is up $1,000 and Lock-up is up $1,000 due to having a downed tree removed.
Our beautification expense is down due receiving $2,375 donation from the BlueHaven.
Foundation. Our utility expenses are down but we still have one more payment to make this month. We put in a concrete barrier in place for $2,000. Tom stated that our overall expenses are down $25,000.
5. WCID Report (Jim Maughan)
Jim stated that first he wanted to do is recognize our Board members, Milton Dietert, Tim Dykes, Jeff Rudenstein and Ralph Hendricks. Jim also wanted to recognize Joe Becraft, our past President, forall he had done up to November of last year. He led us in our efforts to get the Bond passage, association with the POA so we could get a fair funding of our project and also the HSB negotiations on our water contract, so I would like to thank him for all of his assistance. I would also like to especially recognize Tom Armagost for all the work he has done this past year. He has provided us with accounting and bookeeping services and as an advisor to really keep us on track with what we are trying to do. Most recently he has accepted the position of General Manager for Operations and he has done a super job on that. I think the transition from HSB to the WCID on billing and meter reading has gone smoothly due to his efforts.
I also want to thank Mary Armagost who has been doing all of our secretarial services for the past year. She has been doing a super job and we coldn’t get along without her.
Milestones for the past year: Bond passing, Agreement with the POA for funds, Taken over the Water System operations and since the passing of the Bond we have been devoting the majority of our time trying to get all the legal, engineering, environmental, conservation documentation necessary so that we can submit for our WDB loan. It looks like we got our final draft from the engineering firm this week and we are hoping to submit that next week. As for the next steps, once we get that submitted we have to wait for the loan approval. Once we get that done we will begin the detailed engineering, we talked about, whether we can do some of that while we are waiting but we haven’t gotten a real firm handle on that. Once we do get that done we will need to start soliciting bids for the project, choose a contractor and award the bid and start spending the funds, which according to our engineering study it looks like we might be able to start that in January 2014 and expendures will most likely last until November 2015.
As far as how our financials are looking, from the operations standpoint, we are still operating in the black, we’ve been able to cover all of our expenses, it looks like so far we have accumulated about $12,000 in reserves that we will have available should we have any unusual maintenance expenses. Jim also discussed the necessity for the replacment of the “Master Meter”. Jim also also reported on the General funds, tax rate and total capital available.
Chairman Latham stated that our Road Commissioner Frank Preston was unable to attend this meeting. She did inform those present that the Board has agreed to put off widening our entrances until we have finished the project with the Water Board’s construction. She also stated that there is a noise with the mower and that is being checked. She also stated that “Frank is tired” and that we will need to either find a replacement for Frank or hire the mowing of the right-of ways on a quartly basis or as needed. JoAnn also stated that they will be moving so the Board will need to appoint a new Architecture Chairman.
Architecture Chairman Peter Rosch was unable to attend so his wife JoAnn gave his report. Generally speeking, everyone is in compliance, getting permits and paying their fees. There are presently two new homes under construction and they should be finished in approximately four months.
Chairman Latham then stated that in regards to our recent ballot approval of By-Laws and Restrictions, the By-laws did pass, the Restrictions didn’t. She stated that we are going to have an open meeting on July 13 for everyone to attend to voice their opinions on the Restrictions, we hope to get a quick Resolution to some things on the Restrictions and it is when people can come in, state their opinions, what they feel needs to be changed on it. We invite everyone to attend this meeting. It was mentioned that a letter may be sent out, however there will be a sign in sheet for those who want to speak & what they want to speak about. Chairman Latham stated that we would go from there as we want a quick resolution so we can move on.
There being no further business, a motion was made by Director Latham and seconded by Secretary Armagost to adjourn the meeting and enjoy the dinner & visit with friends. The motion carried unanimously.
Secretary of the Deerhaven POA