DEERHAVEN PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS MEETING
SATURDAY, April 16, 2016 – 8:30 A.M. – BLUE LAKE CLUBHOUSE
Board Members: Officers/Commissioners:
Renea Latham Tom Burt
Sandi Becraft Jerry Pruett
NOT IN ATTENDANCE
- The meeting was called to order by Renea Latham at 8:30 a.m.
- Guest Speaker Ron Pool was present to present information on a new dredging procedure that will be used on the Scroggins Cove. He discussed the history behind his firm, the regulatory agencies that approve of his process and how the process works. There were several questions from POA members Board members about the process.
- The Board is considering hiring a firm to manage the POA. Doug Plas, the President of Preferred Association Management Company (PAMCO), was present to address questions from the Board on his company. The company has been managing POA’s for 15 years, and currently manages 88 communities. He has a staff of 12 and his offices are located in Cedar Park. The goal of his firm is to handle the routine day to day duties of the association and allow the Board to function as a policy board. This would include handling accounting, assessments, projects & associated bids, notices of meetings, any routine mailings, keeping minutes of Board meeting, keeping the Board apprised of laws affecting HOA/POA’s. The time managing the POA should diminish for the Board members. There would be a process for the Treasurer &/or other Board members to co-sign checks. He has a secure on-line portal for handling communications.
The regular Board of Directors meeting commenced after the 2 guest presentations:
- Motion for approval of Minutes from the Board of Directors meeting and General Meeting on November 14, 2015. A motion to approve was made by Bennett Worley and seconded by Linda Cowden. Motion passed.
- CHAIRMAN OF THE BOARD REPORT – by Renea Latham
Renea reported on a successful work day to clean up the park and thanked all those who participated.
The ballots for election of Board members and for registration for the annual meeting dinner were mailed to property owners. The meeting is on June 4. The Board meeting will be at 9:00 a.m. with the annual meeting at 5:00 p.m. with dinner following.
Another buoy was replaced in the cove by the park.
We will be getting estimates for painting the pavilion and areas in the pool enclosure.
Ken Percival has asked that we find a replacement to manage the web site.
Cat Clanton has agreed to be the new Park Commissioner.
- TREASURER’S REPORT AND AUDIT REPORT – by Tom Burt.
Chris Goodman, the gentleman who did a lot of the mowing at the park for the POA, passed away suddenly on April 2. The POA donated $500 to his memorial fund. His son is taking over his business.
Blue Haven donated $1,175 to the Deerhaven Beautification Fund.
There was an expense of $935 taken form the Beautification Fund for pool landscaping.
Otherwise, expenses were normal.
There is $83,000 in the bank and $106,000 in the Road Fund.
Linda Cowden made a motion to approve the Treasurer’s report, Sandi Becraft seconded. Motion passed.
- WCID REPORT – By Jim Maughan
Area for 2nd phase is still being discussed – probably 3 additional areas can be included.
The additional areas would improve fire coverage. All houses will now be within 1,000 feet of a hydrant. 80 PSI will be the minimum flow. This meets requirements set out by Horseshoe Bay to continue fire coverage. The long term goal is to have all houses within 500 feet of a hydrant. The PPC Insurance Rating should be improved. Getting that accomplished is still in process.
- Park/landscaping report – by Sandi Becraft
There will be a new Park Commissioner (reported earlier by Renea). Other items were covered earlier.
- ROAD COMMISSIONER REPORT – Randy DelMastro
Nothing has changed from the last meeting. He is still waiting on the county to finalize bids for materials so we can get an estimate on cost. The additional water lines will complicate getting the road work done and could result in pushing back the road work. It is also dependent on when the county has time.
- Boat Lockup Commissioner Report – Jerry Pruett
He wants to change the locks one more time. The Board would need to consider whether it should be part of the new key system. Keys could be coded to only allow those with boats to enter the boat lockup. The board will consider when/if a new fence is put up.
- ARCHITECTURAL REPORT – Renea Latham
Renea reported on various projects in progress. All approved projects appear to be proceeding as permitted.
The Scroggins dredging project commenced and the odor seems to be contained so far.
The Cowden project is well into framing.
The Hardman home is nearly complete, Lot 32, 400 Lagoon Loop.
New plans submitted for lots 181 & 182 on Deer Hollow. Some deficiencies were noted which need to be corrected before the permits can be granted.
The Hill’s remodel has been completed.
The Stones are well into their home and boathouse remodel
The Becketts appear to have completed their Pavilion project.
A number of interior remodels are underway in the neighborhood which do not require a permit.
- No action was taken on the contract presented by Doug Plas. More work needs to be done on the agreement.
- There was a discussion on the Boat Lock-Up fees and whether they should be increased. Renea reported that the storage facility on Hwy 71 charges $45 per month for open field storage. The POA charges $100 per year. Jerry Pruett is opposed to any increase. Renea recommended $150 per month. Randy suggested perhaps the POA did not need to continue to provide a boat lock-up. Jim Maughan spoke for keeping the boat lockup as an amenity for homeowners. A motion was made and seconded to increase the fee to $150. Motion Passed. A second motion was made and seconded to rescind the vote to increase the fee and proceed with further research on the total cost to the POA. The motion passed. So the fee remains at $100 per year for now.
Motion to adjourn made by Randy Del Mastro and seconded by Sandi Becraft.
Meeting was adjourned.
The next scheduled Board of Directors Meeting is June 4, 2016 at 9:00 a.m. in the Blue Lake Clubhouse.
Submitted by Pam Hutchins