POA Meeting Minutes 07/07/2018

DEERHAVEN PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS MEETING
SATURDAY JULY 7, 2018 9:00 A.M. BLUE LAKE GOLF CLUB CLUBHOUSE
214 W BLUEBONNET ROAD, HORSESHOE BAY, TEXAS 78657

Call to Order
The meeting was called to order by Jerry Pruett at 9:05 a.m.

Certification of Quorum
The Board of Directors was represented by Jerry Pruett, Sandi Becraft, Cat Clanton, Jim Maughan, Brian Stone and Pam Hutchins.   Linda Cowden joined the meeting after the appointment of the Secretary.

Appointment of Secretary
Pam Hutchins was appointed as Secretary for the meeting.

Chairman of the Board Election
Motion to nominate Jerry Pruett to continue as Chairman of the Board made by Jim Maughan.
Second:  Pam Hutchins
Motion Carried:   Votes in favor (4),  Jim Maughan, Brian Stone, Linda Cowden, Pam Hutchins.

Review of Minutes
The meeting minutes of the June 2, 2018 Board of Directors meeting were reviewed.
Motion to approve the minutes with one correction was made by Jim Maughan.
Motion 2nd:  Linda Cowden
Correction:  Architectural Committee Report.  Delete “No permit has yet been applied for or issued.”
Motion Carried:   Unanimously

Election of Officers
Motion made by Sandi Becraft to elect Cat Clanton to a 2 year term as President.
Motion 2^nd:  Brian Stone
Motion Carried:  Unanimously
Motion made to elect Sandi Becraft to a 2 year term as Vice President.
Motion 2^nd:  Linda Cowden
Motion Carried:  Unanimously
Motion made by Jerry Pruett to elect Pam Hutchins to a 2 year term as Treasurer.
Motion 2^nd:  Linda Cowden
Motion Carried:  Unanimously
The position of Secretary is still open. 

Dates and times of Future Meetings:
The Board agreed to the following meeting dates for the coming year:
Saturday September 22, 2018     9:00 a.m.
Saturday November 24, 2018      9:00 a.m.
Saturday February 23, 2019         9:00 a.m.
Saturday April 27, 2019                9:00 a.m.
Saturday June 1, 2019                  9:00 a.m.

Annual Homeowner’s meeting
Saturday June 1, 2019                   6:00 p.m.

Property Owners Forum
No members submitted requests to speak at the forum

Review of May 2018 Financial Statement
The Financial Statements for the period ending May 31, 2018 were reviewed by Pam Hutchins.  Jim Maughan asked a question about the beginning fund balances.  Pam will follow up with more info after the meeting.
Motion to approve the financial reports made by Jim Maughan.
Motion 2^nd:   Brian Stone
Motion Carried: Unanimously

Chairman’s Report
The Chairman asked for volunteers.

President’s Report
No report.

Vice President’s Report
Sandi Becraft reported there have not been a lot of problems.  The problem with a boat being parked in a driveway, which violated the restrictions, has been resolved.  She intends to review lots where brush clearing is needed and send violation letters as needed.  The Board approved of Sandi handling violation letters as needed.   She will send a few sample letters to Board members so the new Board members can see the format of the letters, but she will proceed with using the current format as needed.   If the board has input on the letters, they will provide suggestions to her.

The procedure for dealing with violations was agreed to as follows:
1^st communication:  phone call or email
2^nd communication:   Letter noting the violation(s) with suggested remedy.
3^rd communication:  2^nd letter with a little stronger language about taking further steps if violation not cured.
4^th communication:   3^rd letter, registered, with demand to cure the violation.
Sandi will review the number of days to cure violations that is required by the Texas property code to ensure the letters are consistent with those requirements.

Treasurer Report:
Pam Hutchins suggested a debit card be issued to the Park Chairman for use for minor expenses.  Gabe Pincelli is the new Park Chairman.   After discussion:
Sandi Becraft moved that a debit card be issued to Gabe Pincelli to be used for park expenses.
Motion 2^nd:  Brian Stone
Motion Carried:  Unanimously
The Board voted to ratify the $600 expense that was voted on by email on 6/26/2018.
Motion Carried:  Unanimously 

Pam Hutchins reviewed the 1^st draft of a budget for the 2018/2019 fiscal year (July 1 – June 30).   When the June 30 financials are available, she will add prior year information to the draft and submit a revised budget to the Board for review, including adjustments suggested by the following guidance from the Board:

1. The Beautification amount given by Blue Haven should be used for a specific beautification project and that should be identified separately in the financials and the budget.
2. Under Landscaping – add mowing of the Boat Lockup, 2 times per year at $75 per mowing.
3. Under Maintenance – add a specific line for Septic Maintenance on the park property. $400 per year suggested.
4. Under maintenance, pool supplies and chemicals will continue to be booked separately from the pool maintenance cost. Gabe is looking into a kit for testing chemicals in the pool in between maintenance.  He will check with the pool company.
5. Under Utility bills – add an additional amount to water for possible overages. Jim Maughan suggested the Board look into combining the 2 water meters in the park for possible cost savings, noting that if we typically pay the minimum amount there may be some savings in combining the meters.   Pam will send typical bill samples to the Board to review to see if this makes sense.   The minimum amount is 5,000 gallons, but the cost really increases if over 10,000 gallons is used.
6. Pam will send a copy of a recent PEC bill to the Board for their info.
7. There was a discussion of capital reserves that are needed for future projects and an agreement that a reserve study should be undertaken with estimates on work that is needed on various POA assets.  Jim Maughan offered to chair a group to work on the capital reserves study.  A homeowner noted that there are companies that specialize in doing these reserve studies and she will send information on that to Jim Maughan.

Architectural Committee Report
The Architectural Committee report was given by Renea Latham, noting the following:
The Ortega house remodel on Lakeview is proceeding.
Lot 28/29 – Alexander Boat Slip is proceeding with the variance previously agreed to by the Architectural Committee.
Lot 161 – The Slaninas have started digging the footings for their new home on Hwy 2831.   A permit was issued more than a year ago and the Architectural Committee has allowed an extension of that permit.
Lot 195 – Michael and Lori Bouchie have submitted a permit for a new home on Deer Hollow.  They have staked the lot and cured the deficiencies in their Building Permit Application and the permit has been issued.   They should be starting on the house shortly.
Lot 265 – The Shaws are nearing completion of their new home on Sunnypoint.
Lot 86 –  The Calloways will be starting a new home on Fawn Ridge.
Lot 32 – The Dahls are continuing work on their retaining wall.
Nancy Archer asked whether a permit was needed to add an awning.  No fee is needed for this.

Renea Latham submitted her resignation as Chair and Member of the Architectural Committee, making a plea to the Board to work closely with Joe Becraft and to please follow the restrictions.
The Board thanked Renea for her many years of service on the Architectural Committee and service on the Board, as Chairman of the Board and President of the POA.

Linda Cowden noted that the Board Procedures Notebooks have a list of requests for variances from 2004 through 2014 and asked that this list be updated through the current date.
There was a discussion of variances and other issues regarding the restrictions.
Motion made by Jim Maughan to employ the service of Cagle & Associates to answer questions about the restrictions.
Motion 2^nd:  Cat Clanton.
Motion Approved:  Unanimously
The Board agreed to work on questions to present to Cagle between now and the next Board meeting.  Each Board member will send questions to Jerry Pruett for compilation and review at the next Board meeting.  At that meeting the Board will agree on a compilation of questions and then they will be sent to the Attorney for review.

Boat Lockup Report
Jerry Pruett noted there are 26 units in use in the Boat Lockup now, from 20 homeowners/renters.   There are 3 openings.  He recently had the lockup mowed and will submit an invoice to be paid.

Park Chairman Report
Jerry Pruett reported that Gabe Pincelli has agreed to take the position of Park Chairman.  Gabe reported the following:

1. His initial focus will be on the pool and various issues reported about the pool.
2. He replaced the rope in the pool, for an expense of approximately $26.
3. He noted there is a need for new signs so the rules are consistent on the signs inside and outside of the pool. A total of 8 signs were requested, 2 new rules signs inside the pool, 2 no smoking/no vaping signs, 2 no glass container signs, and 2 no pets signs.  Gabe estimates the cost for the signs at $226.

Linda Cowden moved the Board approve the cost of the new signs.
Motion 2^nd:  Pam Hutchins
Motion Approved:  Unanimously

4. Gabe will be looking at other areas as well, but is concentrating on the pool first. There was discussion about the pool furniture, possible leak at the pool, fixing the shower and the tennis courts.
5. The suggestion was made that we return to the pool being open year round and let the Park Chairman manage use of the pool. The Board agreed.
6. Jerry Latham will meet with Gabe after the meeting and turn over the info on managing keys to the park pool and boat ramp.
7. A discussion occurred concerning keeping the restroom in the barn open as well as the one in the pool area. A concern was voiced about cleaning the additional restroom. Jim Maughan volunteered to take care of this restroom if optional restroom keys would be distributed to members for a small annual fee.

WCID Report
Jim Maughan noted there are 3 positions up for election on the WCID Board.   Only two of the three incumbents have agreed to run again, so there is a need for at least one additional candidate.  Terms are for 4 years.  If anyone is interested, the first date for filing is July 21^st and the last date is August 20.

Road Chairman Report
Linda Cowden reported that the roadwork is complete and generally satisfactory, but she will follow up further for more information on the areas where the edges of the road were missed in the county paving.    A homeowner asked about paving Granite Ridge Road, the unpaved road in the subdivision.  There was discussion but no decision.

Old Business
None

New Business
Pool furniture was discussed during the Park Chairman reportSpeeding on Deerhaven Streets – The Board agreed to check with the county about possible solutions, including the possibility of renting a portable sign that would show drivers their speed.

1. There was discussion of the need for additional stop signs, specifically on streets where it is not clear which street is a through street.
2. There was discussion of a memo from a property owner about her property being used as a staging area for the road work. The Board agreed the response from the county was sufficient.
3. Discussion of various items to be worked on was handled in earlier discussions.

Adjournment
Motion to Adjourn:  Sandi Becraft
Motion 2^nd: Jim Maughan
Motion Carried:  Unanimously
Meeting Adjourned at 11:45 a.m.