DEERHAVEN PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS SPECIAL MEETING SATURDAY SEPTEMBER 21, 2019 9:00 A.M. BLUE LAKE GOLF CLUB CLUBHOUSE 214 W BLUEBONNET ROAD, HORSESHOE BAY, TEXAS 78657
The meeting was called to order by Brian Stone at 9:01 a.m.
- Certification of QuorumDirectors present: Brian Stone, Jerry Pruett, David Wuest, Paul Rossbach, Gabe Pincelli, and Jim Maughan.
Also present was President, Cat Clanton; Vice President, Sandy BeCraft; Treasurer, Pam Hutchins, Secretary, Joanne Severn
- Approval of Minutes
Jerry made a motion to approve the minutes of July 13, 2019 and Jim seconded the motion and the motion unanimously passed.
David made a motion to approve the minutes of August 24, 2019 and Jerry seconded the motion and the motion unanimously passed.
- Property Owner’s Forum
There was no resident who had requested to speak during the property owner’s forum.
- Chairman’s Report
Nothing substantive to report.
Brian indicated that the President and Vice President should be included in all emails from the Board.
Brian indicated it would be useful to inform property owners where the POA funds are used. This information will be provide in future correspondence and/or POA meeting.
Discussion regarding records retention and that we should look into digitizing the records. Further research on getting the records digitized will be conducted. Jerry indicated that records past 2002 are not in the Barn.
Also, to ensure we keep agendas, minutes, budget, and architecture variances.
- Presidents report
Cat provided the following update:A. Cat displayed a chart with lots that still needed clearing and the ones that are cleared. Cat indicated that she first calls the property owner and then she sends out a letter regarding the need for them to clear their lots. She wanted to confirm that as President that she can continue to send out these letters. Board agreed to have Cat continue to send these letters as necessary. The President or Vice President will follow this process:
- Call – and keep a log of who they call.
- Send a letter (not certified)
- And if no action is taken by the property owner to then bring it to the Boards attention.B. Cat indicated that property owner, Tazmin has called to ask about the status of her request to re-plat her 4 lots.
Paul made a motion to have Tazmin resubmit her request and for her to address the drainage pipe and the 400 sq. ft land lot. Jim seconded the motion and the motion unanimously passed.C. Cat opened discussion about the condition of the tennis court. The board indicated that there will be a work day to fill cracks. Gabe indicated that if we re-did the courts it would be expensive. So at this time, we will work on filling the cracks.Cat asked if there would be a committee formed for addressing the covenants and restrictions. Gabe made a motion to establish a committee to review the covenants and restrictions. Paul seconded the motion and the motion unanimously passed.
The committee members will be: Cat, Jim, Paul and Gabe and they will have some recommendations for our next board meeting.
- Vice President’s Report
Sandy brought up the need for the branches to be trimmed/removed that hang out on to the streets.President will contact the property owner first and David will also check with PEC, and the Horseshoe Bay Fire Department to see if they do trimming for purposes of electrical lines and/or fire hazards. David will then get with Sandy and compare on what needs to be done regarding the overhanging branches.A trailer will be an option so property owners can put their brush in after they trim their property. David will look into getting a trailer and the President and VP would send out a letter to homeowners notifying them of the trailer.Landscaping contract needs to be bid out at the end of current contract. David made a motion to include in the bid mowing the park and entrance and also include optional service on an as needed basis of the boat dock, and gardening. Jim seconded the motion and the motion unanimously passed.Jim made a motion to have an attorney send letter regarding a property owner that has been delinquent in paying and that we intend to foreclose. Paul seconded the motion and the motion unanimously passed.
- Treasurer’s Report / Review Financial statement
Pam reviewed the current financial statement. Gabe made a motion to approve of the June 30, 2019 and the August 30, 2019 financial statements. Jerry seconded motion, and the motion unanimously passed.Pam reviewed the budget for 2019-2020.
Paul made a motion to approve the July 30, 2019 budget as provided and Gabe seconded the motion and the motion unanimously passed.
- Architectural Committee
Jim provided and update on the architecture committee regarding new house construction, boat dock repairs and miscellaneous items.
- Restriction and Covenant Violation:
No updates. See item 15 below.
- Boat Lock up
No new boats in lock up.
Jim made a motion for 2020 Boat Lock up fee to be $150 annually then any further increase be by the same percentage increase as any future assessment percentage increase in an even $10 dollars. Paul seconded the motion and the motion unanimously passed.
- Park Chairman report
Gabe reported that a pool filter will need to be replaced in the near future. Gabe recommended to switch to a sand filter for the pool when filter needs replaced.
Paul made a motion to approve the sand filter for up to $2,200. Brian seconded the motion and the motion unanimously passed.
- Long Term Planning
Nothing to report.
Nothing to report.
- Old Business
Nothing to report.
- Ratification by Board vote of business transacted electronically per Article VI, Section 7 since last meeting:
The board was asked to ratify the approval of Mr. Cotner’s email regarding filing a building permit ‘with all required documentation’ within 5 days and to update this to two weeks. The additional time is needed to for the survey to be completed.
Gabe made the motion to ratify the two week time frame in order for the survey to be completed. Dave seconded the motion, and the board unanimously voted to approve.
- New Business
Next Meeting – Saturday November 23, 2019 at 9:00 a.m.
Meeting adjourned at 12:28 p.m.