DEERHAVEN PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS MEETING
SATURDAY SEPTEMBER 22, 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 9:00 a.m.
1. Certification of Quorum
All Directors were present.
2. Appointment of Secretary
Linda Cowden was appointed as Secretary for the meeting.
3. Approval of Minutes.
Linda Cowden moved approval of the minutes of the July 7, 2018 Board of Directors meeting as emailed. Brian Stone seconded the motion.
The minutes of the July 7, 2018 Board of Directors meeting were approved.
4. Review/approval of June 30, 2018 and current Financial Statements – Pam Hutchins*(two attachments)
Pam reviewed unusual expenditures on the June 30, 2018 Financial Statements.
Cat moved approval of the June 30, 2018 Financial statement with corrections as presented at the meeting. Sandi seconded, and the motion passed. It was decided that a policy on late fees be presented at the next board meeting and that two people be assigned the job of approving individual requests to have their late fee(s) removed.
Pam reviewed the July/August financial report which is not complete at this time.
5. Property owners forum.
There were no requests by property owners to address the Board.
6. Chairman’s report – Jerry Pruett
There was no Chairman’s report
7. President’s report – Cat Clanton
Cat and Sandi have been contacting homeowners concerning clearing of their lots. Cat presented the Board with a large color-coded map of clearing conditions/plans for each lot in Deerhaven.
August 24: 42 letters were mailed to lot owners whose lots need clearing.
Next emails of a friendly nature were sent to these lot owners.
Cat has also been contacting them by telephone.
October 24: return receipt requested letters will be mailed to those lot owners still in non-compliance and who have not contacted Cat with a lot clearing plan.
Jim Wilson has been contracting for the lot clearing and Cat is coordinating with him on his schedule to determine who is compliant. It is suggested that Jim send out of town lot owners a photo of their lot before and after lot clearing. Once lots are cleared, the lots can be kept up to standards by a yearly mowing for $100.00. Jim reports that 16 lots have been or are scheduled to be cleared.
Various Canadian lot owners have been phoned by Cat to get their lots cleared. Tasmin owns 51 lots. Water availability during lot clearing is an issue. It was concluded by the Board that everything possible is being done to have lot owners comply. Cat thanked Sandi for composing the letters and for distributing information through Martha. Sandi and Cat will be driving through the neighborhood to check on progress.
8. Vice President’s report – Sandi Becraft
A replacement “No wake buoy” has been purchased from Chapman for $530.00 with approval by email of the Board of Directors. The buoy will be set by Chapman within the next two weeks.
9. Treasurer report – Pam Hutchins*(three attachment)Budget for 2018-2019*
Gabe has been issued a debit card.
Linda moved approval of the audit report as presented by Pam and conducted by Cat and Tom Burt. (Pam can you send a scan or a photo to attach if you think it is necessary to include a copy). Brian seconded the motion and the motion was approved.
Pam explained the $100 LCRA application fee due every three years. ** Pam added a $500 line item for the Deerhaven POA contribution to the Blue Lake 4th of July fireworks and a one line item for the Blue Lake donation of $1100.00 for beautification to the Deerhaven POA to the proposed budget. Sandy sends a note to Blue Lake identifying where these funds are used.
Pam moved approval of the 2018-1019 Budget as presented with the addition of the two line items above. (a line item for return receipt requested mail??Pam?)
Brian presented a “pie chart” as to how our residents’ assessments are spent. It was suggested that Martha include this information in her next email.
10. Architectural Committee report and other related items.
a. Brian moved that Jim, Jerry, Cat, Gabe and one other non-Board director would comprise the 5-member Architectural Committee. The motion was seconded by Sandi and approved. Jim is responsible for finding the 5th member from non-Board members.
b. Jim moved the following clarification of the Restrictions and Covenant: building eaves and overhangs and uncovered steps less than 36 inches in height, are excluded from the setback requirements.
c. Variance procedures including clarification of homeowner/builder notification and/or approval requirements were discussed.
d. Clarification of what lots qualify as abutting lots for variance notification/acceptance or denial – it was agreed that lots on each side of subject lot as well as any lots adjoining the rear of the subject lot are considered abutting lots. Lots at a diagonal to the rear or across the street are not abutting lots.
e. Both attached garage and driveway permit fees are included in new home permit fee.
f. A decision was made on the circumstances that suggest a “Stop Work” order be issued. A “Stop Work” order will be issued if the construction is in violation of the Deerhaven Restrictions and Covenants or if the construction in not in accordance with the plans approved by the Architectural Committee.
g. Records retention policy regarding Architectural Control Committee records: it was agreed that Architecture Committee records need to be retained indefinitely.
11. Boat Lockup report – Jerry Pruett
There are 25 units leased by 21 individuals for an income of $5,000.00. Jerry would like to enlarge and repair the lockup area with a new fence and secure gate. It was suggested that this project be delegated to the Long-Range Planning Committee. Boat lockup fees for next year will be $300
12. Park Chairman Report – Jim Maughan in absence of Gabe Pincelli
a. The pump timer is defective and needs to be repaired/replaced. The defective timer may account for the high chlorine tablet usage.
b. The pool leak needs to be located.
c. A park cleanup needs to be organized in October. It was suggested that the barn be cleared of unnecessary items at the same time.
d. Jim has offered to be responsible for the maintenance of the Barn bathroom.
e. WCID items stored in the Barn are pipe fittings in case of an emergency.
13. WCID Report – Jeff Rudenstein
The WCID ratified the tax rate for the coming year at 22.9%. David Weiss has joined the WCID Board.
14. Road Report – Linda Cowden
Linda Cowden will obtain and have installed two yield signs: SW corner of Fawn Ridge and Lakeview and on the east side of Lakeview where it intersects with Deer Hollow. In addition, she will contact the Lopez’s about removal of the pampas bush which is covering the Fawn ridge/Lakeview street sign.
15. Old Business
a. Pool furniture: tabled
b. Speeding on Deerhaven Streets: tabled
c. Road signs: See #14
d. Long Range Planning Committee: Sandi and Brian have volunteered to serve on the Long-Range Planning Committee with the possible addition of Diane Dietert.
e. Questions for Lawyer Cagle – questions to be reviewed and sent to the attorney.
“The Deerhaven POA is legally required to comply with the Public Records and Open Meeting Act.”
f. Jim moved approval of the consolidation of the two water meters and the addition of a pressure reducer on the then one water meter at a cost of $1800.00 plus tax if necessary by Eric’s Plumbing. Brian seconded, and the motion passed.
g. Status of clearing culverts on low water crossing on Mountain Drive. Bob Duffin, Tom Burt and Jeff volunteered to clear the culver on Mountain Drive and the low water crossing on Lagoon Loop.
16. New Business
a. Fire preparedness and evacuation – Martha Duffin has sent a complete report by email to our residents.
b. Buoys – covered under Vice President report.
c. Procedures for Electronic voting: It was decided that once a majority have voted electronically either for or against, the voting has ended.
d. Weldon Lybarger’s request for lot clearing next to his home: It was decided the POA does not to become involved in issues between neighbors and see the “Yea Cat” under President’s report.
17. Call for Adjournment
Jerry called for adjournment. Jim so moved, and Sandi seconded. The motion was approved, and the meeting was adjourned at 12:36.
The next meeting will be Saturday November 24, 2018 at 9:00 am