DEERHAVEN PROPERTY OWNERS ASSOCIATION BOARD OF DIRECTORS SPECIAL MEETING SATURDAY NOVEMBER 23, 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 9:00 a.m.
- Certification of Quorum
Directors 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 September 21, 2019 and Gabe seconded the motion and the motion unanimously passed.
- Property Owner’s Forum
Martha Duffin requested to speak about the dog barking problem behind her house. She indicated that there were new homeowners moving in right behind the house where there is a dog barking problem. She indicated that it has been a disturbance for quite some time, especially when the new homeowners were remodeling their new home. The Vice President, Sandy will prepare a letter and have the Board review the letter prior to sending to the dog owners. The POA does not have a good enforcement for this complaint, but Paul indicated that our covenants do require each property owner to be in compliance with Llano County Animal Nuisance/Control Ordinance and if they are not, then a property owner may file their complaint with Llano County Animal Control Department.
Gabe made a motion to send a letter to the Silva’s regarding the barking dogs, and Jerry seconded the motion and the motion unanimously passed.
- Chairman’s Report
Brian indicated that we needed to form a Nominating Committee. The Nominating Committee shall consist of the Vice-President of the POA as the Chairman of the Committee, one member of the Board (not up for consideration for re-election) -and one member-at-large of the POA. The Nominating Committee presented shall be:
Sandy BeCraft, – Chair
Gabe made a motion to approve the Nominating Committee presented and Pam seconded the motion and the motion unanimously passed.
- Presidents report
Cat reported that there was one property owner who is using their travel trailer during some remodeling of their home. They have exceeded the 5-day time limit, and Cat talked to them and they indicated that they would be done with their remodeling the week after Thanksgiving which at that time the trailer will be removed. The Board agreed that this is acceptable.
- Vice President’s Report
Sandy confirmed that she will prepare a letter to be sent to the Silva’s regarding their barking dogs.
- Treasurer’s Report / Review Financial statement
Pam reported that there are 5 homes that are delinquent in paying their assessment fees. The largest delinquent account made a payment of $4,000 to their account. Cat will send a letter to see what their plan is on paying the remaining delinquent amount. Another homeowner asked for a payment plan, so they are currently under a payment plan.
Pam reviewed the current financial statement.
Jerry made a motion to approve the financial statements as provided and Jim seconded the motion and the motion unanimously passed.
Pam indicated that she did not see in the previous minutes the discussion of setting aside $10,000 per year towards road maintenance.
Paul made a motion to set up a two reserve funds: 1) Maintenance fund with a $10,000 one-time deposit to allocate funds on -hand to this purpose & 2) The traditional Road Fund account to place $10,000 per year for road maintenance. $10,000 will be moved from the equity account each year to the road fund account. The new accounts name set up will be determined by PamCo. Gabe seconded the motion, and the motion unanimously passed.
Pam mentioned if the Board wanted to make a contribution/donation in memory of Martha Burkes who served and volunteered for many years on the Deerhaven POA.
Jerry made a motion to make a $100 contribution/donation in memory of Martha Burks name to her church St. Paul the Apostle Catholic Church. Gabe seconded the motion, and the motion unanimously passed.
- Architectural Committee
Jim provided and update on the architecture committee regarding new house construction, and miscellaneous items.
Jim indicated that Architectural Committee (AC) is looking to update architecture requirements. They are preparing a list to be presented to Board at a later date. They are also reviewing whether the POA should hire a certified inspector instead of the homeowner. The Board will review this further.
- Restriction and Covenant Violation:
Nothing to report.
- Report of Committee to amend Deerhaven Covenant and Restrictions
Paul indicated the committee members are as follows:
Paul Rossbach (Chair & voting member of the Deerhaven board)
Jim Maughan (Voting member of the Deerhaven board)
Gabe Pincelli (Voting member of the Deerhaven board)
Cat Clanton (Deerhaven President)
Eric Carvajal (Deerhaven at-large member)
Diane Stone (Deerhaven at-large member)
Paul is reviewing and editing recommendations from the past POA attempt that did not pass. Committee will meet and prepare recommendations to be sent out the POA membership. Paul also provided a mission statement for this project.
Jim made a motion to approve the Mission Statement as provided and David seconded the motion and the motion unanimously passed.
- Boat Lock up
Paul indicated there were 22 filled spots. Approximately 8-10 spots open depending on size of boat/trailer.
$1800 was allocated for tree trimming. Bids were solicited and one bid came in from Specialty Tree Care for $1500 which included trimming in boat lock up and the driveway. This will be done the week after Thanksgiving.
Jerry presented the warranty deed he had for the 2 lots next to the boat lock up and gave it to Paul. This deed is also filed in the Llano County records.
File cabinets at the barn needs to be organized and also work on getting file cabinets with locks.
Fees from Boat Lock up will go towards boat lock up maintenance.
Paul wants clarification on how to allocate fees received for the boat lock.
Paul made a motion to separate out the Boat Lock Up fees to a separate account for Boat Lock up improvement starting the next fiscal year in July. Gabe seconded the motion. There was one ‘nay’ by Jim, all others were in favor of the motion and the motion passed.
- Park Chairman report
Gabe reported that the we needed to rectify the key situation. We cannot add new keys to our current system because the laptop was stolen with software.
Erase the database, then set up all the accounts. There are currently 15 available keys, but each POA member will need to bring their key in to have it recoded.
Gabe recommends the following:
Purchase 20 keys at $10 per key
Purchase new software at $250
Get training on how to use the software approximately $50
Total amount requested $500.
A suggestion was made to find out how much is would cost to have regular keys made instead of electronic keys. Gabe will obtain bids for this alternative solution.
- Long Term Planning
Brian indicated that the current members are Jim, Cat, Sandy and Brian as the Chair. Brian indicated he does not have the time to be the chair and asked if anyone would be interested to chair this committee. Cat volunteer to be the chair. Pam indicated she would join this committee. Brian will still be part of this committee.
Nothing to report.
- Old Business
Nothing to report.
- Ratification by Board vote of business transacted electronically per Article VI, Section 7 since last meeting:
- New Business
Next Meeting – Saturday February 22, 2020 at 9:00 a.m.
Meeting adjourned at 11:05 a.m.