DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, May 30, 2015 – 9:00 A.M. – BLUE LAKE CLUBHOUSE
Renea Latham, Chairman
Sandi Becraft, Director/Vice President Mary Armagost, Secretary
Randy Delmastro, Director
Mark Malcom, Director
Bennett Worley, Director
Pam Hutchins, Director
Gabe Pincelli, Director
Jerry Pruett, Boat Lockup Commissioner
Tom Burt, Treasurer was unable to attend.
Also in attendance were the following: James Maughan and Jeff Rudenstein, WCID, Diane Dietert and Penny Wimberly.
1. Chairman Latham called the meeting to order at 9:05 A.M. and welcomed all of those present.
2. The first Order of Business was to approve the following minutes:
Board of Director’s meeting April 18, 2015. A motion was made by Director Worley and seconded by Director Pincelli to approve these minutes. The motion carried unanimously.
3. The next Order of Business was to ratify the email vote approving sale of the lawn mower.
A motion was made by Director Pincelli and seconded by Director Worley to approve this email vote. The motion carried unanimously.
4. Chairman of the Board Report (Chairman Renea Latham)
a. Chairman Latham asked the Board at this time to clarify that no POA meeting was held on December 8th and that no cars were parked in her driveway on this date other than hers.
All Board members unanimously agreed that NO BOARD MEETING WAS HELD ON THIS DATE.
Now, I want a statement made because of the emails that we are getting to the Board regarding a meeting that did not take place.
In December we had planned to have a training meeting for the Board, we were not able to hold it due to Diane Dietert’s schedule and we did not have the meeting at my home. I want it stated that there was not an Executive meeting or a training meeting held on December 8th at my home.
Did anyone come to my house on that day?
The Board was in total agreement that there was not a meeting held on that day at Renea’s home.
Chairman Latham then stated that she had had a phone call from Shane Clanton and he had located a gentleman with a bobcat that he could pull all the debris out of the drainage system on Mountain Drive, he would haul it out and place it in a burn pile for $750-800.
A discussion followed regarding how far back this clearing should extend, overhanging branches that also need trimmed. Chairman Latham stated that she was meeting with Spencer Llano regarding clearing behind the tennis courts and the debris on either side of that low water crossing. Lagoon Loop. The Board agreed that this was not a “one time” clearing. Chairman Latham stated that a vote regarding both cleanups discussed will be taken later and Director Worley agreed to look into problems that might arise in the cleanup and will contact the gentleman who has given the current bid, therefore no action was taken at this time.
Chairman Latham stated that committee met on the Rules and Regulations and we are putting together a standard notice to be sent to non-compliant residents. Ann Little will be drawing up the forms and Chairman Latham will be mailing them out to the Board to review and vote on it. It is a way to enforce our restrictions, the boats, the trailers, whatever are left out, and it’s really for the ones that are constant and habitual offenders and this will save a lot of paperwork and a lot of time.
Chairman Latham stated that the key cards are to be installed next month and that Johnathan will do the complete job including the welding. The Board will be furnished with the all necessary items for their approval.
5. Treasurer’s report (Tom Burt)
Tom was unable to attend this meeting; however Secretary Armagost presented the Board with Tom’s Statement of Accounts for the period 7-01-14 through 5-30-15 for their review.
A motion was made by Director Delmastro and seconded by Director Becraft to approve this report. The motion carried unanimously.
6. WCID Report (James Maughan)
James updated the Board on the current status of the water line project:
Two bids that have been received, one above engineering estimate, one below engineering estimate, both quoted 150 days to construct, engineering firm is to evaluate and make recommendations. Board will meet June 13 to hear recommendations and make selection.
7&9. Park/Landscaping Report (Sandi Becraft)
1. Sandi reported that one of the main items is keeping up with the watering and mowing.
2. Keeping the pool clean, leaves/flowers from rose bushes, etc. and stated that it could really use a more updated filtering system.
3. New fans were installed.
4. A trailer was parked in the park for 5-6 days, which is against our regulations.
A discussion followed regarding this matter and what could be done should this happen in the future, however no decision was made but would be looked into.
5. Chairman Delmastro and Chairman Pincelli volunteered to review the current contract for the Boat Lock-up and will give their recommendations for changes/updates to the Board.
8. Road Commissioner Report (Randy Delmastro)
Director Delmastro stated that there was not much to report. They are keeping in contact with the WCID, getting a format for what is going to occur and when regarding the construction so that all members can be kept informed. Director Delmastro also stated that in driving around the neighborhood the recent rains have done some visible damage and that some interim repairs may be needed. Ribbons on the roads were also discussed, however Director Delmastro stated that those were very expensive.
9. Boat Lockup Commissioner Report (Jerry Pruett) see #7 above.
Only addition to the above was that there are currently three people on his list wanting a spot in the lockup.
10. Architecture Report (Chairman Latham)
Chairman Latham stated that one request for a variance by Jeanette Hardman because of large rocks on her property, however she solved the problem so there was no variance needed.
There has been one other request submitted for the building of a new home on two lots, 181 and 182 on Dearhaven Drive.
11. Results of election for Board of Directors (Secretary Mary Armagost)
a. Welcome new Board Members. Secretary Armagost informed those in attendance that all candidates on the Ballot had unanimously been elected for a two year term, Renea Latham, Sandi Becraft and Linda Cowden. She also thanked them for volunteering to serve. Everyone also thanked Mark Malcom for his many years of service.
12. Comments or questions from residents/guests in attendance. There were none.
A motion was made by Director Malcom and seconded by Director Delmastro to adjourn. The motion carried unanimously.