DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, February 15, 2014 – 9:00 A.M. – BLUE LAKE CLUBHOUSE
Renea Latham, Chairman
Sandi Becraft, Director/Vice President Tom Burt, Treasurer
Diane Dietert, Director Mary Armagost, Secretary
Randy Delmastro, Director Jerry Pruett, Lock-up Commissioner
Mark Malcom, Director
Dee Olsen, Director
Director Pam Hutchins & Road Commissioner Frank Preston were unable to attend.
The following were also in attendance: Cindy Ward, Highland Management, Tommy Burton, Pam & Dwight Vandervort, Michael Walsh, Arlene Wieland, and Paul & Heather Rossbach.
1. Chairman Latham called the meeting to order at 9:00 A.M.
After calling the meeting to order, Chairman Latham invited the following guests to stand and introduce themselves: Cindy Ward, Tommy Eaton, Michael Walsh, Paul & Heather Rossbach and Pam & Dwight Vandervort. Chairman Latham then informed those present that we have a guest speaker today, Cindy Ward, Highland Management, to address the Board regarding finding qualified people for various positions that currently need to be filled, mainly Architectural.
Chairman Latham then stated that those in attendance who were there to address the Board would do so prior to the regular scheduled Agenda items.
Ms. Ward proceeded to inform the Board of all positions she handles & informed them that fees depend on exactly what the Board is requesting. Michael Walsh requested information regarding billing, collections, Property code for foreclosures, delinquent accounts, Property Code209 regarding foreclosures, and Ms. Ward again stated that she has contacts to handle all of these, however that it is also possible for the Board to appoint someone who is qualified to be Architecture Chairman. Chairman Latham thanked her for attending this meeting.
The Board has also received a resume from another person for their consideration for the Architectural position.
Chairman Latham then requested Director Dietert and Tommy Eaton to address the Board regarding variance request from Thomas Scroggins at 2609 Sunnypoint Drive for a boat house. Director Dietert presented the Board with a drawing of the proposed construction which she stated she had requested and gotten approval from Everett Becket, the neighbor that would be affected. Director Dietert explained that they are asking for a variance of 5 feet rather than 10 feet so that the boat house can be angled out into the water. After reviewing the drawings as presented by Director Dietert, a motion was made by Director Becraft and seconded by Director Dietert to approve this variance. The motion carried unanimously and a copy of the proposed setback and Mr. Becket’s okay is attached to these minutes.
Chairman Latham then requested Paul Rossbach to address the Board regarding his request for a variance on his property at 2506 Highview.
Mr. Rossbach presented his previously submitted request for a variance to Restriction 13, asking for permission to fence in an area for children to play and a fenced area for the dog, neither of which would be located 30 feet back from the property line along Highview St. He questioned the meaning of Restriction 13, called “View Obstruction” and its application as to fence set-backs and was advised that Restriction 13 addresses both issues. He requested approval of his variance request.
A motion was made by Diretor Delmastro and seconded by Director Malcom to postpone any decision on this matter to the Executive meeting that follows. The motion carried unanimously.
Chairman Latham then stated that they would proceed to the Architectural Report and stated that there were quite a few things they needed to discuss and that for Director Dietert, Vice President Becraft and herself it had been a very interesting few months. Chairman Latham stated she had in hand the specs, etc. from the Browning Poolscapes regarding the installation of a pool at 323 Lakeview Drive for the Thomas’s (which was approved), requesting information on an inspection. Director Dietert informed them that according our Restrictions it is up to the owner & contractor to arrange for any inspections, which should include inspection for electric & plumbing.
At this time Jerry Pruett addressed the Board regarding current/earlier inspections, how they used to be conducted & how they are now the responsibility of the contractor to furnish inspections to the POA Board. Director Olsen read the new proposal for building it states: when inspections are required the owner shall obtain the services of an inspector and furnish his name, address & phone number to the POA Board prior to commencing work and completion reports.
Michael Walsh informed the Board that Blue Lake has someone that does their inspections, etc. and that he would give the Board this person’s name so that he can be contacted should his service be needed so there is a continuity regarding all inspections that are required by the POA.
2. The next order of business by Chairman Latham was to approve the minutes from the Nov. 16, 2013 meeting. A motion was made by Director Dietert and seconded by Director Delmastro to approve these minutes, the motion carried unanimously.
The next order of business was to approve a correction to the Oct. 12, 2013 minutes regarding the Nominating Committee. It should have read “consist of Vice President Sandi Becraft, Director Mark Malcom and “member at large” Rita Preston. A motion was made by Director Dietert and seconded by Director Delmastro to approve this correction. The motion carried unanimously.
Chairman Latham stated that letters had been sent out regarding lot clearings and that so far three people have cleared their lots at this time. She stated that a second notice will be sent to those who have not complied.
Chairman Latham also stated that with all of the current requests for permits, etc. that we still do not have an Architecture Chairman and requested that if anyone knew of someone who would fill this position to please let her know.
Chairman Latham also stated that we have had lots of complaints, lawnmowers on the side of the house and trailers we are dealing with. Letters have been sent out regarding these items along with a phone call on 9-16-13 to Tina Strong regarding trailers on her property and parking of cars on a vacant lot adjacent to her property. Chairman Latham stated that they were given the option of putting their trailers in the lock-up however Jerry Pruett stated he had not heard from them at this time and a letter will be sent to them regarding this matter.
4. The next order of business was the Treasurer’s Report (Tom Burt)
Tom presented the Board with the Budget Report for the period of 7-01-2013 through 2-15-14.
Tom stated that there is still $13,000 outstanding on dues, a Canadian firm. A motion was made by Director Malcom and seconded by Director Delmastro to approve this report and a copy becomes a part of these minutes.
5. Cindy Ward Presentation: See Report above.
6. WCID Report: (James Maughan)
James Maughan was unable to attend this meeting however the following is the report he gave to Chairman Latham.
I won’t be able to attend the POA meeting tomorrow. As far as an update on the WCID, we (our engineering firm) have sent out requests for Statement of Qualifications to Land Surveying firms, and have received responses for each. We have selected a Land Surveying Firm and are evaluating the responses for the geotechnical survey. We will need this work before the engineering firm can complete the detailed engineering. It looks like it will be late this year at the earliest before construction begins.
7. Park & Landscape Report:
Director Dietert informed the Board that the lock on the west side of the pool is not working correctly; her key would not open it. Jerry Pruett informed the Board that the poles on either side of the gate need to be replaced as they are loose & the plate gets stuck in the striker; he informed them that at present it is chained. The Board requested that they get a name and an estimate for replacing the 4×4 metal posts. Action on this item was tabled until the next meeting.
The Board also discussed the purchase of new pool furniture. The Board appointed a committee of Vice President Becraft, Director Dee Olsen & Director Randy Delmastro to look into the purchase of 10 new loungers for the pool area. Final action on this purchase will be discussed/approved at the next meeting.
A motion was made by Director Delmastro and seconded by Director Malcom to approve the purchase of mulch for the park by Milton Dietert in the amount of $100. The motion carried unanimously.
8. Architectural Report:
a. A motion was made by Director Malcom & seconded by Director Delmastro to table the three items listed on the Agenda to the next meeting. The motion carried unanimously.
The Board did address the following:
A request had been made to the Board to allow the firm doing the dredging on Lakeview to use our boat ramp for their big trucks to haul off mud (approximately three loads per day). A motion was made by Director Malcom and seconded by Director Dietert not to allow the use of the POA boat ramp. The motion carried unanimously.
The Board also discussed clean-up of lots. Chairman Latham stated that the first round of certified letters had been sent out to those whose lots are next to homes and three have complied so far. Additional certified letters will be sent out to those that are not in compliance. A motion was made by Director Delmastro & seconded by Director Dietert to defer any legal action on those that are not in compliance at this time. The motion carried unanimously.
9. Road Commissioner Report (Frank Preston) No report.
10. Boat Lockup Report (Jerry Pruett)
Jerry reported that currently there are 27 units in the lockup, with (3) openings for smaller 4×8 craft. Jerry also informed the Board that there had been some damage to the left side of the fence; however it does not jeopardize the lockup.
11. New Business:
a. Nominating Committee Report regarding candidates to fill any vacancies.
Vice President Becraft stated that the committee, as stated above, met last week at her home and presented the Board with the proposed slate of Directors for the next two years, to place on the ballot for voting by membership: Bennet Worley, Gabe Pincelli, Randy Delmastro and Pam Hutchins. A motion was made by Director Dietert and seconded by Director Olsen to approve these nominations. The motion carried unanimously. There was also a round of applause thanking outgoing Directors Diane Dietert and Dee Olsen for their service to our community.
12. Old Business:
a. Update on status of work to begin on entryways (Ron Estes)
Ron was not present however it was reported that work had started on the Fawn Ridge entrance, the wrong size culvert had been installed and it is be corrected.
b. Discuss/action taken regarding Indemnity Agreement.
This was tabled at this time.
c. Discuss/approve contract for hiring Jerry Latham for mowing.
Chairman Latham informed the Board that due to medical problems at this time Jerry would not be able to do it.
A motion was made by Director Delmastro and seconded by Director Malcom for Tom Burt to contact the person he had previously talked to about doing the mowing for us on a quarterly basis of $400 per mowing and not to exceed $500. If the Board feels additional mowing is required, they will contact him. A motion was made by Director Delmastro and seconded by Director Malcom to have Tom Burt do this. The motion carried unanimously.
A motion was made by Director Olsen and seconded by Vice President Becraft to set this coming Sat. Feb. 22nd at 8:a.m. for volunteers for a cleanup party at the Park.
Emails will be sent out for volunteers. The motion carried unanimously.
d. Discuss/action taken regarding extending the Boat ramp.
There was a lengthy discussion regarding this matter as the addition length stated in our contract has never been added as due to the drought the lake has not been lowered. Papers were given to the Board which shows that the final amount that was supposed to be paid upon completion in the amount of $19,050 has been paid but no legal sign-off sheet is among the papers presented to the Board. A motion was made by Director Dietert and seconded by Vice President Becraft to have Director Randy Delmastro look into this matter. The motion carried unanimously.
e. Discuss pool/boat dock signs. Director Delmastro stated that the age (16) has not been changed at the pool at this time but he would take care of it.
f. Discuss/set a date for volunteers for cleanup along our roadways.
This item was tabled until after our spring flowers have bloomed.
13. Comments or questions from residents/guests:
a. Question regarding debris left alongside the roadways, like the tree limbs on 313 Lakeview and dumping on the burn pile, even when there is a sign forbidding it.
b. Road Commissioner position – that will remain Frank Preston. The Kabuda will be kept to be used in case of an emergency and Frank has taken good care of it.
c. Question regarding room in lock-up for moving boats around. That is the owner’s responsibility to move their boats, not the Board’s.
A motion was made by Director Malcom & seconded by Director Delmastro to adjourn.
The motion carried unanimously.
Secretary Deerhaven POA