DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, November 10, 2012 – 9:00 A.M. – BLUE LAKE CLUBHOUSE
Renea Latham, Chairman Tom Burt, Treasurer
Randy Delmastro, Director Mary Armagost, Secretary
Pam Hutchins, Director Frank Preston, Road Commissioner
Mark Malcom, Director Peter Rosch, Architectural Chairman
JoAnn Rosch, Director
Roxanne Silva, Director
Sandi Becraft, Vice President
Those not in attendance were Director Diane Dietert, Boat Lock-up Commissioner Jerry Pruett and Park Commissioner Ron Estes . Guests in attendance were Bob Duffin and Jeff Rudenstein.
Chairman Latham called the meeting to order at 9:00 A.M.
The first order of business to come before the Board was the approval of the minutes of the September 9, 2012, Board of Director’s meeting. A motion was made by Director Malcom and seconded by Director Hutchins to approve the minutes. The motion carried unanimously.
CHAIRMAN OF THE BOARD REPORT: (Renea Latham)
Chairman Latham informed those present that the election results were in and that the Bond for upgrading our water system had passed.
Treasurer’s Report: (Tom Burt)
Tom Burt presented the Board with a copy of “Statement of Accounts” for the period of 7-1-12 through 11-10-12, a copy is attached to and becomes a part of these minutes. Treasurer Burt stated that total assessments in the amount of $75,612 had been collected so far with only approximately $11,751 outstanding. A motion was made by Director Rosch and seconded by Director Malcom to approve this report. The motion carried unanimously.
Ron Estes was not able to give a report due to his recent surgery. Chairman Latham then called for a motion to ratify the telephone votes authorizing funds in the amount of $140 to repair the gates at the pool so they can only be opened by the keys. A motion was made by Director Delmastro and seconded by Director Malcom approving this authorization. The motion carried unanimously. A discussion followed regarding the water leak repair at the park however action was deferred until the next meeting.
Road Commissioner Report (Frank Preston)
Frank Preston stated that there wasn’t much to say about mowing the right-of ways, however he did inform the Board that it was getting difficult to cut some of the weeds that have come up this year and also where people have left rocks in the right-of-ways, which would cause damage to the mower. Frank also stated that he didn’t mind continuing as their Road Commissioner, however he felt that some point the Board would need to decide if a new mower is need and also a stronger weed eater and asked for volunteers to relieve him now and then or hire someone to do the mowing. Damage to the low water crossings and leaching was also discussed and Director Delmastro suggested that they get a quote as to the cost of pouring a ribbon of concrete like Blue Lake had done at the low water crossing on Lagoon Loop. Guest Bob Duffin also posed the question about fixing the entrance, especially at Deer Hollow and was told that the County will no longer pay for this. Further discussion regarding this matter will be on the agenda for the next meeting.
Secretary Armagost also informed the Board that damage had again been done to the pipe/meter at Lagoon Loop, most likely from large trucks turning too short. The pipe is bent, however no leakage is showing at this time. It was suggested that large stones be put in front of this area to protect it as HSB has already repaired it twice. Director Delmastro & Director Malcom stated that they would check into it.
Architecture Chairman Report (Peter Rosch)
a. Peter Rosch updated the Board on the progress of construction on the SRP’s home and stated that it should be complete in 2-3 weeks.
b. The next item was to ratify the votes in regards to fence variation request at Charlotte Simpson’s. A motion was made by Director Delmastro and seconded by Director Rosch approving the votes to deny this variance. The motion carried unanimously.
c. The next item was to discuss/action taken on variance for WCID storage building. Jeff Rudenstein from the WCID was present to answer questions regarding the need for a storage building, however after a lengthy discussion the Board unanimously denied this variance request and suggested that the barn at the park should be checked out for storage, however this item may be re-addressed at the next meeting.
Boat Lockup Commissioner Report (Jerry Pruett) No report.
a. The next order of business was to ratify votes regarding sending out email survey on the tennis court & responses. Director Hutchins provided the Board with her tabulation of responses (21 in all) and also their responses to the questions she had presented to them, these responses varied from feeling that the courts are an asset to the community & should be maintained, don’t want the courts removed, leave as is, use the lots for other things (parking lot, new building), some showed concern about liability if the courts are left as is. Secretary Armagost presented the Board with a request from her husband for an office building for both the POA & WCID to be constructed on this sight, however no action was taken on this item at this time.
b. Discuss/action in regards to rotting of doorframe at pool bathroom. Ron Estes did not get back to the Board regarding this matter, however Director Rosch stated that she would check it out and voting would be done by email and ratified at the next meeting.
c. Discuss/action in regards to signs at pool, boat ramp, pavilion. There was a lengthy discussion regarding this matter.
1. It was agreed that “no smoking & no dogs in pool area” be added to the pool rules, pool hours would be from 7a.m.-10p.m., a container outside the pool would be installed for smokers outside the pool area to put their cigarettes.
Director Delmastro will obtain three new signs for the pool area, one on each gate & one inside. The pool will be open May1 through Oct. 1. It was also discussed to put “swim at your own risk” on the signs but no action was taken on this suggestion.
2. Boat ramp sign, the Board agreed that this sign should read 48 hours rather than 8.
A motion was made by Director Malcom and seconded by Director Hutchins to make the above changes. The motion carried unanimously.
d. Report on bids for landscaping projects at the pool and entrances. (Sandi Becraft)
Vice President Becraft presented the Board with four proposals.
1. Lemaster Landscapes – complete care.
2. Rojas Lawn Services – three entrances & pool beds.
3. Hill Country Gardener – complete care.
4. Chris Goodman – park mowing.
The Board reviewed all proposals however they requested that Vice President Becraft contract Chris Goodman, who mows the park now, and ask for an additional proposal to include mowing the right-of-ways in Deerhaven and along 2831.
A motion was made by Director Delmastro and seconded by Director Malcom authorizing Vice President Becraft to contact Chris Goodman and Rojas Lawn Services for final proposals. The motion carried unanimously.
a. Discuss/action taken/update on pending contract w/Escondido regarding the gate at the rock. (JoAnn Rosch). Director Rosch stated that she had only received one correspondence from them, a copy of this will become a part of these minutes. Director Rosch then stated that she was through with “the gate” and turned in her resignation for working on it.
b. Ratify votes regarding ordering reflective signs & billing homeowners $12 in order to be in compliance with our fire contract with Horseshoe Bay. A motion was made by Director Rosch and seconded by Director Delmastro ratifying this vote, the motion carried unanimously. Director Malcom stated that he has the signs and they are ready to be put up.
There being no further business to come before the Board a motion was made by Director Delmastro and seconded by Director Malcom to adjourn. The motion carried unanimously.
Respectfully submitted by,
Secretary Deerhaven POA