DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, November 16, 2013 – 9:00 A.M. – BLUE LAKE CLUBHOUSE
IN ATTENDANCE:
Renea Latham, Chairman Tom Burt, Treasurer
Sandi Becraft, Director/Vice President Mary Armagost, Secretary
Diane Dietert, Director Jerry Pruett, Lock-up Commissioner
Randy Delmastro, Director
Mark Malcom, Director
Pam Hutchins, Director
Director Dee Olson and Road Commissioner Frank Preston were unable to attend.
The following were also in attendance: Jim Maughan, Pam & Dwight Vandervort, Jerry Latham and Bob Duffin.
1. Chairman Latham called the meeting to order at 9:02 A.M. and welcomed all of the visitors.
2. The next order of business was to approve the minutes from the Board of Director’s meeting on October 12, 2013. A motion was made by Director Delmastro and seconded by Director
Dietert to approve these minutes.
The motion carried unanimously.
3. The next order of business was the Chairman of the Board Report (Renea Latham)
a. Chairman Latham reported that all documents/permits had been received and approved for the addition to Cowden’s boathouse and the four jet ski slip at Grovers.
Director Dietert inquired as to whether or not Tommy Eaton had contacted Chairman Latham regarding blasting at Scroggins lot on Sunnypoint and was told no, Director Dietert
stated she will contact him.
b. Chairman Latham stated that she and Director Becraft are working on letters to be sent out regarding clearing of lots. She stated that they will be sent to those with lots next to
residences and to those who have lots of dead trees on their lots that need to be cleared and those close to our entryways.
4. The next order of business was the Treasurer’s Report (Tom Burt)
Tom presented the Board with a copy of Statement of Accounts for the period 7-01-13 through
11-15-13. Tom stated that nothing much had changed from the previous statement presented at the last meeting. Tom informed the Board that he would like to purchase a new computer in the amount of $400.00. A motion was made by Director Becraft and seconded by Director Malcom approving the Statement of Accounts & the purchase of a new computer in the amount of $1,000.
The motion carried unanimously.
5. The next order of business was discuss/action taken regarding the following:
a. Purchase of new pool furniture. There was a lengthy discussion regarding this item. A motion was made by Director Delmastro and seconded by Director Dietert for the purchase of new loungers & possibly other items if needed, however they would not be purchased until next spring. The motion carried unanimously.
b. Approve equipment for pool area, cameras and swipe cards. There was a lengthy discussion regarding this item. Chairman Latham informed the Board that we will be unable to use the PEC poles for our cameras and would most likely have to install our own. Several firms have been contacted regarding the installation however no bids have been received and there is also the problem of where the equipment can be kept, therefore no action was taken at this time.
c. Discuss bids for extending boat ramp. (Jerry Pruett)
Jerry stated that he had had no luck with it and felt that the previous contractor should be contacted as the POA paid him for work that could not be completed at the time due to the fact the lake had not been lowered.
Jerry also informed the Board that he had gotten the gate repaired on the west side of the pool.
Jerry then submitted his resignation as of today for park, pool & mowing. A motion was made by Director Delmastro and seconded by Director Malcom to accept his resignation.
The motion carried unanimously.
6. The next order of business was discuss/action regarding widening the entrances at Deer Hollow and Fawn Ridge. (Ron Estes)
Ron presented the Board with a drawing and three bids for street improvements on Deer Hollow and Fawn Ridge, a copy of these bids become a part of these minutes.
After discussion and review a motion was made by Director Delmastro and seconded by Director Hutchins approving the bid from Nelson Lewis Inc. in Marble Falls for $5,600 and an additional $400 for repairing the pothole on Mountain Drive and Lagoon Loop.
The motion carried unanimously and Ron was instructed to contact them to begin.
7. The next order of business was Discuss/action taken regarding mowing:
a. Tom Burt reported to the Board that he had contacted Chris Scott who mows the roadways for Blue Lake and that he would mow ours for $400.
b. & c. Hiring Jerry Latham to do the mowing of our roadways.
There was a lengthy discussion between the Board and Jerry. Jerry stated that he would use his own mower. He also stated that he would mow the roads, park, entrances (to include weeding) as needed, and mow along highway 2831 between the entrances twice a year. The Board requested a written bid for each item from Jerry prior to their approval and to also to include a “hold harmless clause” for the POA. The Kubota mower will be kept in case it is needed.
The Board was also in agreement that a work party needs to be put together to gather debris and rocks along the roadsides so mowers will not be damaged.
The date and time for this cleanup will be determined at a later date and people will be notified.
8. The next order of business was discuss/approval of Indemnity Agreement and Restriction Amendment.
Chairman Latham presented the Board with a simplified Indemnity Agreement however a motion was made by Director Malcom and seconded by Director Becraft to table this for right now.
The motion carried unanimously.
9. Comments or questions from residents/guests in attendance.
Pam Vandervort stated that she had researched “Property Management firms” as promised, since Deerhaven is in need of an Architectural Chairman. She suggested Cindy Ward who has done work for The Legends and does presentations. A motion was made by Director Dietert and seconded by Director Malcom authorizing Pam Vandervort to contact Cindy Ward and arrange for her to be on
our agenda for a presentation at the February 15, 2014 meeting.
The motion carried unanimously.
10. Adjourn
There being no other business a motion was made by Director Delmastro and seconded by Director Malcom to adjourn.
The motion carried unanimously.
Mary Armagost,
Secretary Deerhaven POA