DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, February 9, 2013 – 9:00 A.M. – BLUE LAKE CLUBHOUSE
Diane Dietert, Director Tom Burt, Treasurer
Randy Delmastro, Director Mary Armagost, Secretary
Mark Malcom, Director Frank Preston, Road Commissioner
JoAnn Rosch, Director Peter Rosch, Architectural Chairman
Roxanne Silva, Director Jerry Pruett, Lock-up Commissioner
Sandi Becraft, Vice President Ron Estes, Pool Maintenance
Those not in attendance were Chairman Renea Latham & Director Pam Hutchins.
Also in attendance was Llano County Commissioner Peter Jones, Bob Duffin and from the Deerhaven WCID President James Maughan & Director Jeff Rudenstein.
In the absence of Chairman Latham Director Dietert called the meeting to order at 9:05 A.M.
The first order of business to come before the Board was the approval of the minutes of the November 12, 2012, Board of Director’s meeting. A motion was made by Director Delmastro and seconded by Director Rosch to approve these minutes. The motion carried unanimously.
Director Dietert recessed the meeting at this time, and introduced guest Peter Jones, Llano County Commissioner to those in attendance. Director Dietert stated that she had visited with him recently in his office and they discussed various things about Deerhaven and he had indicated an interest in meeting all of us and that he would like to attend our Board meeting and get better acquainted so Director Dietert invited him to come and meet with us today and to answer any questions we might have.
Commissioner Jones wanted everyone to know that he was not attending this meeting in his official capacity, however he did want everyone in attendance to know where his office is located & invited anyone who wanted to visit with him, to come by anytime.
WCID Director Jeff Rudenstein requested information on funds for re-doing our roads and Commissioner Jones stated that there are funds for County roads, however it is up to the County to identify which roads will get the funding since there is a maximum amount set aside each year for this. The County supplies the equipment and man-power, however the POA would be responsible for the remainder of the costs.
Commissioner Jones had to leave our meeting at this point for another commitment and Director Dietert thanked him for attending our meeting.
Chairman of the Board Report: (Director Dietert)
Director Dietert stated that Chairman Latham requested the following items be discussed.
1. What can we do to keep Deerhaven property from turning into rental property.
There was a lengthy discussion regarding this item, however our current Restrictions/By-laws state that “long term renters” are allowed, therefore no action was taken at this time.
2. It was brought to the Board’s attention that there is a possibility that the real estate building on Fawn Ridge may be for sale. No action was taken regarding the possible purchase of this building for office use by the POA & the WCID, however Director Delmastro and WCID Director Jeff Rudenstein agreed to check out the property.
Treasurer’s Report: (Tom Burt)
a. Tom Burt presented the Board with a copy of “Statement of Accounts” for the period of 7-1-12 through 2-9-13, 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 Malcomb and seconded by Director Delmastro to approve this report. The motion carried unanimously.
b. Discuss/approve the Resolution regarding change in authorization for signatories on bank accounts. A motion was made by Director Rosch and seconded by Director Silva to authorize new signatories for the POA’s accounts at the American Bank of Texas, N.A., checking account #108170 and road maintenance account #2111946 as follows and to remove T.C Armagost and F.J. Becraft, since they are no longer serving on the Board.
RESOLVED that the American Bank of Texas, N.A., be and hereby is designated as a depository for funds of this Corporation which may be withdrawn on checks for the payment of monies bearing the following signatories:
Thomas A. Burt
Sandra S. Becraft
Any one of the above is authorized to sign checks not exceeding $1,000.
Any two are authorized to sign checks exceeding $1,000.
Park/Landscaping Report: (Ron Estes)
Ron Estes stated that the water leak at the park had been taken care of and Peter Rosch volunteered to do the repairs to the door frame at the restroom in the pool area. A motion was made by Director Malcom and seconded by Director Delmastro authorizing funds for this repair, not to exceed $200. The motion carried unanimously.
Jerry Pruett volunteered to be Park Commissioner through June. A motion was made by Director Rosch & seconded by Director Delmastro to accept his volunteering. The motion carried unanimously.
Secretary Armagost volunteered to be in charge of the reservations for the park pavilion since she is in charge of issuing keys. A motion was made by Director Rosch & seconded by Director Malcom to accept this volunteering. The motion carried unanimously.
Road Commissioner Report (Frank Preston)
Frank Preston informed the Board that to do a ribbon of concrete at our low water crossings would be very costly. Frank informed the Board that he had been in contact with Betty Booker at the Mudd office and she gave him the name of the contractor who had worked for Blue Lake. Frank stated that he had contacted this contractor and visited with him. The contractor suggested that we install rock berms to facilitate slowing the run-off and we could then add a ribbon curb at a later date. Jeff Rudenstein requested that a discussion regarding widening the entrance at Deer Hollow be placed on the next agenda. No action was taken in regards to this matter and it was a agreed that nothing would be done on our roads (unless needed), until the water lines are in.
Jerry Pruett volunteered to contact a welder for a bid to repair the railing at the low water crossing on Mountain Drive.
Architecture Chairman Report (Peter Rosch)
a. Peter Rosch reported to the Board that three permits have recently been issued and paid for: Burketts for an expansion of their storage building/deck, Gabriel Pincelli, new home on Fawn Ridge & Giles Summerlin a new home on Sunnypoint.
b. The next item was a discussion regarding the Blair’s outbuilding was listed under “old business”. After a lengthy discussion a motion was made by Director Delmastro and seconded by Director Malcom advising Peter to notify the Blairs in writing that they need to redo the roof of their outbuilding to comply with the roof style of their home and to also repaint it the same color as the front of their home. The motion carried unanimously.
Boat Lockup Commissioner Report (Jerry Pruett)
Jerry reported to the Board that currently he has 35 boats in the lock-up.
a. Director Dietert informed the Board that as of this meeting they had a full Board on the Ballot, however some positions may need to be combined due to the lack of volunteers willing to serve. These directors will be on the ballot: Mark Malcom, Renea Latham and Sandi Becraft, who, if elected will serve for two year terms, from July 1, 2013 to June 30, 2015.
b. Discuss/action taken regarding update on By-Laws & Restrictions. Executive meetings were set for March 2 & 9th to review current By-laws & Restrictions.
A motion was made by Director Delmastro and seconded by Director Malcom that “short term” rentals be discussed at these meetings. The motion carried unanimously.
c. Discuss/action taken regarding new phone directories. A motion was made by Director Delmastro and seconded by Director Malcom authorizing publication of new phone directories with Blue Lake. The motion carried unanimously.
a. Director Delmastro presented the Board with copies of the signs for the pool, park and pavilion that he is having printed and will have posted. One addition is that the pool will remain open year round. A motion was made by Director Malcom and seconded by Director Silva approving these signs & rules. The motion carried unanimously. A copy of these signs become a part of these minutes.
b. Report on bid for landscaping projects at all three entrances. (Sandi Becraft)
Vice President Becraft presented the Board a proposal from:
Ed Miller in the amount of $750.00
A motion was made by Director Delmastro & seconded by Director Malcom authorizing accepting this bid. The motion carried unanimously & a copy of this bid is attached and becomes a part of these minutes.
d. Discuss/action taken/update on pending contract w/Escondido regarding the gate at the rock. Director Rosch stated that she had only received one correspondence from them, a copy of which she had presented to the Board at a previous meeting. There was a lengthy discussion regarding this matter. The Board feels that they have given them every opportunity to reply/accept the contract as presented to them, however since they have not done so, a motion was made by Director Delmastro and seconded by Director Silva authorizing installation of a concrete barrier with 4 foot steel pipes, sign & reflectors on the barrier. Ron Estes stated that he would contact someone in regards to installing this barrier and the cost. The motion carried unanimously.
e. Discuss/action taken regarding lot clearing for fire protection requirements.
A motion was made by Director Delmastro & seconded by Director Malcom to do a model lot cleaning as suggested some time ago by Ron Estes. The motion carried unanimously and a date for this lot cleaning will be decided on later.
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