DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, April 13, 2013 – 1:00 P.M. – BLUE LAKE CLUBHOUSE
Renea Latham, Chairman Tom Burt, Treasurer
Diane Dietert, Director Mary Armagost, Secretary
Randy Delmastro, Director Frank Preston, Road Commissioner
Mark Malcom, Director Peter Rosch, Airchitectural Chairman
Pam Hutchins, Director Jerry Pruett, Lock-up Commissioner
Not in attendance were Director JoAnn Rosch and Vice President Sandi Becraft.
The following were also in attendance: Bill & Nettie Blair, Joan & Tina Strong, Dwight & Pam Vandervort, Michael Walsh, Milton Dietert, Bob & Martha Duffin, Jeff & Alice Rudenstein, Jim Maughan, and Rita Preston.
1. Chairman Latham called the meeting to order at 1:00 P.M. Chairman Latham advised the Board and those in attendance that she had received and accepted the resignation of Roxanne Silva from the Board. Roxanne’s written resignation becomes a part of these minutes.
2. The first order of business was approval of minutes from the Board of Director’s meeting on February 9, 2013 and Executive Board meetings on March 2nd & March 9th, 2013. A motion was made by Director Malcom and seconded by Director Dietert to approve these minutes, the motion carried unanimously.
Ratify Board email vote on minor changes to items #22 and #24 on the Restrictions previously approved at the Executive meetings on March 9th, 2013, prior to mailout. A motion was made by Director Dietert and seconded by Director Malcom to approve these changes. The motion carried unanimously.
3. The next order of business was the Chairman of the Board Report (Renea Latham)
Chairman Latham asked the Board for their permission to mail out a copy of letter furnished to all them to lot owners regarding the necessity of clearing their lots due to the drought, fire danger and in order to be in compliance with our contract with Horseshoe Bay. A copy of this letter and a follow up letter if necessary become a part of these minutes. Chairman Latham stated that previously we have had a good response regarding this matter, however it may become necessary for the Board to designate ten lots that are the worst and if not cleared the Board will have them cleared and bill the owner. If chipping is done rather than hauling off the dead trees the Board felt that some of this mulch could be used at the entrances & the park area, however the storage of mulch to be used could present a problem and it was decided it would be up to the homeowner/lot owner to dispose of all debris. A motion was made by Director Delmastro and seconded by Director Malcom to send out these letters. The motion carried unanimously.
At this time Chairman Latham recognized guests present who were scheduled to address the Board later on the Agenda, however she felt that both parties should be allowed to address the Board at this time instead.
a. Bill & Nettie Blair were the first to address the Board regarding misunderstandings and communications between them & the Board regarding the construction of a small building on their property. Mr. Blair stated that they had repainted the building to be in compliance with our restrictions but if anything further is required by the Board regarding the building, that he receive a written request from the Board. Chairman Latham advised Mr. & Mrs. Blair that they would receive a written report from the Board in the near future.
b. Dwight & Pam Vandervort were the next party to address the Board regarding the Restrictions that had been sent to everyone, mainly the Restriction regarding not allowing renters to have keys to our park facilities. The Board’s interpretation of this Restriction for renters is the same as it is for homeowners, “any guest must be accompanied to the park facilities with an owner”. There was a heated exchange between the Board and the Vandervort’s, who own two rental homes in Deerhaven but they reside in Blue Lake. No resolution was made at this time as the Board felt that before any decision could be made they would need to consult their insurance carrier for Liability issues as well as an attorney.
4. The next order of business was the Treasurer’s Report (Tom Burt).
Tom presented the Board with a copy of the financial statement for review, a copy of this statement will be attached to and become a part of these minutes.
A discussion/action taken followed regarding the billing for signs to be in compliance with Horseshoe Bay, however the Board unanimously agreed that they had already been installed and that the POA would cover the costs.
5. The next order of business was Park/Landscaping Report (Jerry Pruett)
Discuss/action taken regarding hiring or having volunteers to keep pool area neat.
After discussion the Board and some of those present felt that this could be done by volunteers.
6. Road Commissioner Report (Frank Preston)
a. Discuss/action taken rearding quote for widening our entrances.
Frank presented the Board with bids he had received to widen only the Deerhollow entrance, however he also noted that in order to widen this entrance more than four feet, clarification of what can/cannot be done and permission to do it need to be obtained from TEXDOT. The Board had previously discussed widening it to 30’, Frank stated that he would check with TEXDOT to see what steps would need to be taken in order to get their permission to extend the entrance to 30’. After a lengthy discussion and input from WCID Board member Jeff Rudenstein that construction on the water lines most likely will be able to start construction within a year and to be finished within two years. The Board agreed that widening the entrances will be put on hold until the new water lines are installed.
b. Discuss/action taken regarding hiring or having volunteers for keeping entrances cleared.
A motion was made by Director Malcom and seconded by Director Delmastro to contract the person who recently did the cleanup on a quarterly basis & he will also be contacted if additional cleanup becomes necessary. The motion carried unanimously.
c. Discuss/action taken on broken railing at low water crossing on Mountain Drive.
Jerry Pruett presented the Board with a bid of $400 for repairing this guard rail. A motion was made by Director Dietert and seconded by Director Delmastro to accept this bid. The motion carried unanimously.
7. Architecture Chairman Report (Peter Rosch)
a. Updates on new construction and repair permits.
Peter informed the Board that two new homes are under construction, one on Sunnypoint and the the other one on Fawn Ridge.
b. Discussion/action taken regarding changes to be made to building permit applications & fees. Peter presented the Board with a copy of our fees/Blue Lake fees for comparison however no action was taken at this time to change our current fees.
c. Discuss/action taken regarding request for variance for Castros on Lakeview.
Peter presented the Board with a copy of an email with drawings from Ronnie Lee requesting a variance be issued for the Castros. No action was taken on this request until the legal status of an easement, which is on file in the Llano County Plat Records, can be reviewed.
A copy of both the building permit fees, variance request and an excerpt showing, among others, Deerhaven lots 1 thru 5, from the Deerhaven Subdivsion Plat recorded in Llano County Plat Records become a part of these minutes.
8. Boat Lockup Commissioner Report (Jerry Pruett)
Jerry informed the Board that at present the lock-up is full with 32 units. Jerry also stated that in the future, due to a recent incident, no one may pick up someone else’s boat without the key, a phone call or a written note from the owner authorizing them to pick it up.
9. New Business:
a. Appoint a committee to count the Ballots on the Bylaws and Restrictions.
A motion was made by Director Delmastro & seconded by Diretor Pam Hutchins approving the following, Secretary Armagost, Director Dietert and Tina Strong. The motion carried unanimously.
b. Appoint a committee chairman for the Annual Meeting dinner.
Chairman Latham volunteered that she and Vice President Sandi Becraft would appoint a Committee for the Annual Meeting dinner.
Michael Walsh had a question regarding the interpretation of the Texas Property Code, in regards to Section H, in regards to counting the votes. A motion was made by Director Malcom & seconded by Director Delmastro to get a legal opinion on this matter. The motion carried unanimously.
10. Old Business:
a. Report on building on Deerhaven Drive for an office building (Randy Delmastro)
Director Delmastro stated that they had checked out the building, however the building would require a lot of work in order for Board meetings, especially large ones like today, annual meetings and office space. He stated that he realizes that it would be great to have a central office space but they don’t feel this is the answer at this time.
b. Discuss/action taken regarding bid for concrete barrier that was approved at February 9th meeting.
A motion was made by Director Delmastro and seconded by Director Malcom authorizing the placement of a 2’ wide x 4’high x 40’ long barrier, however the right of way, property line and location need to be checked out prior to installation and will need an final vote of approval from the Board prior to installation. Chairman Latham had two bids, one for $1,680 and a second for $1,932.
11. Comments or questions from residents/guests in attendance.
a. Blair’s request to address the Board.
b. Pam Vandervort’s request to addresss the Board regarding “renter’s keys”.
These two items were moved to the meeting right after Chairman Latham’s report.
A motion was made by Director Malcom & seconded by Director Delmastro to adjourn, the motion carried unanimously.
Respectfully submitted by,
Secretary Deerhaven POA