DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, April 12, 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
Mark Malcom, Director
Dee Olsen, Director
Road Commissioner Frank Preston was unable to attend.
The following were also in attendance: WCID President James Maughan, Bob Duffin, and Tom & Debbie Scroggins.
1. Chairman Latham called the meeting to order at 9:00 A.M.
2. Approval of Minutes from three meetings.
a. A motion was made by Director Malcom & seconded by Director Becraft to approve the minutes from the Board of Director’s meeting on February 15, 2014, the motion carried unanimously.
b. A motion was made by Director Delmastro & seconded by Director Dietert to approve the minutes from the Executive Board meeting on February 15, 2014, the motion carried unanimously.
c. A motion was made by Director Malcom and seconded by Director Becraft to approve the minutes from the Executive Board meeting on March 22, 2014, the motion carried unanimously.
3. Chairman of the Board Report (Renea Latham)
a. Executive meeting interview results: Chairman Latham reported that they have interviewed two candidates, Cindy Ward and Tracy Schiemenz, however no decision has been made at this time.
Chairman Latham informed everyone that she has arranged for Bramen Owens and several doctors from Scott & White to speak & answer questions at the General meeting on June 14th.
Chairman Latham then requested for volunteers for handling the dinner following the evening meeting on June 14th.
b. Report regarding letters sent regarding compliance for cleanup of lots: Chairman Latham reported that several had replied and that they had contacted Robert Lemaster to do their cleanup and that he has also agreed to get rid of all the trees, etc. on our burn pile.
c. Discuss/action taken regarding variance request (Scroggins)
The Scroggins presented the Board with drawings and other information regarding their request for a variance for a retaining wall & dredging on their property. After reviewing the documents and getting additional information from the Scroggins for the disposal of the dredged material and the fact that allowing dredged materials to be trucked out or kept on the property has not been allowed previously, only to be barged out. Mr. Scroggins stated that the sludge that is removed could be covered with dirt after each dredging to contain any odor.
Mr. & Mrs. Scroggins advised the Board that they had contacted numerous barge companies in the area and none of the companies could accommodate their request to have the debris from the lake barged out of the cove because of the shallowness of the cove.
Mr. & Mrs. Scroggins acknowledged that they understand that they cannot rent out a portion of their property to a third party under any conditions, to do this is in violation of Deerhaven Restrictions and Mr. Scroggins informed the Board that his mother and her caretaker would be living there.
It was agreed that no action would be taken until the Board had checked the site. Chairman Latham informed the Scroggins that after the items on the regular Agenda had been addressed; they would call for a recess and would then visit the site and make their decision.
Chairman Latham also informed the Board that the Thomas’s on Lakeview Drive are installing a wrought iron fence which is not in compliance with the height restriction in our Restrictions. It was noted that presently it is only installed on the left side and posts only on the right side. Chairman Latham stated that she has requested a phone number from Tom Burt so that they can be contacted regarding this matter.
There followed a discussion regarding the progress on our entryways, and whether or not the resurfacing is included in their contract upon completion of the widening. Ron Estes will be contacted regarding this matter.
Director Dietert also informed the Board that she had been contacted by Ronnie Lee regarding a permit for interior changes to one of Castro’s homes & was told no permit is required at this time; however the Board should be given a list of changes that are going to be made. Should there be electrical, heating, air conditioning, & plumbing changes, then a permit is required for this.
4. Treasurer’s Report (Tom Burt)
Tom presented the Board with a copy of Statement of Accounts for the period 7-01-13 through 4-12-14, which becomes a part of these minutes. Tom informed the Board that they had recently received a check in the amount of $1,175 from BlueHaven Foundation. Tom stated that overall the POA was in good financial shape, even with the purchase of the new pool furniture. Tom did request that the Board look into payments for mowing the park & pool maintenance, which at present he is paying, and he doesn’t feel is being done. Director Becraft stated that she would look into this and Director Dietert stated that her husband does check on certain items. Director Delmastro inquired as to whether or not the POA would be over budget should they hire someone to oversee certain items, and was told it was possible, however as he stated previously, the POA was in good shape financially. A motion was made by Director Malcom and seconded by Director Delmastro to approve the Statement of Accounts. The motion carried unanimously.
5. WCID Report: (James Maughan)
James informed the Board that the WCID had signed contracts recently:
Geotech – $10K and that 21 borings are to be taken between April 21-25th at different depths to check soil and rock content.
Land Surveying – $22K; once this is complete then Naismith Engineering will begin digging trenches and burying pipe. James stated that he didn’t feel this construction would begin until the end of the year at the earliest.
6. Park & Landscape Report:
Director Dietert informed the Board that the lock on the west side of the pool has still not been repaired at this time and Chairman Latham stated that she would contact the company who had agreed to do the repair.
A motion was made by Director Delmastro and seconded by Director Malcom to ratify the purchase of the new pool furniture in the amount of $6,368.35 and that the delivery fee had been waived. The motion carried unanimously.
7. Architectural Report:
The Board did address the following:
a. Discus/vote on proposed amended Architectural fees and forms. Items were discussed however no action was taken at this time.
b. Board Order: A motion was made by Director Delmastro and seconded by Director Olsen to add the following Board Order to Restriction #13 (for clarification). The motion carried unanimously.
“Front street line” and “side street line” mean the property lines, not the edge of the road pavement or right of way. The fence set-back requirement is measured from the property line to the fence, on the abutting front and/or side streets. Where set-back measurements are designated in the Restrictions, set-back measurements for fences shall be the same as for building set-backs.
8. Boat Lockup Report: (No report)
The Board did discuss concerns/possible solutions regarding this item, however no action was taken at this time.
9. Old Business:
a. Discuss recouping fees paid for extension of boat ramp that was not done due to not being able to lower the lake. (Director Delmastro)
Director Delmastro informed the Board that after this length of time, it could not be recouped.
10. Comments or questions from residents/guests in attendance:
a. Thank yous for our donation in memory of James Lockert Sleeper received from the family & the Retina Research Foundation.
b. At this time a date of May 3rd at 10 a.m. was set for an Executive meeting at Director Becraft’s home.
Directors Delmastro, Becraft, and Chairman Latham agreed to be in charge of the Annual Meeting dinner.
c. At this time a motion was made by Director Delmastro and seconded by Director Malcom to call a recess to inspect the Scroggins proposed dredging project. The motion carried unanimously.
11. After viewing the site and discussing it with the Scroggins Director Delmastro stated that the following criteria should be followed by Mr. & Mrs. Scroggins and/or their contractor.
The wall must be done first & it must have drainage into the lake.
Dredge & dump, cover immediately with fill dirt on top.
Upon completion of dredging it must be covered with a minimum of 2 feet of fill dirt on top & fill dirt kept to be used as needed to maintain a barrier & slope.
When and if the existing hole is filled with dredged material and landfill, no more lake debris may be taken out of the lake and stored or buried on the property.
Any additional debris must remain in the lake or taken by barge to a site outside of Deerhaven.
It was also noted that a permit may be required from Llano County and any permits required must be obtained by owners and/or contractors.
A motion was made by Director Delmastro and seconded by Director Hutchins to approve the dredging project. With a 4-3 vote in favor of approving the project, the motion carried.
A motion was made by Director Malcom & seconded by Director Delmastro to adjourn.
The motion carried unanimously.
Secretary Deerhaven POA