DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, June 14, 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 Jerry Pruett, Lock-up Commissioner
Mark Malcom, Director
Dee Olsen, Director
Pam Hutchins, Director
Road Commissioner Frank Preston was unable to attend.
The following were also in attendance: WCID President James Maughan,
Alice and Jeff Rudenstein, and Tracy Schiemenz.
1. Chairman Latham called the meeting to order at 9:00 A.M.
2. Approval of Minutes from Board of Director’s Meeting April 12, 2014.
A motion was made by Director Dietert and seconded by Director Hutchins to approve these minutes, the motion carried unanimously.
3. Approval of Minutes from Executive Board meeting May 10, 2014.
A motion was made by Director Becraft and seconded by Director Hutchins to approve these minutes, the motion carried unanimously.
4. a. Ratify the vote from the Executive Board meeting May, 10, 2014 to hire Tracy Schiemenz to oversee architectural projects and procedures and to coordinate with the Board, subject to approval by the Board of the terms and conditions of a Contract with Mr. Schiemenz.
A motion was made by Director Delmastro and seconded by Director Becraft approving the hiring of Tracy Schiemenz as stated above, the motion carried unanimously.
b. Ratify the vote from the Executive Board meeting on May 10, 2014 regarding going forward with installation of key cards for all park facilities. Discussion/approval of this item followed and a motion was made by Director Dietert & seconded by Director Malcom to counter the vote for Bill’s Lock & Key, and to seek other parties available/and costs for this installation and to postpone a decision on this item until the July 26 meeting due to the fact that the original bid was no longer available and the Board is in agreement that the change does need to be made, the motion carried unanimously.
5. Chairman of the Board Report (Chairman Renea Latham)
Chairman Latham then proceeded to inform those in attendance of the following items:
a. Some lots have been cleared however there are still many lots that still need to be cleared. The Board has chosen an additional five corner lots that they feel need to be cleared as the growth on them is very dense and overgrown and presents possible hazards.
Fees were presented to her from Lemaster (who is presently out of town) and for chipping the debris on the burn pile. Chairman Latham informed those present that another person had been contacted and she presented those present with lot numbers and proposed cost to clear these lots. Some are very dense and the cost for cleanup will be more, running from $200-1,500 and $350 for chipping the debris on the burn pile. Fines for anyone caught dumping on the burn pile were also discussed, and illegal dumping along our roads. Installing cameras at the burn pile for violators was also discussed however no action was taken regarding this item at this time. She stated that letters have been sent to numerous owners regarding the necessity for the clean-up. If lots aren’t kept clear of dead trees and debris, we could lose our fire protection contract with Horseshoe Bay.
The newly chipped lot on Mountain Drive was also discussed and it was agreed that whoever did this chipping needs to be contacted so that all the chipped material can be removed. The Board will look into finding who is responsible for the clearing and chipping.
The Board agreed that another final letter would be sent to the owners of these lots along with pictures by regular mail and certified mail requesting their compliance in clearing these lots. If the lots are not cleared then the Board will have the lots cleared for safety reasons and the owner can be billed for the cleanup and it could also be turned over to the Llano County Fire Marshall and have him assess the situation. Tracy Schiemenz also gave the Board additional information regarding processes to collect outstanding debts through the JP Court system.
b. The necessity of additional stop/yield signs in Deerhaven. Chairman Latham stated that there are several areas that are dangerous, Deerhaven/Mountain Drive and the bottom of Sunnypoint are the worst ones. Since Deerhaven is responsible for their roads it is possible the signs can be put up along with speed signs, however it was noted that the Sheriff’s office would most likely need to be contacted regarding these items.
The signs on boat dock, designating loading & unloading areas, still need to be posted. James Maughan advised the Board that there are also some problems with warping on the deck at the boat dock that needs to be addressed.
Road entrances, Mountain Drive & Fawn Ridge, to be completed by 6-18-14.
New pool equipment.
Mowing of entrance.
Goals for the future:
Outdoor fans for pool area and pavilion.
Clearing of lots.
Barn and tennis court improvement.
Boat ramp improvement and extension to other side.
A long range planning committee was suggested and Joe Becraft’s name was suggested to head up this committee.
No action was taken at this time.
6. Treasurer’s Report (Tom Burt)
Tom presented the Board with a copy of Statement of Accounts for the period 7-01-13 through 6-14-14, which becomes a part of these minutes. Tom informed the Board that there was a net cash flow difference in the amount of $1,000, mainly due to $2,500 for insurance. Tom stated that overall the end of year budget was right on. Tom did state that mowing was up $1,000; Utilities were up, mainly lights and the $5,600 for road repairs.
A motion was made by Director Delmastro and seconded by Director Becraft to approve the treasurer’s report.
The motion carried unanimously.
7. WCID Report: (James Maughan)
James reported that they received the geotech report and it stated that they had discovered “lots of rocks” when they took their samples and that they will need to have a rock saw on standby when construction begins, mainly at the low water crossing on Lagoon Loop which has a lot of granite, and they will cut it during dry spells rather than boring it. James stated that in regards to schedules, construction was originally scheduled for completion in November however Naismith Engineering needs to finish their detailed engineering report and submit it to the Texas Water Development Board, then they will have to go out for bids and then they will select a contractor so he did not feel it would be started until sometime in 2015. He has asked for an updated schedule but hasn’t received it at this time.
8. Park & Landscape Report:
Tom Burt informed the Board that the lawn at the park is now being mowed twice a month and before holidays, along with additional areas, therefore the cost of mowing has increased to $440 each month and if weedeating is done the cost is $520, which is $80 over budget.
9. Road Commissioner Report: (Frank Preston)
This was discussed earlier in the meeting, however Tracy Schiemenz agreed to do follow-up on road improvements with Tex Dot, boat ramp and other improvements in the future regarding contacts, start dates and completion dates. Director Malcom volunteered to help Frank regarding long range plans for our low water crossings.
10. Boat Lockup Commissioner Report (Jerry Pruett)
Jerry stated that at present there are 28 boats and/or trailers in the lock-up and 3 on the waiting list. Jerry also stated that 2 spaces could be moved so that additional boats/trailers could be added and that the Board will review the current rules and regulations for the lock-up.
11. Architecture Report:
a. A home on Lakeview was demolished & a new home is to be built.
b. Decks are being installed on McKean’s home.
c. Those present were informed that Blue Lake is installing a no-gate fence all around the community with an 8 foot cattle guard to stop the migration of the deer.
d. It was also brought to the Board’s attention that the Wuests are possibly negotiating with Cindy Foster to purchase a portion of Lot 150. The Board will have to determine the division of the POA on the lot as lot 150 currently is one of three on which improvements exist and Foster currently pays only a single lot improved rate of annual dues. If the Foster’s three lots have been declared as one lot by the Llano County Commissioners Court and an amended plat of the property has been filed of record in Llano County, the legalities of selling off a portion of the lot will have to be determined by the Wuests and Foster to the satisfaction of the Board. If the three lots have remained separate, and not sub-divided by the Commissioners Court, Foster can sell a portion of l0t 150 to Wuests and the Board can determine the proportionate amount of annual POA dues for each owner. There was a lengthy discussion regarding the legalities of this and any action to be taken on it will be addressed at the July meeting.
12. Results of election for Board of Directors (Secretary Mary Armagost)
a. Mary announced that all Board members who were on the ballot were unanimously elected to a two year term: Randy Delmastro, Pam Hutchins, Gabe Pincelli, and Bennett Worley.
13. New Business:
a. Discuss/approve Management/Architectural contract with Tracy Schiemenz.
Tom Burt advised Tracy that he had been put on the POA insurance policy.
A motion was made by Director Delmastro and seconded by Director Malcom to accept the contract with Tracy which will include the following:
Spearhead architectural listing on Website, it was noted that Ken Percival is very good with this.
Handle all architectural forms, etc. as necessary.
Attend all Board meetings.
The motion carried unanimously.
14. Old Business:
a. Discuss/Vote on: Board Order: Clarification to Restriction 13 regarding fences on waterfront lots.
A motion was made by Director Delmastro and seconded by Chairman Latham to approve the following Board Order:
In Restriction 13, regarding fencing on “waterfront” lots: Fencing running perpendicular to the waterfront, on the side property lines of the lot, may extend to the waterfront and cannot be higher than six feet. Fences more than three feet in height, running parallel to the waterfront, can be situated up to thirty feet back from the waterfront. Fences 3 feet to a maximum allowable height of six feet, running parallel to the waterfront, must be situated a minimum of thirty feet (30’) back from the waterfront.
The motion carried unanimously.
b. On behalf of the committee of Diane Dietert, Sandi Becraft, Dee Olsen and Mike Walsh, Director Dietert reviewed with the Board the proposed Deerhaven Building Permit Application form that includes changes to the current fees as well as requirements for obtaining a Building Permit on all building projects. All proposed amendments were reviewed in detail for any additions/deletions or changes that need to be made a part of the final form, including a penalty provision for non-compliance by owners with the plans and specifications submitted for approval to the Architectural Chairman/Committee prior to issuance of a building permit. The fees and form were agreed on “in concept” by the Board, however a motion was made by Director Delmastro and seconded by Director Malcom, that Director Dietert will submit, for approval at the July 26” meeting, a final draft of the Application for Building permit; the Building Permit form; and the information Sheet to be used in Deerhaven building projects.
15. Comments or questions from residents/guests in attendance.
a. A motion was made by Director Delmastro and seconded by Director Malcom to make the $500 fireworks donation to Blue Lake. The motion carried unanimously.
A motion was made by Director Malcom and seconded by Director Delmastro to adjourn.
The motion carried unanimously.
Secretary Deerhaven POA