DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SATURDAY, SEPTEMBER 8, 2012 – 9:00 A.M. – BLUE LAKE CLUBHOUSE
Renea Latham, Chairman
Sandi Becraft, Vice President
Randy Delmastro, Director Tom Burt, Treasurer
Diane Dietert, Director Mary Armagost, Secretary
Pam Hutchins, Director Eldon Tarver, Park Commissioner
Mark Malcom, Director Peter Rosch, Architectural Committee
JoAnn Rosch, Director
Director Roxanne Silva, Road Commissioner Frank Preston, Boat Lockup Commissioner Jerry Pruett were unable to attend.
Guests in attendance were Jeff Rudenstein, James Maughan, Ralph Hendricks and Bob Duffin.
1. Chairman Latham called the meeting to order at 9:00 A.M.
2. The first order of business was to elect a new Chairman of the Board. Chairman Latham then called for nominations, Director Dietert nominated Renea, there were no other nominations, and a motion was made by Director Dietert and seconded by Director Delmastro nominating Chairman Latham to fill this position. The motion carried unanimously.
3. The next order of business to come before the Board was the approval of the minutes from the Board of Director’s meeting held on July 14, 2012. A motion was made by Director Delmastro and seconded by Director Dietert to approve these minutes. The motion carried unanimously.
4. The next order of business was the Treasurer’s Report (Tom Burt).
Treasurer Burt provided the Board with an updated Statement of Accounts for the period 7-01-12 through 9-08-12 (current bank balances, income, expenses, etc.) Treasurer Burt advised the Board that at this time ½ of current assessments have been received. Two large expenses were noted in this report, $1,800 to change filtering system at the pool and $520 for replacement of keys. In regards to the pool filtering system, Director Delmastro inquired as to how long it had been since it had been previously changed and was told by Eldon Tarver that it had been approximately two years and Director Delmastro felt that this item should be added to our budget. A motion was made by Director Dietert & seconded by Director Rosch to accept the Treasurer’s report. The motion carried unanimously. A copy of this treasurer’s report is attached to and becomes a part of these minutes
5. The next order of business was Park/Landscaping Report (Eldon Tarver).
Eldon advised the Board that he would get with the pool people and get more specific details on the recent repairs to the pool. He also informed the Board that while he was out of town the main lock at the pool became inoperable; it was more the gate than the lock.
Eldon stated that no outside mowing has been done; he mowed around the pool area where most of the growth was appearing and that one more outside mowing may be necessary before the end of the year. All of the locks have been re-keyed to the same key however at the barn restroom, the key works but the lock does not hold due to a defective striker plate, which he will get repaired. At this time Chairman Latham requested that a motion be made to contact a plumber to make repairs to the barn restroom. A motion was made by Director Rosch and seconded by Director Delmastro authorizing contacting a plumber. The motion carried unanimously.
Eldon then informed the Board that he had sent an email to Chairman Latham stating that he and Pauline were resigning their position as Park/Landscaping Commissioners.
6. The next order of business was the Road Commissioner report. (Frank Preston)
Secretary Armagost informed the Board that she had received an email from Frank stating that he would be unable to attend, however he did request that the Board include his comments in these minutes.
“It looks like I will miss the meeting due to being getting ready to go to Louisiana with our Texas Baptist men chain saw crews to start cleaning up after the storm. We are on stand-by currently.
I have little to discuss about our roads and the mowing of the ROW areas. It has been difficult to mow this year as the weeds called “rat weeds” that now are growing on our areas. I have mowed these guys at least three times and it is a little better.
I have no other matters current. I am trying to get a replacement sign on the Fawn Ridge entrance as someone made off with our new sign and I think kids did this deed. I spoke with the MUD ladies and they think kids tore the sign up thinking they could light fireworks if the sign were removed.”
A motion was made by Director Dietert and seconded by Director Malcom to place this report in the minutes. The motion carried unanimously.
7. The next order of business was the Architecture Chairman Report (Peter Rosch).
Peter informed the Board that he had received an email from Secretary Armagost of a possible new home being built; lot #92 on Fawn Ridge had been sold, however he has not heard from them yet. The drainage issue at Srp’s & Cowden’s, he has heard from Jim Srp with his engineer’s report however he hasn’t heard from Linda Cowden as she is presently in Tanzania and will contact him when she returns. Peter stated that he had received a request a couple of weeks ago from Jim Srp for a variance from the Board in regards to a fence on his property. The request stated, “I would like to request a variance for the fence that exceeds the 6’ in height restriction at the referenced address”. The height of the fence varies from 6’5” to 6’8” upon completion of the flagstone drive”. After discussion, a motion was made by Director Dietert and seconded by Director Delmastro authorizing this variance. The motion carried unanimously. A copy of the initial request from Jim Srp is attached to and becomes a part of these minutes.
8. The next order of business was the Boat Lockup Commissioner Report (Jerry Pruett)
9. The next order of business was the Audit Committee report (JoAnn Rosch & Pam Hutchins).
Pam reported that they did the audit last weekend for the year ending June 30, 2012, and that Tom was very organized. Pam stated that the Checking Account Balance was $54,594 and the Road Maintenance Account Balance was $75,514. A motion was made by Director Malcom and seconded by Director Dietert accepting this report. The motion carried unanimously. A copy of this report is attached and becomes a part of these minutes.
Chairman Latham informed the Board at this time that she had been contacted by Joe Becraft in regards to the fire contract that WCID is negotiating with Horseshoe Bay.
Recently Horseshoe Bay Fire Chief Jim Fiero and others toured Deerhaven to check on what progress had been made. Chairman Latham called Jim Fiero and told him what upgrades have been made: water crossing signs, house signs & clearing of some lots.
There was a lengthy discussion in regards to certain concerns/items Chief Fiero was requesting: brush cleared 100’ from homes, clear dead cedar trees & trim others like trees, save the oak trees, challenge to get water for fighting fires. Guest Ralph Hendricks stated that the standard is 30’ from homes however 50’ should be okay and that the main concern is dead trees and underbrush. Director Delmastro stated that he would be glad to get a work crew together to clear the dead trees, however since we cannot burn, this creates another problem. Tom Burt suggested that since Horseshoe Bay is requesting this clearing be done we consider checking with them to see if we would be allowed to utilize their Reclamation Center for disposal; Ralph stated that he would look into this. The Board also agreed that “please check your lots for dead trees and underbrush” should be included in the next newsletter and list the fee for having this done.
10. The next order of business was “Old Business”.
a. Discuss/action taken/update on pending contract w/Horseshoe Bay regarding the gate at the rock. (JoAnn Rosch)
Director Rosch presented the Board with the latest version of the contract she had received from Horseshoe Bay. After a very lengthy discussion the Board felt that items #4 & 5 were okay, delete item #11, and asked that all but the first sentence of #3 be left out (thereby deleting everything about Lago rerouting any traffic through Deerhaven), however in the end the Board decided that they felt that it was in the POA’s best interest to accept only their original contract they had submitted to Escondido. A motion was made to this effect by Director Dietert and seconded by Director Delmastro, The motion carried unanimously. A copy of this latest contract is attached and becomes a part of these minutes.
b. Review/action taken regarding compliance with the fire contract regarding reflecting house numbers. (Mark Malcom).
Director Malcom stated that there were still those who do not have their red signs displayed. If someone will give him a list of those missing signs he will get them so that we will be in compliance with Horseshoe Bay.
11. Comments or questions from residents/guests in attendance.
Tom Burt informed the Board that low water crossing rail is broken and needs to be repaired.
Guest James Maughan informed the Board that the culvert at the entrance to the boat lockup where the gravel covers it had washed out and left a big rut. Peter Rosch stated he would get gravel left over from the roadwork and cover it up.
Director Dietert stated that they are working on updating the current Restrictions and By-Laws.
There being no further business to come before the Board a motion was made by Director Dietert and seconded by Director Delmastro to adjourn. The motion carried unanimously.
Respectfully submitted by,
Mary Armagost, Secretary Deerhaven POA