DEERHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
BLUE LAKE GOLF CLUB CLUBHOUSE and VIA ZOOM
214 W BLUEBONNET ROAD, HORSESHOE BAY, TEXAS 78657 SATURDAY, FEBRUARY 27, 2021 – 9:00 A.M.
- Certification of Quorum
Meeting called to order by Gabe at 9:04 am
Directors present: Gabe Pincelli, David Wuest, Jimmy Springfield. Paul Rossbach
Not present – Dale Read, Terry Calloway, Jerry Pruett
Also, in attendance: Catherine Clanton – President, Joanne Severn – Secretary, Pam Hutchins – Treasurer
- Review/Approval of November 20, 2020 Board Meeting Minutes
Jimmy motioned for approval and David seconded. Motion unanimously passed.
- Property Owners Forum – for those who have submitted requests in writing, no later than 7 days before the meeting, with subject of the request. (3 minutes each).
- Joanne Severn discussed that the Board should consider hiring a Building Inspector to handle all the new builds and remodels in Deerhaven. Jimmy from ACC board indicated that they are currently researching this service and will report back by the next meeting.
- Election Committee – Cat reported that the Election Committee met and that Dale Read was not able to be on the committee and Jimmy Springfield will be taking his place.
Cat indicated that the ballots will be sent out via email using Survey Monkey and also via paper ballots for those who do not have an email address or requests to have a paper ballot instead of receiving by email.
Joanne explained the Survey Monkey cost would be $200. This cost will provide features that are not included in the free version such as:
- indicate if the email was opened (received)
- a confirmation email back to addressee that their vote was cast and how they voted
- a thank you for participating in the vote
- Emails can be sent to more than 40 people
Paul made the motion for $250 to be used for the election (Survey Monkey tool, supplies for paper ballot mailouts (postage, envelopes, labels, etc). Jimmy seconded the motion. Motion unanimously passed.
- Chairman’s Report – Gabe indicated that last meeting went well and that we must strive for more disciplined meeting by the following items:
- Setting a 90 minute limit for meetings
- If something requires extended discussion then it warrants further research and/or separate committee to report back to the Board
- Board Members need to come prepared to vote on agenda items
- 3 minute limits – if a topic goes past 3 minutes then it may warrant a separate meeting.
- Don’t expect non-agenda items to be voted on.
- Limit electronic voting for emergency issues only.
- President’s Report
Cat recommended to nominate Deborah Pesses for the vacant Vice President officer position. Paul asked if Deborah was aware of the VP role and Deborah confirmed that she is aware of the duties of the VP.
David made a motion to appoint Deborah Pesses for the Vice President officer position. Jimmy seconded. Motion unanimously passed.
Cat made a recommendation to have the Annual Dinner on Saturday June 5, 2021 at the Pavilion and to grill hot dogs. The General Meeting will be held at 5:00 pm. It was decided to form a committee for the logistics of the Annual Dinner.
Cat reported that she will have several firewise pamphlets to distribute at the Annual meeting for Property Owners.
- Vice President’s Report – Nothing to report.
- Treasurer’s Report – Pam presented the treasurers report. There were not questions. Jimmy made a motion to approve the treasurers report. David seconded. Motion unanimously passed.
- Architectural Committee Report –
-503 Lakeview Drive Boat Dock Remodel
-2696 Sunny Point Drive (Lot 45A) New Construction Residence
-141 Fawn Ridge Rd – New Dock
-209 Deerhaven – Lots 130&131 Replat – Verbally approved by Board still to be signed by Cat. Commissioner Court Date April 26th . Garage
-2609 Sunny Point Drive – Fenced in Dog Run
-504 Lagoon Loop – Garage and second level living area
- Discuss Restrictions & Covenants violations – Gabe is not aware of any violations. Cat indicated that there were more cars parked in the area but felt it was due to Covid-19 and ice storm because residents and more family members may be visiting.
- Boat Lockup Report – Paul reported the following:
- $800 was used to repair buoys and all chains have been replaced.
- 29 slots are rented and there is one open slot for a boat or jet skis
- It was brought up earlier to use the boat storage fees specifically for the boat storage area. Paul indicated that an option was to expand the boat storage to the adjacent lot by taking down the fence. He says there is still security concerns.
- $202 was used for 100 new trailer tags and 25 additional keys
- He indicated that the grass has grown and the normal charges has doubled due to the length of the grass. Paul volunteered his son to mow and Jimmy indicated he could also help.
- Park Chairman Report – Gabe reported the following:
- Only a small number of limbs were down at the park and pool area
- Pool and restroom faired well
- There was some damage to the lines – he will get with Jim
- Palm tree look bad
- Gabe put out space heaters in the restroom so no damage would occur in the PVC lines.
- Jim closed a valve which broke and will need to be repaired.
- Tennis/Pickle ball court renovation will start in the spring.
- Gabe will be scheduling another park clean up around the tennis court
Paul asked if the new tennis / pickle ball court will have locks. This will be discussed further.
- Long Range Planning Committee Report- Nothing to report.
- Road Commissioner / WCID Report –
David called Llano to see if they could help us with clean up of limbs, trees, etc. Llano indicated it wouldn’t be until Spring due to the volume of work they currently have in place.
David also checked with the cost of a 40 yard dumpster that property owners could use for their brush. The problem is that the dumpster if 8’ tall and it would be very difficult to put the brush in the dumpster that high. He checked around for chipper / tree trimming companies. Chipper would have to have someone who is knowledgeable about using the chippier and they would have to be there all the time to use it. Not feasible.
Several ideas were discussed and they will continue to seek options. But at this time each property owner needs to work on taking care of their own property with hired help. A letter will be sent to property owners to take care of tree limbs/brush that hang over the road and that they need to remove.
It was agreed that the park is not a place for a burn brush site. David Cotner, a property owner will work with David Wuest for other solutions.
- Old Business –
- Cat indicated that Firewise brochures will handed out at the Annual Dinner.
- Gabe will check POA’s liability insurance regarding Tennis/Pickle ball court.
- Re-keying – there are no changes at this time.
- Ratification of Business transacted electronically per Article VI, Section 7 since last meeting
- January 15th, 2021 Approval the re-plat of lots 130 & 131 into 130A.
Jimmy made a motion to approve the ratifications and David seconded. Motion unanimously passes.
- New Business
- Cat indicated that her position as President will be open July 1, 2021 due to end of her term. And she indicated that she is still interested in serving as President and just wanted the Board to be aware of this item.
- Meeting adjourned at 10:28 a.m. by motion by David. Jimmy seconded. Motion unanimously passed.