The Board Meeting of August 26th, 2010 was called to order by Danny Becton, President. All board members were present except Pete Gentry and Aaron West. Having a quorum, the following business was introduced:

COMMITTEE REPORTS

The Finance Committee report noted that July's Income and Expenses were reviewed, and Income is tracking favorably to expenses. It is presently anticipated that the $17,273 in HOA operating losses from 2009 will be fully recovered by year end 2010 barring any unforeseen events.  Work has begun on the 2011 budget with a request of a 10% reduction in expenses for the year. 

The committee will be actively participating in the review and preparation of Deercreek's End of Year Statement, Tax Return, and Audit.  Allowance for doubtful accounts and bad debt expenses will remain a focused budget item due to the current economy and enacted state statutes that limit recovery of accrued HOA assessments from lenders.  The Committee will arrange to meet with MAY Management and the auditor before the audit is finalized in the future. 

Insurance renewal was submitted for $2,683.98, which is down from last year's policy.  It was suggested that the gate at McLaurin Road be added to the policy also.  The guard house is being insured at $90,000.00, the fountains at $40,000, the gate arms at $12,000, well pumps at $5,000, sixty-seven (67) lights throughout the community at $53,000, play ground at $35,000, street signs at $80,000, the deer statues at $2,000, concrete benches at $1,600 and the chain link fence at $2,800.  All have a 2% wind deductible.  A motion passed unanimously to approve the requirement to add "Chairman of Finance - Deercreek HOA" to the "notice address" provision of all future insurance policies in order to provide the Board and Finance Committee sufficient time to review the renewal of insurance policies. Another motion to approve the requirement to have all Deercreek HOA insurance policies expire at the same time in order to better manage and address the subject of insurance also passed unanimously.

The Access Control committee reported there were 17,129 visitors that came through the gates. Citation counts are down with regard to speeding and stop sign violations, even with the same number of patrols.  A new procedure was drafted for the guards to follow when there are emergency personnel on the scene, dealing with getting additional information for the officer's report. Mention was made of the Garden Club's Golden Acorn award presented to Tommy Walter for all of his work with access control and the Board.

The Covenant Enforcement committee reported that 16 properties were reviewed at the August hearing meeting, of which, four were sent letters with a completion date or the $100 fine per day will apply.  Four homeowners appeared for speeding and yard debris letters.

The Common Property committee noted the following:

                                 

The Legal/Club liaison reported there has been progress with the Country Club about the edging issue and the appearance of the Country Club. For residents who are currently past due on assessments over $1,000, a motion was passed to approve sending letters for properties #307 & #219 that barcodes will be deactivated if not paid immediately. Motion passed  with one opposed.

CPAC reported that speakers Mike Weinstein, State Representative, District 19 and William Joyce, Chief of Engineering & Construction Management addressed the August 23rd meeting. Mr. Joyce spoke about the new flood plain maps and a there partnership with FEMA in creating these new documents. Residents may visit the website www.mappingtherisk.com or call Mr. Joyce at 255-8762 for more information.  It was also reported that the FDOT is working on the medians on US1, starting at 9A to Baymeadows Road North whereby cut thru will be modified or closed along this corridor. All the work being done will be definite improvements of this roadway.

OLD BUSINESS

Ad-Hoc Membership Committee reported that Board members should talk to neighbors about being involved in the community and becoming a committee volunteer and/or a possible new board member. 

NEW BUSINESS

2010 Board Elections: Doug Klippel and George Partin were assigned to the Board Election Ad-Hoc committee to help recruit candidate for upcoming board elections.  They should contact Dave Stelbrink and ask him if he will again be election coordinator. 

2010 Road Paving - Year Three Program:  Danny Becton reported that there are eight cul-de-sacs scheduled to be resurfaced this year. The cul-de-sac resurfacing project over the next three years has been evenly divided of the areas remaining to get the best price possible for volume in each of those years. In the 2010 project, there are areas that have been identified to be cape sealed again this year. These areas are:  Vineyard Lake Road North from Deercreek Club Road thru the natural area including Vineyard Lake Lane. Other areas include Condover & Vineyard Lake Road intersection, Vineyard Lake Road East at the 7th hole golf cart crossing and Vineyard Lake Road East and the intersection of Cypress Lakes Drive including part of Cypress Lake Drive.  The current bid for doing the eight cul-de-sacs is $41,785 and the Property Manager will be getting other bids, as well.  The expense of supervision is estimated at $5,000 for approximately ten hours and there will be discussion about forgoing this expense this year, allowing the contractor to be more in charge.  Details were provided. The Micro surfacing expense amount is being held at last year's price of $3.59 per yard and a saving of $.05 per yard to $1.36 per yard for the chip seal application by North Florida Emulsion.

 

September's guest speaker John Miklos

Please note our October meeting will be held early this month on Thursday, Oct. 14 at 1 PM at the DC Country Club.  Kathy Roan from the "Kater Lady", catering service will be our guest speaker.  Kathy will show you how to put together a wonderful party for the upcoming holidays or how she can create one for you, using her catering service.

On Thursday, Oct 28 at 10 AM, there will be a field trip to MOCA, Museum of Contemporary Art, the Main Library down town, and lunch at the Café Nola.  Car pools will depart from the Pool Parking Lot.