Street Paving Announcement

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During the August 2010 Board Meeting, the Board of Directors unanimously approved Phase 3 of a 5-year road resurfacing project within our community. The following roads are scheduled for micro paving: Vineyard Lake Road North beginning at Deercreek Club Road continuing the entire length of Vineyard Road East to the Southern Natural Area. Also included Vineyard Lake Lane, Orchard Hills Road and Hampton Lake Lane. In addition, the first portion of Cypress Lakes Drive, beginning at Vineyard Lake Road East, continuing slightly past Bay Tree Lane will be resurfaced. This section was not scheduled until 2012 but this area of road is in poor condition and needs to be taken care of immediately.

Beginning November 1 through November 4, (weather permitting) the micro-surfacing will be preformed. During this process, it will only be necessary to close roadways ONCE for approximate 2 hours or less. Intersecting streets may be closed or redirected on and off during the paving process. It is recommended that while Vineyard Lake Road North is being paved, that all residents in the back of the community go south on Vineyard Lake Road to exit the neighborhood.

Please do not drive on any roads that are not open or completed. Under "No Circumstances", should cars cross marked areas with cones! Damage to road surfaces as a result will be dealt with as common property damage for which you could be liable for.

During the micro-surfacing, it is highly recommended that all residents monitor their autos and to make sure that any unexpected mico-surfacing aggregate does not get on their car. In the event that it does, immediately wash with soap and water as removal will not be difficult or harmful. If left unattended, removal could be more difficult and might require stronger cleaning agents.

In addition, we request that you drive slowly for several days after the resurfacing. Please do not make any sharp turns of the wheel exiting your driveway or turning in the street without first moving forward as this will cause scars on the road. Before 7:15 AM and after 6 PM traffic should return to normal. Traffic cones will be removed when the road is completed.

A notice will be placed on your door the afternoon prior to your street being paved. We ask that you do NOT PARK on the street on the day of the paving. Vehicles parked on the street during this time will be towed and placed at the clubhouse parking lot.

We suggest you consider parking on a street that is not included in this phase of paving or departing before 7 AM to be sure you will be able to leave when needed. Children, pets and bicycles will not be allowed in the street. Also, asphalt is difficult to remove from clothing, rugs, pets, driveways, etc. and we recommend that you avoid contact. During the resurfacing and 2-3 days afterwards, please DO NOT turn on your sprinklers, which could result in water running on the street damaging the new road surface.

Your cooperation is greatly appreciated so that this work may progress at a rate which will benefit the entire community and result in a new road surface with minimum inconvenience to you and your neighbors. The road will be resurfaced using technology that will have a higher skid resistance and result in a safer roadway.

Should you have any questions or concerns prior to or during the time of this work, please call May Management at (904) 273-9832, Andrea Dockery, or by email at ADockery@MayResort.com. Andrea will take your information and contact the appropriate individual to address your issue or question.

We ask that you use extra precaution while entering and exiting all paving areas. Please do not drive in areas marked off and slow down when approaching work areas and cooperate with all personnel directing traffic. We ask that you remember to inspect your cars daily and for several days afterwards and to wash off any signs of paving materials that might have accidentally gotten on your car. This is important and failure to do so could cause you more difficulty in trying to remove it at a later date.

Important reminders

• do not drive on newly surfaced roadways if they are marked off.  Doing so could invoke payment for damages!
• drive slowly and use extra caution when entering and/or exiting all paving areas.
• do not make sharp turns on pavement without moving forward.  Doing so will create scars.
• do not park on the street on the day of paving.
• turn off your sprinklers at the street for 2-3 days after work is completed - extremely important.
• do not walk pets, ride bicycles and/or walk on pavement, until road areas are dried and open for traffic.
• schedule all deliveries (furniture, contractors, lawn service) after work is completed. Landscape contractors will not be allowed to park on street during this time.
• roadways being paved will be out of use for approximately 2 hours or less. 

The DCCOA Board of Directors assembled on September 23. A quorum was established with the presence of Danny Becton, Joseph Cernigliaro, Carol D'Onofrio, Doug Klippel, George Partin, Ron Peace, Peter Gentry, Jim Kagiliery and Aaron West. Representing MAY Management was Bernard Vargas Vila.  The following business was introduced:

Property Manager Report:

• Property Manager recommended and the board unanimously approved 13 properties to go before the Covenant Enforcement committee for covenant violations.
  
  
• There was discussion regarding posting of the new ARB rules and procedures, which were posted on the website and placed in the newsletter.  An e-mail regarding rules and regulations will be sent and will also include the new ARB rules and procedures.
  
  
• It was noted that only the CE committee can waive any fine(s) that have been imposed if the owner makes an appeal.
  
  
• It was reported that full payment was received for a damaged sign by the guardhouse.
  
  
• There is a continuing problem with fuses tripping at the irrigation pump near the guardhouse, and may need to be pulled by a crane for inspection.
  
  
• Two irrigation valves were replaced on Heather Lake, which Connors Landscape reported and they will not be charging a labor fee.

Committee Reports

The Finance Committee reported that, after reviewing the August financials, it appears that we are $14,000 under budget year to date with the income from collection fees, late fees, ARC fees, citation fees, and barcode fees and over budgeting for the electric bill.  Also noted:

• The insurance policy has been sent to the finance committee to review for possible savings, by raising the deductable and reviewing the coverage. 

• The 2011 proposed budget is coming up for review, and a special meeting was requested, since there wasn't a meeting last week.  The 2011 budget has to be approved at the November meeting.  There are three major contracts, common property, lake maintenance, MAY Management, security and landscaping.  The committees need to find out from these vendors if there will be an increase in fees for the budget process.

• Each liaison needs to contact the chairperson for each committee with the discussion of the budget and any expenses for the up coming year.  A pre-approval policy has been passed, more relating to common property projects.  If there is a specific project(s) that the committee is requesting for next year, those can be presented for approval.  If there is not a specific project and the chair requests "x" amount of money to be spent, this will be approved as the work comes up.  The standard pre-approvals are normally for Christmas bonuses and decorations/ornaments.  This needs to be presented to the finance committee within the next two weeks for approval.  

• A motion was unanimously approved to transfer funds to a new account with Everbank to take advantage of a current promotional interest rate.

The Access Control Committee reported:

• 16,871 vehicles came through the gates.

• There were 7 speeding violations last month.

• The EZ Gate system fees are quite low and haven't really been upgraded.  There is some evidence that the company is down sizing and is operating of a home.  We are setting up a meeting with them to make sure this is still a solvent company.

• The committee reviewed directional stripping at the end of Deercreek Club Road going onto Southside Blvd. by adding a straight and right turn arrow.

• The committee also suggested communicating a reminder about political signs in the newsletter/website.

• In regards to street signs at the natural area where speed bumps were removed, to remove the "speed bump ahead" sign and add a "30mph" sign in that area.  There are no extra signs.  A resident also mentioned that some of the signs are fading. 

• There was a discussion as to whether it is the responsibility of Access Control Committee or Common Property Committee for maintenance/repairs for the signs.  It was determined that both committees will divide responsibility.

The Architectural Review Board reported:

• A decision on a tree policy could not be reached, so policy for planting trees will be left as it is for now. 
  
  
• Owners are not submitting the proper paperwork or a fees when painting, saying the paint color has not changed, contrary to the opinions of people on the committee.  A fee for painting, whether the color changes or not, is under consideration.  It was suggested that when the Property Manager does inspections, he could take pictures of the homes and keep in a file for future reference.
  
  
• A $1,000.00 cut for ARB expenses in the budget was agreed on, and increase the budget for ARB income a little bit. 

The Covenant Enforcement Committee reported that four owners attended the hearing meeting in September, and no fines were waived at this meeting. 

The Common Property Committee reported:

• Repairs to hole #5 were completed this month.

• Connors Landscaping is recommending using Bahia grass seed for bank cover.

• The Committee is recommending Mary Stelbrink, as the Chair of the Common Property Committee.
  
  
• We are trying to get ahead of some of the landscaping projects.  The vines are still being cut down on Chester Lake.
  

• There is a problem accessing some of the lakes because they are shallow. There are a few owners that will not allow us access to the lake through their yards.

• There still is a problem with the drainage at the playground area and tennis courts.

• The Deercreek sign is missing some tiles and needs to be replaced.  The common property is asking if the cost for this repair can come from the reserve fund.  Danny Becton will review the reserve study before making a decision/motion to pass the request.

• A motion unanimously passed for the Board to send a letter to the CountryClub concerning the public health hazard caused by continued lack of maintenance and cleaning of the maintenance shed drain.

• Another motion unanimously passed to approve the bid from All About Tree Care of $975 for the removal of trees/stumps in eight areas, to allow room for new oaks to be planted through the Garden Club tree program this Fall.

The Communications Committee reported:

• There was discussion on whether it was necessary to print a new Residents Directory in the coming year, or if it would be feasible to replace pages, as needed, depending on the number of new owners.   

• A suggestion was made to welcome new owners, and say good-bye to prior owners throughout the past year in the December newsletter.

• The message board sign at the front gate is not holding the letters and has limitations.  Research has begun on the purchase of an electronic sign, which will allow us to change the content easily and more timely.  Preliminary cost numbers run approximately $8,000 without running electric lines. More details are needed regarding existing wiring at the side of the guardhouse, permit requirements, and from which account the money would come to pay for the sign. A presentation at a later date will be made  after more companies and data is reviewed.

• Legal/Club reported that our attorney continues to move forward on various legal actions involving liens, foreclosures, and bankruptcy matters. The top ten homeowners represent approximately $70,000 in past due assessments, fines, collection, late fees, interest and legal fees.