Highlights from the November
Board Meeting of the DCCOA
The DCCOA Board of Directors assembled on November 18. A quorum was established with the presence of Danny Becton, Carol D'Onofrio, Doug Klippel, Ron Peace, Pete Gentry, George Partin, Aaron West, Jim Kagiliery and Joseph Cernigliaro. Representing MAY Management: Bernard Vargas Vila.
Recognize Guests:Travis Williams, with the Jacksonville Sheriff's Office, is requesting to gain access through Deercreek to the JEA easement to manage the wild hog population by bow hunting, no guns. This has been approved by SJWRM, which owns the property and they are requesting written permission from Deercreek as well. Danny Becton commented that this would be brought up as a motion under Access Control.
Jim Lowell asked about the AT&T U-Verse service coming into the community. Danny Becton had met with AT&T along with Carol D'Onofrio regarding this. AT&T would not be able to service the entire community due to the hardware (boxes) they would be providing. The association has had an exclusive "Revenue Sharing" contract with Comcast for over 10 years. This contract provides the association commissions for their services within the entire community, which could be jeopardized if we allow AT&T to install their fiber optic cables in the common areas and provide competing television service throughout the community. The board would have to increase the association fees to recoup the revenue loss of approximately $30,000+ per year. The board would again discuss this upon AT&T presenting a new proposal to expand their coverage within the community and their willingness to be part of the revenue sharing agreement.
Property Manager Report:The guardhouse is being pressure washed, which was authorized by the board for $350. The north fountain pump and motor has failed and needs to be replaced. A motion was unanimously approved to have Innovative Fountain replace it at a cost of $4,190. It was noted that the renewal for the Quarterly Maintenance Agreement for the fountain be renewed at $425 per quarter. A motion for renewing it for 2011 was unanimously approved.
COMMITTEE REPORTS Finance Committee reported the budget is trending to have a surplus for the year, which will possibly make up the $17,000 deficit from 2009.
ˇ A motion passed to accept the committee's recommendation that James Hutchens, CPA, be engaged to handle the 2010 audit. Another motion was passed to obtain three competitive bids for CPAs to do the audit next year.
ˇ A Reserve Study is due to be performed in 2011. A proposal was received from Dreux Isaac who has done the study in past years. A motion was made to approve his proposal at a cost of $625 and was unanimously approved.
ˇ Recommendation by committee to reduce the D&O Liability Insurance limits from $2 million to $1 million. After further discussion a motion was made and passed to approve the decrease limits. This decrease will save the association $1,300 annually. Also approved was the partial expenditure of $2,903.92 for D&O coverage through August 2, 2011 so that all insurance premiums will expire at the same time. Therefore allowing the finance committee to review all policies at the same time.
ˇ Per the finance committee's recommendation that Bill Vecchiola be considered for membership to its committee. A motion was made and unanimously approved.
Access Control Committee reported there were approximately 17,021 visitors that came through the gates. There were no speeding citations written, but there were 9 citations for running stop signs.
ˇ Members met with a representative for the EZ Gate system to discuss long-term viability of company, minor changes to the program and the need for a community data back-up, in case something happens to the current system. There are concerns by committee per the company's downsizing, loss client base and lack of continuous response to us in its ability to support the DCCOA community in the coming years ahead.
ˇ Committee recommends the restriping of the outbound lanes at the community exit (at the traffic light on Southside) to provide a "Left Turn/Straight Arrow" in the left lane and a "Right Turn Arrow" only in the right lane. The committee contacted the Dept. of Transportation (DOT) which provided stipulations for such a change. The DOT's stipulations included: a community authorization letter, installation of three sets of additional markings not just one and several signs showing the directional lanes up-a-head. Each set of arrows would cost approximately $75, plus the cost of any additional stripping required. A Motion was made and by a vote of 4 to 3, failed.
ˇ A motion was made and passed unanimously to allow Mr. Travis Williams the access he requested above for the management of the wild hog population by bow hunting, no guns within the JEA easement.
ˇ A contract proposal was presented to Access Control and they are recommending the switch our gatehouse phone/internet service from AT&T to Comcast. Research was done to ensure there were no interface issues with EZ Gate by this switch. The contract would be for 36 months, and would save $3,600 or more over the course of the contract. The phone number will not be changed. A motion was made and unanimously passed.
Common Property Committee recommended David Peters be approved as a member of the committee, and the motion was made and passed unanimously. Also per the committee's recommendation a motion was made and passed for the bid in the amount of $1,750 from All About Tree Care to remove and dispose of 9 dead pines trees along Deercreek Club road. The committee will not have a meeting in December.
Communications Committee recommended a town hall meeting on January 12th or 19th to discuss the purchase of a new digital/electrical sign at the entry and invite feedback from the community.
Legal/Club recommended and a motion was made and passed to revise Paragraph 16D of the Deercreek Rules/Regulations to as follows: "
The barcode of a owner who has debts to the DCCOA that total over $1,000 and is 90 days or more in arrears will be deactivated if not remedied upon issuance of a letter giving them 30 days to pay in full. Upon the owner not complying with this demand, the owner or any tenant/renter of the owner's residence will have their bar code deactivated immediately and only reinstated when the balance due in paid in full."
OLD BUSINESSAd-Hoc Membership Committee: New member was appointed to the Common Property committee.
2010 Road Paving Progress - Year Three - In reviewing the invoicing, savings were made by only 130 gallons of crack fill being used instead of 200 gallons anticipated. Still anticipate being under budget from the original estimate of $180,000 to the final approximate amount of $161,000. Only item left is the stripping in the approximate amount of $4,500 with reflectors. This will be implemented after 30 days. Also a couple of manholes were repaired on Deercreek Club road by contractor.
Budget Approval: There are several pre-approvals for the 2011 budget. With the following changes, this is the same budget discussed last month:
ˇ Moved into the supply line item was $500, and the bad debt was raised to $20,000. The reserve account will have $183,868. The tax filing fees have also been lowered due to over-paying the estimated tax payments per quarter.
ˇ There were no increases in any of the vendor contracts.
ˇ Common Property Committee reduced their landscape improvement line item account from $10,000 to $5,000.
ˇ In January, if there is any surplus from 2010, the board should consider putting this into the bad debt account, or into the reserve account.
ˇ Access Control Committee recommended approval of $1,000 pre-approval expenditure for Christmas bonuses for Allegiance security officers. The motion was unanimously passed.
ˇ A motion by Common Property Committee to approve the pre-approval expenditure of $645 for the purchase of 10 new stop signs with the contractor, Brandon Industries was unanimously passed. Committee recommended another pre-approval expenditure of $500 for the planting of Bahia grass along Ashford Crossing. This area the sod died due to non-functioning irrigation equipment. Contractor bid from Connors Landscaping. This was unanimously approved.
A motion to approve the 2011 budget was unanimously passed.
NEW BUSINESS2010 Annual Board Meeting - The Annual Meeting is rescheduled for January 6, 2011 due to a conflicting event at the Club on December 7. Notices will be sent in the newsletter, via e-mail blast, and posted on the sign. A motion was passed to permanently move the annual meeting to the first week in January, and to schedule a 12th board meeting for the 3rd Thursday in December.
The next meeting of the Board of Directors is scheduled for December 16, 2010.
Meeting on January 12