Highlights of the September Meeting of the Deercreek Board of Directors

Submitted by Len Fritz

A quorum of the DCCOA Board of Directors (BOD) convened September 27th for its regularly scheduled meeting. The BOD was called to order and two motions were immediately heard and passed unanimously; one for this meeting's agenda, the other for the minutes from the August 23rd meeting.  

The MAY Management Property Managers (PM) Report covered roof mildew and the PM said the guidelines are if 50 percent of a roof is showing mildew to send a letter to have it cleaned. With regard to the playground area Southern Recreation may be out next week to correct the staining issues and if need be, they will replace the wood on the fence. Since the contractor thinks the shade and damp weather contributed to the problem, he may have to wait until the weather is more favorable. Two letters regarding the road project have been drafted and will be put on homeowners doors the Friday before the work starts. Certain facts will be included as well. The contractor is also putting a notice on the doors the day before the work starts. The timeline for the budget and annual meeting has been prepared. A meeting is to be scheduled with Club Corp and a list of concerns/questions will be provided.   Club Corp is researching their surveys regarding what belongs to the club and what belongs to the association. An inspection of the back sides of the homes has been done from the golf course.   The PM will be attending the common property meeting and Mr. Connors will be attending too. A reminder notice has been sent to the homeowners that have not complied with repairing their sidewalks. Next step will be recommending them for fines. A motion was made and seconded to forward 14 properties to Covenants Enforcement.  

Committee reports started with Finance. Operations continue to track favorably to Budget and presently show a $20,962 Y-T-D Surplus. The finance committee is aware that they need to have a draft of the budget completed by week of October 15th. Each committee should be interacting with their finance committee liaison to provide the requested budget amount for each committee and any pre-approvals. This needs to be submitted to the finance committee by October 15th. The finance committee will meet on October 18th and will provide a draft budget to be discussed at the October 25th board meeting.

Access Control discussions started with discussion of another lighting strike taking out the computer again at the guardhouse. Gateworks is sending a replacement. Traffic citations have gone down quite a bit. The committee wanted to remind the board that political signs in yards are not allowed. Dwellinglive is requesting to make the transition from Gateworks, which George Partin and Tommy Walter are taking care of. There has been some discussion regarding Gateworks getting an applications software for smart phones. It was reported that Gateworks isn't anticipating getting an app for smart phones. There was a discussion regarding a height restriction sign; but, no motions were heard.

The Chairman for Covenant Enforcement briefed that there are quite a few letters being sent concerning brown spots and trash cans being visible. It was suggested to place the date and time on the letters and to take pictures of yard debris placed out early. The PM does inspections in the mornings on Mondays and Thursdays. The committee recommended the approval of a new board member, Cedric Cruse. This recommendation was agreed to by motion and seconded.

Common Property Chair reported the PM met with JEA and inspected the four stations in order to clean up the plantings surrounding the equipment and to repair the fencing, if needed. The committee is working with the PM to get mulch for the playground area and new sand for the volleyball court. The BOD commented that the drainage issue with the club hasn't been resolved as of yet. The proposal for landscape improvements is the biggest item for the upcoming budget. It was reported that the hose bib is leaking at the guardhouse. The street shut off valve was possibly paved over during one of the road projects. Fenwick Plumbing provided a quote to replace the hose bib and to locate the shut off valve. Two motions were made. One for approval of the election of Joseph Cernigliaro and the other was for Fenwick Plumbing to replace the hose bib and locate the shutoff valve.

Communications Committee has developed a draft welcome letter for new homeowners. It was sent to the BOD for review, comments. Responsibilities of each committee will be outlined part of the letter. He will add information regarding MAY Management to the draft letter. James Bennett with Florida DOT will be speaking at an upcoming CPAC meeting.

Old Business discussion was on the 2012 road project the cul de sac paving is complete with only a couple of delays due to the weather. The chip sealing should be a one day event, the week of October 8. The micro-surfacing is scheduled for the week of October 15th. It was suggested to split up the streets between the Board members so that they could call the homeowners regarding the road project schedule. The PM and Andrea Dockery will be putting notices at the homes that will be affected by the paving project.

New Business. There are three Board member terms expiring at this years' Annual Meeting: Pete Gentry, Aaron West and Carol D'Onofrio. Doug Klippel mentioned that he has spoken with three people about volunteering for the board. On November 30th the annual meeting notice along with the approved budget should be mailed. Information was provided on the humps/bumps. There are two humps purchased for $2,200 and one hump in three 6 ½ ft sections purchased for $700 that are for sale for anywhere from 60 to 85 percent of the original price.