Highlights of the November Meeting of the Deercreek Board of Directors

A quorum of the DCCOA Board of Directors (BOD) convened November 29th 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 October 25th meeting.  

The MAY Management Property Managers (PM) Report covered the following: The property manager provided his inspection report and suggested 10 properties be sent to the January covenant enforcement meeting for not repairing sidewalks. A motion was made to accept these properties for adjudication by the Covenants Enforcement Committee. The motion was seconded and passed. Lawn violations have been closed and the inspections have shifted to roof mildew and driveways. During the weekly property inspection walk through, it was noticed that there are 10 sidewalks or driveways that need to be pressure washed. A suggestion was made to have an article addressing this requirement put in the newsletter. The Communications Committee awaits that article. The PM reviewed a policy regarding the priority of applying payments made for fines. There was a discussion as to whether the priorities discussed would be a change to the covenants or a policy change. The issue will be forward to the attorney for clarification. The annual meeting package will be mailed on November 30, 2012 which will include a copy of the approved budget. Also to be included will be a payment coupon statement for each quarter. There was discussion about changing the annual meeting date to January 10, 2013. A vote was taken in favor of the change. If the club can accommodate the date, the meeting will change. Four bids were presented to replace the A/C unit at the guardhouse. A discussion took place as to which committee is responsible for the guardhouse. It was determined that the Common Property Committee is in charge of any maintenance issues and Access Control Committee is in charge of the hardware and any supplies needed. Renewing the associations' declarations was discussed. The Florida statute is to renew every 30 years. We are currently within limits of the renewal requirement. The speed bumps were placed on Craig's list to sell but there have been no buyers. The price will be reduced to 75 percent off.

Committee reports started with Finance and Legal. The October financials show a year to date surplus of $24, 570. The reserve fund will have a year to date balance of $244,000. Citations, ARB, and late fees are over budget along with legal/accounting, computer maintenance and guardhouse supplies. Electric is still under budget. The road project is complete. The light fixtures for the street light will be shipped on December 17th. Regarding legal, a motion was made, seconded, and passed to deactivate the barcodes for two homes who are over 90 days delinquent in payments.  

CPAC news discussion was on the JTA's Southside Blvd Vision Corridor Study and the need to have the study extended due to lack of input from all Southside Communities. Expect further information on the study to be published by newsletter.

The Architectural Review Board (ARB) report covered the committee's approval of the following: pavers, stone veneer, solar collectors, exterior paint color, fence and an irrigation well. A tree removal was tabled for a site inspection for replacement. A bulkhead was approved with a revised drawing for drainage. Eight refunds of deposit were approved.  

Common Property and Covenant Enforcement had a light month.   Common Property received two proposals for landscape improvement. PM will call UNF for a proposal as well. A motion was made to accept a proposal of $200 to remove and dispose of two Wax Myrtles. The motion was seconded, and approved. Covenant Enforcement had no owners attended this meeting. The MAY Management PM attended the meeting to discuss the criteria used for writing violations. The committee dismissed one citation.

Communications Committee reported that there is a new editor for the newsletter. The committee is still seeking articles from the board members and committees to address the areas of concern they are currently dealing with. The community garage sale will be held on April 13, 2013. A request for the status of the title search for the berm area at Heather Lake Ct was made. There was no known status. The Legal BOD member will contact the attorney for an update. A request was made of the BOD to resubmit a draft letter with a brief description of the committees for inclusion in the Newcomer's letter. Finally, there was a request of the Communications Committee to publish a reminder for the trash pick-up for the holidays. BOD members noted there is no change to the trash pick-up over the holidays.

Old Business discussion was on the finance committee made some changes from the initial draft of the budget. There have been some accounts that have been re-named. The bad debt account was discussed in detail and how the amount budgeted was figured. The reserve account was also discussed, which is being underfunded. The various components that make up the reserve account were discussed. A motion was made to approve the 2013 budget. It was seconded, and approved.  

Under New Business there was a discussion regarding the proposal for replacing the A/C unit at the guardhouse. It was mentioned that these should have been reviewed by the Common Property Committee and then presented to the board for approval. A discussion ensued and the two companies with comparable work to be done are between AA North Florida AC and Air Wiz.   A motion was made to accept the proposal from AA North Florida AC. The motion was not passed pending investigation by MAY Management PM into low cost bid and one-to-one compare of services. Finally, BOD affirmed there being no December board meeting and that the annual meeting has been scheduled for January 10, 2013 at 7:00 p.m., at Deercreek Country Club. The BOD affirmed that the next meeting of the Board of Directors is scheduled for January 24, 2013 at 7:00 p.m., at Deercreek Country Club.

Meeting was adjourned at 9:35 p.m.