The DCCOA Board of Directors assembled at Deercreek Country Club on Thursday July 27, 2017 at 7:00PM for a regularly scheduled meeting. A quorum was established with the presence Margie Blake, John Joyce, Pete Gentry, Sadia Sindhu, and Paige Frakes.
Representing Associa/CMC of Jacksonville and documenting the minutes was Property Manager, Laura Tharp.
Legal opinion received on Edgewater Development determines it must only abide by Deercreek guidelines as they relate to ARB, assessments and easement. Edgewater is not required to follow Deercreek Rules and Regulations.
Motion adding to agenda, proposal to terminate contract with Associa/CMC.
Motion to approve minutes from June 22nd passed unanimously.
Three residents addressed the board:
Paul Rothstein of Bay Tree Lane, discussed flooding concerns. This is a recurring problem, the culvert sewer drain clogs up. He asked that the drain be cleaned once every two years, or establish a permanent schedule for the cleaning.
Property Manager updated board that the culvert has been cleaned (jetted) by Underground Pipe Tech LLC. But that particular area is a low point. A permanent solution would involve a design change. Board agrees regular cleaning is necessary.
Resident Angie Patel asked for clarification about why JSO is needed within Deercreek. She is concerned over increased monitoring of residents.
Resident John Robinson asked about the status of recent violation letters, clarification for two recent fines, and the need for clear guidelines for JSO patrol. Traffic enforcement versus safety patrols.
Motion to approve Open payables passed unanimously.
Motion to approve barcode deactivation passed unanimously.
BOD had a conversation about renewing the Ambassador Program for new residents, to reiterate neighborhood policies and protocols. This will be discussed further at communications committee meeting.
Committee - John Joyce delivered finance report.
Legal: No report.
Access Control Committee (ACC) - Tommy Walters delivered report.
Committee will meet to discuss guidelines and procedures for JSO patrols within the community. This is a 2-month trial period, 8 hours per month. There was discussion about putting less of an emphasis on traffic enforcement and more focus on safety patrols at various times of the day and night, as a way to deter crime.
Architectural Review Board (ARB) - Skip Yauger delivered report.
He indicated there are more new residents who are not complying with procedures and rules. Residents have complained about the delayed return of deposits. Committee is considering a few new policies with regard to driveways and repair work.
Communications Committee: No report.
Covenant Enforcement Committee (CEC) - Sadia Sindhu, Liaison
Request for clarification on a citation involving commercial vehicles. ACC will recommend clarification.
Common Property - No Report
CPAC - Summary of June 26th CPAC Meeting attended by school board members, COJ council members, JSO, FDOT was provided.
MRTA - is to be signed by BOD President & Secretary in the presence of a notary public.
Motion to approve 2016 tax return auditors' report passed unanimously.
Motion to approve 2016 Income tax return passed unanimously.
An ad hoc committee was created to investigate new management companies.
3 were vetted and the committee met with representatives of each. Marsh Landing Management Company was identified as a leader having long employee retention, high quality service, larger maintenance staff, good protocols and internal systems. The management fees are higher, but given the current challenges with Associa/CMC, there is support for change.
Ad hoc committee recommends termination of Associa/CMC contract as of Oct 1, 2017. Discussions with Marsh landing regarding fee and timing continues.
We have a 60 day termination notice with current property management.
Motion to approve termination of Deercreek contract with Associa/CMC Management was approved unanimously.
Motion for Board to move forward with discussions with Marsh Landing Management Company was approved unanimously.
If BOD approves, formal contract is to be delivered by August 31, 2017.
Meeting adjourned. Next meeting of the Board of Directors is scheduled for August 24th, 2017 - 7:00pm at NEFAR.