The DCCOA Board of Directors assembled at Deercreek Country Club on Thursday June 30, 2016 at 7:00PM for a regularly scheduled meeting. A quorum was established with Margie Blake, Robert Kichler, John Joyce, Peter Gentry, Jim Giancola, Sadia Sindhu and Paige K. Frakes. Kristen Wiley and Nick Simonic were not present. Representing CMC Management was President Jennifer Presson. Assistant, Kishwa Milliner.
Property Managers’ Report: Jennifer Presson provided a summary of the Property Managers’ Report. She confirmed that violation letters are being sent out with pictures included. Also that an iPad was received from corporate for use in documenting violations.
Some properties were recommended to go to the Covenant Enforcement Hearing. A motion to approve was made, seconded and approved.
Finance - John Joyce (Treasurer)
There is $430,000 of income against a budget of $431,000. We are $5,000 behind with the fine citations and covenant. John also reported that the Guard Service was paid for 6 months of service $140,000. Accrued expense are $433 verses $431 in actual accrued expenses. Aged Account Receivables was $48,000 in May and is now down to $23,000 in June. Accrued deficit for the year is $4,000. Budget packages will be distributed at the end of August. John requests Marilyn’s assistance with preparing those packages to both the board and the committees.
Legal - Jim Giancola
Reservation Letter - The law firm stresses that they need a reservation letter on file stating that they can represent Deercreek.
Access Control - Bob Kichler (Liaison)
A motion to approve the purchase of 400 barcode decals for inventory in the least expensive manner. ($1808.00 is the sourcing price to match).
A motion was moved for Southeast Business Systems to install two remotes and hardware for the gates to open electronically $292.95. Motions to approve were seconded and approved.
Covenant Enforcement - Sadia Sindhu (Liaison)
Sadia reported that there were no appeals from covenant enforcement.
Common Property - Jim Giancola (Liaison)
-Civil Engineer will be providing three different proposals for managing the process of putting in roads.
- An Arborist is still needed to assess trimming trees at the entrance portion of the common property.
- Skip called the head of his Civil Engineering group in Tallahassee to inquire about RFP’s assistance for Civil Engineering services and they provided three from the DOT. He will request that they write a simple condensed RFP for Deercreek for review at the next board meeting. Then this can be distributed to those Civil Engineers so they can provide proposals.
- A motion was moved to initiate a contract with a tree company for maintaining the trees as needed, rather than calling multiple contractors to submit several bids each time a tree needs attention.
Guardhouse Design -
Skip Yauger presented some guardhouse design options:
Option 1-$, Option 2 (11ft) $$, and Option 3 (14ft) $$$. Each increasing number with more advancing design options and roof extensions. Ball park quotes for each option will be available July 11th by (Braxton), the division manager of a local contracting firm. When an option is chosen, more in-depth design details and specifics will be provided for further pricing. Skip informed that a brand new guard house would cost more than updating the current one.
The next meeting of the Board of Directors is scheduled for July 28, 2016, from 7:00 P.M. at Deercreek Country Club.