Board of Directors’ Meeting Highlights - October 26, 2017

The DCCOA Board of Directors assembled at NEFAR on Thursday, October 26, 2017 at 7pm for a regularly scheduled meeting.

A quorum was established with the presence of Margie Blake, Bob Kichler, Sadia Sindhu, Pete Gentry, Kristen Wiley, John Joyce, and Nick Simonic.

Representing Marsh Landing Management Company were Doug Scott & Deedra Phillips.

Fifteen residents were in attendance.

John Robinson addressed the board regarding the guard house and the concept drawings.

Tommy Walter and Doug Klippel addressed the board regarding the Jacksonville Sheriff’s Office presence in the community.

Frank and Pat Albany addressed the board regarding their concerns on the construction behind Edgewater. Pat Albany addressed the board about Edgewater joining the Deercreek CC HOA.

Karen Mueller addressed the board about the costs of furnishing the guard house.

Janet Newton agreed with the other residents.

Bob Hunt addressed the board regarding the guard house project and suggested that the board present the community with at least three (3) options for the guard house and get the community input before the board votes on a final design.

McGeary addressed the board and asked about the personal banking information maintained by Associa and the disposition of the date following November 15, 2017.

George Partin updated the board regarding the guardhouse roof line issue which was being addressed to prevent it from getting struck.

Allen and Mimi Rosario attended to observe.

Sandy Montgomery attended to observe and be supportive.

Property Manager's Report:
Doug Scott was welcomed to the community. He introduced Deedra Phillips who will be assisting him manage Deercreek.

Open Tasks reviewed with Board: Various projects / tasks on hand were reviewed by the board.

Motion for Connors Landscape - $3,825 for new material on exit side of Deercreek.

Motion to reimburse Bob Kichler and Tommy Walters for guard house expenses: $427.99 for computer, $192.59 for printer and $129.99 for software.

Motion to approve Aquatic Systems as new pond maintenance company. Initial treatment expense $7,258.00 and a monthly expense of $3,971.00 thereafter. Service to commence November 1, 2017.

Motion for Connors Landscape to do quarterly plantings and annual maintenance.

All motions approved.

Finance Report
Review of Common Area Landscape Budget 2013-2018. $150k remains for landscape committee to utilize through the end of 2018.

2018 budget is being reviewed and will be posted on community website on or before November 1.

Joyce indicated income is slightly behind expenses. Variances are due to timing issues with receivables and increases in security expenses and legal fees. Reserves projected at 1.4MM by year end.

Finance committee two motions:

Approval to fund reconstruction of the gate house facility from the Capital Reserve Account (subject to board approval); reconstruction plan for the gate house to be completed in 2018; and, ii.) the total cost of the gate house reconstruction program not to exceed $145,000.

Approval to revise Rules & Regulations to direct the community manager to forward a member file to Association counsel for collection action when a Member’s account become delinquent for two (2) quarterly assessments (6 months). Delinquent member accounts will not be send to legal until 7 months)

Legal: no report.

Access Control: 
Resident complaints on rule enforcements: 21 citations were issued to residents and 9 warnings to commercial vehicles. Violations continue to increase. Motion for JSO to patrol community 20 hours in months of November and December. Motion carried with 2 nays – Sadia and Pete. Access control reviewed additional security firms and have concluded to retain current firm. Reviewing policy for commercial vehicles as it relates to off hours deliveries.

Homeowners are not following the process for approvals which is delaying refunds. Nick Simonic will submit another article for publication in community newsletter.

Covenant Enforcement: 
Sadia Sidhu reported that three residents came in person for an appeal and two written appeals were received.

Common Property:
Property Management has been discussed during property manager's report.

Communications :
Signage company indicated that new sign is going through customs. As soon as it clears, installation date will be scheduled. Will need to send notice of 2018 budget voting to all residents via US Mail. Email to residents for volunteers for board, welcome ambassadors and communications committee will be sent.

Pete Gentry reported that meetings are very informative and open to the public.

Next BOD meeting is scheduled for November 16th, 2017, 7:00pm at NEFAR.