Board of Directors’ Meeting Highlights - September 2017

The DCCOA Board of Directors assembled at Deercreek Country Club on Thursday, September 28th, 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, Paige Frakes and Jim Giancola.

Representing CMC of Jacksonville, Jim Giancola & Jennifer Presson.

17 residents were in attendance.

Bill Smith, resident on Bay Tree, is an Engineer and spoke of Hurricane Irma being a unique rain event. Spoke of 2013 agreement with board to have culvert cleaned, have had no problems until this past June. When issues arose, Associa had no knowledge of this agreement. Smith would like new management company's contract to include specifics about the cleaning of the culvert between 24A-24B every two years, and email notifications sent to residents of Bay Tree about such cleaning.

Jim Giancola responded to residents in attendance about the continuing flooding issues on Bay Tree. Storm water pipes are working, even though a little clogged, there is a larger problem with design when it comes to large storms. Water from adjacent property was flowing onto Deercreek property during Hurricane Irma.

Steve Milkey spoke of the need for common property committee to have a survey of Deercreek, to delineate the lines between common property and club property.

Pervin Shah spoke of issues with security guards instructing roofers to stop working for noise. Board indicated that if project is approved and is happening during approved hours, it is not protocol for a guard to ask that work be stopped. Bob Kichler will follow up with Access Control to address this item.

Property Manager's Report:
Jim Giancola indicated the Charles Aquatics contract is cancelled. A proposed contract is being sent to finance from Aquatic Systems which has several hundred dollars a month increase and $7,174 up-front cost for shock treatment. Joyce suggested the board approve contract in Lieu of finance review. Board approved unanimously.

Guard House Project:
Kristen Wiley presented detailed architectural plan for improving the guardhouse. Estimate is not to exceed $145,000.00 and timeline of less than 12 weeks. Motion for board approval of construction plan approved, John Joyce abstained. Estimated one-time assessment per household to cover this project is less than $200. Joyce indicated homeowners will have option to either to pay in lump sum or include in 2018 quarterly assessment. Joyce further stated a $10 per quarter increase in assessment is needed in 2018 to cover additional operational expenses and would be a permanent increase.

Finance Report :
Joyce indicated income is slightly ahead of expenses. Reserves 1,358,507.50, on par ahead of next year’s roads project.

Charles Aquatics referred to council.

Access Control:
Guard House Hurricane plan put in place after Hurricane Matthew worked well. It was recommended moving forward that each committee have a business and disaster recovery plan in place.

There are several reports of guard abuse by residents.

JSO officer 3-month project has been largely positive, 2 months in. Committee will recommend whether this should continue. Committee is considering new security proposals.

Architectural Review Board (ARB):
Skip Yauger noted there are an unusually low number of projects coming in and what is submitted is often missing important information. Discussions occurred about whether residents aren't seeking approval. Would like to streamline deposit returns.

Communications committee was asked to send e-mail to residents indicating Erin Hires as the new contact at Marsh Landing for all ARB related issues.

Covenant Enforcement: 
Sadia Sidhu reported that two residents came in person for an appeal.

Common Property:
Motion to add Steve Milkey to common property membership approved. Motion to approve $11,500 landscaping improvements on Ashford Crossing was moved and approved.

Signage company indicated delivery date to its warehouse for new monitor is September 30th. Board agrees to give Larry Griggs an October 10 deadline, then the issue will be referred to council.

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

New Business:
Connors landscaping will enter into negotiations with Common Property for a new contract. Motion approved.

Open payables approved, this will be moved to Marsh Landing Properties.

Jim Giancola's resignation from Deercreek Board was approved. This position will remain vacant until 2018 elections.


The next meeting of the Board of Directors is scheduled for October 26, 2017, 7:00P.M. at Deercreek Country Club.