Committee Accomplishments 2020

Committee Accomplishments 2020

Jan 22, 2021

During the annual meeting held on January 7, 2021, committee chairs updated the community on their committee accomplishments in 2020. If you could not attend the meeting or would like a recap, please read the highlights below.  On behalf of the DCCOA Board, thank you to committee members who volunteer their time to ensure an excellent community for all.

For questions, please contact a committee member; you can find information on the Deercreekcc.com website.

Access Control:

  1. Processed more than half a million vehicle entrances into Deercreek
  2. Assisted in the paver and paving project traffic control and security
  3. Coordinated the guardhouse refurbishing
  4. Replaced gate arms with lighted gate arms
  5. Installed a barrier arm to deter trucks from hitting the guardhouse
  6. Created and updated weekly citation reports to assist the Covenant Enforcement Committee in reviewing community citations
  7. Reduced the community barcode database by 2500 barcodes

Goals for 2021:

  1. Assist with Phase 3 paving project with traffic control and security
  2. Continue the updating of the weekly citation report for the CEC
  3. Explore the possibility of an increase in barcode prices
  4. Explore the transition to RFID technology to replace the barcodes currently used

Architectural Review Board (ARB):

  1. ARB’s focus has been on two main areas, optimizing cost, and enhancing the member experience.
  2. With our property manager transition, ARB moved into a ‘fixed cost’ model for processing applications. In the past, our application fees varied to account for the property manager processing costs (charging DCCOA by the hour). With our recent property manager transition, we had the opportunity to deploy a fixed cost model for applications. This successful deployment model would prevent the HOA from going ‘upside down’ on ARB processing costs. As a result, ARB fees went down because the variability in processing costs went away – costs are either $50 or $100 based on the complexity of the project, and expenses are a passthrough for the members of DCCOA as ARB is no longer viewed as a profit center for DCCOA. We managed to reduce fees for nine project types and had an increase in only one project type
  3. We also had several new ARB members joined in Fall 2019. The incoming ARB members decided to structure the ARB in a form like the CEC in that there is a Chair & Vice Chair governance structure. Recently the ARB selected Pam Kinevan as its new Chair and Gregg Flynn as our Vice-Chair.
  4. ARB prioritized review of our aged deposits, i.e., where inspections were never requested. The HOA had deposits dating back to 2015. The ARB wanted to ensure residents followed the proper process for filing for inspections on their projects. As a result, the ARB conducted outreach to all members with outstanding deposits (courtesy letters). ARB has received good responses from residents on this outreach, and several inspection requests have been filed.
  5. One focus area for the new ARB leadership in 2021 will optimize our documentation and application process. One feedback point from FPM based on resident engagement is that we have many guideline documents for residents to review relative to other communities they manage. Some residents, especially those who are newer to DCCOA, are confused as they check the documentation (information is in different places). The ARB is exploring an effort to consolidate and potentially simplify our various documents to be better indexed and easier to locate for residents.
  6. Our initial results in this new operating model are very promising, and ARB has a good working relationship with FPM’s building coordinator, Mr. Herb Boyett – who is typically the main point of contact for residents as they file their ARB applications.

Common Property:

  1. Replaced cracked/broken common property sidewalks throughout the community
  2. Painted all street signs in the community
  3. Pressure washed front area behind fountains, curbs at the guard gate, areas of the playground, all common property sidewalks, and all paver areas around 28 areas of mailboxes
  4. Removed 15 dead trees
  5. All median trees trimmed from Southside to Vineyard Lake Road
  6. Median replanted/upgraded at Vineyard and Deercreek Club Road between hole 1 and 2
  7. Worked on RFP for landscaping with contract and bids and awarded to Connors Landscaping
  8. Took over the Christmas decorations/responsibilities moving forward from the Garden Club
  9. 25% of drainage ditches in the community were cleaned/inspected for debris and blockage
  10. Gene Curtin and Carol D’Onofrio were instrumental in securing a grant from the city. The funds were used to resurface the basketball court, repair basketball goals, nets replaced, pickleball lines added, replace picnic benches with new ones, four new benches installed, and installed a 6-foot swing with funds secured.
  11. Pagoda was removed from club homes and sod installed
  12. Several areas of dead/old plantings were removed and replaced with new sod
  13. Completed all-new landscape around guard gate and the entire median in front of the guard gate.
  14. Upgraded Fountain lights to LED
  15. Identified other areas that need improvement throughout the community to keep working on in 2021

Communications:

  1. New Website Platform
  2. Digital Newsletter
  3. Online Resident Directory
  4. Welcomed 47 new owners/households plus one couple who moved within Deercreek, 3 new households with renters
  5. Upgraded Signboard technology to include the ability to advertise events (freely)
  6. Emails: 71,065 Sends; 38,398 Opens

Covenant Enforcement (CEC):

  1. Purpose of the CEC: Hear appeals for both Covenant Violations and Citations, either affirm or waive fines as assigned.  Note: the CEC cannot lower or delay fines, only affirm or waive.
  2. Appeals process:
    1. Appeals can be made in person or in writing. Written appeals sent to cec.appeals@gmail.com.  In-person appeals made by attending the meeting in person or via zoom during COVID.  Zoom info found on Deecreekcc.com website, log-in, click on Select Page, click on Covenant Enforcement, follow Meeting Teleconference Instructions.
    2. The Property Manager notifies residents of the committee’s decision within 7 days of the meeting.
    3. Decisions of the CEC are final, and no further appeals are available.

Finance:

  1. Phases 1 and 2 of Road paving were completed in the November and December timeframe of 2019, with completion in March of 2020. Phase 1 and 2 included all Road paving north of the natural area, and the entire loop of the community is complete. Can accomplish Phase 3 this year as funding is available.
  2. Throughout 2020 the Finance Committee reviewed items such as JEA utility bills, maintained spreadsheets to recommend removing meters, ARB deposit control, and review contracts that impact the budget—reviewed the Comcast contract as the current contract expires this summer.
  3. Final year-end as of November 2020:
    1. Income –   $1,041,962 YTD, Nov Actual $1,014,383 Budget favorable income due to citation income.
    2. Aged Receivables YTD
      • $18.0 assessments
      • 5 citation income
      • 0 interest & late fees
    3. Expenses – YTD Nov $1,004,047, Actual $1,014,383 Budget, Utilities, Insurance and Reserve Contribution are all on plan.
  4. The HOA audited statement for 2020 by our CPA will be available in the spring.