President Michiel Oostenbrink reported that Greenacre Properties had not yet provided the board with June’s financials. As a result, Director Terry Boyd was unable to present his treasurer’s report.
Director Jack Maurer moved to elect Cal Hargreaves, Mary Griffin, Eric Holt to the Modifications Committee, with Dawn Gingrich as alternate. His motion passed unanimously. Former Board Member Dale Sells stated that he believed that the rules prohibited the committee from having alternates. Holt said there can be alternates if the committee chair requests them in writing. Boyd suggested amending the motion to appoint the three regular committee members, then have the new chair (once elected) appoint Gingrich as an alternate. Maurer agreed to the amendment.
The Board then voted 7-0 to use the glass display case outside of the West Park Village pool to post physical meeting notices. Griffin commented that the four existing marquee signs had not been updated recently. Oostenbrink assured her that he would work with Inframark to do so.
Oostenbrink asked the board to ratify a Fuller Electric change order for two additional tennis court LED light conversions at a cost of $3,855. He said he approved the order because the company was on site and the decision needed to be made quickly. A motion to ratify the change order passed unanimously.
Oostenbrink then asked for clarification regarding the parameters surrounding the board president’s ability to approve change orders without prior board approval. Goldstein moved to give the president authority to approve such orders up to $5,000. The motion passed, 7-0.
Oostenbrink reminded the board that GA Nichols had provided a bid to install a pool pad upon which the new slide would be installed at a cost of approximately $6,700. He added that Jason Lavrack, VP of Client Services, said that Inframark could likely come through with a bid to install the new slide for less than GA Nichols wanted just for pool pad installation. Pipeline also wanted to submit a proposal. The board voted unanimously to move forward with a proposal from either Pipeline or Inframark to install the slide at a cost not to exceed $6,700.
Maurer took the floor to update the board on several ongoing projects. The Countryway bathrooms have been reopened and just need a few minor finishing touches. Maurer recommended the board hire a maintenance person to do the work.
Maurer added that the light poles at the tennis courts were painted, but the vendor did not properly prepare them prior to painting. Goldstein observed that since the contractor did not fulfill the scope of work that was provided, they needed to make things right at their expense.
Maurer said the same company was responsible for painting and repairing benches, and they didn’t meet that scope of work, either. He added that the WCA needs a system to identify when contractors are on site to ensure that they are doing their jobs properly.
Director Nancy Sells asked what happened to the project engineer that the WCA had hired to oversee such work. Oostenbrink replied that the engineer had not responded to any recent emails. Goldstein asked why the board had not been informed that the engineer had been unresponsive. Director Theresa Lanzar said that Oostenbrink had been working around the clock to facilitate the transition between property management companies and expressed frustration at Goldstein’s criticism.
Boyd said the responsibility to directly oversee vendors should not fall on the board members’ shoulders. He said it was the management company’s responsibility. Newly hired Association Manager Jennifer Jordan said that the responsibility should be shared by both the board and Inframark.
The board voted unanimously to replace the WPV pool audio system, which was damaged during recent work, after all work on the pool had been completed at a cost not to exceed $5,000.
Oostenbrink informed the board that the Covenants Committee meeting was held on July 1, but members were unable to join the Zoom meeting because the account had been cancelled. He added that the issue was resolved, but all matters were to be tabled until August and no residents will be held accountable for business that wasn’t handled at the July meeting.
Goldstein said he did not have a GAC report. Oostenbrink asked if Goldstein could invite a representative from the CDD to speak at the August VM meeting about the proposed trail project and wanted to know GAC’s thoughts on the matter. Goldstein said the committee does have a representative attend the CDD meetings, but he had not received any information and therefore had nothing to say about it. Jordan said she would obtain an update from the CDD.
S&T Committee Chair Dan Haigy said the committee had submitted a pickleball tournament application, as well as rules and regulations, to the board. Maurer moved to approve the documents as submitted and the board voted unanimously in favor of his motion. Oostenbrink and Boyd congratulated the committee on its recent efforts regarding the LED light conversion.
An audience member asked whether the board would consider putting together a committee of painters, engineers and other professional specialists to help oversee vendors’ work when appropriate. Boyd said he liked the idea, and asked Jordan to create a solicitation for those types of volunteers. Jordan agreed to do so, noting that for liability reasons, none of the volunteers could be hands-on; they could simply provide general oversight on an as-needed basis.