Jan. 8 WCA Board Meeting
Dale Sells opened audience comments by raising several concerns. In summary, he said: the December meeting date was changed without explanation; the VMs have not received a monthly violation log in six to seven months; the GAC chair was unresponsive; and the Welcome Committee was blindsided by a policy change.
WCA President Michiel Oostenbrink replied to the comment about the December meeting, explaining that it was rescheduled due to internet issues in the office.
Treasurer Eric Holt shared that he planned to reconcile the year-end financials before the February board meeting, and he would submit a proposal for the cash assets. He stated that changing the management of reserve funds from the component to the pooled method requires homeowner approval and he planned to create an FAQ for residents. Oostenbrink clarified that the VMs can vote on the change without the matter going to every resident.
In her report, Association Manager Jennifer Jordan reported that 311 violation notices were given in December, the majority being initial notifications.
Oostenbrink said the Modifications Committee mistakenly approved the installation of a fence in Harbor Links that doesn’t comply with INSGs. The board unanimously agreed to send a Chattel Shipping letter, which would acknowledge that the fence was approved in error but the INSGs would be properly enforced moving forward.
Oostenbrink turned to a conflict surrounding use of common greenspaces in The Greens. He explained that residents had raised concerns with their VMs about sports teams practicing on the field and damaging the turf. Those concerns were passed on to the CDD, which maintains the greenspaces throughout Westchase. In response, the CDD field office installed signs at two greenspace that say, “no cleats; no organized sports.”
Director Jessica Siddle acknowledged that her child was among those using the common area to play flag football and said that the CDD was still deciding how they would handle the signs following backlash. Greens VM Steve Splaine explained that this issue isn’t new. He said that there are two VMs for the neighborhood (Greens and Village Green). Three years ago, they both fielded numerous complaints about the state of the sod in the Village Green. The CDD agreed to resod (funded by Greens residents) and when it began to deteriorate 6 months later, the former field manager said a boys soccer team was contributing to the problem. The board discussed putting up signs, but they were never installed. Concerns about the sod and use of the space by sports teams resurfaced recently and the current CDD field manager installed the signs.
Both Holt and GAC Chair Ashley Wait-Woodcock agreed that the WCA does not have a say in the matter. Holt moved to have the GAC communicate to the CDD that the WCA does not hold an official position regarding signage on CDD property and that only board members can represent the WCA. It passed unanimously.
Oostenbrink left for a family emergency and Holt, being the next in command attending in person, led the remainder of the meeting.
He moved to have the Modifications Committee meet on the first and third Tuesdays of every month, as opposed to every other Tuesday, to avoid having their meetings conflict with the VMs meetings. The motion passed, 5-0.
Wait-Woodcock formally responded to Dale Sells’ earlier comments about her, referring to them as “unhelpful and unnecessary.” She reiterated her call for new members of the GAC and encouraged interested residents to contact her. Holt moved to remove all current GAC members with the exception of the Chair. He noted that it would be simple to reappoint them if they wished to continue. All board members present voted in favor. Holt said the Doc Review Committee needs one additional volunteer to focus on INSG changes.
Pam Wilcox of the S&T Committee said they hoped to begin open pickleball play on February 19. She said interested residents could register to play from 5-7 p.m. or 7 to 9 p.m. on Thursday and Saturday evenings. The board unanimously passed a motion to approve a 90-day trial period.
Technology Advisory Committee Chair Brad Swindell presented the committee’s recommendations and suggested a January Workshop to determine locations for surveillance cameras and doors with access controls. The board then voted to replace the power supply for the Countryway pool entrance at a cost not to exceed $4,000.
Welcome Committee Chair Charles Stephens asked the board whether there was still a need for his volunteers. Jason Jozefiak and Jordan explained that the board wanted new residents to pick up their welcome bags at the WCA office to help them enroll in Vantaca. Stephens asked what his volunteers would do if they were no longer distributing the bags. Holt admitted he wasn’t sure. Wait-Woodcock, who was not at the December meeting, admonished her fellow board members for having made the decision without consulting Stephens. Holt apologized on behalf of the board and said this was an opportunity to reinvent the Welcome Committee. Stephens agreed to reach out to his volunteers, and Holt said he’d add the item to the February agenda.
Swindell said the lifeguard survey was ready and Holt charged Jordan with distributing the survey to residents by January 16, with responses due by January 31.
Holt said that, after discussions with Wilcox, he was making a motion to change facility hours so they would be open four additional hours each week. The motion passed unanimously.