WCA President Michiel Oostenbrink opened the June VM meeting by expressing his frustration with a number of emails that were exchanged among the VMs shortly before the meeting. Without directly discussing the content of the messages, he referred to some of them as “mean-spirited” and “contentious.” Oostenbrink reminded the VMs that they have the ability to request that any concerns be added to the meeting agenda. He also stated that the board does not hide any information.
Legal Counsel Kathleen Reres cautioned the VMs to be careful with what they put into writing.
“Emails become part of your official records,” she explained. “If you’re accusing someone of wrongdoing or calling out something in the community, you may want to think twice. Think about how you would feel reading an email out loud in court.”
Oostenbrink said the board will be appointing a Nominating Committee prior to September’s board election. He added that Ashley Wait-Woodcock resigned from the board, and her seat needs to be filled for the remainder of her term. In the past, the board would appoint her replacement. Due to recent changes in the governing documents, VMs are now responsible for filling that seat.
Reres urged the VMs to fill the vacancy as quickly as possible to ensure an odd number of board members. Oostenbrink said the amendments to the governing documents were scheduled to be recorded at the end of June. The VMs technically have the choice to allow the board to fill Wait-Woodcock’s vacancy prior to the documents being recorded; or they can wait until July and fill the seat themselves.
Oostenbrink took a straw poll, and the majority of VMs voted to wait until after the amendments were recorded so they could fill the vacancy themselves. They agreed to vote at the July VM meeting.
Oostenbrink then raised the issue of homeowners in communities with sub-associations mistakenly receiving violations for things that are not their responsibility. He said Pam Senk, VM for The Vineyards, had initially brought up these concerns several months ago. Christine Hennes, VM for The Enclave, asked whether Inframark could send copies of all violations within communities with sub-associations to unit owners and to the relevant property managers. Reres noted that the WCA has enforcement authority regardless of whether a community has a sub-association. She said that Inframark should not interpret the law themselves and the company needs more direction from her and from the board.
Senk asked whether Vantaca had the capability of sending violations both to the resident and the property manager and Inframark Director Michelle George said yes. Woodbridge VM Rick Goldstein said there were similar issues in his neighborhood and requested that Inframark do a better job communicating with local property management. Jim Brinker, VM for Classic Townhomes of West Park Village, said he thought that Hennes’ solution would resolve existing issues in Woodbridge as well.
Oostenbrink announced that the association has hired a new Senior Community Association Manager (CAM) who will start work on June 29. Inframark also offered the WCA a credit of $22,000 as a gesture of good faith.
Oostenbrink shared that the pool slide is now operational. The board also plans to set a date for a reserve item workshop and VMs are welcome to participate.
Shires VM Barry Anderson addressed the CDD’s potential purchase of the Westchase golf course. He shared a slide presented by Golf Course Consultant Greg Christovich during the Feb. 17 CDD workshop that listed the following considerations: community ownership responsibilities; impact on the HOA; financial options/refinement; and community engagement. He then made a motion that the WCA Board approach the CDD to see if they would be interested in a collaboration in hearing from and discussing the aforementioned topics with their consultant. Anderson stressed that he was not suggesting financially partnering with the CDD. The motion passed unanimously. (Editor’s note: At the time of this meeting, no official steps had been taken by the CDD to purchase the golf course.)
Cal Hargreaves, Document Review Committee (DRC) member, reminded the VMs to submit their ballots for the proposed amendments to master residential guidelines no later than July 14.
During VM comments, several members addressed the emails Oostenbrink had referenced. Some agreed with him, while others felt that the emails were intended to be helpful in nature.
Bennington VM Russ Crooks expressed concern that no violations were coming through the Covenants Committee. He also said that the violation reports needed to be simplified and streamlined. Oostenbrink agreed to investigate the matter further, but acknowledged that he didn’t anticipate finding an ideal solution in the near future.
Dawn Gingrich, VM for the Bridges, asked whether the recordings of the monthly board meetings could be made available without residents having to request them. Association Manager Karen Marrero said that is in the works.
Nancy Sells, VM for Harbor Links/The Estates, said she was frustrated with Inframark for not responding to her continued complaints about basketball hoops that stay out for months on end. Oostenbrink noted that Inframark did not commit to conducting night inspections as Greenacre had done and added that it’s difficult to issue violations for sports equipment.
Eric Holt, who serves on the DRC, said there will be another window for VMs to make changes to guidelines and the issue of sports equipment could be addressed. Holt also stated that Reres is working on a final draft of the VM video policy.
Saville Rowe VM Bill Carey asked whether he could make a motion to add a discussion about culture and decorum to the July agenda. Reres reminded the VMs that they have a code of conduct that could be recirculated if necessary.