Key topics at the Sept. meeting included an update on the state of the ponds, discussion of phase 2 of sidewalk repairs, ongoing golf course discussions and a breakdown of the standard operating procedures for coding invoices to the general versus individual village funds.
In audience comments, Barry Anderson of The Shires referenced the preliminary numbers for the next phase of sidewalk repairs that were discussed at the previous meeting and asked the board to confirm that those numbers include the costs for supervision of the work by the district’s engineering firm.
Aquatics Update
Reid Conner with All Water offered an update on the state of the ponds. He said his team saw a significant decrease in growth, but they are still seeing duckweed and algae. He said his crew spent four cleaning out debris at no cost to the community. He said that additional loose debris removal would cost roughly $7,000. Reid acknowledged a gap in operations and there will now be greater oversight on the lead technician as well as daily monitoring of algae growth using satellites. Chair Matt Lewis asked about the promised monthly newsletter and Conner said there had been technical issues, but he was working on it
Supervisor Chris Barrett said he appreciated all his team has done, but he is still not sure it is under control. He said he was frustrated because Conner admitted there was a systematic failure and then also mentioned a fix at a cost of $7,000. He added that this was a systematic problem that got out of hand and he wants to see Pond 43 (in the Bridges) fixed.
Conner said the reason he has to charge a fee is that some of the issue is duck weed and algae that are going to happen as the natural part of a pond’s life cycle, but the cost is reduced because they are owning their part in the problem.
Field Manager David Sylvanowicz explained that he had asked Conner for a proposal for what he deemed would be the next steps in the pond cleanout.
Field Manager Report
The board approved the use of the West Park Village greenspace for upcoming events put on by the Westchase by Arium apartments and WOW’s Great West Chase.
The board also approved $1,320 for a repair to the GFI breaker at the West Park Village Fountain, which is the last phase of repairs following damage to the fountain last fall.
The board agreed to table a change order of $4880 for work to dewater Pond 85 (erosion repair). The original quote came in during dry season and the board agreed to push the work to the following dry season to save money.
The board approved a proposal for $21,107 for community Christmas decorations, which are on par with last year’s decorations.
The board also approved work to repair electrical lines that had failed on pond aerators in The Shires due to cypress roots. The repair involved direct boring at a cost of $13,785.
District Counsel
District Counsel Erin McCormick presented a records retention policy for state and local governments that the board passed unanimously.
A discussion ensued regarding a policy that for the community parks that would prohibit commercial and for-profit activities at Baybridge and Glencliff parks. McCormick said there is a provision that would allow the board to make consider specific requests and make exceptions with board action. Lewis pointed out that this is policy is consistent with the County parks policy and the motion passed unanimously.
McCormick added that the greenspace in West Park Village operates under a different policy that would allow for-profit activities. Barrett pointed out that policy was adopted in keeping with the developer’s original intention for the use of that space.
Engineer’s Report: Sidewalk & Pond Discussions
In his engineer’s report, Rober Dvorak said inventory of sidewalks presented represent quantities of everything his team found (grinds and panel replacements). He said they have given the potential contractors the maps and quantities so that they can identify any additional repairs prior to the start of work rather than after the fact. Dvorak said he would like to move forward with RFPs for all of the communities in Phase 2 so the board has the numbers and can decide how to proceed. Barrett interjected that the board will need to be conscientious of the fund balance and operating expenses. He said they need to stick to the budget for sidewalks in the coming year.
The estimate for all phases stands at $500,000. Barrett said they should go ahead and bid it knowing they probably won’t be able to tackle all sections at once. The board approved moving forward with the RFP.
Turning to Pond 120 (homeowner encroachment in West Park Village), Dvorak said they received a letter from SWFTMD stating that there is unauthorized wetland impact and unpermitted walkways. He added that he will need to request an extension to allow time to get the work done, which will not be a problem. He suggested starting with a 90-day extension. Dredging is scheduled for the end of September and McCormick said she felt comfortable moving forward with the dredging. Dvorak will coordinate with Special Counsel Marsh Rainey and will submit a request for the extension. Supervisor Chris High said he would like to have further discussions about the path forward during the next
workshop.
District Manager’s Report
In her report, District Manager Heather Dilley reported that Supervisor Reggie Gillis had requested approval of an engagement letter from Golf Course Consultant Greg Christovich at a rate of $350/hour, for up to 20 hours, in order for him to conduct a new assessment of the golf course to verify the course’s current condition. McCormick suggested preparing a new agreement rather than accepting the engagement letter as is.
Gillis clarified that there has been no engagement or back and forth with the owner; what he is suggesting is getting a professional assessment from Christovich that will allow them to compare to other sales in the area. He said they would need to have a more thorough conversation at the workshop. He suggested conducting community outreach prior to the September workshop to share as much information as possible.
The board approved the motion to create a new engagement letter with Christovich at a rate of $350/hour, for up to 20 hours.
Dilley then went through the guidelines for coding invoices going forward (general fund versus individual village funds), which was one of the requests of The Greens Working Group, a coalition of residents working for greater budget oversight. Following a line-by line discussion with the board and subsequent tweaks, Dilley noted she would finalize the document for presentation to the board and will use it moving forward for the 2028 budget cycle since 2027 has already been approved and takes effect Oct. 1. (WOW will post the final document once it is available.)
Dilley noted there were additional requests from the Greens Working Group that required board direction.
The board voted unanimously to shift the $190,000 recently returned to the Greens General Fund into the Greens road reserves.
Dilley said the Group is requesting a $22,225 reversal for a sidewalk repair that was invoiced after the board had agreed to bill all sidewalk repairs to the general fund. The board unanimously approved the reversal. They then moved to shift those funds to the Greens road reserves as well.
Dilley asked if the board if they plan to revisit invoices from prior years that The Greens Working Group had called into question. Barrett said they were of small enough amounts, that there was no need to revisit them. Dilley wanted it stated on the record. Barrett said that the board can make the changes to the budget they had just discussed so the district can move forward.
Dilley asked about the request from the Working Group to conduct a new tax assessment methodology study (at a rough cost of $15,000). Barrett said it had already been discussed at a previous meeting that the board did not feel that was necessary at this time.
Dilley informed the board that a recent fraud charge had been noticed to the FBI and sent to insurance. She reminded the board that the fraud charge happened in 2026 so it would be part of the audit for 2026. She added that the insurance company would reimburse the $73,000 directly to the Westchase District and that will go back to the general fund.
Lewis wanted to go on record that going forward the road reserves would be restricted funds. He then made a motion to approve the standard operating procedures discussed earlier and it passed unanimously.
In audience comments, Steve Splaine, representing the Greens Working Group asked the board to implement the agreed upon coding practices beginning with the 2027 budget to avoid a year of potential confusion. “I would advocate to make the policy changes starting this Oct. 1 even if it means some villages run a deficit,” he said. “You’ve made the decisions, why not start Oct. 1.?”
He also asked about the $190,000 figure, stating that he thought it was $198,000. Dilley said there were already charges to that account that brought the number down to $190,000
Splaine emphasized that the Greens Working Group would like to see a third party take a look at the assessment methodology to come back with a recommendation of when the general fund should be used. The fee would be $15,000
In supervisor requests, Matt Lewis announced his resignation, effective Dec. 1, 2026. He thanked the CDD staff (Levon, Christian, David and Sherida) for their hard work. He said he has learned so much from serving on the board and credited his fellow board members over the years for their level of professionalism.
With that, the meeting adjourned.