VM Discussions Prompt Look at the Bigger Picture

WCA President Shawn Yesner began the Oct. 10 meeting with Variance Committee renewals and appointments. He said he would be stepping down from the committee and current alternate Jack Maurer wished to fill that vacancy for a “permanent role” member.

Yesner went on to explain that it is the role of the Modifications Committee to approve exterior changes to the home. Should a resident’s request be denied, and they feel they have a unique circumstance that warrants an exception, they can take their case to the Variance Committee. The Committee consists of four residents and one non-resident architect, plus two resident alternates.

The VMs voted to move Jack to the vacated role and reappointed Brian Loudermilk, Jeff Clemente, Jim Wimsatt and the current architect to two-year terms (it was noted the architect was looking for a replacement but would stay on until one was found). That left room for one additional alternate.

Village Green VM Bradley Lloyd, who also serves on the MOD Committee, asked for a bit more clarification on the Variance Committee’s role, because concerns had been raised.

“I look for some uniqueness that says to me, ‘We should bend the rules for this,’” Yesner explained. He offered an example of a federal employee who made a case for having six security cameras, as opposed to the three allowed, to protect his family.

Lloyd thanked Yesner for his clarification, adding that he had recently walked his neighborhood with Loudermilk, who was under the impression that impact windows that also fall in line with Village guidelines were not possible. Lloyd noted they are possible, citing his own home as an example.

“The Variance Committee has a very important role,” Lloyd said. “I think I’d like to see a bit more partnership with the MOD committee because if we start seeing people doing what they want to do, bypassing the MOD committee and going straight to the Variance Committee, it calls into question the role that the MOD committee plays to begin with….”

The question of compliance was also brought up. “Compliance with rules isn’t necessarily a factor in granting the variance,” Yesner said, adding that as the make-up of the committee changes, that may change.

WPV VM Deb Guerino suggested taking a proactive rather than a reactive approach. “If we’re going to spend all of this time and money, we could stop a lot of those breaking the rules and innocent people being penalized by doing a spot check on work that is being requested,” she said.

Following this discussion, Larry Golden volunteered to serve as alternate to the Variance Committee and the VMs approved.

Association Manager Debbie Sainz then informed the VMs that Carl Hargreaves had stepped up to serve as VM of Woodbay. Because the neighborhood had been without representation, the VMs could vote to appoint him, which they did.

The conversation then turned to the potential removal of the VMs for Arlington and Saville Rowe due to excessive absences. “I want to know what the point of kicking them out is?” said The Bridges VM Dawn Gingrich. “And then there’s still nobody representing the neighborhood.” Saville Rowe VM Ed Spink, who was in attendance, explained that as the President of Saville Rowe’s HOA, he had been dealing with the community’s roofing project and then had knee surgery and wasn’t aware he had to attend the meetings.

Sainz clarified that both Arlington and Saville Rowe are sub associations with their own neighborhood association. She explained that certain board members are given the position of VM. If no board member is willing to step up, a homeowner can be appointed by their board.

Kingsford VM Forrest Baumhover echoed Gingrich’s stance. “Kingsford hasn’t even had an alternate VM for the last six years,” he said. “I’d be opposed to any motion to remove someone unless its accompanied with a replacement as part of that motion.”

WPV VM Mary Griffin then made a motion to have Sainz send a letter to the sub association property managers communicating the need for a voting member for their communities.

Spink asked if he could send any of his board members in his stead, and Sainz said he would just need to send a list of names to have them added as alternates.

Yesner then introduced WPV resident Mark Zais who had a request for an amendment to Article XII, Section 4 of the CCRS regarding animals and pets. He explained that his wife, Jenna, operates her dog walking and occasional pet sitting service from their home and the way the guideline is currently written prohibits her from collecting money for her services.

During his comprehensive presentation, Zais called out the line of the rule stating, “No pets shall be kept, bred, or maintained for any commercial purpose,” adding, “It is reasonable to assume that the original intent of this provision was to prevent commercial pet breeding or kenneling of animals within the community, which involves a higher volume of animals and different maintenance standards.”

Following the presentation, Baumhover asked Yesner if it is currently the WCA interpretation that pet sitting is in violation as this CCR is written.

Yesner explained this issue came up because a neighbor complained and the wording the WCA picked up on was, “No pets shall be kept, bred, or maintained for any commercial purpose.”

Zais interjected that they had only had dogs at their home for seven nights in a period six months.

“What came to the board was that you were running a boarding business out of your house,” Yesner added. “If the board is aware there is someone who is potentially violating the rules, we have to act on that.”

Guerino pointed out that Article 12. Section 26. of the CCRs has Business Use language. “It’s not just changing that CCR but also challenging the Business Use language,” she explained.

“Is it possible for the WCA to adopt a position with some sort of guidelines without having to rewrite the CCRs?” Baumhover asked.

“This is not an issue we can resolve and vote on today,” Yesner said, adding that the VMs would need to go through the process of changing the documents and that includes ensuring there is no violation of county codes.

Yesner also noted that this conversation brings up a bigger point – that it may be time to do a massive overhaul of all the governing documents.

Yesner concluded, “I’ll work with Debbie and the VMs. If they are so inclined to look at this as a rule change, we’ll look at this as a rule change.” Zais thanked the VMs for their time.

Yesner then introduced Facilities Manager Dwight Kilgore, explaining that Gingrich had sent an email with concerns from a few residents of The Bridges regarding the cleanliness of the pool bathrooms.

Kilgore explained there had been some issues initially, but he had since established opening/closing checklists with his staff and had streamlined the ordering of cleaning supplies. He had also reached out to the CDD to see how they maintain the park bathrooms and learned they use a janitorial service.

Kilgore went on to point out that many of the issues are due to the general upkeep of the facilities – for example scaling rings due to hard water, pooling on uneven countertops and rust stains on the floor from toilet bolts. “A lot will be resolved when the bathroom remodels take place,” he said, adding, “I’m not sure we can get them much cleaner without the root causes being addressed.”

Yesner said the board was trying to get bathroom renovations back on track and that was on the agenda for the Oct. 12 board meeting.

“Why are we relying on teenage lifeguards to clean the bathrooms?” Griffin asked. “It seems simple – why don’t we get a cleaning service?”

Kilgore defended his staff’s ability to clean the facilities, as they had been trained properly to do so. “The facility itself needs some attention – I don’t think a cleaning service, however good they may be, will be able to come in and remove all of the rust stains from the floor because the source of the rust will still be there,” he said.

Kilgore also pointed out that if we they do use a service, as folks come through it will quickly deteriorate, so the lifeguards will still play a role in keeping the facilities clean.

Enclave VM Christine Hennes agreed with Kilgore’s assessment of the lifeguards’ ability to care for the facilities, stating that she uses the pool on a regular basis and feels the staff is extremely competent. She added that some simple changes may be in order.

Glencliff VM Terry Boyd stressed the need to look at the whole project and not just patchwork solutions. And Woodbridge VM Rick Goldstein emphasized, “We need to get those

bathrooms renovated. This was discussed in April. It is almost the middle of October.”

Yesner reiterated the renovations would be on the Oct. 12 board meeting agenda. He added there was no harm in getting quotes on a cleaning service, but in the end he would tend to defer to Dwight.



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