The December 17 WCA Board meeting opened with the resident forum. A homeowner commented on how bad the parking lots look, noting that they need to be restriped and better maintained. President Michiel Oostenbrink said that the item is on the reserve list. Mary Griffin, Single Family Homes of West Park Village VM, commended the board on the cover letter that they sent out with the budget and recommended that they prepare a similar message every year.
Swim & Tennis Committee Update
S&T Chair Dan Haigy took the floor to share that oversight of Countryway court usage is a top priority. He noted that cabana attendant staffing is inconsistent and needs to be addressed for the mag lock that is being installed to function effectively. Association Manager Jennifer Jordan said there are only four cabana attendants, and they have been instructed to lock the doors, put signs on them and notify a pool attendant when no one is on duty. Haigy said that it has not been happening consistently.
Haigy reported that the committee wanted signage installed near the pickleball courts indicating that “Effective January 30, 2026, all individuals must check in with the cabana attendant with a valid ID before entering the courts.” Director Theresa Lanzar moved to add the requested signage, and her motion passed unanimously. Jessica Siddle and Ashley Wait-Woodcock were absent.
Haigy informed the board that the committee had prepared a side-by-side comparison of the implications of the various lifeguard situations being considered. Director Eric Holt said he wanted to wait for the results of the lifeguard survey before making a final decision.
Haigy shared that the committee has been reviewing and amending facility rules and regulations and hopes to complete the process by next month. He also mentioned that some residents have complained that the pools are too cold. Jordan confirmed that the heaters are set at 84 degrees. Coach Patrick recommended leaving the heaters at that temperature, noting that there would obviously be fluctuations in the actual temperature during cold weather.
Jordan asked whether the S&T Committee had finished compiling a list of pool assets and Haigy replied that the committee had finished the list, which included ratings and photos, and he would get a copy to Jordan.
Treasurer’s Report
Holt reported that the final budget had been sent out to all homeowners. He stated that he put together a proposed investment plan for next year and was confident that the association could make $80,000 to $90,000 in interest. He plans to reconcile accounts at the end of the year, he added, noting that the WCA could have as much as $300,000 in excess cash.
He added that all of the association’s appropriated funds are sitting in the same account as its operating funds, and he recommended separating them. Reserves are currently funded on a monthly accrual, and Holt suggested fully funding the reserves and appropriated funds at the start of the year so the board will know exactly what remains for operating funds.
Lanzar asked why the board funds the reserves the way that they do, and Holt said he didn’t know. Holt then moved to separate appropriated funds from the association’s operating account. All board members present voted in favor.
Holt also recommended moving from the component method to the pooled method for the WCA’s reserves. Lanzar said she recalled that Kathleen Reres, the board’s legal counsel, had reservations about doing so. Oostenbrink said that he thought such a change could not be made without a full membership vote, adding that the board needed to do more research on the legalities of the process. He agreed to contact Reres about the matter.
Association Manager’s Report
Jordan took the floor to field questions about her monthly management report. Lanzar said that Greenacre, the former management company, had provided board members with a schedule of all 33 neighborhoods and when they visited each one. She said that she wanted confirmation from Inframark that property managers had actually gone to each neighborhood. Oostenbrink added that VMs also used to receive a spreadsheet of all violations, and he wanted to know whether Jordan could resume the practice. Jordan stated that she could sort the violations by street name and provide the board and VMs with a report.
Karen Marrero, assistant association manager, suggested sending new owners a letter (in addition to the Inframark welcome letter) asking them to visit the WCA office to pick up their welcome bags. This would provide property managers with an opportunity to collect vital information from new residents, she added. Holt made a motion to do so, and it passed unanimously. Holt also asked whether she could generate a report of new owners and distribute it to the VMs. Marrero agreed to do so.
Jordan asked whether the board had looked at quotes for pressure washing the swim and tennis facilities. Lanzar said she thought that pressure washing would be the responsibility of the new maintenance person. Director Jack Maurer (who attended via Zoom) noted that the WCA owns an industrial pressure washer and stated that an association employee should complete the pressure washing. Following a discussion, Lanzar moved to approve the quote from Gladiator Pressure Cleaning. The motion passed 4-1, with Maurer voting in opposition.
Technology Advisory Committee Update
Brad Swindell, chair of the Technology Advisory Committee, reported that they had been working with Inframark to complete an update of the association’s internet service, and the WCA is now using Frontier.
He added that the access control system for the Countryway pickleball courts is being processed and recommended setting up a workshop in January with the board and TAC members to discuss the possibilities of card access to facilities and video surveillance. He said that if a design can be agreed upon by February, the project could go to RFP in March.
Maurer asked about recording equipment for the meeting room at Parley Drive. Swindell told him that TAC recommended a simple all-in-one device with a 360-degree camera that could connect to the projector. Holt moved to purchase the recommended device so the board could begin video recording its meetings with the potential to livestream them. The motion passed unanimously.
Moving to the lifeguard survey, Swindell said that TAC generated a survey in Survey Monkey using the information that the board had provided. They created both a QR code and a link for homeowners to access the survey. Jordan asked whether the survey would recognize if someone tried to enter the same address twice. Swindell said he would investigate further and let her know.
The board agreed to share the link and QR code via the WCA’s website, through social media, via email, and by giving it to the VMs to distribute to their constituents. They also decided that the survey will close on January 31.
Swindell said that TAC recommended that each committee have access to a Google folder to create and share resources with other committee members and with the board. He also asked that each committee have a dedicated Westchase email address that would stay constant when committee members joined and left. Holt moved to create email addresses for the Modifications Committee and for TAC, and all members present voted in favor.
TAC currently has three members, and Swindell said it would be helpful to have two additional members. Jordan agreed to send out an open-ended call for volunteers.
New Business
Oostenbrink then addressed the issue of renewing Pipeline’s contract. Holt noted that the board used to use a formula to calculate the rate per lane per hour, but said he didn’t have the formula at his disposal. He pointed out that pool costs, including staffing, service and chemicals, would increase significantly in 2026. He suggested increasing Pipeline’s cost to use the facilities by 10 percent, which would raise their rate from $1300 per month to $1430 per month. Lanzar moved to increase Pipeline’s fees by 10 percent, and her motion passed unanimously.
The board discussed the parameters of Coach Patrick’s Pool Supervisor contract. They agreed that he would be hired as an independent contractor whose hours would fluctuate but would not exceed 19 hours per week. Holt clarified that those hours will not overlap with the hours Coach Patrick spends working on behalf of Pipeline.
Coach Patrick said he was unable to obtain the level of insurance that the board had requested due to the size of his business. Maurer moved to approve the contract with a start date of January 2, with the contingency that Oostenbrink would have the authority to finalize the insurance provisions. Maurer’s motion passed unanimously.
Holt announced that there is one open position on the Document Review Committee. Bob Rohrlack opted to step away, Holt continued, and he suggested reaching out to the community to find an additional volunteer.
Oostenbrink provided the Government Affairs Committee update in Wait-Woodcock’s absence. Oostenbrink recommended that he send an email out to all relevant parties at the county level introducing Wait-Woodcock as the association’s new representative. Holt said he thought it would be best for Wait-Woodcock to clean the slate of old members and start over. Oostenbrink said that the decision should be up to Wait-Woodcock. Holt agreed to reach out to her to discuss the matter.
Jordan reported that Inframark was in the process of reviewing several applications for the facilities maintenance technician position. She said that Marrero, Michelle George with Inframark, and Maurer will be conducting interviews.
Oostenbrink told his fellow board members that the GAC and TAC resolutions had been sent to Reres for review and she had returned them. Holt moved to approve the GAC resolution as submitted, and the motion passed unanimously.
Holt questioned why the TAC resolution didn’t include specific language prohibiting committee members from entering into service agreements with the association. Swindell noted that he had no problem with the addition of such language. Holt then moved to approve the resolution with the addition of that verbiage, and all members present voted in favor.
The next item on the agenda was the potential approval of the annual Glencliff engagement letter. Holt said he wanted to know why Glencliff is not a sub-association and expressed concern that the WCA would be liable if anything went wrong under the current arrangement. Oostenbrink agreed to discuss the matter with Reres. Jordan clarified that the document potentially being signed was an engagement letter, and not a contract. Holt moved to approve an engagement letter valid for 90 days pending further review for a potential extension. The motion passed, 4-1, with Director Jason Jozefiak voting in opposition.
The board voted unanimously to approve eight violations to go to the Covenants Committee for hearings. Holt recommended tabling the discussion about the record retention policy, and the board agreed. Oostenbrink moved to update the existing records request policy to reflect Inframark’s contact information, and the motion passed unanimously.
Holt requested that the staffing schedule be done in accordance with the 2026 budget moving forward. Jordan said that she would let Coach Patrick (who will be overseeing the lifeguards) and the head lifeguard (who will be doing the scheduling) know and make sure they complied.
Oostenbrink moved to approve the lowest bid for a bulk mailing of the 112 potential changes to community guidelines to all homeowners, who must vote on them. The motion passed unanimously.