Treasurer Eric Holt reported that a draft of the annual audit had been reviewed and everything was in order. He recommended that the 2027 budget process begin soon, including a review of existing and upcoming reserve projects. The association’s accountant typically attends a meeting to officially present the finalized audit, but Holt suggested that it wasn’t necessary because no irregularities were found. The remaining board members agreed.
In her management report, Karen Marrero reported that a total of 340 violations in May, including 169 courtesy notices. Twenty-one new owners purchased homes in Westchase and 67 modification requests were approved.
Holt asked if Inframark was distributing the management report to Voting Members. Marrero said she would do so. Marrero also reported that she only had two bids for the planned tennis court resurfacing and a single bid for the Swim & Tennis Center signage.
Director Jack Maurer expressed frustration that many of the tasks on the reserve list did not have scopes of work attached. Director Terry Lanzar asked who was responsible for identifying the scopes of work. Maurer acknowledged that it would typically be his job, but that no one had asked him to do so. Holt asked whether Inframark could provide them. Inframark Director Michelle George said the company could provide scopes of work, and she agreed to meet with Maurer to get his input. Director Jason Jozefiak, who attended the meeting remotely, asked for a list of projects currently out for pricing. Marrero agreed to send the list to both Maurer and Jozefiak.
Holt asked if any progress had been made on the WPV bathroom renovations. Maurer said there was no scope of work, and that it would differ substantially from the one for the Countryway bathrooms. WCA President Michiel Oostenbrink stressed the importance of moving forward on that project.
Lanzar said she received correspondence from a homeowner about an unsafe utility box. She asked whether that would be an issue for Government Affairs. Holt replied that proper protocol is for the homeowner to file a service request with the county. If the county doesn’t respond in a timely fashion, then GAC could step in.
In the S&T Committee report, Pam Wilcox expressed frustration at a small group of residents who continue to improperly register on the Your Court system and asked whether there should be repercussions. Holt said he felt strongly that the board should not implement any punitive actions. Lanzar suggested prohibiting those who registered improperly from using the courts during the reserved time. The S&T rules and regulations piggyback on the reservation system, explained Maurer, who also serves on the committee. He suggested that Holt attend a committee meeting to gain a better understanding of the process.
Wilcox said the S&T committee would like to be involved with any landscape improvements that affect either facility. She said she was still waiting for the board to formally approve the committee resolution and the rules and regulations. Oostenbrink assured her that the documents had not been forgotten.
Holt, who chairs the Document Review Committee (DRC), said the committee created editable Word documents for each INSG. The next steps are to finalize those documents and share them with the relevant voting members.
Technology Advisory Committee (TAC) Chair Brad Swindell reported that they have three active bids to install video cameras throughout the community, and they expected to have a decision by the end of the following week.
Swindell said that the time clocks and lighting controls at the S&T facilities are currently a mix of digital and analog devices and TAC came up with a comprehensive solution using a Wi-Fi-based controller that would consolidate multiple timers into one. Maurer recommended installing two of the new timers as soon as possible. Swindell said he needed to obtain a final quote before moving forward.
The board unanimously approved appointing Oostenbrink, Holt and Director Jessica Siddle (who attended remotely) to the Nominating Committee. They also voted to ratify the reserve study proposal that was approved at the last board meeting. Oostenbrink asked Marrero how long it would take to get the final reserve study. She said she was unsure. Oostenbrink said the board needs to select a potential date to review all of the reserve items, but it can’t be done until the final study is complete. Board members tentatively agreed to meet the week of July 20.
Inframark shared a bid for S&T facility signage that came in at $1566.54. Maurer expressed concern about the wording surrounding service animals being permitted at the pool. Patrick Piper assured him that no animal is ever allowed in the water, regardless of whether it is a service animal. Lanzar questioned whether the association needs residents to fill out waivers once the facilities transition from lifeguards to community service attendants (CSAs). Holt followed up by asking what Inframark needs from the board to enact the new format in September. Oostenbrink said Kathleen Reres thought a waiver might be a good idea, but she wanted to do more research.
Maurer said waivers don’t protect the association, but merely express to residents that they should use extra caution. Holt agreed. George said she was comfortable with the progress that has been made regarding the transition to CSAs.
A discussion ensued about pool slide hours. The slide is currently open from 10 a.m. to 5 p.m. seven days a week. Piper said the hours can be adjusted but are reliant upon staffing — an additional staff member is needed when the slide is open. Maurer moved to extend the closing time to 7 p.m. seven days a week, and his motion passed unanimously.