WCA President Michiel Oostenbrink introduced new Association Manager Rhonda Turner. Treasurer Eric Holt then took the floor to report that the board was beginning the 2027 budget process and Inframark would play a larger role this year. An initial meeting to review reserve items was set for Monday, July 20 at 3 p.m.
Holt said the association was well under budget due to higher capital contributions, lower operational expenses and lower professional/management service fees (including a credit from Inframark).
Turning to violations, Administrator Alice Rivera said the Inframark team is driving the community 3 to 4 times a month and she confirmed they are covering all neighborhoods.
Oostenbrink provided the S&T Committee report in Pam Wilcox’s absence. They are in the process of getting bids for landscaping work at the facilities. Committee member Andrew Amenta added that pickleball players are enjoying the newly installed stadium bleachers, which led into a conversation about who had approved those bleachers. Amenta said they were approved in November and recently installed. Oostenbrink said he would look back at the minutes. He said he also heard there were complaints. Amenta said, overall, players love the bleachers. Facilities Manager Patrick Piper clarified the bleachers are only 32” deep and roughly 12” long and they are opposite the kitchen — a part of the court where no one is diving/running.
Piper said the facilities are fully staffed and they have standard operating procedures in place. Lanzar said that Inframark owes the board a plan for how to handle the upcoming transition from lifeguards to CSAs.
Turning back to pickleball, a discussion ensued about the rules for open play. Piper said they had posted rules, but he was told he needed board approval, so they were taken down. Holt made a motion to move forward with reposting the open play rules, but Maurer said he wanted to see the rules first. Oostebrink said he would add it to the July 20 agenda.
In a Document Review Committee update, Holt said they are in the process of refining the master list and they have a request out to WCA Counsel Kathleen Reres to see what corrections can be made with reasonable assumption. He said the end goal is to be able to say here is what the INSGs looks like and here’s the process if you want to change them.
Maurer interjected that the process is turning into a much larger endeavor and he doesn’t feel this committee is qualified to have those conversations. “I’m concerned about that. We’ve got to stay where we need to be – we don’t need to reinvent everything,” he said.
Holt said the committee is simply helping to facilitate proposed amendments to the INSGs and they need to understand which homeowner belongs to which INSG, which section. He added that it is just a matter of requesting public record from the county and working with property management and maybe VMs to figure out which section residents belong in.
Maurer replied that he appreciates the work of the committee, but there are some areas you should not dabble in and this is one of them. Holt countered that if the committee doesn’t do it, who is going to?
Oostenbrink said he agrees that even the committee didn’t realized they would be going this route. He said he appreciates that Holt and the committee are taking the approach and a bulk of the work has been done. Holt concluded the conversation by clarifying that the committee is not changing any of the INSGs; they are helping neighborhoods facilitate changes if they want them.
TAC committee Chair Brad Swindell presented proposals from three vendors for CCT cameras and gate access controls. He explained the goal is to have an integrated system that will allow guards to be able to see homeowners as they approach the facilities and provide access either through a fob or phone app. Swindell said Red Wire came out on top in terms of scope of work and cost effectiveness. They were also the only vendor able to integrate with Vantaca. Following a discussion, the board unanimously approved the proposal from Red Wire with an installation cost of $88,998.61 and annual maintenance contract of $6864. Swindell said implementation should take 8-12 weeks. The system can be accessed either through a fob or a phone app and the board agreed the cost of the fob would be passed on to residents since there is also a free option (phone app).
TAC Chair Brad Swindell presented proposals from three vendors for CCT cameras and gate access controls at the facilities. He explained the goal is to have an integrated system that will allow attendants to easily identify residents and provide access either through a fob or phone app. Swindell said Red Wire came out on top in terms of scope and cost effectiveness. They were also the only vendor willing to integrate with Vantaca. The board unanimously approved TAC’s recommendation to contract with Red Wire to complete the project, to be ratified at the July 20 meeting.
The board unanimously appointed Mary Griffin to the Welcome Committee and had a lengthy conversation with Chair Charles Stephens about processes and supply inventory. Holt asked Stephens how many of the roughly 90 new homeowners this year had received bags. Stephens replied perhaps 10. Holt said the committee needs to have a firm grip on who has and hasn’t received bags. Stephens said a lot of the work had fallen on him after several committee members resigned.
The board agreed to table Stephen’s request for supplies until there was a solid list in place of how many homeowners needed to receive bags and how much inventory was on hand. The board also reviewed proposed edits to the Welcome Committee Resolution and approved the original resolution with two revisions.
Oostenbrink said the Nominating Committee reviewed the rules for the September election and will continue to include a provision that only allows nominations from the floor in the instance that there are not enough declared candidates to fill the open seats. The deadline to declare candidacy will now be Aug. 31 (7 days prior to the election). The board unanimously approved the rules and Oostenbrink said the voting members would also vote on them at their July 14 meeting.
There are five candidates to fill the current vacant seat and the VMs will vote to fill that seat on July 14. The board also unanimously approved the video streaming policy for VM meetings.
The board had a lengthy discussion about the simultaneous use of amenities by owners and tenants. Oostenbrink said counsel Kathleen Reres submitted her opinion, reminding the board that the documents are designed to protect an association from having twice as many people using amenities as planned. Lanzar said she was originally in favor of allowing simultaneous use until she read Reres’ opinion and realized it’s a management nightmare.
In the end, the board agreed they were reinforcing the governing documents by not allowing simultaneous use of the facilities and to allow it would require changing the governing documents.
Reres also rendered an opinion on the responsibilities of the master association versus sub associations. Oostenbrink said there had been an issue with violations that were sent out in Woodbridge and The Vineyards for items that are handled by sub association. Reres recommended working with each sub-association to create a chart as to who is responsible for what. She is outlining The Vineyards and Woodbridge and will send to those to the sub associations to review. Turner said having the chart of responsibilities would be helpful. There are 13 sub associations.
Following a lengthy conversation, the board unanimously approved a motion to move forward with clarifying the violation approach by having Inframark reach out to each VM or sub association to request that they provide a list of sub association responsibilities or their governing documents. The board will then take those to Reres to further create a chart to identify sub association responsibilities. From there, Inframark will no longer send violations to homeowners in the instance that they are not responsible for those maintenance items.
The board also unanimously approved the association’s Hurricane Emergency Prep Plan.