WESTCHASE COMMUNITY ASSOCIATION, INC



APPROVED

WESTCHASE COMMUNITY ASSOCIATION, INC.

REGULAR BOARD OF DIRECTORS MEETING

August 9, 2012

MINUTES

I. CALL TO ORDER

A meeting of the Board of Directors for Westchase Community Association, Inc. was held August 9, 2012 at the WCA Management Office, 10049 Parley Drive, Tampa, Florida 33626. Joaquin Arrillaga, President, called the meeting to order at 7:05 PM.

II. ROLL CALL

Directors Present: Management Staff: VMs and Alternates:

Joaquin Arrillaga Debbie Sainz, CMCA Carlos Quiros

Keith Heinemann Charlotte Adams, CAM Joe Odda

Nancy Sells Kelly Shires Mary Griffin

Mike Clayton

Ken Blair Directors Absent

Brian Ross

Dyan Pithers

III. PLEDGE OF ALLEGIANCE

The Pledge of Allegiance was recited by those present.

IV. SECRETARY’S REPORT

June 14, 2012 Board of Directors Meeting Minutes submitted.

Mike Clayton motioned to accept the June 14, 2012 board minutes. Nancy Sells seconded the motion. A vote was taken and the motion carried 7-0.

V. TREASURER’S REPORT - none submitted

Nancy Sells motioned to ratify the motion made to setup new operating and reserve bank accounts with C1 Bank and to transfer the funds into the C1 accounts. Dyan Pithers seconded the motion. A vote was taken and the motion carried 7-0.

VI. COMMITTEE REPORTS

A. Covenants Committee – Report Submitted

Ken Blair motioned that the Board approve and accept as presented the June 27 and July 25, 2012 Covenants Committee meeting recommendations as their own. Dyan Pithers seconded the motion. Vote was taken and the motion carried 7-0.

B. Government Affairs Committee – Keith Heinemann

- Bob Argus of the Westchase Men’s Rotary Club approached Keith regarding co-sponsoring a “Meet the Political Candidates Night” to coincide with the next food truck rally to be held in October.

C. Modifications Committee –Reports submitted

Brian Ross motioned that the Board authorize the association manager to approve exterior modification requests for painting so long as the modification requests comply with the Associations Guidelines. Mike Clayton seconded the motion. Vote was taken and the motion carried 7-0.

VII. COMMUNITY ASSOCIATION MANAGER’S REPORT- Report submitted – Debbie Sainz

Members were informed of the success of the summer camp program for 2012, with weekly enrollments being at full capacity the last few weeks, resulting in staff having to turn away potential camp participants due to counselor to camper ratio.

The budget workshop for 2013 proposed budget will be held immediately following the voting members meeting on August 21, 2012 at approximately 7:30PM.

At this time the association is maintain 4 units through the self-help process.

Management staff is currently in the process of taking photos of all association owned facilities and equipment, creating a manual of the photos, preparing lists of equipment emergency procedure shut offs, and a breakdown of staff responsibilities during an emergency situation. The manual along with important emergency procedure information will be downloaded to CD’s which will be distributed to the insurance agent for the association, board members and the management company for future reference.

In addition to obtaining bids for the items noted on the Master Plan for Improvements, tennis pro Mike Larscheid is working on applying for a grant with the USTA for the multipurpose court and other court related items that might be covered under the grant.

• At this time, an update was provided by Doug Mays from the CDD regarding flooding issues within West Park Village. The current flooding issues date back to 7 years ago and had been addressed by the county. During construction of the neighborhood infrastructure of the drainage systems, bulkheads were left in the street run-off drains, causing water blockages in most of the drains, allowing only limited amounts of water to drain at one time. Both the CDD and the county are working together to inspect every drain for these bulkheads, with the county absorbing the cost of the inspections and repairs needed.

Another issue raised by Doug relating to the drains were the quantities of recyclable materials being found in the drains. Residents need to secure their recyclables in the containers where they do not risk falling into the street and drainage system.

VII. OLD BUSINESS

• Presentation by Athletes Who Care to WCA Board Members

Sue Denihan presented the board members with t-shirts that were provided to all participants of the triathlon. Additionally, she presented the Association with a medal from the race and a framed photographic collage from the day of the triathlon. She informed all members present that a total of $9,000 was raised to benefit The Springs and The American Lung Association.

• Master Plan Items:

o Tennis Cabana Building – met with two architects on proposed locations of building; working on getting proposals for architectural drawing costs

o Rock Formation Slide – met with contractors to get estimates for slide at the WPV pool

o Vending Machines – Kelly and Charlotte are contacting vending machine suppliers to get a proposal for a two-in-one machine for snacks and drinks; also getting cost estimates for an ice maker/dispenser machine

Joaquin informed everyone of two volunteers that have stepped forward to participate on two new committees: Social Activity Committee –Edward Santiago owner in The Greens; Disaster Plan Committee – Ron Boyington owner in The Bridges

IX. NEW BUSINESS

A. Request to Sub-Lease Home – 11824 Derbyshire

Brian Ross motioned to approve the sub-lease for the term of the current lease agreement so long as the property remains in compliance and the dues are kept current and that both the owner and Mr Strominger understand that they relinquish their rights of use of the facilities. Mike seconded the motion. A vote was taken and the motion carried 5-2 (Dyan, Joaquin)

B. West Park Village – Geothermal Pool Equipment

o Presentation was made to the CDD Board members at their monthly meeting on August 7th requesting permission to utilize the lake water next to the Village pool as the heat source for the equipment. Discussion was held and the CDD was willing to grant permission for use. Before formally approving the installation of the equipment, Brian Ross recommended discussing this at the budget workshop to gauge the support of the voting members since additional funds would be required in the 2013 budget to fund the project in full. If no opposition is made, then the request would be presented to the board at the September board meeting.

X. OTHER BUSINESS

ADJOURNMENT

At this time, the Board of Directors went into an executive session to discuss personnel related matter….8:30PM

_____________________________

Michael Clayton

Westchase Community Association, Inc.

Secretary

cc: HOA File

WCA Board of Directors

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