WESTCHASE COMMUNITY ASSOCIATION, INC



APPROVED

WESTCHASE COMMUNITY ASSOCIATION, INC.

REGULAR BOARD OF DIRECTORS MEETING

September 4, 2014

MINUTES

I. CALL TO ORDER

A meeting of the Board of Directors for Westchase Community Association, Inc. was held Sept 4, 2014 at the WCA Management Office, 10049 Parley Drive, Tampa, Florida 33626. Ken Blair, President, called the meeting to order at 7:08 PM.

II. ROLL CALL

Directors Present: Management Staff: VMs and Alternates:

Joaquin Arrillaga Debbie Sainz, CMCA Carlos Quiros

Dyan Pithers Charlotte Adams Kathy Carlsen

Ken Blair Kelly Shires Mary Griffin

Keith Heinemann Directors Absent Bill Dennis

Darrick Sams Nancy Sells Don Costello

Joe Odda Ed Siler

III. PLEDGE OF ALLEGIANCE

The Pledge of Allegiance was recited by those present.

IV. SECRETARY’S REPORT

• August 14, 2014 Board of Directors Meeting Minutes submitted.

Joaquin Arrillaga motioned to accept the Aug 14, 2014 board minutes. Keith Heinemann seconded the motion. A vote was taken and the motion carried 6-0

V. TREASURER’S REPORT

VI. COMMITTEE REPORTS

A. Covenants Committee – Report Submitted

Joaquin Arrillaga motioned that the Board approve and accept as presented the Aug 27, 2014 Covenants Committee meeting recommendations as their own. Dyan Pithers seconded the motion. Vote was taken and the motion carried 6-0.

B. Government Affairs Committee - Darrick Sams

• Linebaugh Trash collection Center construction is coming along as planned

• New townhomes under construction along Sheldon Road

C. Modifications Committee – Jovanna Hoagland

D. Citrus Park Extension – report by Joe Odda

Joe reported that 26 entities have been reached to date regarding the Citrus Park Extension Coalition.

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

• Borrell Electric will begin the core drilling underneath the parking lot for the conduit lines and should begin installation within the next 30 days upon USTA funding and start of permitting of the building.

• All paperwork has been submitted to the USTA for grant review after two more requests by USTA to the WCA. All items were uploaded on Aug 12th to USTA.

VIII. OLD BUSINESS

IX. NEW BUSINESS

A. Approval of Proposed 2015 Budget

After review and discussion was held, the following was motioned:

Joaquin Arrillaga motioned to approve the 2015 budget with changes made as follows: reduce code#4076 Legal-General by $10,000 and to increase #5221 Capital Improvement by $10,000. Joe Odda seconded the motion. Dyan Pithers further requested an amendment to the motion to reduce #4076 by a total of $15,000 and put only $10,000 into #5221, thereby reducing expenses by $5,000. Joaquin accepted the amendment. Darrick Sams seconded the amended motion. Vote was taken and the motion carried 6-0

B. Proposed Amended Self-Help Resolution

Joaquin Arrillaga motioned to accept the proposed amended self help policy as presented by legal counsel:

AMENDED RESOLUTION OF THE WESTCHASE COMMUNITY ASSOCIATION (WCA) BOARD OF DIRECTORS ESTABLISHING THE POLICY AND PROCEDURES FOR THE USE OF THE SELF-HELP REMEDY AS AUTHORIZED BY THE WCA GOVERNING DOCUMENTS.

WHEREAS the Westchase Community Association, Inc. wishes to put in effect clear policy and procedures to exercise its ability to use self-help remedies in curing extreme and persistent violations, and

WHEREAS the Westchase Community Association Legal Advisor has opined that its governing documents clearly gives the authority to make use of the self-help remedy and to assess the fees and costs incurred by the Association in bringing Member’s Unit into compliance with the provisions of the Declaration,

WHEREAS, this resolution amends the September 2, 2008 Self-Help Policy.

NOW THEREFORE, the Board hereby adopts the following policy and procedures before a self-help measure is apply:

It is the policy of the Westchase Community Association to approve self-help remedy as a measure of last resort once the following procedures have been followed:

That the Property Manager has sent (i) a first violation letter and the Owner has not corrected the violation; (ii) a second letter of violation and received no response or positive action by the Owner; (iii) and the Unit appears uninhabited or unoccupied or the Unit Owner or occupant has failed or refused to respond to the Association’s requests and/or demands.

That the Property Manager has notified the WCA Legal Counsel of the steps taken requesting advice as to how to proceed (self-help or any other court action); that a certified letter has been sent to the Owner to the last known address notifying that the WCA will remedy the violation if not corrected within ten (10) days and advising the Owner that a bill for the amount paid by the Association to correct the violation will be sent to Owner. The notice will also include a statement that if the special assessment/bill is not timely paid, that the lien may be placed against the home.

Once completed the above two steps the Property Manager shall submit the case to the Board with RECOMMENDATION as to whether “self-help” measure should be taken, This recommendation should include also the following:

copy of all violation notices thru regular or certified mail;

correspondence with legal counsel;

all photos taken from the violation(s) in the Unit;

any other information related to the case (phone calls or visits to the office complaining about the violation)

Nothing in this Policy shall be construed to compel the Association to resort to its Self-Help remedies. Rather the use of Self-Help remedies remains in the sole and absolute discretion of the Board of Directors.

Keith Heinemann seconded the motion. Vote was taken and the motion carried 6-0

C. Use of Conference Room and Suspension of Use

Ken Blair motioned that anyone using the office that fails to set the alarm two times shall be suspended for 6 months of use of the office and the activity room and that the motion supersedes all prior motions. Keith Heinemann seconded the motion. Vote was taken and the motion carried 5-1 (Joaquin)

D. Financial Sponsorship Request by Irish 31

Dyan Pithers motioned to support the event hosted by Irish 31 but not in a financial aspect. Darrick Sams seconded the motion. A vote was taken and the motion carried 6-0

E. Request for Room Rental Refund

Joaquin Arrillaga motioned to deny the request by the Westchase resident for a refund of the room rental fee. Ken Blair seconded the motion. A vote was taken and the motion carried 6-0

X. OTHER BUSINESS

ADJOURNMENT at 8:20PM

_____________________________

Keith Heinemann

Westchase Community Association, Inc.

Secretary

cc: HOA File

WCA Board of Directors

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