APPROVED
WESTCHASE COMMUNITY ASSOCIATION, INC.
REGULAR BOARD OF DIRECTORS MEETING
August 11, 2011
MINUTES
I. CALL TO ORDER
A meeting of the Board of Directors for Westchase Community Association, Inc. was held July 14, 2011 at the WCA Management Office, 10049 Parley Drive, Tampa, Florida 33626. Joaquin Arrillaga, President, called the meeting to order at 7:40 PM.
II. ROLL CALL
Directors Present: Management Staff: VMs and Alternates:
Joaquin Arrillaga Debbie Sainz, CAM Bill Dennis
Nancy Sells Charlotte Adams Gene McArthur
Brian Ross Kelly Shires Carlos Quiros
Keith Heinemann Don Costello
Michael Clayton
Mary Griffin Directors Absent
Dyan Pithers
III. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was recited by those present.
IV. SECRETARY’S REPORT
July 14, 2011 Board of Directors Meeting Minutes submitted.
Michael Clayton motioned to accept the July 14, 2011 minutes. Keith Heinemann seconded the motion. A vote was taken and the motion carried 7-0.
V. TREASURER’S REPORT - no report
VI. COMMITTEE REPORTS
A. Covenants Committee – Report Submitted
Joaquin Arrillaga motioned that the Board approve and accept as presented the July 27, 2011 Covenants Committee Meeting recommendations as their own. Nancy Sells seconded the motion. A vote was taken and the motion carried 7-0.
B. Government Affairs Committee – no report
C. Modifications Committee –Reports submitted
D. Website Committee – Dyan Pithers
Dyan reported that an additional funding of $1,000 (will take budget it back up to originally approved $7,000) is needed to make a few more changes/upgrades to website in order to finalize the project.
Mary Griffin motioned to reinstate the $1,000 for website changes. Nancy Sells seconded the motion. A vote was taken and the motion carried 7-0.
VII. COMMUNITY ASSOCIATION MANAGER’S REPORT- Report submitted
Debbie Sainz announced that the new marquis signs have been installed and some issues have been noted with the design and use of them. Due to a design flaw with the hinges/brackets that keep the glass door in the open position, it is not possible for only one person to attempt to place the glass door into an open locked position. Additional problems were also found with the locks on each frame. Each of these items are being addressed with Creative Signs and their manufacturer.
As of August 5th, Vila & Sons was no longer in business performing services for the CDD and the WCA. Current landscape issues at the WCA office building will be addressed with the new company once the CDD makes their selection.
The purging of the individual unit files is underway. At this time all files have been purged and we will now begin scanning the documents to the main server.
VIII. OLD BUSINESS
A request was made by Trudy Hensley, a member of the 3.5 USTA Tennis Team, to increase their non-resident membership. At the current time, they have 5 members and 5 non-members. Due to varying member schedules, the team would like to add an additional 4 non-members to accommodate absentees and still be able to have a match.
Dyan Pithers motioned to approve the 3.5 USTA Teams request for dissolution of the 50/50 rule for the Aug-Feb season and for this to pertain only to the 3.5 team. Mike Clayton seconded the motion. A vote was taken and the motion carried 7-0.
X. NEW BUSINESS
A. Appeal Covenant Imposed Fine – 9310 Rockport
Brian Ross motioned to table all action on the two appeals for 9310 Rockport due to current on-going litigation. Mary Griffin seconded the motion. A vote was taken and the motion carried 7-0
B. Appeal Covenant Imposed Fine – 10603 Tavistock
Brian Ross motioned to table 80% of the $750 fine for the boat until the resident vacates the unit, with $150 due immediately, and if the violation repeats itself at any time then the balance of the fine is due immediately. Mike Clayton seconded the motion. A vote was taken and the motion carried 4-3
C. Re-Appoint Covenant Committee Members With Expiring Terms
Brian Ross motioned to reappoint Bill Flood, Hank Muller, Don Costello and Heather Greeley-Hessefort to the Covenant Committee and that Bill Food remain as chairperson for the Covenant Committee. Nancy Sells seconded the motion. A vote was taken and the motion carried 7-0.
Re-Car
Brian Ross motioned to accept the proposal from Bashor & Legendre at no more than $6,000 per year fixed, to amend the deadline for completion to March 31st, and to include a provision for termination of the contract after the 1st or 2nd year. Mike Clayton seconded the motion. A vote was taken and the motion carried 7-0
D. Flood Insurance Proposals – no action taken
E. Amend First Notice of Violation Format & Violation Notice Procedure
Brian Ross motioned to accept the amended first notice violation form and procedures as presented. Mary Griffin seconded the motion. A vote was taken and the motion carried 7-0
F. Ban Temporary Business Rentals – Letter to Avenues
Nancy Sells motioned that the WCA go on record with a letter to the owner of the vacant property behind Fifth Third Bank on Linebaugh Avenue, realizing that the WCA has no authority asking him to refrain from renting the lot east of the bank to temporary and/or seasonal vendors who pitch a tent to sell fireworks. Joaquin Arrilaga seconded the motion. A vote was taken and the motion carried 7-0
Nancy Sells motioned that the WCA send a letter to the current owner of the former Welcome Center asking that the property be brought up to the standards of Westchase, including, but not limited to, the removal of dead/dying shrubs, trimming of trees, landscaping of the berm, a new mailbox, a rental sign more in keeping with professional For Sale signs, painting and the changing of the signage indicating it is the Welcome Center. Mike Clayton seconded the motion. A vote was taken and the motion carried 7-0
XI. ADJOURNMENT
The regular meeting continued into a closed door session to address item C under new business.
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Michael Clayton
Westchase Community Association, Inc.
Secretary
cc: HOA File
WCA Board of Directors
Board Meeting Minutes August 11, 2011