APPROVED

WESTCHASE COMMUNITY ASSOCIATION, INC.

REGULAR BOARD OF DIRECTORS MEETING

March 8, 2012

MINUTES

I.  CALL TO ORDER

A meeting of the Board of Directors for Westchase Community Association, Inc. was held March 8, 2012 at the WCA Management Office, 10049 Parley Drive, Tampa, Florida 33626. Joaquin Arrillaga, President, called the meeting to order at 7:00 PM.

II.  ROLL CALL

Directors Present: Management Staff: VMs and Alternates:

Dyan Pithers Debbie Sainz, CMCA Carlos Quiros

Keith Heinemann Charlotte Adams, CAM

Joaquin Arrillaga Mike Larscheid, Tennis Director

Brian Ross

Ken Blair Directors Absent

Nancy Sells

Mike Clayton

III.  PLEDGE OF ALLEGIANCE

The Pledge of Allegiance was recited by those present.

IV. SECRETARY’S REPORT

February 9, 2012 Board of Directors Meeting Minutes submitted.

Keith Heinemann motioned to accept the February 9, 2012 minutes. Ken Blair seconded the motion. A vote was taken and the motion carried 5-0.

V.  TREASURER’S REPORT - Nancy absent

Per Debbie Sainz: It was reported that at the end of January 2012, approximately 855 owners were delinquent on their 2012 annual assessment. As of March 8th, total delinquency was down to 494 owners following a mail-out of late notices mid-February.

VI.  COMMITTEE REPORTS

A.  Covenants Committee – Report Submitted

Keith Heinemann motioned that the Board approve and accept as presented the February 29, 2012 Covenants Committee Meeting recommendations as their own. Dyan Pithers seconded the motion. Vote was taken and the motion carried 5-0.

B.  Government Affairs Committee – no report

Keith Heinemann commented on the need for additional members for the GAC Committee. Kathy Carlsen voiced her interest to Keith on becoming a GAC member.

C.  Modifications Committee –Reports submitted

Joaquin Arrillaga motioned to appoint Carlos Quiros to the modification committee for a one year term effective immediately. Dyan Pithers seconded the motion. A vote was taken and the motion carried 5-0.

VII. COMMUNITY ASSOCIATION MANAGER’S REPORT- Report submitted

Debbie Sainz gave an update on the Swim & Tennis Facilities repairs and maintenance items for the month of February as noted in the managers report.

Debbie mentioned that the office carpet tiles were recently replaced under the manufacturer’s warranty and that preparations are underway for the summer camp program to begin in June.

An update was also provided on the violation process: an additional night inspection has been added to the contract (at no additional cost) plus periodic spot inspection will be done by Debbie and Charlotte each month. GPI will be providing an additional data phone with the violation software to office staff for inspections. Request was made by Debbie Sainz to either eliminate the door hangers in favor of courtesy notices, or once the upgrade to the violation software is completed around May, to expedite the notice process on the more serious violations to a first notice (and eliminate the door hanger). It was the consensus of the board to continue with door hangers for all violations and continue with the current process.

Brian Ross motioned to continue with the door hangers and not eliminate them. Ken Blair seconded the motion. Vote was taken and the motion carried 4-1(Keith)

A reminder was provided regarding the Food Truck Rally for the following night, the 9th, informing members that we are anticipating only 5 trucks rather than the original 6 due to complications with obtaining proper documentation from the business.

VIII. OLD BUSINESS

IX. NEW BUSINESS

A.  Board Appeal for Fines – 10729 Ayrshire

Joaquin Arrillaga motioned to table the appeals until the April Board meeting pending additional information to be provided by the owner. Ken Blair seconded the motion. A vote was taken and the motion carried 5-0

B.  Appointment of WOW Board Members

Brian Ross motioned to appoint Ernie Sylvester, James Dixon and Mary Griffin to the WOW board per Nancy Sells recommendation. Dyan Pithers seconded the motion. A vote was taken and the motion carried 5-0

C.  Appointment of 2-/year Master Plan Committee

The following persons will be on the Master Plan Committee:

Dyan Pithers (chair), Kelly Shires, Carlos Quiros, Mary Turnbull

D.  Association Insurance Policy Renewal Period 03/20/11-03/20/12

Brian Ross motioned to approve the renewal policies as presented by Leslie Hanley, Lanier Upshaw Ins Co., for the policy period of 3/20/11-3/20/12 with an anticipated annual policy premium of $73,207. Ken Blair seconded the motion. Vote was taken and the motion carried 5-0

E.  Alonso HS Request for Use of Village Pool for Swim Team

Discussion on their request was tabled to the April Board meeting pending management staff speaking with Brian Grantham, Asst. Principal for Administration of Alonso HS.

F.  Purchase Scaffolding for Tennis Courts Lighting Maintenance

A comparative analysis was provided to the board members by Debbie Sainz which reflected the total costs incurred for the three year time period of 2009-2011 for utilizing an electrician to perform light bulb changes at the courts and pool areas. Recommendation was made for the WCA to purchase a 20’ Rolling Stair Scaffold for tennis staff and facility manager to use to perform this function in lieu of an electrician.

Brian Ross motioned for authorize the purchase of 2 scaffolds (one for each facility) with costs not to exceed a total of $4500 inclusive of taxes and delivery. Dyan Pithers seconded the motion. Vote was taken and the motion carried 5-0

G.  Wireless Access at Countryway Facility

Request and discussion was placed on the agenda again due to issues raised with on-line registration and paper enrollment for tennis programs causing classes to be over-booked by participants.

·  On hold pending Mater Plan Committee review

H.  Policy on Voting Member Emails

Dyan Pithers motioned that emails to voting members by the WCA office or emails by voting members to their residents or fellow voting members shall be only for WCA business and should not be used for business purposes, solicitation or commercial activity..Joaquin Arrillaga seconded the motion. A vote was taken and the motion carried 5-0

I.  Village Pool Open for Weekends Only in April

Recommendation was made last year to keep the Village pool open only on weekends in Oct and April.

Dyan Pithers motioned open the Village pool in April on weekends only. Brian Ross seconded the motion. Vote was taken and the motion carried 5-0

X. OTHER BUSINESS

ADJOURNMENT

The regular board meeting moved into an executive session to discuss personnel and legal matters….. 8:35PM

______

Michael Clayton

Westchase Community Association, Inc.

Secretary

cc: HOA File

WCA Board of Directors

Board Meeting Minutes March 8, 2012