Westchase Community Association, Inc s5

APPROVED WESTCHASE COMMUNITY ASSOCIATION, INC. REGULAR BOARD OF DIRECTORS MEETING June 13, 2013

MINUTES

I. CALL TO ORDER

A meeting of the Board of Directors for Westchase Community Association, Inc. was held June 13, 2013 at the WCA Management Office, 10049 Parley Drive, Tampa, Florida 33626. Joaquin Arrillaga, President, called the meeting to order at 7:25 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 Dyan Pithers Ken Blair Directors Absent Darrick Sams Eddie Santiago

III. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was recited by those present.

IV. SECRETARY’S REPORT

May 9, 2013 Board of Directors Meeting Minutes submitted.

Keith Heinemann motioned to accept the May 9, 2013 board minutes. Nancy Sells seconded the motion. A vote was taken and the motion carried 7-0.

V. TREASURER’S REPORT - none provided

VI. COMMITTEE REPORTS

A. Covenants Committee – Report Submitted

Nancy Sells motioned that the Board approve and accept as presented the May 29, 2013 Covenants Committee meeting recommendations as their own. Keith Heinemann seconded the motion. Vote was taken and the motion carried 7-0.

Nancy Sells motioned to re-appoint Bill Flood to the Covenants Committee for a two year term effective June 2013 as chairperson of the committee; and to re-appoint Don Costello, Heather Greeley-Hessefort & Hank Muller to the Covenants Committee for a two year term effective June 2013. Eddie Santiago seconded the motion. Vote was taken and the motion carried 7-0. Board Meeting Minutes June 13, 2013 B. Government Affairs Committee – none provided

C. Modifications Committee –Reports submitted

D. Variance Committee – Report submitted

E. Social Activities Committee - Eddie Santiago Pool party at the West Park Village pool is scheduled for July 13th from 12pm – 3pm and will include food, music and gift bags for the children.

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

VIII. OLD BUSINESS

A. Wi-Fi Access at Facilities

Joaquin Arrillaga motioned to authorize Eddie Santiago and association manager, Debbie Sainz, to decide between ProLine & Elite for providing wi-fi access at the Countryway facilities after discussion with third provider as noted by Eddie and to spend no more than $2,800. Ken Blair seconded the motion. A vote was taken and carried 7-0

B. Purchase of Tablets for Use by Board and Committees

Joaquin Arrillaga motioned to purchase seven (7) tablets at a total cost not to exceed $3,000 and for such equipment to be utilized by Board members and Committee members at association meetings at the facilities. Ken Blair seconded the motion. A vote was taken and carried 7-0

IX. NEW BUSINESS

A. Ratify Motion Authorizing Free Use of Activity Room to WHTH for June 22, 2013

Joaquin Arrillaga ratified a motion authorizing the WHTH free use of the activity room on June 22, 2013 with the deposit to be refunded after the activity so long as there are no damages or additional costs incurred by use of the room. Eddie Santiago seconded the motion. A vote was taken and carried 7-0

B. Tennis Court Rules Proposed Amendment/Addition

Nancy Sells motioned to amend the tennis court rules to state that “other than USTA standard tennis, no other ball sport shall be conducted on the tennis courts, excluding those ball sports that are programs of the Westchase Community

Board Meeting Minutes June 13, 2013 Association. Joaquin Arrillaga seconded the motion. A vote was taken and carried 7-0

C. Pool Deck Party Rules/Policies & Procedures - No action taken on making changes to the rules/policies & procedures

D. Adopt Policy for Tape Recording and Videotaping Association Meetings

Dyan Pithers motioned to accept the Tape Recording & Videotaping Policy as prepared by Shumaker Loop & Kendrick with an amendment to paragraph 1a relating to notice timeframe. Eddie Santiago seconded the motion. A vote was taken and carried 7-0

E. Proposed Amended Engagement Letter from Shumaker, Loop & Kendrick

Eddie Santiago motioned to accept the proposed revised engagement letter from SLK. Dyan Pithers seconded the motion, requesting the Board President speak to legal counsel on behalf of the WCA to see if they would be willing to lower some fees, and for SLK to provide a breakdown of fees for non-attornies. A vote was taken and carried 7-0

F. Create Nominating Committee Members

Joaquin Arrillaga motioned to appoint Nancy Sells as chairperson of the nominating committee, and to appoint Keith Heinemann as a member of the nominating committee, and to allow both to select a third member of their choice to the committee. Dyan Pithers seconded the motion. A vote was taken and carried 7- 0

G. Swim & Tennis Center Amended Job Descriptions & Staff Organizational Chart

Dyan Pithers motioned to accept the proposed “staff organizational chart” and revised job descriptions as presented. Nancy Sells seconded the motion. A vote was taken and carried 6-1 (Joaquin)

H. Revisit Requirements for “Westchase” Named Groups Use of Facilities

Dyan Pithers motioned: -to allow the Westchase Seniors Group to have a standing reservation for the 2nd Saturday of each month to a maximum of 6 hours use and for their meetings to be completed no later than 8PM, with a $0 deposit required and with all other rules applying; -to allow the Singles Group, Art Society and Brownies/Girl Scouts (with 50% being WCA residents for the Scout Groups) use of the activity room with $0 deposit and with all other rules applying; -for all other WCA groups deposit requirements to be on a case-by-case basis; -if any of the above noted groups wish to have a standing reservation they must go through the Programs & Facilities Mgr. and then to the Board; with all standing reservations being decided after priority given first to the WCA Board, then to the VM’s, WCA Committees, and the Eddie Santiago seconded the motion. A vote was taken and carried 7-0 Board Meeting Minutes June 13, 2013 X. OTHER BUSINESS

Nancy Sells motioned to close the Westchase management office on Friday, July 5th in honor of the July 4th holiday. Dyan Pithers seconded the motion. A vote was taken and carried 7-0

ADJOURNMENT

The Board convened directly into an executive session at 8:45PM to discuss personnel and legal items.

______Keith Heinemann Westchase Community Association, Inc. Secretary cc: HOA File WCA Board of Directors

Board Meeting Minutes June 13, 2013