Westchase Community Association, Inc s8
APPROVED
WESTCHASE COMMUNITY ASSOCIATION, INC.
REGULAR BOARD OF DIRECTORS MEETING
February 21, 2013
MINUTES
I. CALL TO ORDER
A meeting of the Board of Directors for Westchase Community Association, Inc. was held February 21, 2013 at the WCA Management Office, 10049 Parley Drive, Tampa, Florida 33626. Dyan Pithers, Vice President, called the meeting to order at 7:00 PM.
II. ROLL CALL
Directors Present: Management Staff: VMs and Alternates:
Joaquin Arrillaga Debbie Sainz, CMCA Carlos Quiros
Keith Heinemann Charlotte Adams, CAM Mary Griffin
Dyan Pithers Kelly Shires, PFM Joe Odda
Eddie Santiago
Ken Blair Directors Absent
Darrick Sams
Nancy Sells
III. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was recited by those present.
IV. SECRETARY’S REPORT
January 10, 2013 Board of Directors Meeting Minutes submitted.
Ken Blair motioned to accept the January 10, 2013 board minutes. Dyan Pithers seconded the motion. A vote was taken and the motion carried 5-0.
V. TREASURER’S REPORT
VI. COMMITTEE REPORTS
A. Covenants Committee – Report Submitted
Keith Heinemann motioned that the Board approve and accept as presented the January 25, 2013 Covenants Committee meeting recommendations as their own. Ken Blair seconded the motion. Vote was taken and the motion carried 5-0.
Dyan Pithers motioned to remove Linda Ryan from the Covenants Committee and to accept the recommendation from Bill Flood to appoint Mary Griffin to the Covenant Committee. Keith Heinemann seconded the motion. Vote was taken and the motion carried 5-0.
B. Government Affairs Committee – Ken Blair
Ken Blair informed members of a potential road widening project at Linebaugh Avenue and Sheldon Road. Since the county is low on funds, this will be a long term project. Dyan Pithers questioned if the road widening to four lanes would allow Linebaugh Avenue to become a truck thru-way. At this time, it is unknown if it would allow trucks to pass through Westchase along Linebaugh.
C. Modifications Committee –Reports submitted
Dyan Pithers motioned to re-appoint Carlos Quiros to a two year term to the Modifications Committee. Keith Heinemann seconded the motion. Vote was taken and the motion carried 5-0.
D. Social Activities Committee
(At this time, 7:10pm, Eddie Santiago arrived to the meeting)
VII. COMMUNITY ASSOCIATION MANAGER’S REPORT- Report submitted – Debbie Sainz
The 2012 audit is nearing its final completion and will be reviewed with the board members at the May board meeting by Percy Legendre of Bashor & Legendre.
Insurance quotes for the renewal term of 3/20/13-3/20/14 are also being finalized and should be ready for board review within the next few weeks.
Preparations are underway for the 2013 summer camp program. Kelly Shires is already in the process of preparing flyers for distribution at the Westchase Elementary Camp Programs Evening, staffing needs, coordinating field trips and additional marketing.
VII. OLD BUSINESS
a. Vending Machines & Cubbies
Ken Blair motioned to purchase two outdoor soda/snack machine vending machine models @ $5,680 each and for a gate enclosure to be installed by Mozart @ $1,705 – total estimated cost of $12,724 which includes a 3% discount on both machines. Dyan Pithers seconded the motion. Vote was taken and the motion carried 6-0.
b. WOW Member Vacant Seat
Keith Heinemann motioned to appoint Paul Jones to fill the vacant seat created by the resignation of Ernie Sylvester for the remaining term through March 2014. Eddie Santiago seconded the motion. Vote was taken and the motion carried 6-0.
IX. NEW BUSINESS
A. Capitalization Policy for Association Assets
Ken Blair motioned to rescind the 2012 motion regarding the associations capitalization policy and motioned that any item purchased in excess of $10,000 be capitalized and expensed over its useful life. Dyan Pithers seconded the motion. A vote was taken and the motion carried 6-0.
B. Recognition of Appreciation to Rotary Club (Bob Argus)
The Westchase Board of Directors publicly recognized Bob Argus and the Rotary Club of Tampa,Westchase, for his continued presence and assistance at the associations events. Special thanks was given to Bob Argus for his participation in the Movies in The Park, Food Truck Rallies, and the Fall Festival over the last two years.
C. WPV Pool Slide
Eddie Santiago motioned to accept the proposal for the Vortex Slide as presented by Triangle Pools at a cost of $18,466.06; to suspend the installation of any landscaping around the slide and to get quotes for additional fencing to enclose slide; further motioned to get a cost on a professional installation of the slide with a cost of slide, fencing, landscaping and install not to exceed $25,000. Darrick Sams seconded the motion. A vote was taken and the motion carried 6-0.
D. Westchase Logo Items for Sale
After discussion by the board members on the possibility of being able to provide Westchase logo’d items for sale to the public, it was decided that Dyan Pithers and Keith Heinemann would confer with Paul Jones (WOW board member) on what companies are available that could provide this type of service to the association.
E. Security Consultant for Association Facilities
-tabled to March/April meeting pending proposals
F. Board Policy on School Sports Teams facility Use
Ken Blair motioned for a blanket policy restricting all schools from using the association’s facilities and to restrict them for WCA use only. Darrick Sams seconded the motion. A vote was taken and the motion carried 6-0.
G. $3,000 Blanket Authorization to President for Special Circumstance Expenses
Dyan Pithers motioned to authorize a $3,000 Blanket Authorization to the board president for special circumstance expense, effective immediately, and for the president to confer with on other board member prior to expensing said funds. Ken Blair seconded the motion. A vote was taken and the motion carried 6-0.
H. Architect Proposals
Dyan Pithers motioned to approve the proposal present by Hartley-Purdy with an amendment to the agreement that would require them to include the blueprinting in the cost. Eddie Santiago seconded the motion. A vote was taken and the motion carried 6-0.
X. OTHER BUSINESS
· Remaining Marquis to be Replaced
Eddie Santiago motioned to table the replacement of the two remaining marquis (one on Linebaugh at Countryway; one on Countryway in front of Lexington Apts) until the Linebaugh Avenue road widening is completed. Keith Heinemann seconded the motion. A vote was taken and the motion carried 6-0.
ADJOURNMENT
Adjourned at 8:45PM
______
Keith Heinemann
Westchase Community Association, Inc.
Secretary
cc: HOA File
WCA Board of Directors
Board Meeting Minutes February 21, 2013