Westchase board upholds fines, renews tennis contract and schedules executive session on pool repairs

The Westchase Community Association Board of Directors on Dec. 12, 2024 approved a slate of enforcement actions and administrative items, including upholding several homeowner fines, approving an online reservations system for summer programming pending security and residency checks, and renewing the community's tennis contract with a 10% increase.

Michiel Oostenbrink, president, called the meeting to order at 6:13 p.m. and the board unanimously approved revised minutes from Nov. 7 and Nov. 14. Treasurer Terry Boyd reported that a certificate of deposit maturing Feb. 21, 2025 will be liquidated and moved into an AAB account and that funds in a Bank OZK account will be consolidated into AAB.

Why it matters: The board's enforcement decisions, contractor renewals and changes to resident-facing systems can affect homeowner costs, access to community amenities and the association's operating reserves. The executive session on repairs signals there are legal or contractual matters staff and counsel need to discuss in private.

Votes at a glance - Minutes amendment (Nov. 7 and 14): approved (motion: Theresa Lanzar; second: Jack Maurer). Vote carried 6-0. - Appeal O-1 (10506 Chambers): tabled to Jan. 2025 (motion: Terry Boyd; second: Rick Goldstein). Vote carried 6-0. - Appeals O-2 (10515 Chambers) and O-3 (9204 Woodbay): denied; fines upheld (motion: Terry Boyd; second: Rick Goldstein). Votes carried 6-0. - Appeal O-4 (9903 Bennington): 90% of a $1,000 fine waived; $100 due by Jan. 2025 (motion: Terry Boyd; second: Rick Goldstein). Vote carried 6-0. - Proposed fines T-1, T-4, T-5 and T-6: $1,000 fines imposed and access to WCA facilities suspended for up to 90 days beginning on the fifth day after Covenant Committee confirmation (motion: Jessica Siddle; second: Rick Goldstein). Vote recorded as carried. - Online reservations (COGRAN) for summer camp: approved pending verification of secure handling of personal documents and the ability to differentiate resident vs. non-resident participants before payment (motion: Jessica Siddle; second: Rick Goldstein). Vote carried 6-0. - AB Tennis contract renewal (eff. Feb. 1, 2025): renewed with a 10% increase, monthly fee now $1,210 (motion: Rick Goldstein; second: Terry Boyd). Vote carried 6-0. - Modification application fee for architect review: owners to be charged $160 per application requiring WCA architect review (motion: Jack Maurer; second: Terry Boyd). Vote 5-1 (recorded opposition: Rick Goldstein). - Ratify prior email approval for early room rental (Dec. 1, 2024): ratified (motion: Terry Boyd; second: Jack Maurer). Vote carried 6-0. - Appointment: Anna Mairink named to the WOW board to fill the seat through March 2025 (announced by Jessica Siddle). - Other facility and operations actions: approved proposal from Biller Reinhart for structural engineering services related to the Countryway front storage room; approved removal and replacement of the WPV pool slide with safety mesh protection; authorized committees to develop a water-play concept for WPV; approved shortened facility hours on Dec. 24 and Dec. 31; accepted a proposed employee merit increase policy and new pay scales (motions carried where noted).

What was discussed but not decided: The board discussed a request from the CDD about backyard signage and agreed to respond that the association has no enforcement authority over backyard signs and suggested golf course management alternatives. Michiel Oostenbrink also reported that Stanley Martin Homes approached the association about possible annexation; the Government Affairs Committee and counsel will continue discussions.

Pool repairs and executive session: Oostenbrink updated the board on the status of repairs to the West Park Village (WPV) pool and deck and requested a closed executive session with legal counsel on Dec. 16, 19 or 20 to discuss related matters. No executive-session outcome was recorded in the minutes.

Clarifying details and figures from the meeting: a certificate of deposit expires Feb. 21, 2025 and will be moved into an AAB account; the AB Tennis renewal takes effect Feb. 1, 2025 and raises the monthly contract fee to $1,210; one fine of $1,000 (O-4) was reduced by 90% resulting in $100 due by the Jan. 2025 meeting; the modification-application architect review fee was set at $160; several motions were recorded as carried 6-0 while the architect fee motion was 5-1.

The board adjourned at 9:30 p.m. and the minutes were filed. The next regular board meeting is scheduled for Jan. 9, 2025, when several tabled items (including O-1 and P-3) will return to the agenda.