The Board met on July 19, 2018 and for those residents unable to attend, here is an unofficial recap of the meeting. The official minutes will be approved at the next meeting and made available on this site.
Quorum was established, proper posting of meeting notice was verified and minutes of prior meeting were approved.
Seven residents requested to speak in the open forum. Topics included speeding, leasing of units, parking and Facebook.
The President’s report addressed a recent fuel spill from a vehicle that leaked fuel into a storm drain near the pol. The Fire Department and SWFMWD were both contacted and no issues have surfaced as of the present time. The drain drains into the Phase I pond, so residents there should contact the BOD if they notice a sheen or other evidence of fuel on the pond. The transfer of the 2 southern ponds to Westchase should be complete 7/20.
The Secretary-Treasurer’s report noted that net income YTD is $35,967.96, which is due to being significantly under budget YTD for water usage. Fifteen accounts are past due with a total past due amount of $4,116.66; reminders have been sent to the owners.
The Spirit Committee reported that the next event is a Back to School social on August 25.
The Grounds Committee reported that they are researching alternatives to the rock for the drainage areas between the sidewalks and pavement and made a request for vests to be worn when they are inspecting grounds behind units.
3 bids for a Reserve Study were reviewed and Reserve Advisors was selected to perform the study, which should be completed prior to the 2019 Budget planning.
ARC applications were discussed and approved or disapproved.
5 proposals for landscape maintenance were reviewed and discussed. 2 proposals were selected for further review, plus we will be requesting a bid from a sixth company. A follow-up meeting will be held in approximately 2 weeks to interview the finalists and make a selection.
The future of the Townhomes of Westlake Facebook page was discussed. A decision was made to delete the portion of an amendment to the Book of Standard passed on 10/24/16 that made the Facebook page “official” and transfer control of the page to the Spirit Committee.
The requirement for mandatory building inspections, which have not been budgeted, was discussed and a decision made to delete that requirement from the amendment to the Book of Standards that was passed on 10/24/16 and to revisit the subject of inspections when planning the 2019 budget.
Leasing of units was discussed. Security deposits and copies of leases have not been furnished on all leased units; Rizzetta will pursue collecting these. Leased units are currently under 10% of the total number of units.
It appears that converting to LED streetlights would currently save us approximately $3 per month in energy costs. Discussion was tabled until a future meeting.
Speed limit signs, bollards at the gate/swing out signs and postal signage were tabled.
A proposed revision to the June 26th amendment on Parking was introduced and discussed. The proposal will be posted on the website shortly and another meeting will be held in approximately 2 weeks at the same time as the landscape selection meeting.
We should have an update from the County on the water retention situation on Fox Sparrow in the near future.
Discussion on the condition of the asphalt paving and setting dates for the Budget Strategy Meeting and the next Board meeting were tabled.
Our insurance company has advised that alcohol can no longer be served at Association/Spirit Committee sponsored events.
All members are welcome at every Board meeting and members are offered an opportunity to speak in the open forum at the beginning of each meeting. If you are new to association meetings and how those meetings are managed, the Community Book of Standards contains a Member Code of Conduct (p. 71) and a section on Member Participation and Conduct at Association Meetings (p. 72).
