These notes are provided by volunteers and are not official minutes or part of the Board’s functions.
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HOA meeting on February 22, 2021 opened at 7:04 PM
David Leiss announce that we were now in Open Session. David established the quorum. All Board members were present except for Mark Rohlfing.
A motion to approve the minutes of the last meeting was made and seconded and unanimously passed.
Management Report:
Summarization of items approved via unanimous consent since last meeting:
- Approved repair of pump and paint tennis court poles
- A homeowner put up a fence without approval and it is out of compliance so action will be taken.
- A litigation matter has come before the Board and further discussion with VW attorneys is pending.
Gate Access: Anthony sent the board members a spreadsheet at 6:15 PM today for their review but due to the executive meeting starting at 6:30 PM no one had time to review it. Three bids were obtained. One was a cloud-based venue in which we would not own the data. It will cost $3,900 plus $45 per month. The other 2 venues were stand alone like we have now and they would include four new gate closures and a latch to be on the front door of the clubhouse with a combo keypad/key access which will prevent break-ins. This will cost approximately $10,606 with no monthly fee and we will own the data, but we will need to purchase a new laptop. With a laptop we control the system. Ransom manages the data, but we have the laptop as backup. Anthony would prefer for us to purchase the HP Spectra laptop. This was tabled for further discussion.
Ransom has our current data base but is not compatible for import. Therefore, data for all residents will have to be manually loaded. We need the cost for Ransom’s office to do this. One of the quotes received indicated $800 for them to do it.
Lifeguard Stands: Both lifeguard stands were removed. We need to decide which portable life guard stand that we are going to purchase. Pool opens on Memorial Day, so the Board decided that they have a little time to select which one. The current prices range from $1,775 to $2,700. The BOD will report back on this.
Windscreens and Fencing: David Leiss reported that the new fencing has been ordered. The board had approved two (2) windscreens but we only purchased one (1) to see how it does once the fence is installed.
Practice Board: David Leiss recommends adding a Practice Board to the tennis court. The cost is $3,850. This was tabled for further discussion.
Pickle Ball Court: A resident asked about setting up a Pickle Ball court, including accessories and rolling net. David Leiss wants to see if there is any interest by the community for Pickle Ball before proposing or finalizing any decision on this expense.
Benches: Last month the purchase of benches in the pool, playground and tennis courts were approved. We need to decide on a color. Yellow stands out. David likes blue and most people use green. The BOD will determine and let us know.
Trash cans: David want to change to trash cans that have a top on to insert the trash. He believes that this will reduce flies. With cost unknown, David Leiss requested obtaining a proposal for cost.
Pool Deck: Have received a quote for $40,000 to resurface the deck. Also received a quote to remove the concrete and re-concrete the area around the pool for $50,000. If both are done, cost would be $80,000. Tabled for further discussion.
Shade Canopies: the BOD is looking to shade canopies for the step area in the shallow end and baby pool area, and by the slide. Cost remains unknown.
Pool Equipment area: David Leiss talked with Jim Miller (a structural engineer) who indicated that we do not need to remove the concrete in the equipment building. We need to decide what we are going to do in the area where the oleanders that were removed. There is a sprinkler system in that area. Randy recommended grass only as it appears that root growth may continue to pose a plumbing problem. David Leiss mentioned that the new clean out drains were not a result of overgrown roots, but he did mention that roots could still be an issue.
Bids for Irrigation: The board is considering replacing the entire sprinkler, including esplanades that would have wiring run under the street and connect all sprinklers to a box in the pool storage room. Based on bids, cost estimates ate $16,000 to possible $30,000. The board will need to compare and finalize. It may be possible to repair the current system in place which uses the battery type system, but battery replacements would continue to be an issue. The cost for this option is $5,000.
Bids for windows and doors at the clubhouse: Candy has two bids. $8,000 and $9,667
Bid for pressure washing and painting: David wants bids.
Lights and replacement of toilets in men’s restroom: David would like the toilets to be replaced, but no further discussion was had.
Grass by pool house: Need to find a solution for the mud in that area. Possible concrete in that area. It may be possible to simply level the soil/grass to keep cost reasonable. Storm Drain could be a problem.
Open Session:
Homeowner 1:
Brought this up last month and nothing has been resolved. Wants to know if the clubhouse can be used by everyone if they follow COVID rules. Why can the Garden Club use it and no one else can? The attorney indicated that if the clubhouse is being used for community services that it can be used using COVID guidelines, which limits attendance to 15. It cannot be rented out for other activities. Randy made a motion to approve, Candy seconded and the motion to open the clubhouse to board meetings and other community services was unanimously passed.
Homeowner 2:
- Concerned about all of the spending and wanted to know if the board is considering the Budget and the Reserve Fund and Reserve Study. David indicated that the Reserve Study is not correct. The homeowner addressed concerns that spending outside of these guidelines could result in the need for a Special Assessment. David indicated that a Special Assessment would not happen.
- Concerned that there still is NOT a broadcast notice on the Village West website that the board will not respond to messages posted on the message board. Candy replied that she responded via private message. Homeowner indicated that others might have the same issue and were not privileged to the information. There might have been confusion in Candy’s statement as it appeared that she was referring to a message received through the “Contact the Board” feature versus the message board. The homeowner indicated that the board had responded to her Contact the Board message but did not reply to her response.
- Earlier in the meeting the BOD said the pool will Open on Memorial Day weekend. Homeowner asked if Village West was getting rid of SAYOR as the Memorial Day opening was the schedule PRIOR to SAYOR. Ransom confirmed that in the prior SAYOR years the pool opened on March 1st. David indicated that they would have to look into this and certain repairs would need to be completed before the pool could open.
Homeowner 3:
- Per the Property Code 209, it is the Associations responsibility to post the HOA meeting information and they cannot force the homeowner to a third-party site. Ransom’s office is a third-party site; therefore, it is the responsibility for the BOD to report this accurate information on the VW website, on the club house etc., seventy-two (72) hours prior to the meeting.
- The last minutes posted on the VW website is October, 2020.
- Lights at the tennis courts are still on at 10:00 and 11:00 at night. Maybe the times are off due to the power outages, but the lights were on late prior to the power outage of the prior week. The timer box is locked and therefore cannot be adjusted.
- Reserve Fund. The BOD cannot spend over those amounts stated from the Reserve Fund.
Homeowner 4:
Not much going on with the Pool Committee because he sent the BOD a request on January 10th for approval for him to send out the proposed design specs for quotes for the slab work and building and he has not heard back from the BOD. He mentioned that they want to remove the retaining wall and the dirt behind that wall and not the slab. Randy made a motion for the committee to approve the report and design drawings in order to obtain quotes. David seconded and it was unanimously passed.
Homeowner 5:
- Village West block captains are only promoting Next Door to new homeowners and are not even mentioning VillageWest.org thus new homeowners do not even know about our own site.
- Issue: Winterization to prevent issues. The pool was on a 24/7 schedule to prevent the pool from freezing. However, the power outages prevented the pump from circulating the water. The water was cut-off to prevent further damage. Supply line was damages and repairs will need to be made.
Meeting was adjourned at 8:42PM.
