WCA President, Michiel Oostenbrink began the May 12 meeting with several board updates. He began with a staffing update, informing the Voting Members that Inframark had extended an offer to a candidate for the Community Association Manager (CAM) position. Unfortunately, something came up during the onboarding process and Inframark rescinded the offer because the candidate did meet Inframark’s onboarding requirements. He added that Inframark had identified another candidate, whom the board was hoping to interview the following week.
Oostenbrink added that quarterly staff performance reviews were underway. Woodbridge VM Rick Goldstein asked what the problem was in getting a manager. He expressed concern that the current office staff has a lot on their plates. “I would like to see that employees are treated fairly…it’s been four months,” he said.
Oostenbrink responded that, from his vantage point, the board is asking those same questions. He added that it is difficult to find a candidate that fits the caliber of our community. Oostenbrink continued that the board wants to ensure that they bring in the right person and they are interviewing candidates purely to vet them. Ultimately, however, they are leaving the decision up to Inframark.
Michelle George, regional director with Inframark, responded that, when it comes to finding the right fit, it has been a difficult in part because a lot of CAMs are not interested in an on-site position. “We’re not the only community having that issue,” she said.
The Enclave VM Christinne Hennes asked if the issue is that Westchase is considered a difficult community. George responded that it is boils down to all the moving parts – the candidates either aren’t qualified, or they are at a point in their career that they don’t want to devote the kind of time Westchase requires.
Village Green VM John Heller said 4 to 6 months is not an unreasonable timeframe for hiring someone for a role of this magnitude. Abbottsford VM Alan Shabbott agreed.
Classic Townhomes VM Jim Brinker said the board was able to change to a whole new property management company in a shorter timeframe, so that is frustrating. He added that he had a potential candidate he could reach out to.
George assured the VMs that Inframark had been actively advertising for the position, they held an open house and have been reaching out to recruiters.
Saville Rowe VM Bill Carey asked if the size of the community or the varying housing styles were factors. Oostenbrink said that Westchase is unique in that everybody wants us, but we have so many nuances with our unique VM structure, guidelines that are 500 pages, 34 different neighborhoods with their own INSGs.
Goldstein asked what inframark is doing to help current staff. Oostenbrink said that they had been providing rotating director-level support — rotating in regional directors and other community managers to assist the current staff.
Moving on, Oostenbrink said the board was currently working with WCA counsel to update the language to create a formal process for video streaming of the VM meetings.
He said that a resident submitted a request to the county to look at updating the crosswalks on Countryway Boulevard, south of Linebaugh. He added that there had been a long history of these requests and the county will conduct a 45-day assessment on that stretch of road.
Document Review Committee Member Cal Hargreaves then offered an update on the guideline amendments. He said that roughly 60 guideline amendments had been submitted to WCA Counsel Kathleen Reres. The amendments require a sufficient number of VM votes to pass and VMs have until the July meeting (July 14) to submit their ballots.
Hargreaves clarified that the ballot had been sent to all VMs via email in April. It is also on the WCA website and hard copies are available at the WCA office.
Oostebrink reminded the VMs that they had previously passed a vote that stated VMs do not have to be present at the July 14 meeting to vote. They can drop their ballot at the office, mail or email it in.
Hargreaves encouraged the VMs to do what it takes to make these amendments pass. “A lot of work went into it,” he added. He said INSGs are next on the list for the DRC.
A discussion ensued about the INSGs, which neighborhoods need to look at revisions and the process. Hargreaves said it was up to each community if they want to make any changes. He added that there are a lot of redundancies and that many community’s INSGs haven’t been looked at in a long time. He said, The Greens, for instance, wants to consolidate some of their guidelines to make them more streamlined. Hargreaves reiterated that all INSG changes must be approved by VMs.
Oostenbrink reminded the VMs that the WCA’s technology committee is working to improve processes that will help VMs communicate with their residents and get the requisite votes to make changes.
Finally, Oostenbrink said he had been approached by State Representative Karen Gonzalez Pittman about speaking to the VMs. She had done a town hall with the VMs two years ago. After some discussion, the VMs agreed they would like to hear from her but asked that there be no campaign activity during her presentation.
In agenda item requests, The Shires VM Barry Anderson asked to have a placeholder for discussion about the potential golf course purchase.