WHISPERWOOD HOA

BOARD MEETING MINUTES

July 17, 2025

Location: Groves Branch Library

Time:
6:00 PM

<![if !supportLists]>1.     <![endif]>CALL
TO ORDER

Randal Hamilton called the meeting to
order at 6:03 PM. A quorum was confirmed with all five board members present in
person, marking the first full in-person board attendance in six months.

Randal Hamilton-
President

Karen Moorhead – Vice President

Rehj Hoeffner – Secretary-Treasurer

Priscilla
Elliot – Member at Large

Marnee
Bolen – Member at

Several members and
guests were in attendance.

<![if !supportLists]>2.
<![endif]>GOVERNANCE

Randal
Hamilton
reviewed the procedure for adding items to the agenda:

Request
to the President, or

Support
from three board members, or One board member and a petition signed by ten
members.

He
noted this has been the standard practice since
September.

<![if !supportLists]>3.
<![endif]>APPROVAL OF PREVIOUS MEETING MINUTES

Marnee Bolen stated
that the two requested corrections had been made.

These clarifications were not discussed during the meeting
but are noted here for transparency.

1. Changed
name from Randal to Karen regarding reimbursement.

2. Rehj Hoeffner was available on the
original date; the reschedule was not for her.

MOTION: Approve minutes as amended

Motion: Marnee Bolen

Second: Karen Moorhead

Vote: Passed
unanimously
(5-0-0)

<![if !supportLists]>4.
<![endif]>MEMBERS COMMENTS

Member Juan Gonzales, expressed concern about unkempt yards.
Randal Hamilton noted the bylaws are silent on weed height, but City of
Lubbock Code Enforcement is not.

Correction:
While the HOA may allow the City to take the lead on enforcement, the
Association’s CCRs do address this issue by prohibiting “anything which may
become a nuisance to the neighborhood.”
Under City of Lubbock Code §34.02.033(b), uncultivated vegetation over 8 inches
in height is classified as a “nuisance.”

Note: Member Scott Hall, explained how to
report code violations via the City website or app.

<![if !supportLists]>5.
<![endif]>PRISCILLA ELLIOTT (AT HER REQUEST)

Priscilla reported regular calls to the City about
overgrowth, dumping, mosquito spraying, and street sweeping, urging residents
to call (806) 775-3110 for mosquito issues. She addressed accusations of
inactivity by outlining her work on dues, mail, key coordination, and pool
preparation with Paula Randolph. She raised concerns over inconsistent pool
deposits, a misleading text from Randal,
and a Facebook post tied to Agenda Item #8, along with general board conduct
issues.

Marnee Bolen stated all deposits had been paid and the policy is now
enforced. Karen Moorhead noted some
email votes may not have gone through due to non-responses.

<![if !supportLists]>6.
<![endif]>PRESIDENT’S REPORT

Randal Hamilton publicly thanked
individual board members and volunteers for specific contributions to the pool
project, including contractor Buckie Dobson. He highlighted that the
pool opened shortly after Memorial Day despite major challenges.

<![if !supportLists]>7.
<![endif]>TREASURER’S REPORT

Rehj Hoeffner
provided financial balances as of June 30:

Key
Points:

<![if !supportLists]>·
<![endif]>Pool
renovation fund under-allocated due to overages; $4,451.88 final payment
remains from the pool renovation fund.

<![if !supportLists]>·
<![endif]>Pool
surround fund zeroed out and balance transferred to general fund.

<![if !supportLists]>·
<![endif]>Roof
expenses pending; check written and to be delivered.

<![if !supportLists]>·
<![endif]>Approximately
30 dues remain outstanding; Priscilla
Elliott personally called non-payers.

<![if !supportLists]>·
<![endif]>Key
cards not activated until dues are paid (per Marnee Bolen).

<![if !supportLists]>·
<![endif]>Remaining
unallocated funds: $7,366.47, needed for early 2026 operating expenses.

8. OPERATING RESERVE — ORDERING / ACTION ON THE $140,000

Discussion Summary:
The
Board reviewed the $140,000 operating reserve designated in the approved 2025
budget.

Randal Hamilton expressed concern that designating the full
amount as operating reserves limited flexibility for capital improvements and
stated it might have influenced his vote had he understood the restriction.

Rehj Hoeffner clarified that the designation was clearly
stated in the December 12, 2024 budget, in line with
best practices and member feedback, to ensure adequate reserves during the pool
renovation period. She explained that the $140,000 figure was also used in
determining the amount available for the pool renovation, differentiating it from
capital reserves. Priscilla Elliott
confirmed that the prior board emphasized maintaining sufficient reserves to
offset possible delays in dues collection.

Karen Moorhead asked about restructuring the reserve and
stressed the need for broad member notification (email, door delivery, and
mailed notices to out-of-town owners) for any reallocation, however, quorum is
not required.

During discussions, Randal inquired whether the Board
wished to set a specific dollar amount the President could approve for HOA
repairs. Karen responded that she
preferred such spending decisions be agreed upon by the Board, even if that
required a meeting.

Project Planning Notes:

<![if !supportLists]>·     <![endif]>Karen Moorhead noted that project scoping (e.g., pergola, bathrooms,
painting) must occur before commitments are made.

<![if !supportLists]>·     <![endif]>Marnee Bolen indicated that major bathroom work should wait until after
pool season, but urgent plumbing repairs could proceed sooner.

Treasurer’s Financial Update (Rehj
Hoeffner):

<![if !supportLists]>·     <![endif]>Matured CDs were moved to the money market account.

<![if !supportLists]>·     <![endif]>Recommended reinvesting $70,000 into a 90-day CD if not
immediately needed.

<![if !supportLists]>·     <![endif]>Repairs under $200 can be paid from the maintenance budget.

<![if !supportLists]>·     <![endif]>Larger expenses require either a reallocation vote or member
notification.

Member Dan Gregory suggested
the board be able to use up to $5,000 for discretionary expenses as needed from the operating reserves.

MOTION: Allocate up to $5,000 from operating reserves for
discretionary

maintenance, including pool house and bathroom repairs.

Motion: Marnee
Bolen

Second: Rehj
Hoeffner

Vote: 5-0-0
(Motion Passed Unanimously)

NOTE: This was clarified as a per year expenditure.

9. OUTSTANDING BILLS

Board
Reimbursements:
Itemized reimbursements were submitted for:

<![if !supportLists]>1.
<![endif]>Pool chemical purchases

<![if !supportLists]>2.
<![endif]>Paint and supplies for pool
furniture

<![if !supportLists]>3.
<![endif]>Skimmer equipment and testing kits

<![if !supportLists]>4.
<![endif]>Signage and administrative supplies

Rehj Hoeffner confirmed all reimbursements were within approved budget
categories and required no additional board votes. Checks will be issued
accordingly.

Discussion — Roofing Invoice:
Randal Hamilton brought forward the
outstanding roofing invoice, noting the total had changed since prior approval.

Rehj Hoeffner explained that the original budget allocation for the pool
house roof was $10,015.00. The final invoice included:

<![if !supportLists]>1.
<![endif]>An additional $500 (allocated) for
replacement of a gable

<![if !supportLists]>2.
<![endif]>$905.49 in sales tax, which was not
anticipated in the allocation

<![if !supportLists]>3.
<![endif]>The sales tax overage resulted in
the roofing fund being underfunded by $905.49, which was covered from
unbudgeted operating funds

Randal presented the updated total for a vote.

MOTION: Approve
payment of the full roofing invoice in the amount of $11,920.49 from the pool
house roofing fund.

Motion: Rehj Hoeffner

Second: Marnee Bolen

Vote: 5-0-0 (Motion Passed Unanimously)
<![if !supportLineBreakNewLine]>
<![endif]>

10. POOL RENOVATION REPORT —
FINAL INVOICE (OASIS POOLS $4,451.88)

Discussion Summary
Discussion
resumed over whether the pool renovation project was completed to the required
standards for full payment.
Rehj Hoeffner requested confirmation that the pool renovation
project was fully completed. She asked for a walk-through to confirm the
project was inspection-ready and signed off by officers. Randal
Hamilton responded that such a report was not necessary. Rehj noted
that the City of Lubbock inspection passed with temporary depth markers in
place to allow the pool to open, and cited Texas
Health & Safety Code §341.064 requiring permanent depth markers. Marnee
Bolen stated that the city recommended adhesive markers, while Karen
Moorhead said the city had suggested spray paint as an alternative, which
she did not support. Member Scott Hall asked
whether Rehj wanted the markers installed under the current
contract, and she confirmed that she did. Karen Moorhead and Randal confirmed
that permanent markers were not included in the original bid.

Tarp Anchors/Cleats
Discussion also addressed the pool tarp anchors and cleats. Priscilla
Elliott raised concerns about the ability to install the pool tarp
without cleats around the pool. Rehj Hoeffner and Karen
Moorhead stated that the cleats and embedded markers were present
before renovation and removed during construction. Buckie Dobson confirmed
that cleats were removed but not listed as a separate contract item. Marnee stated
that the project liaison failed to ensure restoration of certain features,
including cleats. Buckie Dobson stated that he would return to
remedy the cleats for an additional charge. 

Payment Structure and Contract Terms
The Board reviewed the payment structure and contract terms. Rehj Hoeffner explained
that payments were made in lump sums tied to project milestones, not individual
invoices, and that the final invoice represented the last five percent
holdback. Randal Hamilton wanted to present the invoice
as stand alone separate from the pool project. Karen Moorhead asked
if the five percent was still being held, and Rehj confirmed
that all payments except the final project invoice had been made.

Member Input and Influence
on Deliberation
Member Dan Gregory commented that the situation should be
considered a learning experience and recommended paying the $4,451.88 and
planning for tarp installation at the end of the season.

During deliberation, Karen
Moorhead referenced Gregory’s comments as support for
proceeding with payment, noting that members present also expressed
agreement. Rehj reiterated that prior board approval of
payment does not automatically require issuance of a check without verification
of contract completion and proper documentation. Karen mentioned member Jack
Stoffregen had told her the cleats were not in the contract, and she and Randal
referenced this in support of their position, as well as agreement from members
in the audience.

Board Deliberation and
Objection to Payment
Randal Hamilton stated that the services on the invoice had been
performed and that the HOA had a fiduciary duty to pay the bill. Rehj objected
to issuing payment at this time, stating she did not feel comfortable signing
the check under the current circumstances since the pool project was incomplete
and received no walk-through to ensure completion of the project.  Randal told Rehj to
sign the check or resign. Rehj declined to resign and restated
her objection to issuing payment. Rehj offered the opportunity
for co-signatories Karen Moorhead and Priscilla Elliott to
sign the check, however they showed no interest in doing so.

Final Resolution
Buckie Dobson confirmed that he would return to install cleats and
assist with tarp installation. The Board proceeded with payment of the final
invoice in the amount of $4,451.88 to Oasis Pools. The check was signed
by Rehj and co-signed by Priscilla Elliott,
with Rehj signing under objection. The check was provided
to Buckie Dobson at the meeting.

NOTE: At the June 5, 2025 meeting, the invoice for $4,451.88 was allocated to the
Pool Renovation Fund and approved for payment from the same fund. As of this
meeting, completion documentation required by Treasurer procedures has not been
provided for payment authorization.

Note: Before proceeding with Item 11, the
Board temporarily addressed Agenda Item 14, which was taken out of
order. Discussion of Item 14 is recorded in its proper place below for
consistency with the posted agenda.

11. POOL OPERATIONS

Discussion Summary
Randal Hamilton reported the pool
had been open for a month and was generally well received, though there were
isolated complaints about attendant conduct.

Karen Moorhead
and Marnee Bolen described
persistent problems with two attendants, including incomplete tasks, early
departures, dishonesty, and unprofessional behavior, supported by surveillance
footage. They also noted scheduling inefficiencies due to a two-and-a-half-hour
overlap and patterns of avoidance and triangulation. Marnee raised a potential HIPAA concern involving the supervisor
(details withheld for confidentiality).

Randal confirmed the
board was leaning toward replacing two of the three attendants and reviewed pay
rates: $15/hour for regular attendants, $20/hour for the manager. Rehj Hoeffner stated she would not be
involved in personnel matters beyond payroll but emphasized maintaining
continuous pool oversight.

MOTION: Appoint Marnee Bolen as
the point person for employee supervision, including authority to hire and
terminate attendants.

Motion: Karen Moorhead

Second: Marnee Bolen

Vote: 5-0-0
(Motion Passed Unanimously)

MOTION: Terminate employment of the pool supervisor, effective immediately

Motion: Marnee Bolen

Second: [No
Second] (Failed for Lack of a Second)
However,
the board agreed termination was covered under the previous motion.

Notes:

<![if !supportLists]>·
<![endif]>Alan’s Role: Will remain on staff, max 40 hours/week at $17/hour.

<![if !supportLists]>·
<![endif]>Scheduling: Overlap reduced from 2.5 hours to 30 minutes.

<![if !supportLists]>·
<![endif]>Payroll
Coordination: Marnee to confirm hours before checks are issued.

<![if !supportLists]>·
<![endif]>Hiring: Applications from residents may be considered case-by-case
due to potential complications if termination occurs.

<![if !supportLists]>·
<![endif]>Staffing: Marnee to work
with Alan on coverage and applicant review. A male applicant known to Randal is under consideration.

12. POOL SERVICING

Discussion Summary:
Karen Moorhead confirmed that Rehj Hoeffner had been effectively
handling pool chemical duties. Marnee
Bolen agreed, noting the pool’s condition had improved to the point where
the robotic cleaner could be used.

Randal
Hamilton asked Rehj
if she was willing to continue servicing the chemicals, as he had been unable
to secure a commercial service. Rehj
agreed, emphasizing that daily servicing is essential
during the plaster curing phase.

Rehj
volunteered to handle the evening brushing, provided someone was assigned to
the morning session. Randal stated
that once staff were in place, those duties could be reassigned.

MOTION: Approve the continued
delegation of pool chemical responsibilities to Rehj and Steve Hoeffner
and the twice-daily brushing schedule during the plaster curing phase.

Motion: Karen Moorhead

Second: Marnee Bolen
Vote: 5-0-0 (Motion
Passed Unanimously)

13. POOL HOUSE RENOVATION

Discussion Summary:
The Board discussed plans for the clubhouse renovation. Randal Hamilton noted that bids would be required, and Karen Moorhead, who has been involved
in aesthetic planning, was asked to compile a scope of work and punch list
identifying immediate and long-term renovation needs.

The discussion briefly shifted to pool servicing, confirming that Monday service would not be
discontinued. The pool requires daily attention, including shock treatments,
and Monday closures are used for this maintenance.

Notes:

<![if !supportLists]>·
<![endif]>Karen
Moorhead to prepare clubhouse renovation punch list.

<![if !supportLists]>·
<![endif]>Pool service to continue daily, with Monday
closures for maintenance.

14. POOL ACCESS FOR NIGHTLY
RENTALS

Discussion Summary:
Randal Hamilton introduced a
discussion on whether short-term rental guests (such as Airbnb or Vrbo occupants) are entitled to pool access. He noted the
bylaws do not directly address this issue, as they were
written before such rental models became common.

The
Board reached consensus that short-term rental occupants do not qualify as
tenants under the HOA’s definitions and are not entitled to use common areas
unless accompanied by the homeowner. Governing rules limit pool access
to members and their guests, provided the member is physically present.

Key Points Raised:

<![if !supportLists]>·
<![endif]>Karen Moorhead — Expressed concern
about lack of accountability and inability to recover damages from short-term
guests.

<![if !supportLists]>·
<![endif]>Rehj Hoeffner and Marnee Bolen — Clarified that
short-term guests are considered “guests” under HOA rules and must be
accompanied by the homeowner to use the pool.

<![if !supportLists]>·
<![endif]>Priscilla Elliott — Noted that Airbnb
guests are typically unsupervised and not accompanied by the member.

<![if !supportLists]>·
<![endif]>Member Stacy Neudorf (homeowner and
short-term rental operator) — Voiced concerns about lost rental income due to
lack of communication and enforcement; argued for flexibility and suggested
enforceable options such as written rules and damage clauses.

<![if !supportLists]>·
<![endif]>Marnee Bolen — Reiterated the
Board’s responsibility to protect the community and that owners must accompany
guests regardless of rental model.

<![if !supportLists]>·
<![endif]>Member Mike Murphy — Asked for
confirmation that this motion would not restrict long-term tenants; the Board
confirmed it would not.

MOTION: Nightly rentals, to include
Airbnb, Vrbo, and similar platforms, be classified as
guests and are not permitted pool access unless accompanied by the homeowner.

Motion: Marnee Bolen

Second: Karen Moorhead

Vote: 5-0-0
(Motion Passed Unanimously)

Clarification Provided:
Further proposals from short-term rental owners may be presented to the Board
at a future meeting.

15. PERGOLA

Discussion Summary:

Two prior bids were reviewed:

<![if !supportLists]>·     <![endif]>Steve
Fleetwood— $4,000 for labor and materials to tear down ⁷ haul off the
exterior pergola frame, repair and repaint the frame under the shingled area,
and replace rotted boards.

<![if !supportLists]>·     <![endif]>Patriot —
approximately $17,000, including significant redesign.

The Board agreed Steve’s proposal met budget and scope
needs, with no further bids required.

During this agenda item, Marnee Bolen suggested installing a
bike rack outside the pool gate for better accessibility. Steve Hoeffner also raised the need to replace the door and frame
on the small outbuilding in front of the pool for improved storage security.

MOTION: Accept Steve’s $4,000 pergola repair bid
(labor and materials) with no further bids to be solicited.

Motion: Priscilla Elliott

Second: Rehj Hoeffner

Vote: 5-0-0
(Motion Passed Unanimously)

16. ARBORIST

Discussion Summary

The board reviewed
multiple bids for trimming and removal of trees along Whisperwood Boulevard and
the circle. The primary focus was removing three dead trees and pruning
remaining live oaks. Bids varied in scope and cost, with some including
nutrient injections and additional pruning in other areas. Concerns were raised
about whether investment in trimming was worthwhile due to potential widespread
oak decline from a fungus. The discussion also touched on HOA responsibility
for trees encroaching into private yards. The board determined that comparable
bids were needed before a decision could be made.

Board
members compared bids for tree trimming and removal. Questions arose regarding
scope differences, necessity of work, and possible tree disease. The board
tabled the decision pending receipt of comparable bids from all vendors.

MOTION: Table the arborist
discussion until complete, comparable bids are received from all three vendors.

Motion: Marnee Bolen

Second: Priscilla
Elliott

Vote: 5-0-0
(Motion Passed Unanimously)

17. ADJOURNMENT

MOTION: Adjourn the meeting.

Motion: Priscilla
Elliot

Second: Marnee Bolen

Vote: 5-0-0
(Motion Passed Unanimously)

Post-Meeting Note:

Although not included on the posted agenda, the board
discussed before and after the meeting that moving board meetings to the second
week of each month would better accommodate the Treasurer’s reporting schedule.
The President confirmed this adjustment by email following the meeting.