Whisperwood Home Owners Association
Notice of Special Board Meeting

Wednesday, October 16, 2024
6:00 pm

Groves Branch Library
5520 19^th Street
Lubbock, Texas 79416

Agenda

This notice is to inform you of a special board meeting to be held on October 16^th, 2024, at 6:00pm, at Groves Branch Library, 5520 19th St, Lubbock, TX 79407. The purpose of this meeting is to address and correct an oversight regarding the appointment of board members, as brought to the board’s attention by Bryan Foley. His diligence in identifying this issue has prompted the board to take immediate action to ensure compliance with our governing documents, bylaws and state laws.  More information and an in-depth explanation is available here.

FOR CLARIFICATION:  This is a Special Board Meeting, not the Annual Meeting.  The Board will be reconstituted according to the bylaws.  The board will take into consideration all the members that show interest in the position and make nominations from that list.  The Board will then vote to appoint new 3 new board members.  Once election of officers has been accomplished by the new board members and Paul Combest resigns, the newly elected President will preside over the board nominating and appointing another member for Paul’s vacant position.  The membership at large does not nominate or vote at this time.  Elections by the membership at large occurs in January at the Annual Meeting providing there is a quorum present.  If you are interested in serving on the board, please send an email with a brief bio and your qualifications to nannybob0204@gmail.com or whoalubbock@gmail.com.

The agenda for the meeting will focus on:

1. Brief explanation about the validity of the current board members.
2. Taking corrective measures to nominate and appoint legitimate board members in accordance with our bylaws.
3. Reconstitute the Board with nominations and appointments of 3 members so there are 5 total.
4. Resignation of Priscilla Elliott as Secretary/Treasurer
5. Election of Officers (President, Vice President, and Secretary/Treasurer)
6. Resignation of Paul Combest
7. Paul turns the meeting over to the new President
8. Nomination and appointment to fill Paul’s vacancy
9. Note that a quorum of Board Members are present
10. Establishing procedures to prevent similar issues in the future.

OLD BUSINESS

1. Approval of previous 3 meeting minutes.
2. Rehj Hoeffner requests time PRIOR to voting on minutes to present evidence that meeting minutes of August 18th meeting have not been altered since Ian Hoeffner originally posted them on the website on August 21, 2024.
3. Request for inclusion into the record in order to address concerns voiced on August 30^th.
   • emails dated August 20, 2024 with minutes attached sent to Ian Hoeffner, website admin for posting and sent to Priscilla Elliott, Secretary/Treasurer for her records.
   • date/ time stamp of word document with no modifications noted.
   • date/ time stamp of pdf document with no modifications noted.
   • date/ time stamp of all minutes uploaded to website as of 9/21/24.
     Allow time for discussion or input from member(s) if desired.
     Proceed with approval of meeting minutes from:
     • • August 18^th
       • September 4^th
       • September 19^th

4. The Board should request from Geri Irving, if she is present, a copy of the transcribed recording of the September 4, 2024 meeting for inclusion into the record.

NEW BUSINESS

1. Non-profit status addressed per question from member. It will be added to a Q & A section of the website as well as other pertinent information.
2. 2024 and 2025 pool season operations including discussion about appropriate Reserve Levels for WHOA. Request for the Pool Committee to provide the monthly pool reports for this year’s pool operations, as has been previously requested, detailing pool usage, maintenance activities, and expenses. These reports will help the board accurately plan and allocate resources for the upcoming fiscal year besides needing to be part of WHOAs records.
3. Update on Pool bids from pool committee.
4. Date of next meeting
5. Adjourn

Call for Nominations:

In preparation for the board to fill the 4 vacant board seats: 3 due to procedural errors and failure to comply with legal requirements for appointments and 1 due to a resignation, we invite any association members who are interested in serving on the board to submit their interest to the board no later than October 11, 2024. This will allow for a smooth nomination process during the meeting. Please email nannybob0204@gmail.com with a brief introduction of yourself and your qualifications.  These will be posted on the website for full transparency.

We greatly appreciate Bryan’s commitment to upholding the integrity of our association, and we encourage all members to attend this important meeting.  Thank you for your attention to this matter.