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- OCTOBER 9, 2025
Meeting Info Motions/Actions Regular Board Meeting
Date: October 9, 2025
Location: Groves Branch Library
Time: 6:00 PM – 8:00 PM
Quorum: Present
Notice Posted/Emails Out:
October 3, 2025 (144 hours in advance)
Notice/Agenda: View Agenda
Minutes PDF:
Meeting Audio: Recorded
Submitted by:
Rehj Hoeffner, Secretary/Treasurer
Status: Draft – Pending Approval
- Approve September 11, 2025 Minutes as Amended – Passed (3-2-0)
- Retroactively Accept Attorney Engagement Letter addressed to Randal Hamilton – Passed (3-2-0)
- Acknowledge Ownership of Attorney Invoices and Approve Payment – Passed (3-2-0)
- Authorize Buckie Dobson to Complete Diamond-Polish Warranty Work – Passed (5-0-0)
- Contract with West Texas Pool People for Mesh Pool Cover up to $8,000 – Passed (5-0-0)
- Accept Donation from the Rita Melton Irrevocable Trust for Pool House Painting – Passed (5-0-0)
- Adjourn Meeting – Passed (5-0-0)
Action Items:
- Randal Hamilton & Karen Moorhead to verify pool robot warranty and arrange repair.
- Board to review delinquent accounts by year-end.
- Randal Hamilton to contact Bryan regarding capped sprinkler heads.
- Board members to review proposed survey questions before next meeting.
- MINUTES
- FINANCIALS
WHISPERWOOD HOA
Financial Summary Report
Month Ending: October 31, 2025
The Association remains within budget for the fiscal year, with income collection slow but steady and reserve allocations on track.
Pool operations closed the summer season under budget due to inhouse maintenance.
Grounds maintenance and Utilities reflected minor overages associated with irrigation repairs, offset by underspending in payroll and pool maintenance categories.
The Reserve Fund was shifted to the pool renovation fund for this year due to unanticipated repairs during renovations.
No special assessments are anticipated.Total Income:
$115,921.57 YTDTotal Expenses:
$83,132.87 YTDNet Operating Income:
32,788.70 YTDReserve Account Balance:
$140,000Profit & Loss Summary
Category OCTOBER YTD INCOME Accured Income $11667.00 $138,239 Other Income $364.58 $10,918.57 TOTAL INCOME $12,031.58 $115,921.57 EXPENSES Administrative $156.26 $3,140.55 Grounds Maintenance $1,867.81 $19,681.31 Insurance $-0- $10,173.00 Pool Attendant’s Salaries $406.51 $14,041.13 Pool Expenses Chemicals & Supplies $482.77 $3,122.03 Maintenance $32.43 $5,325.87 Repairs $19.47 $3,133.73 Unbudgeted Maintenance $-0- $800.00 Total Pool Expenses $1,534 $11,403 Taxes & Licenses $-0- $6,287.67 Utilities Electricity $482.20 $4,343.56 Gas $466.66 $1,835.84 Phone $115.90 $1,185.51 Water $605.07 $9,694.93 Total Utilities $1,669.83 $17,059.84 Miscellaneous $-0- $367.74 Reserve Fund $-0- $-0- TOTAL EXPENSES $4,635.08 $83,132.878 NET INCOME $32,788.70 Notes: Detailed ledgers and bank statements are available for member inspection upon request.
Compiled by Rehj Hoeffner
Posted by the Secretary/Treasurer pursuant to Texas Property Code § 207.006 AND § 209.005(h–i).
- SEPTEMBER 11, 2025
Meeting Info Motions/Actions Regular Board Meeting
Location: Groves Branch Library
Time: 6:00 PM – 7:50 PM
Quorum: Present
Noticed Properly
Notice on Website:
September 7, 2025
Notice in Email Sent:
September 7, 2025
Notice/Agenda:
View Notice/Agenda (PDF)
Minutes PDF:
Download Minutes
Meeting Audio Recorded
Submitted by:
Rehj Hoeffner
Approved as Amended:
October 9, 2025Attested by:
Rehj Hoeffner, Secretary
November 11, 2025- Tabled Randal Hamilton’s Carper Statement Discussion, 5-0-0
- Ratified emergency email vote transferring $10,000 from MM to Checking, 5-0-0
- Grant Treasurer authority to transfer $10,000 as needed from MM to Checking, 5-0-0
- Table Contracting Tarp and Anchor Install for bids, 5-0-0
- Table Whisperwood Circle Sprinkler Repair for more information and input, 5-0-0
- Action: Obtain pump room electrical bids
- Action: Setup meeting with Pool contractor to discuss pool issues
- Action: Consult Whisperwood Circle members about sprinkler issues, follow up on bids
- Action: Seek additional bids for dead tree removal and verify median ownership
- MINUTES
WHISPERWOOD HOA
Board Meeting Minutes
September 11, 2025
These minutes have been stylized for the website.
Click here to download the PDF.Location: Groves Branch Library
Time: 6:05 PM – Adjournment
ATTENDEES
Minutes Audio Recorded
Submitted by: Rehj HoeffnerBoard Members Present:
Randal Hamilton, President
Karen Moorhead, Vice President
Rehj Hoeffner, Secretary/Treasurer
Priscilla Elliott, Member At Large
Marnee Bolen, Member At LargeGeneral members of the association attended the meeting.
CALL TO ORDER
The meeting was called to order at 6:05 PM by Randal Hamilton. All directors were present giving the Board a quorum.
GOVERNANCE
Randal Hamilton explained that agenda items may be added by the president, three directors, or one director with ten member signatures.
APPROVAL OF MINUTES
MOTION:
Rehj Hoeffner moved to approve the minutes as presented.
Seconded By:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
MEMBERSHIP COMMENTS
Questions were asked about how directors are added. Randal Hamilton explained vacancies are filled by board appointment if quorum is not met at an annual meeting.
PRESIDENT’S REPORT
Randal Hamilton clarified prior minutes regarding pool servicing, noting appreciation for Steve Hoeffner’s work. Discussion followed regarding dues delinquencies, liens, and ownership of common areas such as medians and signage.
TREASURER’S REPORT
Rehj Hoeffner reported balances of:
Account Balance Checking Account $7,089.88 Money Market $183,903.80 Total on Hand $188,793.68 Outstanding Dues ($6,000.00) Twenty properties remain delinquent for dues. The Board discussed methods for addressing unpaid assessments, including reminder letters, certified mail, and possible legal action or liens. No formal action was taken, but Directors agreed the matter should be reviewed further at a future meeting.
Board members discussed the current pool party deposit process. It was agreed that the policy should be reviewed prior to the next pool season to ensure consistency and fairness. Board agreed to revisit policy on deposits for pool party rentals next season.
OUTSTANDING BILLS
Discussion began on outstanding invoices. Rehj Hoeffner presented routine budgeted reimbursements, including pool chemical expenses from the prior and current month. Additional receipts were submitted by Randal Hamilton for budgeted HOA purchases, including signage and faucet handles, as well as for unbudgeted planters intended for placement around the pergola. No specific funding source was discussed for the unbudgeted expense; however, because the pergola is located within the pool area, the cost will be recorded under Pool Maintenance.
Marnee Bolen submitted a receipt for an employee gift card. Although this purchase was not included in the adopted budget, the Board agreed to record it as a Pool Expense.
Directors briefly discussed planting and maintenance responsibilities, but no action was taken.
An invoice from the sprinkler contractor was raised regarding a May service call. Randal Hamilton indicated the bill may need to be resubmitted with clearer reference to the date of service.
The Treasurer, Rehj Hoeffner, reported that attorney Mike Carper’s August statement, addressed to Randal Hamilton and sent to his personal email address, was later forwarded to the Association’s official email account by the attorney’s office at Randal Hamilton’s request. The one payment made by the Association shows to be credited to Randal Hamilton and not the Association. No invoices and no other regular monthly statements have been issued to the Association. Rehj Hoeffner emphasized that the statements were addressed to Randal Hamilton and not to the Association.
Randal Hamilton explained his belief that prior board action permitted him to consult attorneys on the Association’s behalf, although no record of such a motion exists in the minutes. Rehj Hoeffner noted that no such authority would extend to Association expenditures, whether budgeted or unbudgeted, without a board vote or limitations set. She further stated that she was duty-bound to bring the matter to the Board’s attention for awareness, but no payment could be processed against personal accounts. Randal Hamilton continued to assert that the account in question was not his personal account but the Association account as authorized by the Board.
PROCEDURAL NOTE: Under Texas Property Code §209.0051(e)–(h), the spending of Association funds and any related authorization must occur in an open meeting for which proper notice has been given. Any action taken without proper notice or recorded vote is therefore void to the extent of the inconsistency under §209.004(b).
Discussion followed regarding the waiver drafted by counsel, its enforceability, and its cost. The Board disagreed as to whether the waiver provided meaningful protection, whether it was consistent with insurance obligations under the bylaws, was in violation of the bylaws themselves, and that related charges—estimated at approximately $5,000 to date—had not been properly authorized and were billed to Randal Hamilton.
MOTION:
Rehj Hoeffner tabled discussion – not an HOA obligation.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
RATIFY EMAIL VOTE TO MOVE $10,000 FROM MONEY MARKET TO CHECKING
The Board discussed ratification of a prior emergency e-mail vote authorizing the transfer of funds to maintain operating liquidity.
MOTION:
Randal Hamilton moved to ratify the prior e-mail vote authorizing the Secretary-Treasurer to transfer $10,000 from the money market account to the checking account to maintain basic liquidity for current operations.
Seconded By:
Rehj Hoeffner
Vote:
Passed unanimously (5-0-0)
AUTHORITY FOR TREASURER TO TRANSFER FUNDS AS NEEDED
The Board discussed establishing authority for the Treasurer to transfer funds from the money market account to checking as needed through year-end 2025. Transfers are limited to $10,000 per occurrence, with Board notification and documentation provided by e-mail after each transfer. A total of up to $50,000 may be transferred in this manner, maintaining the $140,000 operating reserve balance.
MOTION:
Rehj Hoeffner moved to grant the Secretary-Treasurer authority to transfer funds from the money market to the checking account in tranches of up to $10,000 each, not to exceed a total of $50,000, through year-end 2025.
Seconded By:
Randal Hamilton
Vote:
Passed unanimously (5-0-0)
POOL OPERATIONS AND SERVICING
Discussion was held regarding ongoing pool operations, the performance of skimmers and the pump system, and observations about plaster imperfections. Steve Hoeffner noted vacuum pressure was low, and both he and Rehj Hoeffner expressed concern that the pump was under strain due to inoperative skimmers and inlets. Areas of plaster roughness and small aggregate exposure were reported; and it was noted that the contractor (Buckie) stated he would stand behind his work and recommended diamond polishing after pool closure if necessary. The Board also discussed the need for electrical improvements in the pump room, including replacing extension cords with permanent outlets. Bids will be obtained.
ACTION: Randal Hamilton to get bids from licensed electricians for needed work.
ACTION: Randal Hamilton to set up a time to get Steve Hoeffner and Buckie Dobson together to troubleshoot the skimmers and plaster issues. (This later happened outside the meeting, but the “setup” was mentioned during the meeting itself.)
No formal motions were made on pool operations.
POOL CLOSING AND WINTERIZATION
The Board discussed options for pool closing and tarp installation, including uncertainties about anchor points and related costs. Contractor bids are pending.
MOTION:
Karen Moorhead moved to table contracting for tarp and anchor installation until bids are received in October.
Seconded By:
Priscilla Elliott
Vote:
Passed unanimously (5-0-0)
PERGOLA
The Board reviewed bids received for pergola replacement, each approximately $17,000. Alternatives, including reducing the structure or leaving the area landscaped with flower pots, were discussed. Concerns were raised about prior expenditures and safety hazards.
CONSENSUS: The Board deferred further action on pergola replacement until a later date, with the option to revisit in future budgeting.
SPRINKLER REPAIR ON CIRCLE
The Board discussed a sprinkler system leak affecting two islands in Whisperwood Circle. Bids were presented for leak detection services. Leak detection companies quoted $265 flat or $350 for two hours plus $150/hour thereafter. The Board considered the cost in relation to the budget, potential homeowner input, and the possibility of postponing repairs. Directors also noted uncertainty regarding ownership and maintenance responsibility for medians and signage, and agreed to review subdivision maps and records for clarification.
ACTION: Randal Hamilton said he would talk to the neighbors on Whisperwood Circle about the islands and whether they wanted the sprinklers repaired or left off.
ACTION: Randal Hamilton also to follow up with leak detection options.
MOTION:
Randal Hamilton moved to table sprinkler repair on Whisperwood Circle until October, pending further homeowner input.
Seconded By:
Priscilla Elliott
Vote:
Passed unanimously (5-0-0)
POOL ACCESS FOR NIGHTLY RENTALS, TENANTS, OR GUESTS
Discussion was held regarding pool access for short-term rental tenants. Rehj Hoeffner stated she wished to change her prior vote, citing personal legal advice that a lease—regardless of term—creates a tenant relationship, they are not guests. She expressed concern about enforcement, due process, and the absence of filed or posted guest rules. Directors noted inconsistencies in past rules (guest limits of 5 versus 10) and debated fairness, enforceability, and legal guidance. No new motion was made. Randal Hamilton objected stating you cannot change a previous vote. Rehj Hoeffner agreed and requested that the record reflect her opposition to limiting short-term rentals as guests, stating her belief that Texas law recognizes such occupants as tenants.
MEMBERSHIP SURVEY
Directors discussed compiling questions for a membership survey. Several directors had already submitted draft questions; others agreed to finalize and forward theirs to Randal Hamilton for compilation. No motions were made.
ARBORIST
The Board discussed diseased oak trees along the boulevard and neighborhood. Directors noted oak wilt disease, prior professional opinions, and the inevitability of tree loss. Bids had been received for both treatment and removal. Prior quotes noted: Rodney (tree removal, price not stated in meeting), Tom’s Tree Place (full service, amount not read into record), Toby ($650 for deep root feeding/spraying). Concerns were raised about liability for falling dead trees.
CONSENSUS: The Board agreed to seek additional quotes for removal of dead trees and deferred action until more information is available.
ACTION: Randal Hamilton to contact the City regarding tree responsibilities along the boulevard before any removals.
ADJOURNMENT
MOTION:
Priscilla Elliott moved to adjourn.
Seconded By:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
The meeting adjourned at 7:50 p.m.
Audio Recorded
Submitted by:
Rehj Hoeffner
SECRETARY’S STATEMENT FOR THE RECORD
Filed by: Rehj Hoeffner, Secretary of the Meeting
Pursuant to Texas Property Code §209.005, Texas Business Organizations Code §22.351, and Robert’s Rules of Order (12th ed.) §§48:4–7, I submit this Secretary’s Statement to accompany the minutes. This statement provides clarifications and factual context relevant to the proceedings I personally witnessed as Secretary of the meeting. This Statement is to be retained as part of the Association’s permanent corporate records.Approved as corrected on October 9, 2025
Attested to by:Rehj Hoeffner
November 11, 2025 - FINANCIALS
WHISPERWOOD HOA
TREASURER’S REPORTPrepared by: Rehj Hoeffner
Date Presented: October 9, 2025
Reporting Period: September 1 – September 30, 2025Fund Balances
Account Balance (Sept 30 2025) General Operating Fund (Checking) $4,650.30 Money Market Account (Transferred $10,000 to Checking) $184,210.39 Total Funds $188,860.69 Account Balance (Oct 9 2025) General Operating Fund (Checking) $2,999.97 Money Market Account $184,210.39 Less Outstanding Checks (estimate) – 0 – Total Current Funds $187,210.36 Anticipate moving another $10,000 within the next week.
General Operating Fund
2025 Budget Total $114,300.00 Less Jan – Sept Spending – 78,497.79 Total Funds Remaining for 2025 Budget $35,802.21 Operating Reserves
Emergency Operations Reserve (Approved Dec 12 2024) $140,000.00 Totals for September
Total Funds on Hand $188,860.69 Less Operating Reserves – 140,000.00 Less Remaining Budget – 35,802.21 Less Party Deposits – 100.00 Total Unallocated Funds $12,958.48 This is what we will have for Jan & Feb operations.
Profit & Loss Statement – September 2025
Account September 2025 YTD 2025 OPERATING INCOME 11,667.00 93,336.00 OTHER INCOME 3,925.37 10,553.99 TOTAL REVENUE 15,592.37 103,889.99 Administrative Expenses 50.00 2,984.29 Grounds Maintenance 1,995.50 17,813.50 Insurance — 10,173.00 Pool Attendants Salaries 3,663.16 13,634.62 Pool Expenses – Chemicals & Supplies 1,672.79 2,639.26 Pool Expenses – Maintenance 255.95 5,293.44 Pool Expenses – Repairs — 3,114.26 Pool Expenses – Unbudgeted Maintenance — 800.00 Total Pool Expenses 1,928.74 11,846.96 Taxes & Licenses — 6,287.67 Utilities – Electricity (Pool) 513.85 3,861.36 Utilities – Gas / Pool Heating 396.81 1,369.18 Utilities – Water (All Pools + Grounds) 1,298.41 9,089.86 Utilities – Phone / Internet (Pool) 115.55 1,069.61 Total Utilities 2,324.62 15,390.01 Miscellaneous — 367.74 Reserve Fund — — TOTAL EXPENSES (excl. refundable deposits) 9,962.02 78,497.79 NET INCOME 5,630.35 37,059.20 Respectfully submitted,
Rehj Hoeffner
Treasurer
Whisperwood Home Owners Association - WHISPERWOOD HOA
MEETING REPORTS
September 11, 2025
Official Records:
Reports Index:
- 🔽 Secretary’s Addendum
- 🔽 September Motion Table
- 🔽 September Action Table
- 📄 Treasurer’s Report (PDF)
- 📄 Profit & Loss Statement (PDF)
- 📄 Balance Sheet (PDF)
Secretary’s Addendum
[Paste Addendum text here]
September Motion Table
[Insert Motion Table]
September Action Table
[Insert Action Table]
SEPTEMBER MOTIONS
# Motion Moved Second Vote Finance Budget 1 Approve minutes as presented. Rehj Hoeffner Marnee Bolen 5-0-0 No — 2 Table attorney (Carper) statements to Randal Hamilton. Rehj Hoeffner Karen Moorhead 5-0-0 No — 3 Ratify prior emergency e-mail vote authorizing Treasurer to transfer $10,000 from Money Market to Checking. Randal Hamilton Rehj Hoeffner 5-0-0 Yes — 4 Grant Treasurer authority to transfer funds as needed (up to $10,000 per transfer, not to exceed $50,000 total, through year-end 2025). Rehj Hoeffner Randal Hamilton 5-0-0 Yes — 5 Table contracting for pool tarp and anchor installation until bids are received in October. Karen Moorhead Priscilla Elliott 5-0-0 Yes No 6 Table sprinkler repair on Whisperwood Circle until October, pending homeowner input. Randal Hamilton Priscilla Elliott 5-0-0 Yes No 7 Adjourn meeting at 7:50 p.m. Priscilla Elliott Marnee Bolen 5-0-0 No — SEPTEMBER ACTIONS
# Action Assigned To 1 Obtain bids from licensed electricians for permanent pump room electrical work. Randal Hamilton 2 Set up meeting between Steve Hoeffner and Buckie Dobson to troubleshoot skimmers and plaster issues. Randal Hamilton 3 Consult Whisperwood Circle neighbors about sprinkler repairs and gather input before proceeding. Randal Hamilton 4 Follow up with leak detection vendors regarding repair estimates for Whisperwood Circle islands. Randal Hamilton 5 Compile draft membership survey questions submitted by directors for circulation. Randal Hamilton 6 Seek additional bids for removal of diseased/dead oak trees. Board 7 Contact City of Lubbock regarding responsibility for boulevard trees before removals. Randal Hamilton WHISPERWOOD HOA
BOARD MEETING MINUTES
September 11, 2025
Location: Groves Branch Library
Time: 6:00 PM
Board Members Present:
Randal Hamilton, President
Karen Moorhead, Vice President
Rehj Hoeffner, Secretary/Treasurer
Priscilla Elliott, Member at Large
Marnee Gamble Bolen, Member at LargeGeneral members of the association attended the meeting.
CALL TO ORDER
- AUGUST 14, 2025
Meeting Info Motions/Actions Regular Board Meeting
Noticed Properly
Quorum Met
Agenda/Notice
Meeting Audio Recorded
Submitted by:
Rehj Hoeffner
Approved:
September 11, 2025- Regular Board Meetings held 2nd Thursday of Each Month, (5-0-0)
- Amend Pool Policy to operate unattended if needed, (5-0-0)
- Ratify Emergency Email Vote to move $10,000 from MM to Checking, (5-0-0)
- Approve Treasurer moving $10,000 from MM to Checking as needed, (5-0-0)
- Approve Charcoal Paint on Pergola from General Funds, (3-2-0)
- Pause Deconstruction of Pergola for Bids to Replace It, (4-1-0)
- Authorize 2 Gift Certificates at $50 each for the Pool Attendants, (5-0-0)
- Approved $800 to change color of Pergola
- Pergola Discussion – Paused Deconstruction Pending Bids
- Send second dues collection letters by Certified Mail
- Gather xeriscaping bids
- Arrange meeting with contractor regarding pool issues
- Prepare punch list of pump room electrical needs
- Post Labor Day and pool closure notices on website, Facebook & send emails
- Obtain bids for pool closing and tarp installation
- MINUTES
WHISPERWOOD HOA
BOARD MEETING MINUTES
August 14, 2025
Location: Groves Branch Library
Time: 7:00 PM
Board Members Present:
Randal Hamilton, President
Karen Moorhead, Vice President
Rehj Hoeffner, Secretary/Treasurer
Priscilla Elliott, Member at Large
Marnee Bolen, Member at LargeSeveral general members of the association attended the meeting.
CALL TO ORDER
The meeting was called to order at 6:00 PM. Quorum was established with 5 of 5 directors present.
GOVERNANCE
Randal Hamilton reminded members that governance is always the first order of business. He stated that any director may request an item be placed on the agenda, or one director with support from ten members can also have an item added. He emphasized that members are welcome to make comments during the designated comment period, but the Board has historically allowed member input throughout meetings.
APPROVAL OF PREVIOUS MEETING MINUTES
Randal Hamilton confirmed that all directors had received the draft minutes for review. He mentioned that minutes are circulated in advance so any corrections may be made before the meeting. No specific changes were requested during the meeting.
Note on Draft Revisions:
- The listing of member names in attendance was omitted.
- The name of a pool attendant was replaced with her title for privacy reasons.
- Other minor notations were removed based on differing statute interpretations and the principle that minutes are a record of what occurred, not a verbatim account of what was said.
MOTION:
Marnee Bolen moved that we approve the minutes as presented in final draft form.
Second:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
MEMBERS’ COMMENTS
A member asked if we considered shopping our insurance carrier. Randal Hamilton responded that the board had reviewed options in May and found current coverage competitive, but we remain open to shopping policies in the future.
MOTION:
Randal Hamilton moved that regular board meetings be held on the second Thursday of each month until changed by the board.
Second:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
Discussion: Regarding unkempt yards and weeds in the neighborhood. Randal Hamilton noted that the bylaws are silent on weeds, but Rehj Hoeffner clarified that the CCRs prohibit nuisances, which under city code includes vegetation over eight inches in height. Rehj Hoeffner further explained that CCRs vary slightly by section but contain similar nuisance clauses. She noted that enforcement is limited to legal action, which the board agreed is not practical, though sending certified letters copied to the city may be effective.
Members also raised concerns about abandoned properties, trailers, and nuisance dogs. The board discussed that some issues fall under city code or animal control and that HOA authority is limited. Randal Hamilton asked Rehj Hoeffner to circulate sample letters for the board to consider as a strategy for nuisance enforcement.
ACTION:
Rehj Hoeffner agreed to send sample letters to the board.
PRESIDENT’S REPORT
Randal Hamilton reported that a beehive had been found in a sprinkler control valve and was removed by T&J Farms of Slaton, Texas. The bees, including the queen, were safely relocated.
He noted that the roof project is complete, but insurance has delayed release of retained depreciation until proof of payment was submitted. Treasurer Rehj Hoeffner promptly provided the cancelled check, which was sent to the insurance company.
Randal Hamilton confirmed the next board meeting will be held on Thursday, September 11, 2025, at the Groves Branch Library. Priscilla Elliott reported that the library is reserved for both September and October.
TREASURER’S REPORT
Rehj Hoeffner presented the Treasurer’s Report. As of the meeting date:
Checking $7,730.46 Money Market $193,569.02 Less Outstanding Checks ($3,242.32) Total Funds Available $198,057.16 Operating reserves remain at $140,000, leaving $6,923.36 available to cover January and February expenses after the current budget is met through 2025. All capital reserve projects have been zeroed out and will no longer appear on financial reports.
Directors confirmed that all 2024 dues have been collected. For 2025, there are currently 21 uncollected lots or 15 members, some with multiple lots. Discussion followed regarding certified letters to the delinquent owners.
The board further discussed procedures for liens, late fees, and collection, noting that liens can only be filed after one year of delinquency, with a 14% annual late fee as specified in the bylaws.
ACTION:
Rehj Hoeffner to send second dues collection letter by Certified Mail.
OUTSTANDING BILLS
Rehj Hoeffner requested reimbursement for pool chemicals, estimating approximately $600, noting chlorine costs of around $200 weekly as she didn’t have the actual receipts with her. She confirmed the reimbursement falls under the existing budget and did not require a vote. She will write the reimbursement check with the required dual signatures from the co-signers and receipts entered into the record. Note: Actual Total was $585.71.
No other outstanding or unbudgeted bills were reported. Randal Hamilton noted holding back on an $8 reimbursement item for the time being.
SPRINKLER REPAIR ON CIRCLE
Randal Hamilton reported a sprinkler leak affecting the north islands at Whisperwood Circle. Water was observed bubbling up near the curb and sidewalk, though the exact location of the leak is unknown due to long pipe runs in the system.
Discussion: The board discussed potential costs for leak detection, which would require specialized equipment at approximately $300 per hour. Alternatives such as rerouting lines or converting the islands to xeriscape were considered, though members noted both options could be expensive.
CONSENSUS:
The board agreed to table the matter until the September meeting.
ACTION:
Karen Moorhead to gather bids on xeriscaping. Randal Hamilton to confirm pricing on leak detection.
EMERGENCY EMAIL RATIFICATION & OTHER BUSINESS
The board reviewed the emergency email motion previously circulated:
“I, Priscilla Elliott, authorize the Secretary-Treasurer to transfer $10,000 from the money market account to the checking account to maintain basic liquidity for current HOA operations. This emergency action must be ratified at the next meeting.”All directors had replied affirmatively to the email. Rehj Hoeffner asked if everyone was satisfied with the procedure and received affirmative answers.
MOTION:
Rehj Hoeffner moved to ratify the emergency email vote authorizing the transfer of $10,000 from the money market account to the checking account.
Second:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
Discussion: Randal Hamilton asked the board to consider retaining the recording of the previous meeting, despite its contentious nature, to preserve transparency.
MOTION:
Randal Hamilton moved to retain the prior meeting’s recording.
Second:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
Discussion: The board then addressed the pergola project. An email vote was attempted prior to the meeting regarding an additional expenditure of $800 for paint. The motion failed due to lack of unanimous written consent. Rehj Hoeffner declined to consent to the email vote, citing both the absence of a designated funding source and the preference to address the matter at the properly noticed board meeting. The matter was therefore not approved by email and was deferred to this meeting.
While prior unbudgeted expenses had been absorbed from available general funds when sufficient balances existed, the current financial position requires identification of specific funding sources before approving new unbudgeted expenses. Rehj Hoeffner explained that, moving forward, all unbudgeted items would require a funding designation and an exception report to ensure accountability. She further noted the importance of members being aware of remaining balances for operations into January and February of 2026 when making financial decisions, cautioning the consequences. Board members discussed funding constraints, paint color options, and scope of work.
MOTION:
Randal Hamilton moved to approve the darker charcoal color for the pergola as recommended by the aesthetics committee with costs funded from general funds. (unbudgeted, Exception Report Required)
Second:
Marnee Bolen
Vote:
Passed 3-2-0 (No: Rehj Hoeffner, Priscilla Elliott)
Discussion: Randal Hamilton wished to pause further pergola deconstruction until costs of duplicating the previous structure could be evaluated. Directors debated safety concerns and liability regarding exposed sockets.
MOTION:
Randal Hamilton moved to pause pergola deconstruction and investigate costs of duplicating the previous pergola.
Second:
Marnee Bolen
Vote:
Passed 4-1-0 (No: Karen Moorhead)
ACTION:
Randal Hamilton to discuss project scope and safety measures with contractor.
PUMP ROOM ELECTRICAL
Randal Hamilton asked whether a punch list existed for pump room electrical. Steve Hoeffner agreed to prepare one. The board discussed the need for bids covering both the pump room and any additional electrical requirements in the building.
MOTION:
Marnee Bolen moved to authorize the board to obtain bids for electrical repairs in the pump room.
Second:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
ACTION:
Steve Hoeffner to prepare punch list of electrical needs. Board to solicit bids upon completion of the punch list.
WHOA EMAIL LIST
Randal Hamilton raised concerns about access to the association email list in case the current manager becomes unavailable. Rehj Hoeffner explained that emails should always be sent from the official HOA Gmail account, not from personal emails, and confirmed that Priscilla Elliott already had the account credentials (though she had not realized it). After discussion, the board agreed Karen Moorhead would also receive the credentials.
OUTCOME:
Consensus was reached; no motion required.
MEMBERSHIP SURVEY (RESERVES, BYLAWS, ETC.)
Randal Hamilton raised the idea of conducting a membership survey to gather input on reserves and to solicit opinions on potential bylaw changes. Karen Moorhead added that some members may want changes while others may not, but the feedback would be useful. Rehj Hoeffner noted that the Texas Legislature is considering new HOA requirements, including annual audits and governance oversight, though Marnee Bolen pointed out that such changes would not take effect for at least two years.
Marnee Bolen emphasized that regardless of legislative action, the HOA’s bylaws are already out of compliance with current state law and must be revised. She also highlighted quorum challenges. In response, Rehj Hoeffner observed that state law already governs even when bylaws are outdated.
Discussion turned to mechanics of a survey. Randal Hamilton suggested each board member draft five questions to be compiled at the September meeting. Marnee Bolen requested circulation by email in advance; Randal noted group texts sometimes work better. Karen suggested SurveyMonkey at little/no cost. Mailing requirements were also discussed, estimating under $400.
END OF POOL SEASON ACTIVITIES & CLOSING
The board discussed whether to host an end-of-season pool party. Marnee Bolen reported resident interest but noted her own unavailability for the last two weekends in September. No board member committed to organizing, so consensus was reached not to hold a formal closing event this year, but to consider a Social Committee next season.
Labor Day Schedule: The board agreed the pool will remain open on Labor Day, Monday, September 1, despite being a normal Monday closure. Notice will be sent to members via email and posted on the website and Facebook.
MOTION:
Marnee Bolen moved to authorize the purchase of (2) $25 gift certificates for pool attendants Alan and Ky as thank-you gifts chargeable to pool expenses.
Second:
—
AMENDMENT:
Randal Hamilton moved to amend the amount from $25 to $50 each.
Second:
Rehj Hoeffner
Vote:
Passed unanimously (5-0-0)
AMENDED MOTION:
Marnee Bolen moved to authorize purchase of (2) $50 gift certificates for Alan and Ky, chargeable to pool expenses.
Second:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
NOTE: A thank-you card will also be provided.
ACTION:
Rehj Hoeffner to post Labor Day and Pool Closure on Website and send emails. Marnee Bolen to contact Santiago Ramirez for Facebook posting. Randal Hamilton to obtain bids from Bucky Dobson and others. Decision deferred to next meeting.
ARBORIST
The board discussed tree conditions, including oak wilt, trimming, and liability risks from dead branches. Priscilla Elliott noted prior costly estimates. Marnee Bolen raised concerns about disease spread via unsanitized tools. Member Ray Haiduk noted liability risks from dead trees. Rehj Hoeffner emphasized budgeting for future tree work.
OUTCOME:
Due to limited funds, the board agreed to table tree trimming and removal until at least September or October, to revisit during next budget cycle.
ADJOURNMENT
MOTION:
Priscilla Elliott moved to adjourn the meeting.
Second:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
Meeting adjourned at 7:53 p.m.
Meeting duration: 1:53 hours - FINANCIALS
AUGUST MOTIONS
# Motion Moved Second Vote Finance Budget 1 Approve minutes as final draft Marnee Bolen Karen Moorhead 5-0-0 No — 2 Hold regular board meetings on the 2nd Thursday each month at 6:30 p.m. Randal Hamilton Marnee Bolen 5-0-0 No — 3 Agreed to table water leak on Circle Yes No 4 Ratify emergency email vote to transfer $10,000 from MM to checking account. Rehj Hoeffner Karen Moorhead 5-0-0 Yes — 5 Retain prior month’s meeting recording. Randal Hamilton Karen Moorhead 5-0-0 No — 6 Approve pergola paint color “charcoal” and fund from general funds. Randal Hamilton Marnee Bolen 3-2-0 Yes No 7 Pause further pergola deconstruction & investigate duplicating prior structure. Randal Hamilton Marnee Bolen 4-1-0 Yes No 8 Authorize obtaining bids for electrical repairs in pump room. Marnee Bolen Karen Moorhead 5-0-0 Yes No 9 Amend gift certificates from $25 to $50 each. Randal Hamilton Rehj Hoeffner 5-0-0 Yes Yes 10 Approve purchase of (2) $50 gift certificates for Alan & Ky as pool expenses. Marnee Bolen Karen Moorhead 5-0-0 Yes Yes 11 Agreed to table arborist tree removal Yes No AUGUST ACTIONS
# Action Assigned To 1 Share sample nuisance letters with board Rehj Hoeffner 2 Send 2nd dues collection letter by certified mail Rehj Hoeffner 3 Gather bids for xeriscaping Karen Moorhead 4 Confirm price on leak detection Randal Hamilton 5 Arrange meeting with Buckie Dobson and Steve Hoeffner regarding pool issues Randal Hamilton 6 Purchase pool test steps Rehj Hoeffner 7 Discuss project scope and safety measures with pergola contractor Randal Hamilton 8 Prepare punch list of electrical needs Steve Hoeffner 9 Solicit bids upon completion of electrical punch list Board 10 Post Labor Day opening & extended pool closure on website Rehj Hoeffner 11 Send Labor Day opening & extended pool closure to email list Rehj Hoeffner 12 Post Extended pool closure date on Facebook Marnee Bolen 13 Obtain bids from Buckie Dobson and others for pool closure and tarp installation Randal Hamilton 14 Create and send 5 survey questions to the Board before the next meeting. Board REPORTS
SUPPORTING DOCUMENTS
Meeting Date: January 8, 2025
Prepared by: Secretary/TreasurerCONTENTS & LINKED DOCUMENTS
- Secretary’s Addendum
[Scroll down to Addendum] - Supporting Exhibits
- Approved 2025 Budget
- [Click Here to Open Inspection Report]
- 2025 Election Policy
- [Click Here to Open Invoice]
SECRETARY’S ADDENDUM
PROCEDURAL ERRORS AND GOVERNANCE CONCERNS
Page 1 | 1- Secretary’s Addendum
MEMBERS’ COMMENTS
A member asked if we considered shopping our insurance carrier. Randal Hamilton responded that the board had reviewed options in May and found current coverage competitive, but we remain open to shopping policies in the future.
MOTION:
Randal Hamilton moved that regular board meetings be held on the second Thursday of each month until changed by the board.
Second:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
Discussion: Regarding unkempt yards and weeds in the neighborhood. Randal Hamilton noted that the bylaws are silent on weeds, but Rehj Hoeffner clarified that the CCRs prohibit nuisances, which under city code includes vegetation over eight inches in height. Rehj Hoeffner further explained that CCRs vary slightly by section but contain similar nuisance clauses. She noted that enforcement is limited to legal action, which the board agreed is not practical, though sending certified letters copied to the city may be effective.
Members also raised concerns about abandoned properties, trailers, and nuisance dogs. The board discussed that some issues fall under city code or animal control and that HOA authority is limited. Randal Hamilton asked Rehj Hoeffner to circulate sample letters for the board to consider as a strategy for nuisance enforcement.
ACTION:
Rehj Hoeffner agreed to send sample letters to the board.
PRESIDENT’S REPORT
Randal Hamilton reported that a beehive had been found in a sprinkler control valve and was removed by T&J Farms of Slaton, Texas. The bees, including the queen, were safely relocated.
He noted that the roof project is complete, but insurance has delayed release of retained depreciation until proof of payment was submitted. Treasurer Rehj Hoeffner promptly provided the cancelled check, which was sent to the insurance company.
Randal Hamilton confirmed the next board meeting will be held on Thursday, September 11, 2025, at the Groves Branch Library. Priscilla Elliott reported that the library is reserved for both September and October.
- JULY 17, 2025
Meeting Info Key Issues Regular Board Meeting
Noticed Properly
Quorum Met
Meeting Audio Recorded
Submitted by:
Rehj Hoeffner
Approved:
August 14, 2025- Minutes approved with two corrections
- Total funds $229,150.76; ~30 dues unpaid
- $5,000 discretionary emergency maintenance fund approved
- Roofing invoice $11,920.49 approved
- Pool final invoice $4,451.88 paid (under protest)
- Marnee appointed staff supervisor
- $4,000 pergola repair approved
- STR guests: no pool access without homeowner
- Arborist decision tabled for comparable bids
- Plan to shift meetings to 2nd week monthly (formal vote pending)
WHISPERWOOD HOABOARD MEETING MINUTES
August 14, 2025
Location: Groves Branch Library
Time: 6:00 PM
Board Members Present:
Randal Hamilton, President
Karen Moorhead, Vice President
Rehj Hoeffner, Secretary-Treasurer
Priscilla Elliott, Member at Large
Marnee Bolen, Member at LargeA few members of the Association were in attendance.
CALL TO ORDER
The meeting was called to order at 6:00 PM. Quorum was established with 5 of 5 directors present.
GOVERNANCE
Randal Hamilton reminded members that governance is always the first order of business. He stated that any director may request an item be placed on the agenda, or one director with support from ten members can also have an item added. He emphasized that members are welcome to make comments during the designated comment period, but the Board has historically allowed member input throughout meetings.
APPROVAL OF PREVIOUS MINUTES
Randal Hamilton confirmed that all directors had received the draft minutes for review. He mentioned that minutes are circulated in advance so any corrections may be made before the meeting. No specific changes were requested during the meeting.
Note on Draft Revisions:
- The listing of member names in attendance was omitted.
- The name of a pool attendant was replaced with her title for privacy reasons.
- Other minor notations were removed based on differing statute interpretations and the principle that minutes are a record of what occurred, not a verbatim account of what was said.
MOTION:
Marnee Bolen moved that we approve the minutes as presented in final draft form.
Second:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
MEMBERS COMMENTS
A member asked if we considered shopping our insurance carrier. Randal Hamilton responded that the board had reviewed options in May and found current coverage competitive, but we remain open to shopping policies in the future.
MOTION:
Randal Hamilton moved that regular board meetings be held on the second Thursday of each month until changed by the board.
Second:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
Discussion of weeds, nuisance properties, trailers, and dogs. Rehj Hoeffner clarified CCRs prohibit nuisances (vegetation >8 inches). Enforcement limited but certified letters copied to city may help. HOA authority limited to city code/animal control.
ACTION:
Rehj Hoeffner to send sample nuisance enforcement letters to the board.
Meeting adjourned at 7:53 PM (duration 1:53 hours).
MOTIONS
# Motion Moved Second Vote Finance Budget 1 Approve minutes as amended Marnee Bolen Karen Moorhead 5-0-0 No — 2 Allocate up to $5,000 from operating reserves for discretionary maintenance, including pool house and bathroom repairs Marnee Bolen Rehj Hoeffner 5-0-0 Yes No 3 Approve payment of the roofing invoice in the amount of $11,920.49 from the pool house roofing fund Rehj Hoeffner Marnee Bolen 5-0-0 Yes Yes 4 Appoint Marnee Bolen as point person for employee supervision, including hire and termination authority Karen Moorhead Marnee Bolen 5-0-0 Yes Yes 5 Terminate employment of the pool supervisor (failed for lack of second) Marnee Bolen — — — 6 Approve delegation of pool chemical responsibilities to Rehj and Steve Hoeffner and twice-daily brushing during plaster curing Karen Moorhead Marnee Bolen 5-0-0 Yes No 7 Classify nightly rentals (Airbnb/Vrbo) as guests without pool access unless accompanied by the homeowner Marnee Bolen Karen Moorhead 5-0-0 No — 8 Accept Steve Fleetwood’s $4,000 pergola repair bid with no further bids to be solicited Priscilla Elliott Rehj Hoeffner 5-0-0 Yes Yes 9 Table arborist decision until comparable bids are received Marnee Bolen Priscilla Elliott 5-0-0 Yes No 10 Adjourn the meeting Priscilla Elliott Marnee Bolen 5-0-0 — — ACTIONS
# Action Assigned To 1 Prepare clubhouse renovation punch list and scope of work Karen Moorhead 2 Assist with pool servicing (chemicals, brushing) Rehj & Steve Hoeffner 3 Coordinate pool staffing, schedules, and payroll Marnee Bolen 4 Bid and repair pergola per Steve Fleetwood contract Steve Fleetwood 5 Obtain comparable arborist bids for tree trimming/removal Board MOTIONS
Motions # Motion Moved Seconded Vote Financial Budgeted 1 Approve minutes as final draft Marnee Bolen Karen Moorhead 5-0-0 2 Hold regular board meetings on 2nd Thursday each month at 6:30 p.m. Randal Hamilton Marnee Bolen 5-0-0 3 Tabled water leak on Circle 4 Ratify emergency email motion to transfer $10,000 from money market to checking account. Rehj Hoeffner Karen Moorhead 5-0-0 Yes N/A 5 Retain prior month’s meeting recording. Randal Hamilton Karen Moorhead 5-0-0 6 Approve pergola paint color “charcoal” and fund from general funds. Randal Hamilton Marnee Bolen 3-2-0 Yes No 7 Pause further pergola deconstruction and investigate duplicating prior structure. Randal Hamilton Marnee Bolen 4-1-0 Yes No 8 Authorize obtaining bids for electrical repairs in pump room. Marnee Bolen Karen Moorhead 5-0-0 Yes No 9 Amend gift certificates from $25 to $50 each. Randal Hamilton Rehj Hoeffner 5-0-0 Yes Yes 10 Approve purchase of two (2) $50 gift certificates for Alan and Ky, chargeable to pool expenses. Marnee Bolen Karen Moorhead 5-0-0 Yes Yes 11 Table arborist tree removal Actions # Action Assigned To Completed 1 Share sample nuisance letters with board Rehj Hoeffner Yes 2 Send 2nd dues collection letter by certified mail Rehj Hoeffner 3 Gather bids for xeriscaping Karen Moorhead 4 Confirm price on leak detection Randal Hamilton 5 Arrange meeting with Buckie Dobson and Steve Hoeffner regarding pool issues Randal Hamilton 6 Purchase pool test steps Rehj Hoeffner Yes 7 Discuss project scope and safety measures with pergola contractor Randal Hamilton 8 Prepare punch list of electrical needs Steve Hoeffner 9 Solicit bids upon completion of electrical punch list Board 10 Post Labor Day opening & extended pool closure on website Rehj Hoeffner Yes 11 Send Labor Day opening & extended pool closure to email list Rehj Hoeffner 12 Post Extended pool closure date on Facebook Marnee Bolen Yes 13 Obtain bids from Buckie Dobson and others for pool closure and tarp installation Randal Hamilton CALL TO ORDER
The meeting was called to order at 6:00 PM. Quorum was established with 5 of 5 directors present.
GOVERNANCE
Randal Hamilton reminded members that governance is always the first order of business. He stated that any director may request an item be placed on the agenda, or one director with support from ten members can also have an item added. He emphasized that members are welcome to make comments during the designated comment period, but the Board has historically allowed member input throughout meetings.
APPROVAL OF PREVIOUS MINUTES
Randal Hamilton confirmed that all directors had received the draft minutes for review. He mentioned that minutes are circulated in advance so any corrections may be made before the meeting. No specific changes were requested during the meeting.
Note on Draft Revisions:
- The listing of member names in attendance was omitted.
- The name of a pool attendant was replaced with her title for privacy reasons.
- Other minor notations were removed based on differing statute interpretations and the principle that minutes are a record of what occurred, not a verbatim account of what was said.
MOTION:
Marnee Bolen moved that we approve the minutes as presented in final draft form.
Second:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
- JUNE 5-6, 2025
Meeting Info Motions/Actions Regular Board Meeting (Continued Session)
Date: June 5 & 6, 2025
Location:
June 5 – Groves Branch Library;
June 6 – Whisperwood Pool
Time: 6:00 PM
Quorum: Present
Notice Posted/Emails Out: May 30, 2025 1:34PM
Notice/Agenda:
View Agenda
(Insufficient per §209.0051)
Minutes PDF:
View Minutes PDF
Recorded and Submitted by: Marnee Bolen (Member at Large, acting recorder)
Status: Approved on July 17, 2025 – Secretary Declines Attestation due to insufficient agenda notice of Attorney Attendance and Waiver Presentation.
- Add Rules to Waiver Draft – Passed (3-2-0)
- Pay Invoice #1040 Pool Equipment Detection – $11,307.80 – Passed (5-0-0)
- Pay Invoice #1044 Electric Box Upgrade – $1,646.88 – Passed (5-0-0)
- Pay Invoice #1045 Lighting/Flow Meter/Tree Repair – $4,451.88 – Passed (5-0-0)
- Accept May 1 and May 6 Meeting Minutes – Passed (5-0-0)
- Approve Signage Purchase (up to $400) and Vendor Selection – Passed (5-0-0)
- Amend 2025 Budget to Redirect $20,000 from Reserves – Passed (5-0-0)
- Authorize Continued Pressure Testing of Return Lines – Passed (5-0-0)
- Ratify All Email Votes Listed – Passed (5-0-0)
- Move July Meeting to July 17 – Passed (5-0-0)
- Table Operating Reserve Decision – Passed (5-0-0)
- Reimburse Signage ($156.52), Office Supplies ($41.01, $19.23) – Passed (5-0-0)
- Authorize Payments to Mitch ($490) and Caleb Dobson ($200) – Passed (5-0-0)
- Open Pool June 14 at 10 AM – Passed (5-0-0)
- Hire Oasis West for Startup and Maintenance – Passed (5-0-0)
- Hire Staff (3–4 attendants; $15/hr attendants, $20/hr manager) – Passed (5-0-0)
- Allocate Roof Funds + Approve Patriot Roofing Invoice $11,015 – Passed (5-0-0)
- Release Pool Surround Funds and Reallocate Lighting Budget – Passed (5-0-0)
- Ratify Pool Lighting & Landscaping Expenditure – Passed (5-0-0)
- Adjourn Meeting – Passed (5-0-0)
Action Items:
- Address Google Maps listing showing pool at 107 N Vicksburg (private address).
- Karen Moorhead to obtain bids for arborist and tree soil repair.
- Board to review operating reserve allocation at future meeting.
- Secretary Addendum filed documenting notice defect and refusal to attest.
- MINUTES
WHISPERWOOD HOA
Board Meeting Minutes
June 5, 2025
These minutes have been stylized for the website.
Click here to download the PDF.Location: Groves Branch Library
Time: 6:01 PM – 6:56 PM (Paused Due to Severe Weather)
ATTENDEES
Board Members Present:
Randal Hamilton, President
Karen Moorhead, Vice President
Renee Guthrie by Proxy for Rehj Hoeffner, Secretary/Treasurer
Marnee Gamble Bolen, Member at Large (recording the minutes)
Priscilla Elliott, Member at LargeGeneral members of the association attended.
CALL TO ORDER
The meeting was called to order at 6:01 PM by Randal Hamilton. A quorum was present.
GOVERNANCE ISSUES
Randal Hamilton moved Agenda Item #13, Waiver or Notices, to the beginning of the meeting to accommodate attorney Mike Carper.
Mike Carper provided an overview of the bylaws, describing them as outdated and in need of attention.
He discussed the following points:- The HOA has an obligation to enforce rules and restrict access to members and their guests.
- An attendant is unnecessary and does not provide liability protection; a lifeguard offers more but is not required.
- A waiver provides a layer of protection but will not prevent a lawsuit.
- Members must be notified of any rule changes.
MOTION:
Randal Hamilton moved to add the rules to the back of the Waiver drafted by Mr. Carper.
Seconded By:
Marnee Bolen
Vote:
Passed (3-2-0) — Renee Guthrie and Priscilla Elliott voted no.
Randal Hamilton moved Agenda Item #10, Pool Renovation Report, forward to accommodate contractor
Buckie Dobson.Buckie Dobson reported the following:
- The pool is ready and running.
- For the first 30 days after new plaster, chlorine must be kept slightly lower than normal, sides must be brushed daily, and the
robot should not be used—only vacuuming. - He recommended hiring Mitch with Oasis West for maintenance.
- Two leaks—one in the pump aggregate and one at the skimmers—were repaired.
The Board previously voted (May 19, 2025) to install an autofill pump; however, installation would have delayed the pool opening. Because the plastering had already been completed before the approval was communicated, the work will be performed at season end. Buckie will honor the original quote of $6,162.50 (including tax).
At 6:56 PM, due to severe weather and tornado warnings, Randal Hamilton paused the meeting and announced continuation on June 6, 2025 at 6:00 PM at the pool.
WHISPERWOOD HOA
Board Meeting Minutes — Continued Session
June 6, 2025
Location: Whisperwood Pool
Time: 6:00 PM – Adjournment
ATTENDEES
Board Members Present:
Randal Hamilton, President
Karen Moorhead, Vice President
Renee Guthrie by Proxy for Rehj Hoeffner, Secretary/Treasurer
Marnee Gamble Bolen, Member at Large (recording the minutes)
Priscilla Elliott, Member at LargeGeneral members of the association attended (names not recorded).
GOVERNANCE ISSUES (Continued)
Randal Hamilton resumed discussion under Agenda Item #10, Pool Renovation Report, and noted that
several prior email votes did not include tax amounts. Motions were made to correct this.MOTION:
Renee Guthrie moved to pay Invoice 1040 in the original amount of $10,446.00 and add tax of $861.60 for a total of $11,307.80.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
MOTION:
Renee Guthrie moved to pay Invoice 1044 in the original amount of $1,550.00 and add tax of $96.88 for a total of $1,646.88.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
MOTION:
Renee Guthrie moved to pay Invoice 1045 in the original amount of $4,190.00 and add tax of $261.88 for a total of $4,451.88.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
A brief discussion was held noting that Google erroneously lists the Whisperwood pool address as
107 N Vicksburg, which is Randal Hamilton’s personal address.APPROVAL OF PREVIOUS MEETING MINUTES
January 21, 2025 Annual Meeting Minutes: Tabled.
May 1, 2025 Board Meeting Minutes
MOTION:
Marnee Bolen moved to approve the May 1, 2025 minutes as revised.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
May 6, 2025 Special Meeting Minutes
MOTION:
Marnee Bolen moved to approve the May 6, 2025 Special Meeting Minutes as revised.
Seconded By:
Randal Hamilton
Vote:
Passed unanimously (5-0-0)
MEMBERSHIP COMMENTS
None.
EMAIL VOTES
a. Signage
The Board took the following email votes:
MOTION1:
Marnee Bolen moved that the Board approve the unbudgeted purchase of updated signage for the Whisperwood pool facility for the 2025 season, not to exceed $400, due to the current signage being faded, outdated, and incorrect. Marnee Bolen further moved that she be authorized to obtain quotes, coordinate design and wording of the signage, and submit final proofs for board review and approval prior to purchase.
Seconded By:
Randal Hamilton
Vote:
Passed unanimously
MOTION2:
Marnee Bolen moved that the Board review and vote to select one of the following vendors for the purchase of two (2) 4’x2’ omegabond pool signs (with holes punched in each corner and an additional hole at the top and bottom) for the 2025 season, based on cost and turnaround time:
All Star Signs – $375 each, 7-10 day turnaround
Fastsigns – $155 each + $25.58 tax = $167.70 each, 3-4 day turnaround
Signs on the Go – $73.31 each + $4.95 tax = $156.52 each, 2-3 day turnaround
The selected vendor would be authorized to fulfill the order upon board approval of the final signage design.Seconded By:
Randal Hamilton
Vote:
Passed unanimously
b. 2025 Budget Amendment re Capital Reserves
The Board took the following email votes:
MOTION3:
Rehj Hoeffner moved that the Board amend the 2025 operating budget to eliminate the $20,000 contribution to capital reserves originally allocated for this year. $1,500 will be allocated for the wiring repair, $5,800 for the autofill, and $10,441.00 for the additional leak repair. These funds will be redirected to the Pool Renovation Fund, with the remainder allocated to the Roof Repair Fund.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously
MOTION4:
Randal Hamilton moved to approve the continued pressure testing and repair of the pool’s return lines and for it to be paid with the reallocated funds from the current budget to the Pool Renovation Fund
Seconded By:
Karen Moorhead
Vote:
Passed unanimously
PRESIDENT’S REPORT
Randal Hamilton requested rescheduling the July 3 meeting to July 17 to ensure availability of
Karen Moorhead.MOTION:
Priscilla Elliott moved to reschedule the July meeting to July 17.
Seconded By:
Renee Guthrie
Vote:
Passed unanimously (5-0-0)
Insurance policy was renewed. Sprinkler leaks were detected and repaired.
TREASURER’S REPORT
Treasurer’s Report presented. Priscilla Elliott noted additional dues payments incoming.
OPERATING RESERVE
Discussion held regarding the $140,000 operating reserve.
MOTION:
Priscilla Elliott moved to table voting.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
OUTSTANDING BILLS
1. Signage Purchase
MOTION:
Karen Moorhead moved to reimburse Marnee Bolen for $156.52 in signage expenses.
Seconded By:
Renee Guthrie
Vote:
Passed unanimously (5-0-0)
2. Office Depot Receipt — $41.01
MOTION:
Karen Moorhead moved to reimburse Randal Hamilton for $41.01.
Seconded By:
Renee Guthrie
Vote:
Passed unanimously (5-0-0)
3. Office Depot Receipt — $19.23
MOTION:
Marnee Bolen moved to reimburse Karen Moorhead for $19.23.
Seconded By:
Renee Guthrie
Vote:
Passed unanimously (5-0-0)
4. Mitch – Startup Maintenance ($490)
MOTION:
Renee Guthrie moved to pay Mitch $490 for startup maintenance services.
Seconded By:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
5. Caleb Dobson – Startup Services ($200)
MOTION:
Randal Hamilton moved to pay Caleb $200 for services performed prior to contract discussions.
Seconded By:
Renee Guthrie
Vote:
Passed unanimously (5-0-0)
POOL OPENING REQUIREMENTS
Pool Opening Date: June 14, 2025 at 10:00 AM.
MOTION:
Marnee Bolen moved to open the pool on June 14 at 10 AM.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
Three weekly maintenance quotes were received, but only Oasis West provided a quote for required startup work.
MOTION:
Renee Guthrie moved to hire Oasis West for startup and weekly maintenance.
Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
ATTENDANTS / DAILY SERVICE
Pool Attendant Candidates: Madeline Davis, Katrina Martinez, and Alan Mendoza.
Hourly rates discussed: $15/hour for attendants, $20/hour for manager-level.
MOTION:
Karen Moorhead moved to hire three (possibly four) attendants.
Seconded By:
Renee Guthrie
Vote:
Passed unanimously (5-0-0)
MOTION:
Marnee Bolen moved to grant Karen Moorhead and Priscilla Elliott
the authority to hire pool staff.Seconded By:
Renee Guthrie
Vote:
Passed unanimously (5-0-0)
WAIVERS OR NOTICES
See discussion under June 5 minutes.
ROOF ALLOCATION
The Board reviewed email motions dated June 5 regarding roof allocations.
MOTION:
Randal Hamilton moved to allocate an additional $2,891.32 from the General Operating Account
to the Capital Fund for the roof project (total allocation: $5,100.32).Seconded By:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
MOTION:
Randal Hamilton moved to accept the Exception Report regarding the $500 discrepancy in the Patriot Roofing
contract due to gable replacement work.Seconded By:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
MOTION:
Randal Hamilton moved to approve payment of $11,015.00 to Patriot Roofing,
noting the insurance reimbursement of $5,914.68 already received.Seconded By:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
MOVE MONEY FROM SURROUND TO POOL FUND
MOTION:
Randal Hamilton moved to release $5,941.34 from the Pool Surround Fund
back to the General Operating Account.Seconded By:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
MOTION:
Randal Hamilton moved to release the prior allocation for the pool autofill and instead allocate up to
$4,451.88 for additional lighting and landscaping improvements at the pool facility.Seconded By:
Karen Moorhead
Vote:
Passed unanimously (5-0-0)
MOTION:
Randal Hamilton moved to ratify the expenditure of $4,451.88 for pool lighting and landscaping,
and release the prior allocation for the pool autofill system.Seconded By:
Marnee Bolen
Vote:
Passed unanimously (5-0-0)
POOL HOUSE RENOVATION
None.
PERGOLA RENOVATION
None.
POOL ACCESS / SIGNUP
Computer program is ready to launch. Computer to be kept in the locked clubhouse.
Replacement keycards will cost $25.Employees will use a shared code; each board member will receive an individual access code.
FOR-PROFIT RESTRICTIONS
Tabled for 2025 season.
ARBORIST
Additional soil is needed around a tree at the pool deck due to gaps between the surround.
Karen Moorhead will obtain arborist bids. Marnee Bolen will investigate bug treatment options.ADJOURNMENT
MOTION:
Priscilla Elliott moved to adjourn.
Seconded By:
Renee Guthrie
Vote:
Passed unanimously (5-0-0)
Meeting adjourned at 8:02 PM.
Recorded and submitted by: Marnee Bolen, Member at Large
Approved on: July 17, 2025
Attested by: None – Secretary declines attestation
Addendum Filed:
A formal Secretary Addendum has been filed and is attached immediately following these minutes, or electronically accessed here on the Report Tab for this meeting. The Addendum documents notice defects, procedural issues, along with exhibits and forms part of the official corporate record.
Secretary’s Statement:
During record preparation for turnover, it was determined that the June 5, 2025 agenda did not provide required notice of the attorney’s attendance or the liability waiver discussion as required under Texas Property Code §209.0051(e). This procedural defect and refusal to attest is documented for accuracy under and made pursuant to the fiduciary duty to maintain accurate corporate records in compliance with Texas Business Organizations Code §22.351 and is a required function of the Secretary.
The undersigned Secretary respectfully declines to sign or attest to these minutes as a true and complete record of the June 5–6, 2025 Board meeting. The minutes omit material procedural details and do not accurately reflect the sequence of events as noticed and conducted, including the lack of advance notification that attorney Mike Carper would attend or present proposed liability waivers for discussion or approval.
- FINANCIALS
WHISPERWOOD HOA
Treasurer’s Financial Report
Month Ending: June 30, 2025
The Association remained financially stable through June 2025. Operating reserves were maintained at the approved level of $140,000. Income collections continued steady, with $118,500 received year-to-date, and approximately 30 households remaining unpaid as of mid-July. Several unbudgeted expenses were incurred for ongoing pool repairs and the pool house roof project, funded from reallocated capital reserves as approved by email vote on June 4, 2025. No special assessments are anticipated for the remainder of the fiscal year.
Total Income: $14,085.96 (June)Total Expenses: $12,680.19 (June)Net Operating Income: $1,405.77 (June)Total Funds on Hand: $229,150.76Account & Reserve Balances
Account Balance General Operating Fund (Checking) $26,013.55 Money Market Account $9,623.44 CD #6802 $82,934.47 CD #6490 $110,579.30 Total Funds on Hand $229,150.76 Reserves Overview
Reserve Fund Balance Emergency Reserve (Approved Dec 12, 2024) $140,000.00 Pool Renovation Fund ($10,021.91) Pool Surround Fund $0.00 Pool House Roof Fund ($905.49) Total Capital Reserves ($10,927.40) Profit & Loss Summary (June 2025)
Category June 2025 YTD 2025 Income Operating Income $11,667.00 $70,002.00 Other Income $2,685.96 $5,462.03 Total Revenue $14,352.96 $75,464.03 Expenses Administrative $120.89 $2,677.11 Grounds Maintenance $1,773.20 $12,342.62 Insurance — $10,173.00 Pool Expenses (Total) $695.22 $2,822.69 Utilities (Total) $1,788.30 $7,992.29 Miscellaneous — $200.00 Total Expenses $4,137.04 $44,043.11 Net Income $10,215.92 $31,420.92 Notes: Pool renovation expenses continue to draw from reallocated reserve funds. Detailed ledgers and bank statements are available for member inspection upon request.
Prepared and submitted by Rehj Hoeffner
Secretary/Treasurer, Whisperwood HOA
Posted pursuant to Texas Property Code §207.006 and §209.005(h–i). - REPORTS
WHISPERWOOD HOMEOWNERS ASSOCIATION
Secretary Addendum — June 2025
Filed by the elected Secretary of record to clarify procedural and factual deficiencies in the June 2025 meeting recordAdministrative Note
The Secretary-Treasurer was out of the country from January 1 through June 28, 2025. While away, participation in Board business continued through
real-time written objections, fiduciary reports, and points of order.
This Addendum was prepared after the Secretary’s return to consolidate and preserve those contemporaneous actions for permanent inclusion in the Association’s official files.
No Acting or Temporary Secretary was appointed during the Secretary’s absence, and the recording director did not sign or attest to the minutes.Record Clarification on Secretary Authority
During the Secretary’s absence, another director was asked by the President to take notes. However, no motion or statement was made to appoint or elect a Secretary pro tem, nor was such designation recorded in the minutes.
Under Robert’s Rules of Order (12th ed.) §47:34, when the Secretary is absent, the assembly should elect a secretary pro tem for that meeting only.
Because no such appointment was made, the individual taking notes acted solely as a recorder, without authority to sign or attest the minutes on behalf of the Association.
Accordingly, those minutes remain procedurally incomplete until corrected or properly attested by the duly elected Secretary.Waiver and Attorney Involvement
The Whisperwood HOA has no obligation to restrict guest access to the pool. Its duty lies in publishing any rules it intends to enforce.
For the 2025 pool season, no published rule restricting guest access existed. The Bylaws authorize restriction of common-area access only under limited circumstances:- Nonpayment of dues; or
- Violations of published and recorded rules, of which the Association had none.
The Association’s attorney, Mr. Mike Carper, attended the June 2025 Board meeting and provided substantive legal advice on the proposed pool waiver, insurance liability, and notice requirements.
His attendance was not disclosed in the posted meeting notice or agenda.
Under Texas Property Code §209.0051(e), the notice of a board meeting must state the date, hour, place, and general subject of the meeting.
The attorney’s participation constituted a material subject requiring disclosure. The omission prevented the Secretary from preparing her proxy and impeded informed participation by several board members.- Two directors were unaware that waivers had been drafted by counsel.
- Expenses had been incurred for their preparation.
- The waiver would be presented at the meeting.
- A vote had been planned.
Motion: Randal Hamilton moved to add the rules to the back of the Waiver drafted by Mr. Carper.
Seconded By: Marnee Bolen
Vote: Passed (3–2–0) — Renee Guthrie and Priscilla Elliott voted No.Despite this limited motion, the waiver was later used and distributed without formal Board approval, contrary to the recorded vote and to nonprofit governance standards requiring collective action.
Noncompliance with Bylaws and Purpose of Assessments
The waiver compelled members to accept liability for themselves, families, and guests, effectively certifying that homeowner insurance would cover any claim from pool use.
This contravenes Article V §2 of the Bylaws:“The assessments levied by the Association shall be used exclusively to promote the recreation, health, safety, and welfare of the residents… and for the improvement, maintenance, upkeep, replacements or additions, taxes, and insurance of the Common Area.”
The waiver shifted liability away from the Association and onto members, making the related expense an unauthorized expenditure under the Bylaws.
Collection of Personally Identifiable Information (PII)
The waiver originally included date of birth, later removed, but still collected names, addresses, email addresses, and signatures—constituting PII under Texas law.
- Tex. Bus. & Com. Code §521.002(a)(1) – defines “sensitive personal information.”
- Tex. Penal Code §32.51(b) – prohibits use or possession of identifying information without consent.
- Tex. Gov’t Code §552.137 – restricts disclosure of personal email addresses by entities performing public functions.
The HOA collected PII without a privacy policy or consent procedure, rendering the process non-compliant with state privacy protections.
Operational and Procedural Issues
- No Board walk-through occurred to verify code-required depth markers, equipment, or plaster condition.
- Mitch (Oasis West) was verbally engaged, then terminated unilaterally by the President.
- Caleb Dobson was not paid for work performed.
- The $11,015 pool invoice included sales tax and could not be paid until corrected.
- No Board vote authorized the $25 pool-card fee.
- Email votes were grouped for ratification, violating Tex. Prop. Code §209.0051(h) and RONR §§10, 48.
- Attendant hiring contradicted the approved 2025 pool policy and counsel’s own advice.
Unauthorized Private Use of Nonprofit Assets
A tenant requested to conduct paid swim lessons using the HOA pool. The Secretary advised against approval, citing IRS 26 U.S.C. §501(c)(4) and Treas. Reg. §1.501(c)(3)-1(c)(2) prohibiting private inurement.
The Board later allowed the lessons, resulting in private income from nonprofit assets—an action inconsistent with IRS rules for exempt organizations.Corrections to Draft Minutes
1. Correction to Meeting Rescheduling
A correction was requested prior to the June 2025 meeting to remove the Secretary’s name as the reason for postponing the next scheduled meeting.
The Secretary had plans to be in town and there was no need to reschedule on her behalf.
The recording director agreed to correct the record but the version later provided did not include it.
The correct wording:Item 6 (Corrected): “July 3rd is the next scheduled meeting, but Randal Hamilton would like to move it to July 17th so that Karen Moorhead may be in attendance. Priscilla Elliott made a motion to move the meeting from July 3rd to July 17th. Renee Guthrie seconded the motion. Motion passed unanimously.”
2. Correction to Outstanding Bills Item #3
Under Outstanding Bills, the correct record should read:“Karen Moorhead presented a receipt in the amount of $19.23 for Office Depot. Marnee Bolen made a motion for reimbursement to Karen Moorhead; Seconded by Renee Guthrie. Motion passed unanimously.”
These corrections were requested prior to the meeting but not reflected in the minutes.
Findings and Secretary’s Statement
- The attorney’s attendance was not properly noticed, and legal advice was given without disclosure to all directors.
- The waiver was never approved but later implemented, creating procedural and legal inconsistencies.
- Bylaw Article V §2 was violated by expenditures not benefiting the membership.
- Personally identifiable information was collected without consent.
- The minutes remain unsigned and contain uncorrected factual errors.
Secretary’s Declination to Sign or Attest
Attestation Withheld: The Secretary declines to sign or attest to the June 2025 minutes due to:
- Missing corrections previously requested and acknowledged,
- Improper notice of attorney attendance and undisclosed deliberations on legal matters, and
- Misinformation regarding waivers created and discussed without board knowledge or approval.
This Secretary Addendum serves as the formal record of objection and factual clarification accompanying the June 2025 minutes.
Submitted by: Rehj Hoeffner, Secretary
Date: [Insert Date]Exhibits Tab (Placeholder)
Exhibit No. Title / Description Link / Reference A Copy of Attorney Waiver Draft Presented at Meeting [Add Link] B Email to Recording Director Requesting Corrections [Add Link] C Attorney Invoice for Waiver Preparation [Add Link] D Relevant Sections of Texas Property Code §209.0051 and Bylaws Art. V §2 [Add Link] - EXHIBITS
- MAY 6, 2025
Meeting Info Key Issues Special Board Meeting
Noticed Semi-properly
Quorum Met
Recorded and Submitted by:
Marnee Bolen
Approved:
June 5, 2025- Unanimously ratified all votes held at the May 1 meeting without a vote.
- Approved $21,000 contract with Oasis for additional pool repairs.
- Approved contract with Patriot Roofing to replace pool house roof.
- Approved transfer of $100,000 from MM to checking account.
- Allocate additional $20,000 to pool reno fund.
- M Bolen given authority to research signage at the pool.
- Approved modification to pool hours for 2025 pool season.
- Discussed pool management to include attendants, vote next meeting.
- MINUTES
- FINANCIALS
Whisperwood HOA
Special Board Meeting Minutes
Motions/Votes
May 6, 2025
Approved
June 5, 2025
Motion Made By Seconded By Vote Outcome Financial Impact Ratify actions taken at the May 1, 2025 meeting Not recorded Not recorded 5-0-0 No Approve minutes from April 3 and April 23, 2025 board meetings Not recorded Not recorded 5-0-0 No Authorize payment of previously approved Prime Pools invoice Not recorded Not recorded 5-0-0 Yes Approve outstanding payments (Pools West, Prime Pools, Foley, Elliott, Moorhead, Utilities, Attorney Carper) Not recorded Not recorded 5-0-0 Yes Approve $21,000 pool repair contract with Oasis Pools Not recorded Not recorded 5-0-0 Yes Add Karen Moorhead as authorized bank signatory Not recorded Not recorded 5-0-0 No Award pool house roof replacement contract to Patriot Roofing Not recorded Not recorded 5-0-0 Yes Delegate sign procurement and renovation authority to Marnee Bolen Randal Hamilton Karen Moorhead 5-0-0 Yes Table pergola repair/replacement until after pool season Priscilla Elliott Marnee Bolen 5-0-0 No Allocate additional $20,000 (total $100,000) to Pool Renovation Project Marnee Bolen Karen Moorhead 5-0-0 Yes Authorize Treasurer to transfer $100,000 from Money Market to Checking Marnee Bolen Renee Guthrie 5-0-0 Yes Modify 2025 pool hours and approve party use Sundays 6–9 PM Randal Hamilton Renee Guthrie 5-0-0 No Adjourn meeting Priscilla Elliott Renee Guthrie 5-0-0 No NOTE: Items highlighted in blue directly impact the Association’s financial obligations. These entries are used by the Treasurer to determine whether a payment is authorized, properly approved, and compliant with the adopted budget or approved project allocations. If an item is not approved or is tabled, payment will not be made until the Board formally adopts or revisits the item in a properly noticed meeting.
- REPORTS
- EXHIBITS
- MAY 1, 2025
Meeting Info Key Issues Informal Discussion
Invalid Meeting
Noticed Improperly
Quorum Met
Recorded and Submitted by:
Marnee Bolen
Approved:
June 5, 2025- Approve April 3 and April 23 Meeting Minutes.
- Updates given on pool renovation, new repairs of $21,000.
- Outstanding bills were discussed and approved.
- Motion to relieve Treasurer of personal responsibility for PrimePools bill.
- Insurance renewal and an increase of 5% for deducible was discussed.
- Approval to add Karen Moorhead as bank signatory.
- Discussed putting pool house reno on hold due to costs of pool.
- Roof bid of $10,512 for Patriot Roofing was approved.
- Extensive discussion on pool management, attendants and required waivers.
- Board discussed pool hours, Sunday parties.
- Board acknowledged this meeting would need to be ratified.
- MINUTES
- FINANCIALS
Whisperwood HOA
Special Board Meeting Minutes
Motions/Votes
May 1, 2025
Approved
Invalid Meeting
📢 Notice Regarding May 1, 2025 Meeting:
This meeting was held without the required notice under Texas Property Code § 209.0051. All motions listed below are informal and non-binding unless properly reapproved at a valid, noticed meeting. Provided for transparency only.Motion (Informal) Vote Status Approve April 3, 2025 minutes as amended 4–0–0 Requires reapproval at valid meeting Approve April 23, 2025 minutes as presented 4–0–0 Requires reapproval at valid meeting Approve $21,000 for additional pool repairs 4–0–0 Requires reauthorization Reimburse Bryan Foley for Prime Pools invoices ($793.17) 4–0–0 Requires reapproval – Treasurer absent Reimburse Pools West for acid purchase ($77.21) 4–0–0 Requires reapproval Pay Attorney Michael Carper for bylaw review ($543.75) 4–0–0 Requires reapproval Draft statement relieving Treasurer of invoice liability 4–0–0 Requires formal adoption Reimburse Priscilla Elliott for rose bushes ($87.62) 4–0–0 Requires reapproval Reimburse Karen Moorhead for signage ($6.75) 4–0–0 Requires reapproval Add Karen Moorhead as second bank signatory 4–0–0 Requires formal authorization Renew Grimes Insurance policy 4–0–0 Requires reapproval Place pool house renovation project on hold 4–0–0 Requires reauthorization Accept Patriot Roofing bid ($10,512) 4–0–0 Requires reapproval - REPORTS
- EXHIBITSNo Notice Was Made
- APRIL 23, 2025
Meeting Info Key Issues Special Board Meeting
Noticed Properly
Quorum Met
Recorded and Submitted by:
Marnee Bolen
Approved:
May 6, 2025- Minutes of April 10, 2025 Emergency Meeting Approved.
- Pool renovation updates were presented by Oasis Pools.
- Board approved tile selections and necessary bond beam repairs.
- Board approved Antique Pewter pavers only for bottom decking ($50,862.50)
- Addiitonal $61,000 was allocated from general reserved funds to the pool renovation.
- Board authorized transfer of $141,000 from MM to checking account.
- Board ratified $33,641 check to Oasis Pools.
- Board authorized futher payments to Oasis according to scheduled contract.
- MINUTES
- FINANCIALS
- REPORTS
- EXHIBITS
- APRIL 3, 2025
Meeting Info Key Issues Regular Board Meeting
Noticed Semi-Properly
Quorum Met
Recorded by:
unknown
Submitted by:
Randal Hamilton
Approved:
April 23, 2025 with errors- Formal object was raised due to lack of proper notice of time change.
- Improper vote taken to approve March 6, 2025 minutes, they remain in draft form.
- Tie vote settled with coin toss to appoint Karen Moorhead as a Director on the Board.
- Board elected Karen Moorhead as Vice President to fill vacant position.
- Approved: pool permit, sprinkler inspection, attorney fees, and reimbursements.
- Treasurer objected to payment of PrimePools for lack of prior authorization.
- Karen Moorhead/Priscilla Elliott assumed personal responsibility for PrimePools.
- Pool Surround Advisory Group was formed with Karen Moorhead as chair.
- Approved soliciting roof bids and private use of non-profit assets.
- Board discussed control of current website and domain name.
- MINUTES
- FINANCIALS
- REPORTS
- EXHIBITS
- MARCH 6, 2025
Meeting Info Key Issues Regular Board Meeting
Noticed Properly
Quorum Met
Recorded and Submitted by:
Marnee Bolen
Remain in Draft Form
Secretary declines to attest to them due to a recording of the April 3, 2025 meeting, showing the minutes were not properly approved.- Members raised concerns about Secretary/Treasurer Absence.
- Priscilla Elliott was to draft a late fee letter and present it to the board for approval.
- Payment of PrimePools invoice failed 2-1-1 with no majority of those present.
- Vote to seek a new website domain failed in a 2-0 vote without majority approval.
- Treasurer submitted document with prompts to discuss allocations for capital projects.
- Pressure testing by PrimePools was approved.
- Board to seek a new bookkeeper with no reason given.
- City Inspection was discussed for the pool opening.
- Executive Session to discuss “employees” – but we have none.
- MINUTES
- FINANCIALS
- REPORTS
- EXHIBITS
- FEBRUARY 6, 2025
Meeting Info Key Issues Informal Discussion
Invalid Meeting
Inappropriately Noticed
Agenda
Quorum Met
Recorded and Submitted by:
Robert Gurerrero
Approved:
April 3, 2025- Approved January 8, 2025 Meeting Minutes.
- Pool Oversight was discussed with members and Board.
- All bills over $100 needs to be approved prior to payment.
- Discussed outstanding invoices.
- Approved contact with Rehj Hoeffner and son about purchasing website.
- Approved PrimePools multiport repair for $1,190.75.
- Pressure testing by PrimePools was approved.
- Discussed hiring a bookkeeper / accountant to do Treasurer’s job.
- Marnee to provide contact info to Randal for bookkeeper.
- MINUTES
- FINANCIALS
- REPORTS
- EXHIBITS
- JANUARY 21, 2025
- MINUTES
- REPORTS
- FINANCIALS
- JANUARY 8, 2025
Meeting Info Motions/Actions Regular Board Meeting
Date: January 8, 2025
Location:
Groves Branch Library
Time: 6:00 PM – 7:45 PM
Quorum: Present
Notice Posted/Website: January 2, 2025 (144 hours in advance)
View PDFs:
View Notice/ Agenda
View Minutes
View Secretary Addendum
View ALL Docs
Recorded & Submitted by: Robert Guerrero
Attested by: none
Status:
Approved February 13, 2025- Modify Agenda to include Outstanding Bill, CPA Discussion, and Water Meter Issue – Passed (5-0)
- Approve Process requiring all minutes to be presented for reading, correction, and approval at the next meeting – Passed (5-0)
- Continue CD at Plains Bank through April – Passed (5-0)
- Pay Consolidated Invoices from Robert St. Clair – Passed (5-0)
- Add Robert Guerrero as Authorized Bank Signatory – Passed (5-0)
- Authorize Chad Seay to approve additional leak detection testing if necessary – Passed (5-0)
- Accept Proxies at the door on Election Day – Passed (3-2; Priscilla Elliott & Rehj Hoeffner opposing)
- Correct Annual Meeting Date from January 13 to January 21, 2025 – Passed (5-0)
- Withdraw and Repost Corrected Election Policy – Passed (5-0)
- Authorize Contact with City to remove inactive Slide Street water meter – Passed (5-0)
- Adjourn Meeting – Passed (5-0)
Action Items:
- President to gather written questions on budget allocations for clarification with Secretary/Treasurer.
- Priscilla Elliott to contact Robert St. Clair’s office to consolidate invoices.
- Priscilla Elliott to contact the City of Lubbock regarding removal of inactive Slide Street water meter.
- Board to confirm election process logistics with Brenda Lindsey.
- MINUTES
- FINANCIALS
WHISPERWOOD HOA
Financial Summary Report
Month Ending: January 31, 2025
The Association remained within budget for the first month of the fiscal year. Income was received on an accrual basis, seasonal pool-related expenses were minimal, and most budget categories experienced underspending. Variances primarily reflect timing differences, especially for utilities and annual tax obligations.
Profit & Loss Summary
ACCOUNT Jan 2025 YTD 2025 BUDGET VARIANCE INCOME OPERATING INCOME $11,667.00 $11,667.00 $11,650.00 $17.00 OTHER INCOME $798.58 $798.58 $16.67 $781.91 TOTAL REVENUE $12,465.58 $12,465.58 $11,666.67 $798.91 EXPENSES ADMINISTRATIVE EXPENSES $1,169.30 $1,169.30 $666.67 $502.63 GROUNDS MAINTENANCE $1,456.50 $1,456.50 $2,083.33 $626.83 INSURANCE $0.00 $0.00 $833.33 $833.33 POOL ATTENDANT’S SALARIES $0.00 $0.00 $2,500.00 $2,500.00 POOL EXPENSES Chemicals & Supplies $0.00 $0.00 $666.67 $666.67 Maintenance $0.00 $0.00 $833.33 $833.33 Repairs $0.00 $0.00 $83.33 $83.33 Unbudgeted Maintenance $0.00 $0.00 $83.33 $83.33 TOTAL POOL EXPENSES $0.00 $0.00 $1,666.67 $1,666.67 TAXES & LICENSES $1,156.69 $1,156.69 $108.33 $1,048.36 UTILITIES Electricity $506.79 $506.79 $666.67 $159.88 Gas $85.78 $85.78 $183.33 $97.55 Phone $142.41 $142.41 $0.00 $142.41 Water $757.11 $757.11 $400.00 $357.11 TOTAL UTILITIES $1,492.09 $1,492.09 $1,250.00 $242.09 MISCELLANEOUS $0.00 $0.00 $416.67 $416.67 RESERVE FUND $0.00 $0.00 $1,666.67 $1,666.67 TOTAL EXPENSES $5,274.58 $5,274.58 $11,191.67 $5,917.09 NET INCOME $7,191.00 $7,191.00 $475.00 $6,716.00 Notes: Detailed ledgers and bank statements are available for member inspection upon request.
Compiled by Rehj Hoeffner
Posted by the Secretary/Treasurer pursuant to Texas Property Code §207.006 and §209.005(h–i).WHISPERWOOD HOA
Treasurer’s Financial Report
Month Ending: June 30, 2025
The Association remained financially stable through June 2025. Operating reserves were maintained at the approved level of $140,000. Income collections continued steady, with $118,500 received year-to-date, and approximately 30 households remaining unpaid as of mid-July. Several unbudgeted expenses were incurred for ongoing pool repairs and the pool house roof project, funded from reallocated capital reserves as approved by email vote on June 4, 2025. No special assessments are anticipated for the remainder of the fiscal year.
Total Income: $12,465.58Total Expenses: $5,274.58Net Operating Income: $7,191.00Total Funds on Hand: $229,150.76Account & Reserve Balances
Account Balance General Operating Fund (Checking) $26,013.55 Money Market Account $9,623.44 CD #6802 $82,934.47 CD #6490 $110,579.30 Total Funds on Hand $229,150.76 Reserves Overview
Reserve Fund Balance Emergency Reserve (Approved Dec 12, 2024) $140,000.00 Pool Renovation Fund ($10,021.91) Pool Surround Fund $0.00 Pool House Roof Fund ($905.49) Total Capital Reserves ($10,927.40) Profit & Loss Summary (June 2025)
Category June 2025 YTD 2025 Income Operating Income $11,667.00 $70,002.00 Other Income $2,685.96 $5,462.03 Total Revenue $14,352.96 $75,464.03 Expenses Administrative $120.89 $2,677.11 Grounds Maintenance $1,773.20 $12,342.62 Insurance — $10,173.00 Pool Expenses (Total) $695.22 $2,822.69 Utilities (Total) $1,788.30 $7,992.29 Miscellaneous — $200.00 Total Expenses $4,137.04 $44,043.11 Net Income $10,215.92 $31,420.92 Notes: Pool renovation expenses continue to draw from reallocated reserve funds. Detailed ledgers and bank statements are available for member inspection upon request.
Prepared and submitted by Rehj Hoeffner
Secretary/Treasurer, Whisperwood HOA
Posted pursuant to Texas Property Code §207.006 and §209.005(h–i). - REPORTS
WHISPERWOOD HOA
Secretary Addendum
January 8, 2025This Secretary Addendum supplements the approved January 2025 minutes.
It provides factual corrections, notice clarifications, and the Secretary’s formal statement
declining attestation of the January 2025 minutes.I, Rehj Hoeffner, Secretary/Treasurer, have reviewed the minutes of the January 8, 2025
meeting that were subsequently approved by the Board. Those minutes reflect several material
procedural and statutory defects that render certain actions taken at the meeting void or voidable:1. Agenda Violations (Texas Property Code §209.0051)
The posted agenda (Agenda Email – Exhibit A-01.08.25) did not include the following
items that were nevertheless discussed and acted upon:- Outstanding invoices
- St. Clair legal billing
- Corporate Transparency Act
- CPA discussion
- The 2005 amendment
- Election rule changes
These actions violate Texas Property Code §209.0051(e) and (g), which prohibit adding
substantive items after the required 144-hour agenda posting.2. Unauthorized Payment of St. Clair Legal Invoice
The Board approved payment of legal invoices to St. Clair & Associates with no prior Board
authorization for the underlying work and no disclosure to the Board of the scope or necessity
of the services.- No prior Board authorization for the underlying legal work
- The President did not disclose attorney contact to the Board
- The Treasurer did not authorize payment
3. Mid-Election Changes to Voting Procedures and Election Policy
(Nomination Form – Exhibit B-01.08.25)
(Policy – Exhibit C-01.08.25)
(Instructions – Exhibit D-01.08.25)The Board adopted a motion allowing proxies “at the door” on election day after expressing
concern that the voting list did not include mailing addresses. Mailing addresses are not required
to verify ownership.The election began November 18, 2024, with the statutory candidate solicitation required by
Texas Property Code §209.00593. Any modification of election or voting procedures after that
date is expressly prohibited by Texas Property Code §§209.0056, 209.0058, and 209.00593(c), (e),
and is void.See also Robert’s Rules of Order (12th ed.) §10:26(1) (no main motion may conflict with state law).
Therefore, any attempt on January 8 to extend deadlines, shorten deadlines, or otherwise
change the rules directly violated §209.00593(c) and (e) because:- New requirements would impose conditions that did not exist when solicitation was sent.
- State statute overrides conflicting HOA documents.
Secretary’s Standing Certificate (Applicable to All Board Minutes January–June 2025)
I, Rehj Hoeffner, duly elected Secretary of Whisperwood Home Owners Association, Inc., was
absent from all Board meetings between January 1 and June 28, 2025.No secretary pro tempore was elected or appointed for any of those meetings as required by
Robert’s Rules of Order (12th ed.) §47:34.No authorized officer has signed or attested the minutes of those meetings. Because the
minutes contain material inaccuracies and reflect actions taken in violation of Texas Property
Code §§209.0051 and 209.0056–209.00593, I decline to attest or authenticate them.
These minutes remain unauthenticated corporate records.This Certificate is submitted in fulfillment of my statutory and fiduciary duty to maintain
accurate corporate records pursuant to Texas Business Organizations Code §22.351 and
Texas Property Code §209.005.Executed this 28th day of October, 2025.
Rehj Hoeffner
Secretary
Whisperwood Home Owners Association, Inc.Exhibits
Exhibit No. Title / Description A Agenda B 2025 Nomination Form C 2025 Election Policy D 2025 Election Instructions - EXHIBITS
Exhibits
Exhibit No. Title / Description A Agenda Email B 2025 Nomination Form C 2025 Election Policy D 2025 Election Instructions