2025 MEETING MINUTES

DEC
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MAY
APR
MAR
FEB
ANNUAL
JAN
2024
  • LISTS
  • MONTHLY MOTION LIST

    DEC |  NOV |  OCT |  SEP |  AUG |  JUL |  JUN |  MAY |  APR |  MAR |  FEB |  JAN

    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

    JULY MOTIONS

    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 — —

    JUNE MOTIONS

    MAY MOTIONS

    APRIL MOTIONS

    MARCH MOTIONS

    FEBRUARY MOTIONS

    JANUARY MOTIONS

     

    DECEMBER MOTIONS

    NOVEMBER MOTIONS

    OCTOBER MOTIONS

    SEPTEMBER MOTIONS

  • MONTHLY ACTION LIST

    DEC |  NOV |  OCT |  SEP |  AUG |  JUL |  JUN |  MAY |  APR |  MAR |  FEB |  JAN

    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

    JULY 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

    JUNE ACTIONS

    MAY ACTIONS

    APRIL ACTIONS

    MARCH ACTIONS

    FEBRUARY ACTIONS

    JANUARY ACTIONS

    DECEMBER ACTIONS

    NOVEMBER ACTIONS

    OCTOBER ACTIONS

    SEPTEMBER ACTIONS

  • SEPTEMBER 11, 2025

    Meeting Info Key Issues
    Regular Board Meeting
    Noticed Properly
    Quorum Met

    Meeting Audio Recorded
    Submitted by:
    Rehj Hoeffner

    Approved:

  • MINUTES

  • MOTIONS/ACTIONS

  • REPORTS

  • AGENDA

  • AUGUST 14, 2025

    Meeting Info Key Issues
    Regular Board Meeting
    Noticed Properly
    Quorum Met

    Meeting Audio Recorded
    Submitted by:
    Rehj Hoeffner

    Approved:
    • CCR Nuisance Code and City Ordinance – Certified Letters to Members
    • Funds Reported – $198,057.16 with $140,000 in Operating Reserves
    • Sprinkler Leak on Circle – Tabled for more info and bids
    • Pool Skimmer / Plaster Issues to be discussed with Contractor
    • Pump Room Electrical seeking bids
    • Pool Policy Update – for staffing reasons
    • Ratified Money Transfer from MM to Checking – $10,000
    • Approved $800 to change color of Pergola
    • Pergola Discussion – Paused Deconstruction Pending Bids
    • Arborist Discussion Tabled

  • MINUTES

    📄
    Open PDF in new tab

  • MOTIONS/ACTIONS

    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

    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

    REPORTS

    SUPPORTING DOCUMENTS

    Meeting Date: January 8, 2025
    Prepared by: Secretary/Treasurer

    CONTENTS & LINKED DOCUMENTS

    SECRETARY’S ADDENDUM

    PROCEDURAL ERRORS AND GOVERNANCE CONCERNS

    Page 1 | 1

  • AGENDA

  • 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)

  • MINUTES

  • MOTIONS/ACTIONS

    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

  • REPORTS

    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

  • AGENDA

  • JUNE 5, 2025

    Meeting Info Key Issues
    Regular Board Meeting
    Noticed Properly
    Quorum Met
    Approved: July 17, 2025
    • Waiver and Rules Vote
    • Pool Renovation Report
    • Budget Amendment (Capital)
    • Invoices Approved for Payment
    • Vote to Hire Oasis West for Pool Opening Maintenance
    • Vote to hire pool attendants
    • Roof Allocations Approved
    • Reallocation of Funds Approved

  • MINUTES

  • MOTIONS/ACTIONS

  • REPORTS

  • AGENDA

  • Sec Add

    Whisperwood HOA

    Special Board Meeting Minutes

    May 6, 2025

    Approved

    June 5, 2025

    Date: May 6, 2025

    Location: Groves Branch Library

    Time: 6:00 PM

    Board Members Present:
    Randal Hamilton, President
    Karen Moorhead, Vice President
    Renee Guthrie (proxy for Rehj Hoeffner, Secretary/Treasurer)
    Marnee Gamble Bolen, Member at Large (recording minutes)
    Priscilla Elliott, Member at Large

    General Members Present:
    A few general members attended (names not recorded)

    1. Call to Order
    Meeting was called to order by President Randal Hamilton at 6:01 PM. A quorum was met.

    2. Ratification of Actions Taken at the May 1, 2025 Meeting
    All votes at the May 1 meeting were unanimous among the four members present.

    2.1 Approval of Previous Meeting Minutes
    Minutes from April 3 and April 23 were approved unanimously.

    2.2 Authorization to Pay Previously Approved PrimePools Invoice
    Authorization approved unanimously.

    2.3 Approval of Outstanding Payments
    Approved unanimously for:

    • Pools West
    • Prime Pools
    • Bryan Foley
    • Priscilla Elliott
    • Karen Moorhead
    • City of Lubbock Utilities
    • Attorney Michael J. Carper

    Exception statements to be written by: Karen Moorhead (Prime Pools, Bryan Foley), Rehj Hoeffner & Priscilla Elliott (Pools West), Randal Hamilton (Attorney Carper).

    2.4 Approval of $21,000 Pool Repair Contract with Oasis Pools1
    Authorization approved unanimously.

    2.5 Resolution to Add Karen Moorhead as Authorized Bank Signatory
    Authorization approved unanimously.

    2.6 Award of Pool House Roof Replacement Contract to Patriot Roofing
    Authorization approved unanimously.

    3. Approval of Replacement Signage for Pool
    Marnee Bolen delegated to obtain pricing and coordinate renovation of signage, then report to Board via email for final approval and ordering.

    4. Consideration of Pergola Repair or Replacement
    More bids required. All agreed work should be delayed until after pool season.

    5. Allocation of Additional $20,000 for Pool Renovation2
    Total project budget increased to $100,000.

    6. Authorization for Treasurer to Transfer $100,000 from Money Market to Checking
    Transfer authorized unanimously.

    7. Pool Management Discussion

    • Service vendors: Randal Hamilton is seeking bids.
    • Attendants: Karen Moorhead and Priscilla Elliott seeking candidates; Chad Seay may assist.

    8. Possible Amendment of 2025 Pool Policy
    Pool hours set to 10 AM – 9 PM Tuesday through Sunday; Sundays 6–9 PM reserved for private parties (when open through September).

    9. Adjournment
    Meeting adjourned at 7:08 PM.

    Statement for Meeting Minutes
    The Board acknowledges that the May 1, 2025 meeting was procedurally invalid under Texas Property Code §209.0051(c) due to lack of proper notice. The meeting proceeded informally due to urgency, but no official board actions were valid at that time.

    Approved: June 5, 2025

    Download PDF

    Special Board Meeting Secretary’s Addendum / Procedural Irregularities

    IRREGULARITY #1: Pre-Authorization of Undisclosed Capital Disbursements
    Description: The Board passed a motion to pre-authorize payment of the “remaining portion of currently allocated funds” to Oasis Pool, referencing the contractor’s schedule but without stating a specific amount.
    Issue: Pre-approving large capital disbursements without identifying a dollar figure, contract milestone, or invoice violates core principles of financial oversight.
    Recommendation: Capital disbursements must be accompanied by the exact amount, associated contract documentation, and approval by a recorded board vote at the time of each phase.
    ↩ Back to Minutes

    IRREGULARITY #2: Vague and Improper Allocation of Capital Funds
    Description: The motion passed to increase the pool renovation allocation from $80,000 to $141,000 included a clause stating the funds were “to be used exclusively for unanticipated or board-approved enhancements or overages.”
    Issue: Vague language referencing “unanticipated” items or undefined “enhancements” is not a sufficient basis for fiduciary authorization.
    Recommendation: Future capital allocations must itemize specific expenses or categories and be supported by corresponding contracts, proposals, or documented project plans.
    ↩ Back to Minutes

  • MAY 6, 2025

    Meeting Info Key Issues
    Special Board Meeting
    Noticed Properly
    Quorum Met
    Approved: June 6, 2025
    • Ratify Actions from May 1 Meeting
    • Approve April 3 & April 23 Minutes
    • Authorize Payment of Outstanding Invoices
    • Approve $21,000 Pool Repair Contract (Oasis Pools)
    • Add Karen Moorhead as Bank Signatory
    • Award Pool House Roof Replacement (Patriot Roofing)
    • Approve Pool Signage Replacement, Delegate Ordering
    • Pergola Repair/Replacement – Tabled until After Pool Season
    • Allocate +$20,000 to Pool Renovation (total $100,000)
    • Authorize $100,000 Transfer from Money Market to Checking

  • MINUTES

  • MOTIONS/ACTIONS

    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.

    PDF

  • REPORTS

  • AGENDA

  • MAY 1, 2025

    Meeting Info Key Issues
    Regular Board Meeting
    INVALID MEETING
    Improperly Noticed
    Quorum Met
    Approved: June 5, 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)

  • MINUTES

  • MOTIONS/ACTIONS

    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

  • AGENDA

    AGENDA NOT POSTED AS IT WAS NOT RECEIVED BY THE SECRETARY BEFORE THE 144 HOUR REQUIREMENT.

  • Secretary's Addendum

    Whisperwood HOA

    Special Board Meeting
    Secretary’s Addendum/Procedural Irregularities

    May 6, 2025

    Approved

    June 5, 2025

    IRREGULARITY #1: Vague and Improper Allocation of Capital Funds
    Description:
    The motion passed to increase the pool renovation allocation from $80,000 to $141,000 included a clause stating the funds were “to be used exclusively for unanticipated or board-approved enhancements or overages.” This phrasing lacks specificity and improperly broadens the use of capital improvement funds.
    Issue:
    Capital allocations must be tied to defined scopes of work, supported by vendor quotes or contracts, and approved in open board meetings. Vague language referencing “unanticipated” items or undefined “enhancements” is not a sufficient basis for fiduciary authorization. This exposes the Association to unauthorized spending and undermines the Treasurer’s ability to ensure compliance with standard HOA financial controls.
    Recommendation:
    Future capital allocations must itemize specific expenses or categories and be supported by corresponding contracts, proposals, or documented project plans. Any unforeseen overages must be voted on separately prior to disbursement.

    IRREGULARITY #2: Pre-Authorization of Undisclosed Capital Disbursements
    Description:
    The Board passed a motion to pre-authorize payment of the “remaining portion of currently allocated funds” to Oasis Pool, referencing the contractor’s schedule but without stating a specific amount.
    Issue:
    Pre-approving large capital disbursements without identifying a dollar figure, contract milestone, or invoice violates core principles of financial oversight. Authorizing open-ended disbursements based on vague references to contract terms undermines transparency and impedes the Treasurer’s statutory obligation to validate expenses prior to payment.
    Recommendation:
    Capital disbursements must be accompanied by the exact amount, associated contract documentation, and approval by a recorded board vote at the time of each phase. No disbursement should occur without documented board review of the specific amount and justification.

  • APRIL 23, 2025

    Meeting Info Key Issues
    Special Board Meeting
    Noticed Properly
    Quorum Met
    Approved: May 6, 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)

  • MINUTES

  • MOTIONS/ACTIONS

  • REPORTS

  • AGENDA

  • APRIL 3, 2025

    Meeting Info Key Issues
    Regular Board Meeting
    Noticed Semi-Properly
    Quorum Met

    Meeting Audio Recorded
    Submitted by:
    Rehj Hoeffner

    Approved:
    • 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)

  • MINUTES

  • MOTIONS/ACTIONS

  • REPORTS

  • AGENDA

  • MARCH 6, 2025
    Regular Board Meeting
    Noticed Properly
    Quorum Met
    Approved April 3, 2025
  • MINUTES

  • MOTIONS/ACTIONS

  • REPORTS

  • AGENDA

  • FEBRUARY 6, 2025
  • MINUTES

  • MOTIONS/ACTIONS

  • REPORTS

  • AGENDA

  • JANUARY 21, 2025
    Informal Members Discussion
    Noticed Improperly
    Quorum was Not Met
    Invalid Election
  • MINUTES

  • REPORTS
  • AGENDA

  • JANUARY 8, 2025

    Meeting Info Key Issues
    Regular Board Meeting
    Noticed Properly
    Quorum Met

    Meeting Audio Recorded
    Submitted by:
    Rehj Hoeffner

    Approved: February 6, 2025
    • Modify Agenda: Unpaid Invoices & Meters
    • Consolidate/Pay Robert St. Clair Invoices
    • Renew CD at Plains Capital Bank
    • Authorize Leak Detection Payment
    • Add R Guerrero as bank signatory
    • Replace outdated online election policy
    • Allow door proxies (passed 3-2)
    • Approve P Elliott to remove unused water meter

    Meeting Info Key Issues
    Regular Board Meeting
    Noticed Properly
    Quorum Met
    Approved: February 6
    • Modify agenda: unpaid invoices & meters
    • Consolidate/pay Robert St. Claire invoices
    • Renew CD at Plains
    • Authorize leak-detect payment
    • Add R. Guerrero as bank signatory
    • Replace outdated online election policy
    • Allow door proxies (passed 3-2)
    • Approve treasurer to remove unused meter

  • MINUTES

  • MOTIONS/ACTIONS

    MOTIONS

    Motions
    # Motion Moved Seconded Vote Financial Budgeted
    1 Modify agenda to include discussing outstanding bill and information on CPA. Also to address a water meter no longer being used or needed over by Slide. Randal Hamilton Robert Guerrero 5-0 No
    2 All minutes taken should be presented to the board for reading correction, corrections made, presented at the next Board meeting with the change for approval. Marnee Bolen Robert Guerrero 5-0 No
    3 Continue with CD until April Marnee Bolen Robert Guerrero 5-0 Yes N/A
    4 Add Robert Guerrero as a signee for bank accounts. Marnee Bolen Robert Guerrero 5-0 Yes N/A
    5 Allow Chad Seay to make decisions about and approve leak detection test if necessary Randal Hamilton Karen Moorhead 5-0 Yes No
    6 Accept proxies at the door on the day of election. Randal Hamilton Marnee Bolen 3-2 No
    7 Correct the date of the Members Meeting on the Website from January 13, 2025, as the mailouts showed January 21st. Marnee Bolen Priscilla Elliott
    		 5-0 No
    8 Give Priscilla Elliott permission to contact the City to remove the meter. Robert Guerrero Randall Hamilton 5-0 No
    9 Adjourn Robert Guerrero Priscilla Elliott 5-0 No

    ACTIONS

    Actions
    # Action Assigned To Completed
    1 Contact St. Claire’s office regarding combining invoices Priscilla Elliott Yes
    2 Gather questions for Treasurer regarding budget Randall Hamilton
    3 Contact City about removing the mater meter. Priscilla Elliott Yes

  • REPORTS
  • AGENDA

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