2025 MEETING MINUTES

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2024
  • Voting List
  • JUNE 5, 2025
    Regular Board Meeting
    Noticed Properly
    Quorum Met
  • Minutes

    Whisperwood HOA

    Special Board Meeting Minutes

    June 5, 2025

    Approved

  • Summary

    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

  • Motions/Votes

    Whisperwood HOA

    Special Board Meeting
    Motions/Votes

    June 5, 2025

    Approved

  • Action Items

    Whisperwood HOA

    Special Board Meeting Minutes
    Action Items

    June 5, 2025

    Approved

     

  • Agenda
  • Notice
  • Secretary's Addendum

    Whisperwood HOA

    Special Board Meeting Minutes

    June 5, 2025

    Approved

  • MAY 6, 2025
    Regular Board Meeting
    Noticed Properly
    Quorum Met
    Approved June 5, 2025
  • Minutes

    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 Pools

    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 Renovation

    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

    Board discussed:

    • 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
    PDF

  • 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.

  • Summary

    Whisperwood HOA

    Special Board Meeting Minutes
    Action Items Table

    May 6, 2025

    Approved

    June 5, 2025

    Meeting Overview:
    The May 6, 2025 Whisperwood HOA meeting was held at the Groves Branch Library at 6:00 PM. Noticed as a special board meeting, quorum was attained. The board formally acknowledged that the May 1, 2025 meeting was procedurally invalid due to insufficient notice under Texas Property Code §209.0051(c). To ensure proper legal standing, the board ratified all actions taken at that earlier meeting.

    Ratifications and Approvals:
    The board unanimously ratified all decisions from the May 1 meeting, including prior votes to approve meeting minutes from April 3 and April 23. Payment authorizations were confirmed for Pools West, Prime Pools, Bryan Foley, Priscilla Elliott, Karen Moorhead, City of Lubbock Utilities, and Attorney Michael Carper. Each payee was assigned a board member to submit an exception statement before funds are released.

    Contract Awards and Authorizations:
    The board approved a $21,000 contract with Oasis Pools for additional pool repairs and awarded a roof replacement contract for the pool house to Patriot Roofing. Karen Moorhead was added as an authorized bank signatory, and the Treasurer was authorized to transfer $100,000 from the Money Market account to Checking. An additional $20,000 was allocated to the pool renovation, bringing the total budget to $100,000.

    Operational Matters:
    Marnee Bolen was delegated authority to research and procure replacement pool signage, pending board approval via email. The pergola repair project was tabled until after the pool season. The board also approved a modification to the 2025 pool hours: Tuesday–Sunday, 10 AM–9 PM, with Sunday evenings available for private parties from 6–9 PM.

    Pool Management Discussion:
    The board discussed ongoing efforts to secure pool maintenance services and recruit seasonal attendants. No votes were taken; further updates will be presented at the next meeting.

    Adjournment:
    The meeting adjourned at 7:08 PM.

  • Motions/Votes

    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

  • Action Items

    Whisperwood HOA

    Special Board Meeting Minutes
    Action Items

    May 6, 2025

    Approved

    June 5, 2025

    Action Item Responsible Party Deadline / Status Completed
    Submit exception statement for Prime Pools payment Karen Moorhead Prior to payment release
    Submit exception statement for Bryan Foley payment Karen Moorhead Prior to payment release
    Submit exception statement for Pools West Priscilla Elliott / Rehj Hoeffner Prior to payment release Done
    Submit exception statement for Attorney Michael Carper payment Randal Hamilton Prior to payment release
    Obtain quotes and present findings for new/renovated pool signage Marnee Bolen Email findings to board for approval Done
    Solicit additional bids for pergola repair/replacement Not assigned To be discussed after pool season Done/Tabled
    Transfer $100,000 from Money Market to Checking Account Treasurer Upon approval Done
    Modify and post new 2025 pool hours and party policy Board / Secretary Pool season Done, needs ratifying
    Continue seeking maintenance service provider (5 vendors contacted so far) Randal Hamilton In progress – report at next meeting
    Continue seeking seasonal pool attendants Karen Moorhead / Priscilla Elliott In progress – list being developed Done

    NOTE: This table tracks actionable tasks from the May 6, 2025 board meeting. The “Completed” column may be updated as items are fulfilled. This record supports internal board accountability and tracking.

    PDF

  • Agenda

    Whisperwood HOA

    Special Board Meeting Minutes
    Agenda

    May 6, 2025

    Approved

    June 5, 2025

    1. Call to Order
    2. Ratification of Actions Taken at the Improperly Noticed Meeting of May 1, 2025
      (All votes were unanimous among the four members present)
    1. Approval of Minutes from April 3 and April 23
    2. Authorization to pay previously approved PrimePools invoice
    3. Approval of outstanding payments to:
      • PrimePools
      • Bryan Foley
      • Priscilla Elliot
      • Karen Moorhead
      • City of Lubbock Utilities
      • Attorney M. Carper
    4. Approval of $21,000 pool repair contract with Oasis Pools
    5. Resolution to add Karen Moorhead as authorized bank signatory
    6. Award of poolhouse roof replacement contract to Patriot Roofing
    • Approval of replacement signage for pool
    • Consideration of pergola repair or replacement
    • Pool management discussion and action
    • Discussion and possible amendment of 2025 Pool Policy
    • Allocation of additional $20,000 for a total of $100,000 to Pool Renovation Project
    • Authorization for Treasurer to transfer $100,000 from Money Market to Checking
    • Adjournment

  • Notice
  • MAY 1, 2025
    Informal Board Discussion
    Not noticed Properly
  • Minutes

    Whisperwood HOA

    Special Board Meeting Minutes
    Action Items Table

    May 1, 2025

    Approved

    Invalid Meeting

  • Secretary's Addendum

    Whisperwood HOA

    Special Board Meeting Minutes
    Secretary’s Addendum/Procedural Irregularities

    May 1, 2025

    Approved

    Invalid Meeting

    • Meeting was not properly noticed under Texas Property Code §209.0051(c).
    • Minutes omitted justification for board actions requiring approval of $21,000 expenditure.
    • Actions may be considered void due to non-compliance with required procedures.

    Relevant Statutory Requirements

    • Notice must be given at least 144 hours in advance in writing, with agenda.
    • Votes taken outside of meetings are invalid unless ratified in open session.

    Proposed Amendments to the Minutes

    The Secretary recommends the following revisions and additions to reflect actual actions and compliance attempts, including:

    • Documentation of motion and vote details related to Prime Pools contract.
    • Clarification of timeline and board awareness of emergency actions.
    • Statement of objection by Secretary-Treasurer regarding vote validity.

    Suggested Resolution

    The board may consider a formal resolution to correct recordkeeping and implement stricter notice requirements for future expenditures and emergency actions.

    Addendum Table

    Item Concern Recommended Action
    Meeting Notice Improper timeline Acknowledge and amend minutes
    Prime Pools Vote No board authorization Table until ratified properly
    Secretary Objection Not recorded in minutes Add footnote to April and May minutes

  • Summary

    Whisperwood HOA

    Special Board Meeting Minutes
    Summary

    May 1, 2025

    Approved

    Invalid Meeting

    The May 1, 2025 Whisperwood HOA Informal Board Discussion was held at the Groves Branch Library at 6:00 PM.

    This meeting was held without proper notice to members as required by Texas Property Code § 209.0051(e).
    The agenda was delivered to the Secretary only seven hours before the 144-hour notice deadline, during non-working hours. As a result, no member notice was issued, and this meeting is considered procedurally invalid.
    The summary below is provided for transparency only. No official board actions occurred.

    Summary of Informal Discussions:

    • The April 3 and April 23 meeting minutes were reviewed and verbally approved by members present.
    • Updates were given on pool renovation progress, including new structural repair needs totaling approximately $21,000. This amount was discussed for allocation from existing pool funds.
    • Outstanding payments were reviewed, including reimbursements to board members, Prime Pools, and Attorney Michael Carper. A motion was suggested to relieve the Treasurer of personal liability if invoices were paid without her consent.
    • A motion was discussed to add Karen Moorhead as an additional bank signatory due to Robert Guerrero’s resignation.
    • Insurance renewal terms were presented and the current policy was discussed, including the increase to the wind/hail deductible.
    • The board discussed putting the pool house renovation on hold due to increased pool costs.
    • Roof repair bids for the pool house were reviewed. Patriot Roofing’s estimate of $10,512 was favored.
    • Extensive discussion occurred regarding pool management, including whether to employ attendants and the possibility of requiring a waiver.
    • Pool access cards and member data collection were discussed, though no privacy policy was presented.
    • The board discussed pool hours and Sunday evening party reservations, but no vote was held.

    Note: This summary reflects informal discussion only. No formal votes or legally binding actions were taken. All matters must be revisited and ratified at a future properly noticed meeting.

    Location: Groves Branch Library
    Time: 6:00 PM

    Board Members Present:
    Randal Hamilton, President
    Karen Moorhead, Vice President
    Marnee Gamble Bolen, Member at Large (recording the minutes)
    Priscilla Elliott, Member at Large

    Rejh Hoeffner did not appear in person or by proxy

    General Members Present: A few (names not recorded)

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

    2. Governance Issues:
    Randal Hamilton reviewed procedures for agenda requests.
    He read excerpts from Rejh Hoeffner’s May 1 email noting she did not receive the agenda in time to notify members. He requested the email list from Rejh.
    Marnee Bolen referenced prior meeting discussions recorded in the January 8 minutes.

    3. Approval of Previous Meeting Minutes:
    April 3, 2025 — Approved as amended. Motion by Marnee, seconded by Randal. Passed 4-0.
    April 23, 2025 — Approved as presented. Motion by Marnee, seconded by Karen. Passed 4-0.

    4. Membership Comments:
    A new member asked about election procedures; Randal clarified board members are appointed currently. Marnee explained the failed quorum.
    Santiago Ramirez encouraged board use of the WHOA Facebook

  • Motions/Votes

    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

  • Action Items

    Whisperwood HOA

    Special Board Meeting Minutes

    Action Items

    May 1, 2025

    Approved

    Invalid Meeting

  • Agenda

    Whisperwood HOA

    Special Board Meeting Minutes

    Agenda

    May 1, 2025

    Approved

    Invalid Meeting

  • Notice
  • APRIL 23, 2025
    Special Board Meeting
    Noticed Properly
    Quorum Met
    Approved May 6, 2025
  • Minutes

    Whisperwood HOA

    Special Board Meeting Minutes

    April 23, 2025

    Approved

    June 5, 2025

  • Secretary's Addendum

    Whisperwood HOA

    Special Board Meeting Minutes

    Secretary’s Addendum/Procedural Irregularities

    April 23, 2025

    Approved

    May 6, 2025

  • Summary

    Whisperwood HOA

    Special Board Meeting Minutes
    Summary

    April 23, 2025

    Approved

    June 5, 2025

  • Motions/Votes

    Whisperwood HOA

    Special Board Meeting
    Motions/Votes

    April 23, 2025

    Approved

    June 5, 2025

  • Action Items

    Whisperwood HOA

    Special Board Meeting
    Action Items

    April 23, 2025

    Approved

    June 5, 2025

  • Agenda

    Whisperwood HOA

    Special Board Meeting
    Agenda

    April 23, 2025

    Approved

    June 5, 2025

  • Notice
  • APRIL 3, 2025
    Regular Board Meeting
    Properly Noticed
    Quorum Met
    Approved May 6, 2025
  • Minutes
  • Summary
  • Motions/Votes
  • Action Items
  • Agenda
  • Notice
  • MARCH 6, 2025
    Regular Board Meeting
    Noticed Properly
    Quorum Met
    Approved April 3, 2025
  • Minutes
  • Summary
  • Motions/Votes
  • FEBRUARY 6, 2025
    Informal Board Discussion
    Improper Notification
  • Minutes
  • Summary
  • Motions/Votes
  • JANUARY 21, 2025
    Informal Members Discussion
    Noticed Improperly
    Quorum was Not Met
    Invalid Election
  • Minutes
  • Summary
  • Motions/Votes
  • JANUARY 8, 2025
    Regular Board Meeting
    Noticed Properly
    Quorum Met
    Not Approved
  • Minutes
  • Summary
  • Motions/Votes
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