(to be officially approved at the 2025 Annual Meeting)

Call to order: 7:12 pm by Mike Stafford

Attendance

Board members: Mike Stafford, Mark Coppock, Roger Edgar

Residents: Clyde Garland, Chris and Jeannie Galindo, Sabrina Clark, Gene Savage, Laura Stafford

Guests: Tiffany York, CMCA, AMS

Proxies: quorum met

Minutes last annual meeting: (pending)

Treasurer’s report: $31,032.25 balance as of 2/19/2024

Resident’s concerns

• Metronet in progress, but no work is being done
• Broken pipes on Rolling Glenn- Mike stated due to drought, clay shifts
• Dues increase for 4-plexes was brought forth by Gene Savage. Gene stated that homeowners went up 31%, but 4-plexes increased 62%. Requested more equitable increase. Clyde made a motion to for equal %, Mark seconded. Motion did not pass. Gene made a motion to increase 4-plexes by 31% to $210. Mike made a motion to amend the increase to approximately 31%  annually. Mark seconded the amendment. Amendment passed. The amended motion was passed by a majority vote.

Block reports: none

New Business

• Mowing/Park maintenance: bid for $3300 per year, $471.00 per month, and $390.00 per month. Motion made by Roger to accept $3300 bid, Chris G. 2nd, motion carried
• Insurance: $2100 year. Mark made a motion to approve and pay, Chris seconded, motion carried

Election of New Board Members

Laura made a motion to re-elect Mike and Mark. Roger seconded, motion carried

Association Services

Tiffany went over contract’s main points. Mark made a motion to accept contract, Chris seconded, motion carried

Easter in Park

Approximately $400 to cover food and gift cards, already have bunny suit and eggs. Tiffany will take photos. Sabrina has backdrop for photos. Date March 28. No opposition, proceed as planned

Old Business: none

Next regular meeting: Monday, March 25 at 7:00 in the park.

Adjourn: Roger made a motion, Mark seconded, motion carried. Adjourned at 8:08 pm

The Westwood Estates Community Improvement Association Annual Meeting will be:

• Monday, February 19 at 7pm
• at the Bryan Fire Department Station 5, 2052 W Villa Maria Rd, Bryan, TX 77808.

PLEASE NOTE! Do NOT park in front of the big garage doors. Park on the on the left side or in the rear. Thanks!

Stay tuned for proxies for if you’re unable to attend. If that happens, we need your proxy both to assure we get a quorum—we come close some years to not having enough people and proxies! Also, with your proxy you may direct another member to represent you in voting.

We look forward to seeing everyone there!

Call to order: 7:05 pm by Roger

Attendance:  Roger, Clyde, Mike, Mark

Residents: Laura Stafford, Emily and Cody from Shirewood, Sabrina 

Minutes from last meeting: Roger made motion to accept, Mark 2nd, motion carried

Treasurer’s report

Current balance: $27,773.80

Resident concerns

Block reports

No feedback from Metronet. Mike has a point of contact with the City of Bryan. Roger will follow up.

Old Business

Eagle Scout Project- on hold

Play ground improvement grant- No report from Billy Evans

Park equipment repairs- Mike will get painting done now that heat is decreasing

Association Services- Board exceeded $500 monthly cost. Increasing payment to $500 plus   $100 for the remainder of the year up to $2100.   Board requested committee to handle unexpected costs from Assoc. Services. Roger made a motion to establish a committee, Mark seconded. Motion carried. Roger and Mike will be committee members to act in the best interest of WEICA.  Clyde will reach out to Association Services to see how to lower costs.

New Business

Dues- raise dues to $105 during annual meeting to offset costs of maintenance

Texas National Night Out Oct. 3-Laura will register with City, Sabrina will reserve a bounce house for kids

Halloween in the Park- Oct. 31- Laura will host

Budget for TNNO and Halloween is $1000 to cover food, costume prizes

Newsletter and Flier- approved. Roger will get them printed, Mike will sort them for Block Captains to pass out

Next Regular Meeting: October 3, 2023

Adjourn: 8:18 pm. Mike made motion, Roger seconded, motion passed

Call to order: 7:03 pm by Mike Stafford

Members Present: Mike Stafford, Clyde Stant, Mark Coppock, Roger Egdar

Community members present: 

Minutes from last meeting approved: Roger moved to accept, Mark seconded, motion passed

Treasurer’s Report

Current balance $30,966.78 

Block Reports

Text Roger 3 days in advance of meetings

Residents’ Concerns

Bee attack at FM 2818 sign

Old Business

• Progress on cost effective HOA management options: Roger reports on 2 different software companies- suggests HOA staff member be paid a management fee
• Playground Park Improvement through Eagle Scout Project- no information available
• Playground Improvement Grant- No information available
• Playground Equipment Repairs- Mike made some progress
• State of affairs with Association Services- status quo- no changes

New Business

• Committee report on Web site HOA dues collection
• Plan meeting with Berkshire
• Plan meeting with accounting firms

Next meeting: Aug 14, 2023. 

Meeting adjourned: Motion to adjourn made by Mark, seconded by Roger. Motion carried. 

Call to order: 7:06 pm by Mike Stafford

Members present: Roger Edgar, Clyde Stant, Mike Stafford
Residents present: AJ Renold and son, Ronen, Laura Stafford

Minutes from last meeting approved: minutes not available

Treasurer’s Report

No report

Block Reports

none

Residents’ Concerns

New “No Parking” signs are awesome! Net officer is trying to get the park sign replaced at the bottom of the hill where it was destroyed by a wreck.

Old Business

Easter in the Park- Mike moved for payment to be made for materials ordered (will save for next year). Roger seconded. Motion carried

Action on top debtors- Approximately 15 residents owe over $300. No current list provided by Association Services.

Newsletter “Your Voice” by Mark Coppock- this will continue bi-annually. Readers and Board members all pleased.

Park Equipment Ideas, plans, form a committee- Billy has possible grant, but no updates. Need to fill in around basketball court to pickleball court will be safer. Ronen is working on Eagle Scout. He will provide a blueprint, materials needed, and approximate costs to tear down the rotting retaining wall and replace it with rocks (Gabion Wall), and the time frame for completion. Ronen will present his proposal at the next meeting. City of Bryan accepting grant proposals for community improvement. Roger suggested security cameras for the park. He will research costs. Possibly just put up Under Surveillance signs as a deterrent to vandalism.

New Business

New Board Positions: President: Mike Stafford, Vice President: Billy Evans, Treasurer: Roger Edgar, Secretary: Clyde Stant, Member at Large: Mark Coppock

Mike made a motion to approve. Clyde seconded. Motion passed.

Park Maintenance and Improvements- see Old Business

What options for management services? Mike asked for the board to interview 2 new companies. Roger suggested they attend a meeting and present what they will offer and the cost.

Roger suggested a group text for communication purposes. Mike will look into the REMIND app for use.

Next Meeting: Mike will call board members for possible dates and will report back to all members. Date not set at this time.

Meeting adjourned at: 7:55 pm. Mike made a motion to adjourn. Roger seconded. Motion carried.

Call to order: 7:06 by Billy Evans

Board Members present: Billy Evans, Mark Coppock, Elaine Platt, Mike Stafford

Others: Anna Schwalen, Walter Kamphefner, Eric Westerhiem, Laura Stafford

Minutes/Previous Meeting Notes: Mark moved to accept as written, Elaine seconded. Motion carried.

Treasurer’s Report

Balance $32,479.56

Block and Officer’s Report

• Security lights in park- one light flickers, Mike will report once ground dries up
• Excessive vehicles at residences- south end of Westwood. Neighbors can report to Code Enforcement 
• Vegetation damage on city lot- Board authorized Mike and volunteers to cut, trim, and stack vegetation at entrance on Traditions and at entrance on Westwood where bamboo is crushed
• Take notes from residents on damage to yards, etc. by Metronet contractors.  Board to approach Metronet with a list of damages.
• Park updates- a company is willing to donate money. Board will seek input from residents and create a proposal for how to update park equipment. 

Old Business

• Merry go round- Elaine made motion, Mark seconded for Mike Stafford to refurbish Merry go Round by end of March. Board will give $600 upfront for materials once invoice is received with total not to exceed $1200
• Accounting services- Mike is to make a list of top 10 discrepancies noticed on billing from Association Services. Billy will take a list to services to try to work out issues. Find possible alternatives to Association Services
• Elections- March 20 at annual meeting. Elaine, Mike, and Mark are up for re-election. Elaine is moving so will not seek position on board. 

New Business

• Annual meeting/proxies- Laura will type up proxy for board to approve. Wording needs to change to reflect that proxy is good for one year. Proxies will be ready for pick up by board members by Friday, Feb. 25 at 7:00. Annual meeting March 20. Mike made motion, Mark seconded. Motion carried. 
• Newsletter- Mark will create newsletter with Easter information and also allow for residents’ input into park repairs.
• Block captains- MIke made a motion to create a committee to reach out to current block captains to see if they are willing to continue as block captains. Mark seconded. Motion carried
• Budget- Association Services created a budget based on current expenses/income. Mike moved to accept budget, Billy seconded. Motion carried. 
• Mowing contract- Mike made a motion to mow twice in March for $300 while board seeks mowing contracts. Mark seconded. Motion carried. Invoice will be created and turned in for payment in March. 
• Insurance renewal- Due March. Mike made a motion for the board to pay insurance by March 1 and get Association Services to get the invoice paid in a timely manner. Billy seconded. Motion carried. 
• Easter- Mike moved for Easter to be held on Thursday, April 6 from 5:30-7:00. Billy seconded. Motion carried. Laura will talk with Sabrina about hosting together. 
• Eric Westerhiem, 3013 Hummingbird, requested permission to paint BB court for pickleball and for dirt to be brought in to surround court. Mike made motion for approval, Mark seconded. Motion Passed. Eric will turn in invoices for materials for reimbursement. 

Next Meeting

2023 Annual Meeting: [Changed to Monday, March 27. Inclement Weather make up date: 3/28/2023]

Adjourn: 8:16 motion made by Mike, seconded by Billy. Motion carried. 

Call to order: 7:10  by Billy Evans

Board Members present: Billy,  Mark, Mike

Others: Laura Stafford, Sabrina Clark

Minutes/Previous Meeting Notes: no action taken

Treasurer’s Report

• $31,000 current balance. 

Block and Officer’s Report

• Possible squatter

Old Business

• Power Service Pole- new pole installed, but not in service
• Action on Top Debtors: Action occurring with 50% on list
• Park Improvements in Progress:leak by water fountain repaired. Water is back on.

New Business

Halloween event planning

• National Night Out. 82 residents in attendance. City Council Representatives came out to introduce themselves. BPD sent officers. Constable was in attendance. BISD Student Ambassadors explained the association with Habitat for Humanity to empower our students to give back. 
• Halloween- Sabrina will host. Pizza and water. Billy will work out deal with Pizza Hut. Prizes for 4 age groups. Infant to Pre-K- goodie bags for all, K-2nd, 3rd-5th, 5th-HS, Over 18 will be included for first time ever! Winners  will get gift cards for two categories TBD at night of event. Categories may include: best homemade, scariest, funniest, cutest, etc. Prizes will be $20 gift cards from local businesses 
• Laura will ask BISD student ambassadors to help with both events while promoting Habitat for Humanity- BISD has committed students to help set up, judge, and clean up. 

Next Meeting

Oct. 31  in park, following Halloween event. 

Adjourn: Motion made by Mike, seconded by Mark. Adjourned at 8:15 p.m. 

Hopefully you’ve received a newsletter by now. If not, or it you’ve misplaced it, you may download it here.

Call to order: 7:04  by Billy Evans

Board Members present: Billy, Elaine, Mark, Mike

Others: Laura Stafford, 3009 Westwood; Sabrina

Minutes/Previous Meeting Notes: motion made by Mike Stafford, seconded by Mark Coppock, Motion carried after correcting the spelling of resident’s name

Treasurer’s Report

$31,939.52 current balance.  Elaine is working on getting last 6 months statements and reviewing them. This is in progress. Billy will upload into Trello

Block and Officer’s Report

• Snakes are out and about
• Trash from the Aggie Shacks by bridge. Elaine reported to Code Enforcement after cleaning up 3 bags. 

Old Business

• Power Service Pole- 2 bids- Univ. Electric Service $1505 and BCA Electric at $1405, but bid is from March. Billy made a motion to accept bid up to $1650 with installation.  Board appointed Billy to oversee installation. Billy will vet bidders and follow through. Mike is clearing around old pole to allow for access. 
• Action on Top Debtors: Association services will be authorized to collect fees via attorneys for owners in arrears over $300. Mike will speak with Association Services to direct them to proceed. 
• Neighborhood Watch signage: City only ordered 4 signs and will order 5 more. City will install. 
• Park Improvements in Progress:leak by water fountain in progress. Mike will submit proposal for repairing/refurbishing merry go round with both powder coat and with paint by next meeting. 
• Newsletter- Mark in charge. Goes out 2 times per year. Board will approve and it will go out with next event fliers. 

New Business

• National Night Out: Sabrina  will host National Night Out and Halloween. Elaine will register with City. Mike made motion to cap food costs at $500.Chile, hot dogs, frito pies, water, capri,cookies. Billy made motion to approve. Motion carried.  Sabrina will create flier with 2 sides- national Night out/Halloween. Mike will get 200 copies and pass out to block captains. 
• Halloween: Sabrina will host. Pizza and water. Billy will work out deal with Pizza Hut. Prizes for 4 age groups. Infant to Pre-K- goodie bags for all, K-2nd, 3rd-6th, 7th and up will get gift cards for two categories TBD at night of event. Categories may include: best homemade, scariest, funniest, cutest, etc. 
• Laura will ask BISD student ambassadors to help with both events while promoting Habitat for Humanity. 
• Billy suggested new water lines for park. Will need bids from plumbers to determine feasibility.

Next Meeting

Oct. 4 at 7:00 in park, following National Night Out

Adjourn: Motion made by Mike, seconded by Mark. Adjourned at 8:25 p.m. 

Call to order: 7:01 by John Byers
Board Members present: Billy, John, Mark, Mike
Others: Patti, of Rolling Glenn; Amy, of Hummingbird; Laura Stafford, 3009 Westwood Main

Minutes/Previous Meeting Notes: motion made by John Byers, seconded by Mike Stafford, Motion carried, with the correct spelling of Billy’s name

Treasurer’s Report

$8000 gross net since May. Income from dues being paid. Elaine is working on getting last 6 months statements and reviewing them. This is in progress.

Current Dues = $80 year.

Block and Officer’s Report

Homeowner suggested speed bumps for speeders on Westwood Main

Mike requests temporary radars each year at start of school, and higher police presence

Complaints about vehicles on blind curve. Mike will talk with B. Bean about possibly painting curb red on one side

Complaints about overgrown trees and brush by 4-plexes. Mike will speak with Gene Savage about cutting it back.

Mike will connect with NET officer regarding complaints as well.

Old Business

Power Service Pole – 2 bids- Univ. Electric Service $1505 and BCA Electric at $1405, but bid is from March. Billy made a motion to accept bid up to $1650 with installation by Sept. 1. Board appointed Billy to oversee installation. Billy will vet bidders and follow through. Motion made by Billy, MIke seconded motion, motion carried. We may be tax free. Mike will check on this.

Action on Top Debtors: Association services will be authorized to collect fees via attorneys for owners in arrears over $300. Motion made by Mike, seconded by Mark, motion carried. Mike will speak with Association Services to direct them to proceed.

Neighborhood Watch signage: B. Bean with city of Bryan is in progress of getting costs to replace the signage. Mark took pictures of all old, faded signs. Mike working on costs with board approval up to $350.00. In addition, Mike is trying to get Community of Bryan signage for Tradition entrance and for North Westwood entrance.

Park Improvements in Progress: new hoses, weed killer, and ant poison purchased. New trash can still in progress. Merry go Round needs repairs. Mike will check costs to repair rusty pieces, new bearings, and paint. Bid due at September meeting

New Business

Newsletter – Mark will be in charge and be “voice” for the board. Newsletter will be 2-sided and be ready before National Night Out. Mike will ask Sabrina if she will host National Night Out and Halloween. Patti will be glad to pass out Rolling Glen or any street needed.

Next Meeting

September 12 at 7:00 in park

Adjourn: Motion made by Billy, seconded by Mark. Adjourned at 8:02