Westwood Estates Special Board Meeting Minutes June 23, 2025
Call to order: 7:05 by Mark Coppock
Members present: Mark Coppock, Anja Schwalen, Jeannie Galindo, Laura Stafford
Visitors present: Tiffany York, CMCA, AMS, of Association Services BCS; Mike Stafford
Minutes Read. Motion made to amend the minutes by Mark Coppock. Motion to amend minutes by deleting the following: All words “and bit a resident who required medical attention’, and all words after “Animal Control was notified’. Motion made by Jeannie Galindo to accept minutes as amended. Second by Anja Schwalen. Motion carried
Treasurer’s Report: $34,139.39.
Resident Concerns: Stray cats, stray dogs. Residents encouraged to call Animal Control.
Old Business: Tiffany explained that the Park Proctor would need to complete a W-9. Tiffany will send one to be completed. No contract for Park Proctor. A month-to-month agreement was created between Park Proctor and WECIA. The agreement can be nullified by either entity.
New Business:
Association Services- Tiffany informed board members that neighboring HOA residents complained about unsightly yards. Mark requested addresses of residents not in compliance with city codes so that the board could address the issues via Code Enforcement. Jeannie Galindo is a liaison between the Board and the City of Bryan as needed. Any further action will go through Association Services.
Next Meeting– August 18, at 7:00 pm in the park weather permitting
Meeting Adjourned– Motion made by Laura Stafford, seconded by Anja Schwalen. Motion carried. Meeting adjourned at 7:46 pm.
Board Meeting, Monday August 18
7pm in the park. All invited to attend!
WECIA BOARD MEETING MINUTES May 19, 2025
Call to Order: 7:00 pm by Mark Coppock
Members Present: Mark Coppock, Anja Schwalen, Jeannie Galindo, Laura Stafford, Roger Edgar
Visitors: Cam Keely, Sheila Carter, Mike Stafford
Minutes Read and Approved: Laura made a motion, Roger 2nd, motion passed
Treasurer’s Report: $34,864.96 as of 5-13-25. Note: ACH payment for $2,170 for insurance had just cleared)
Block Reports: Park Proctor requests funds to replace the soccer nets and the basketball nets up to $200.00 or 3 board members approved it over $200. Roger made a motion, Laura 2nd, motion passed.
Resident Concerns:
- Resident on Westwood is healing, but not home yet. Home is not up for sale at this time.
- Pit Bull running loose. Animal Control was notified.
Old Business:
- Insurance Renewal Cleared (see above)
- Easter in the Park: approximately 50 residents came, and 600 eggs were hidden. Lots of good feedback on the “toy” eggs in place of candy eggs.Bank signers update: All new board members who are check signers have been updated.
New Business:
- Houses flooding on Wilderness. Sheila Green came out and took pictures, but no action has been taken by the city or updates about the situation. The last information given by the city was that a plan needed to be formulated and funding secured.
- Erosion of yards along the creek. Can the city help with the erosion? Roger will compose a letter, and have Association Services peruse the letter before board members sign the letter. Laura made a motion for this action, Anja 2nd, motion passed.
- Website update and questions: Mark will add Mike Stafford to the park page and update the email to Association Services. Anja will help keep the website updated.
Next Meeting: August 18 at 7:00 pm in the park
Meeting Adjourned: 7:55 pm. Roger made a motion, Anja 2nd, motion passed.
WECIA Annual Meeting Minutes 2-19-2024
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 2024 Annual Meeting will be Feb. 19
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!
WECIA Board Meeting of Monday, September 18, 2023
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
WECIA Board Meeting of Monday, June 12, 2023
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.
WECIA Board Meeting of Monday, April 10, 2023
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.
WECIA Board Meeting of Monday, February 20, 2023
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.
WECIA Board meeting of Monday, October 4, 2022
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.
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