I wanted to take a moment to discuss with you the financial security of Westlake Village and how the Board of Directors ensures that the integrity of our finances is ensured.
You may have read lately about a city employee in Safety Harbor who embezzled city funds for personal use or the property manager in Oldsmar who used her position to swindle monies from her employer and up to 20 communities. This is real, frightening, and becoming more of a possibility as our economy continues its’ downturn.
So how do we prevent this from happening in Westlake Village? There are quite a few ways, which I will elaborate on. While I would love to be able to tell you that no employee or Board member has the desire to defraud WLV, this cannot be assured – I am sure the city and the property management firm thought there employees were honest and forthright. So, without the ability to read people’s minds, we have set up safeguards to ensure our finances are protected properly.
First, our finances are audited annually by Spence, Marston, Bunch, Morris, and Co., a reputable CPA firm serving our area for 35 years. Knowing that we have a professional, thorough auditor who knows our finances well is an excellent deterrent for anyone looking to pilfer funds.
Second, our check-signing policy requires 2 signatures of officers of the Board in order to be valid. The bank does a very good job of verifying this. Thus, every check that leaves the office has had 2 Board members review the charge and approve via signature.
Third, it was at the Direction of the Board that we begin using credit cards to accomplish the business of the Village, including admin functions and maintenance of our community. Unfortunately, a Home Depot card and Office Depot card only go so far. These cards have small limits to limit liability and our auditor demands each charge be accompanied by a receipt. These charges are reviewed by the check signers (Board members) regularly before sign off.
Fourth, our insurance policy covers theft and/or criminal misuse of funds up to $1M. Obviously, you never want to use that coverage, but it’s there if we need it.
So, we have some checks and balances built in to our system. The security of your (and our) money is extremely important.
Sunday, May 31, 2009
Sunday, May 24, 2009
June approaches
Hello, Neighbors!
It is my distinct pleasure to inform you that our Community Garage Sale for the Playground raised almost $1200! Every red cent of that will go towards our new playground, which the Board is fervently preparing to install.
Also, at our last regular meeting in May, it was motioned and approved to cease the printing and mailing of the Village Voice Jan 1, 2010, for multiple reasons:
The cost of printing, folding (now done by volunteers), and mailing the VV continues to increase
We run a small deficit EVEN after accounting for ad revenue
Feedback indicates many people just toss the VV when it is received in the mail
Production of the VV greatly decreases the effectiveness and efficiency of our Office Administrator, Rosemary
The environmental impact of printing, mailing, and delivering 2400 – 3000 sheets of paper monthly (600+ newsletters x 4-5 sheets per issue) is staggering
In an effort to promote fiscal and environmental responsibility, the BoD has voted to deliver the Village Voice via the following delivery options:· Automatic email delivery via
It is my distinct pleasure to inform you that our Community Garage Sale for the Playground raised almost $1200! Every red cent of that will go towards our new playground, which the Board is fervently preparing to install.
Also, at our last regular meeting in May, it was motioned and approved to cease the printing and mailing of the Village Voice Jan 1, 2010, for multiple reasons:
The cost of printing, folding (now done by volunteers), and mailing the VV continues to increase
We run a small deficit EVEN after accounting for ad revenue
Feedback indicates many people just toss the VV when it is received in the mail
Production of the VV greatly decreases the effectiveness and efficiency of our Office Administrator, Rosemary
The environmental impact of printing, mailing, and delivering 2400 – 3000 sheets of paper monthly (600+ newsletters x 4-5 sheets per issue) is staggering
In an effort to promote fiscal and environmental responsibility, the BoD has voted to deliver the Village Voice via the following delivery options:· Automatic email delivery via
- www.WestlakeVillageHoa.com registration (pls make sure your email is updated
- Posted on front page of www.WestlakeVillageHoa.com (does not require login)
- Flyer distribution box on Announcement Board in Clubhouse parking lot
- Posted behind glass on Announcement Board
- Pick up from the Clubhouse Office during Office hours
- A reminder on our white boards that the VV is available
Come 2010, residents will be able to receive our VV via the methods above. Our advertisers will most likely stay with us because we will pass these HUGE savings onto them in the form of dramatically lower ad rates!
With the budgetary restraints we are under, all spending is under the microscope.
Sunday, May 17, 2009
That A/C is running..have you changed your filters???
If you have pets, especially ones that shed, you probably already know the importance changing your air conditioning filters. When I was younger, my folks were always replacing filters using those blue filament-type that are super-cheap. The old adage of you get what you pay for would now apply. They are pretty much useless, especially at removing the smallest particles from the air.
To be perfectly honest, I consulted with Tim Holt of Holt Filters in Clearwater (Off Hercules by the RR tracks) about the efficacy of filters. He said the #1 way to completely remove allergens and unwanted particles is a mobile filter with charcoal. Unfortunately, the model he recommended was about $500. So what's a homeowner to do???
First, consider the MERV rating. Filters are rated 1 - 16 (you might see that number in hundreds, such as MERV rating 6 as "600"). Below is a summary of MERV ratings:
MERV ratings range from 1 - 16 and measurements are in microns. Some of the common particles related to MERV ratings are pet dander, insecticide dust, smog, dust, viruses, wood, tobacco smoke, spores, bacteria and pollen.
Some of the most common filters found in residential use only have a merv rating of 1 to 4. These are typically disposable panel type filters and do not do a good job of filtering the air because they will not stop particles smaller than 10 microns.
Merv 5 to 8 rated filters are a better choice and are more commonly found in commercial applications. These filters will collect particles as small as 3 microns and are a good choice for home owners also.
Filters with a merv rating of 9 to 12 are used in commercial and industrial applications and will stop particles in the 1 to 3 micron range. These filters are a great choice for home owners who want the best dust control possible. When using filters with Merv 9 ratings and above it is important to clean or replace them when recommended by the manufacturer because they will have a negative effect on air flow when they become dirty. This can lead to performance problems and decreased operating efficiency.
The most efficient filters have merv ratings of 13 to 16 and will stop particles as small as .3 microns. These filters are used in hospitals and other super clean environments.
Long story short, high efficiency filters are very expensive, especially if you are replacing them every 2-3 months. Cut to Holt Filters in Clearwater...their custommade MERV 11 filters are VERY cost-effective...between $4 & $5 depending on size. So, gather all your sizes, call Holt Filters at 727.449.8448, and order those filters. I spent $45 and I won't have to buy anymore for the next year or so.
To be perfectly honest, I consulted with Tim Holt of Holt Filters in Clearwater (Off Hercules by the RR tracks) about the efficacy of filters. He said the #1 way to completely remove allergens and unwanted particles is a mobile filter with charcoal. Unfortunately, the model he recommended was about $500. So what's a homeowner to do???
First, consider the MERV rating. Filters are rated 1 - 16 (you might see that number in hundreds, such as MERV rating 6 as "600"). Below is a summary of MERV ratings:
MERV ratings range from 1 - 16 and measurements are in microns. Some of the common particles related to MERV ratings are pet dander, insecticide dust, smog, dust, viruses, wood, tobacco smoke, spores, bacteria and pollen.
Some of the most common filters found in residential use only have a merv rating of 1 to 4. These are typically disposable panel type filters and do not do a good job of filtering the air because they will not stop particles smaller than 10 microns.
Merv 5 to 8 rated filters are a better choice and are more commonly found in commercial applications. These filters will collect particles as small as 3 microns and are a good choice for home owners also.
Filters with a merv rating of 9 to 12 are used in commercial and industrial applications and will stop particles in the 1 to 3 micron range. These filters are a great choice for home owners who want the best dust control possible. When using filters with Merv 9 ratings and above it is important to clean or replace them when recommended by the manufacturer because they will have a negative effect on air flow when they become dirty. This can lead to performance problems and decreased operating efficiency.
The most efficient filters have merv ratings of 13 to 16 and will stop particles as small as .3 microns. These filters are used in hospitals and other super clean environments.
Long story short, high efficiency filters are very expensive, especially if you are replacing them every 2-3 months. Cut to Holt Filters in Clearwater...their custommade MERV 11 filters are VERY cost-effective...between $4 & $5 depending on size. So, gather all your sizes, call Holt Filters at 727.449.8448, and order those filters. I spent $45 and I won't have to buy anymore for the next year or so.
Saturday, May 9, 2009
Westlake Village Lawn Maintenance Contract NOW ACCEPTING BIDS
I wanted to pass along that WLV has opened up it's bidding process for our Lawn Maintenance Contract. Our internal rules direct the Board to obtain AT LEAST 3 estimates for any contract we enter into that is $5000 or greater. As Maintenance Chair, I decided putting the contract out to vendors, via a Request For Proposal (RFP), was the most efficient method for receiving at least 3 bids AND ensuring that we get a fair price.
Below is the RFP cover letter - contact me for a copy of our contract:
Dear Vendor,
Thank you for your interest in making a competitive bid to be considered as the exclusive vendor for the WLV Lawn Care Contract. The residents of Westlake Village take great pride in the appearance of our neighborhood. With over 30 acres of common area including a large pond, citrus grove, sports facilities, walking trails, wooded areas, and public right-of-ways, Westlake Village retains the charm and character the developer envisioned 3 decades ago.
Attached you will find a sample of the Lawn Care Contract you will be asked to sign if your bid is selected. The major duties of the Lawn Care Contract vendor are to:
-Ensure all Common lawn areas are mowed/trimmed/edged, including the medians on Westlake Blvd from sidewalk to sidewalk (appr. 8’ from road to gutter if no sidewalk).
-Ensure all irrigation systems (supplied via well & reclaimed) throughout the Common Areas are functioning correctly at all times.
-Ensure all Common lawn areas are fertilized and treated for pests.
-Trim trees in close proximity to public right-of-ways up to a height of 15’and palm trees on Blvd (appr 60 palms) once per year.
-Maintain 4+ acre citrus grove utilizing accepted methods of fertilizing, pest control, and irrigation.
-Maintain plant beds at North & South Entrance
Work closely with WLV Director of Building and Grounds to accomplish the contract.
Please see the full Proposal and Map of Westlake Village for additional details. FILL IN BLANKS WITHIN PRPOSAL WITH BIDDED VALUES.
Bids will not be accepted without:
Proof of Liability Insurance Coverage ($1M minimum)
Proof of Workman’s Comp Insurance (or exemption)
Please remit your proposal to the WLV Office in person or via mail NO LATER THAN JUNE 1, 2009. The office is located at 810 Village Way, Palm Harbor, FL 34683.
Below is the RFP cover letter - contact me for a copy of our contract:
Dear Vendor,
Thank you for your interest in making a competitive bid to be considered as the exclusive vendor for the WLV Lawn Care Contract. The residents of Westlake Village take great pride in the appearance of our neighborhood. With over 30 acres of common area including a large pond, citrus grove, sports facilities, walking trails, wooded areas, and public right-of-ways, Westlake Village retains the charm and character the developer envisioned 3 decades ago.
Attached you will find a sample of the Lawn Care Contract you will be asked to sign if your bid is selected. The major duties of the Lawn Care Contract vendor are to:
-Ensure all Common lawn areas are mowed/trimmed/edged, including the medians on Westlake Blvd from sidewalk to sidewalk (appr. 8’ from road to gutter if no sidewalk).
-Ensure all irrigation systems (supplied via well & reclaimed) throughout the Common Areas are functioning correctly at all times.
-Ensure all Common lawn areas are fertilized and treated for pests.
-Trim trees in close proximity to public right-of-ways up to a height of 15’and palm trees on Blvd (appr 60 palms) once per year.
-Maintain 4+ acre citrus grove utilizing accepted methods of fertilizing, pest control, and irrigation.
-Maintain plant beds at North & South Entrance
Work closely with WLV Director of Building and Grounds to accomplish the contract.
Please see the full Proposal and Map of Westlake Village for additional details. FILL IN BLANKS WITHIN PRPOSAL WITH BIDDED VALUES.
Bids will not be accepted without:
Proof of Liability Insurance Coverage ($1M minimum)
Proof of Workman’s Comp Insurance (or exemption)
Please remit your proposal to the WLV Office in person or via mail NO LATER THAN JUNE 1, 2009. The office is located at 810 Village Way, Palm Harbor, FL 34683.
Sunday, May 3, 2009
New Tennis Courts
As part of our Capital Improvement Program to keep Westlake Village in tip-top shape, the Board is moving ahead with finishing the Tennis Court remodel after a year delay. The last 2 courts have been re-surfaced and are "curing", thus allowing all tennis enthusiasts to enjoy new courts all the time.
Notice how I said tennis enthusiasts…I have fielded reports from concerned residents about people using skateboards on our new tennis courts, which has already begun to damage the surfacing. At the same time, the fences are starting to show signs of bowing as people slam into them doing who-knows-what.
Additionally, I also hear complaints about people allowing their dog(s) on both the tennis court and in the pool area where they run free and do their business. This is unacceptable and I would expect residents who witness this to inform the people that this is not allowed in our community.
When it comes down to it, these Common Area assets are just as much YOURS as they are other resident’s and you should feel fully empowered to enforce the rules (and common sense). Please, no skateboards, in-line skates, hockey sticks, Razor scooters, bikes, etc on the tennis courts. Those tennis courts cost $10,000+ to resurface and we don’t want to resurface them again prematurely!
Adios.
Notice how I said tennis enthusiasts…I have fielded reports from concerned residents about people using skateboards on our new tennis courts, which has already begun to damage the surfacing. At the same time, the fences are starting to show signs of bowing as people slam into them doing who-knows-what.
Additionally, I also hear complaints about people allowing their dog(s) on both the tennis court and in the pool area where they run free and do their business. This is unacceptable and I would expect residents who witness this to inform the people that this is not allowed in our community.
When it comes down to it, these Common Area assets are just as much YOURS as they are other resident’s and you should feel fully empowered to enforce the rules (and common sense). Please, no skateboards, in-line skates, hockey sticks, Razor scooters, bikes, etc on the tennis courts. Those tennis courts cost $10,000+ to resurface and we don’t want to resurface them again prematurely!
Adios.
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