Trustee GM Cox reported that the maintenance department has purchased a Chop Saw to assist with road patching projects. A pallet of the material has been donated and will be used in the repair of potholes and monitored over time to assess the functionality. The committee has received the road paving cost from Waters Construction and will be working on a proposed road work budget request.

Trustee Ron Auvenshine stated they held an impromptu meeting at Westwood East and Bayport to witness the application of Rock Asphalt into the pothole. The committee will monitor the pothole to see how it holds up.

Monthly

There was no Streets and Roads Committee meeting for the month of April.

Annual

Trustee Liaison Ron Auvenshine reported that the Committee continued to focus on improving drainage. The Committee reviewed the report of flooding from the tiny home subdivision under the fence on Meadow Lake Drive. Trinity County shall be contacted to ensure the flow does not contain sewage. Due to some flooding in the Townhouse area from the fairway on hole 18, Golf Course Maintenance shall re-dig the ditch. Reports of additional areas with drainage problems shall be investigated.

Trustee Liaison Ron Auvenshine reported that the Committee drove the subdivision and reviewed 39 areas that were identified as having drainage issues. They identified which issues were the responsibility of property owners and which are the responsibility of the POA.

Trustee Liaison Ron Auvenshine reported that the Committee recommends adding rock/road base to the lane leading to 7 Meadowview. He reported that Diversified Pier and Bell has completed the culvert projects. More ditches and culverts are being identified that need work and are being referred to WS Maintenance.

Bid from Diversified Pier and Bell LLC for the cutting of roadway limbs in the amount of $45,600 approved.

Trustee Liaison Ron Auvenshine reported that the Committee reviewed bids to replace Birch and Bayport Streets culverts, and reviewed the proposal to replace culverts behind houses on Palm Springs that have collapsed in spots. Ron reminded residents that they are responsible for cleaning their culverts so runoff water can flow properly.

Trustee Jo Matthew reported the new course signs have been ordered and there are still signs available to purchase. Discussed the need for more and better golf communication to be sent out to members. White markings around the greens are to allow for the recapturing of the original shape of the greens. Starters will soon be available.

o Recommendation to change the Twilight Golf times to 2:00 for the winter months and 4:00 for the summer months. This was approved.

o Recommendation to allow food and non-alcoholic beverages to be brought in from the outside; however alcoholic beverages may be at the pool but MUST be purchased through the 19th Hole. This was approved.

o Recommendation to add a new Members Guest Riding w/ Family Cart Rate to The Members Golf Course Rate (Family Cart Rate means – Trail Plan) This was approved.

*Members Guests Riding

w/ Family Cart Rate Rate

__________________________________________________________

• 9-hole weekday 15.00
• 9-hole weekend/holiday 20.00
• 18-hole weekday 25.00
• 18-hole weekend/holiday 30.00
• *Only applies to Children, Grandchildren, & Their Spouse

Monthly

There was no Golf/Greens Committee meeting for the month of April.

Annual

·       Adjusted tee boxes and restored “regulation” bunkers will prompt a Texas Golf Association (TGA) rating study later this year, ensuring our course meets competitive standards.

Elevating Member Experience

·       Marshal/Starter Program: Community volunteers now assist with pace of play and course flow, fostering a welcoming environment.

·       Beverage Cart & Cart Porters: On busy weekends, porters ensure carts are clean and ready, while the beverage cart adds convenience and boosts 19th Hole revenue.

·       Expanded Cart Barn & New Lease: To address increased demand, we’ve extended the cart barn and leased additional carts, reducing shortages and wait times.

Recreation Beyond the Fairways

·       Pickleball Court Lighting: Approved after resident feedback, new lights will extend playtime for this rapidly growing sport.

·       Hole Sign Sponsorships: Over $6,000 has been raised for new, professionally designed hole signs, which will be ordered soon. Thank you to our sponsors for their support!

Pardon Our Mess

·       After decades and decades of pool use, it was finally time to replace our pool. This project has been in the works for some time and in February we finally broke ground on a new pool. We will also have a new covered deck area, seating and tables which will create a more inviting environment. We are very excited as this is part of our ongoing efforts to enhance our shared amenities.

Looking Ahead

·       These achievements reflect our shared commitment to innovation and community. As we plan for 2026, we invite your ideas and participation—whether through volunteering, sponsoring projects, or simply enjoying the fruits of these efforts.

A heartfelt thank you to every staff member, committee volunteer, and donor who made this progress possible. Together, we’re ensuring our community remains a destination for relaxation, recreation, and connection.

 Warm regards, Rick Walterscheid

Greens Committee Board Leason

Trustee Rick Waltersheid was absent, and Deta Rogillio reported that the Golf/Greens Committee met on March 11th. Josh Dixon updated the Committee on conditions of the greens and upcoming course improvements. The Committee announces changes to the tee box locations: gold tees on holes 3 and 16 will be moved back; gold and silver tees on hole 18 will be moved back; and red tees on hole 11 will be moved back to near the silver tees so that the hole will return to a par 4 four for all. After the bunkers are completed; greens regain their grasses, and tees moved, the Texas Golf Association will be contacted concerning re-rating the course. The Marshal/Starter program will become more frequent as good weather returns. Volunteers are needed for this program. The mat for the concrete driving range pad will be glued this week and the hydro spray grasses will be laid.

Approved the waiver of initiation fees for first time Associate Memberships.

o Denied a Social Membership.

o Tabled the recommendation for new golf course hole signs of $7,300 pending commitment by property owners to sponsor holes.

Trustee Rick Waltersheid reported that the Golf/Greens Committee did not meet in February. However, he advised that the front 9 bunkers had been completed, and the back 9 bunkers should be completed in the next week. Rick also reported that the pouring of concrete for the range mat pad is scheduled for this coming week.

• Plan to have golf cart lease program for $1,000/year that would guarantee a purchaser a cart if they had a scheduled tee time was approved.

Trustee Rick Waltersheid reported that the Golf/Greens Committee discussed the renovations to the range and the golf course with Pro Shop/Golf Course Manager Josh Dixon. Additionally, Josh advised of upcoming golf course maintenance and of replacing the current sponsor hole signs. Discussion was held on the use of Marshals and Starters and resuming the putting contest. Josh also announced that the price of range balls/ range plans would be increasing by $2 a bucket. Thanks was given to Pavin’ the Path Tournament for their donation to the range renovation. Rick also provided a year-end overview of the financial performance of the golf course/Pro Shop. Public rounds of golf doubled in 2024 from 2023 with 8,284 rounds played, total sales nearly doubled from 2023 with an increase of $130,000, and merchandise sales doubled from 2023 with a year-end total of $90,320. Also noted were sales of these items: grips and club repair $5,052, golf bags $5,234, Junior golf tournaments $8,997, golf balls $19,050, and golf clubs $16,634.

No Golf/Greens Committee meeting for October

Trustee Rick Walterscheid reported the departure of Josh Miller and promotion to Josh Dixon as Golf Course/Pro Shop/ Clubhouse Manager and Kenneth Parker as Groundskeeping Supervisor. Three recommendations will be made to the board concerning drainage, bunkers, and the driving range. Discussion about implementing “starters” to assist Marshals. Discussion on covering the large hole at the entrance of #9 tee box.

• Purchase of a used Ford F-250 diesel truck to replace the unusable Ford F-150 for $19,999 was approved.

Maintenance Supervisor Chris Williams reported on trees recently removed, storm cleanup of debris and culverts cleared, Mailbox areas have been cleaned and will be monitored every few weeks, re-striped parking lot at the POA Office and have started re-striping the boat ramp. Also, Diversified Pier and Bell has completed the culvert reworking on Fairway and Bluebonnet and have replaced worn out culverts on Birch and Bayport, and the wall on the east end of the Clubhouse is scheduled for completion in February. Work on the culvert on Palm Springs and the driving range is scheduled for February. Maintenance has also replaced the lighting in the Mailbox areas, mowed roadside ditches, mowed, and removed leaves and debris in Townhouse area, daily PMC sheets are in effect and are being completed daily. Maintenance continues road work continues throughout the subdivision, weekly trash pick-up with the new trash trucks, and monitor plumbing around all POA buildings daily during the freezing temperatures. Chris reminds us that Heavy Haul drop-off is only on the first full week of the month and only on Wednesday and Saturday of that week. The brush yard is open every Wednesday and Saturday from 8 am until noon for vegetation and cardboard drop off.

Trustee Rick Renfro reported the association ended May 2025 with approximately $2,075,506 in liquid assets. The total Association operating income for the month of May was $306,816 and was better than the budget by $62,197. Our total operating expense was $339,758 and was $32,477 better than the budget. The total net income for the month of May was $94,675 better than the budget. The net year to date income is $240,287 better than the budget. Total payroll expense for the entire association was under budget for the month of May. The overall financial performance for the month of May was very strong and the year-to-date performance continues to be strong as well.

Recommended to close the Sunflower Bank account and move it to another bank. This was approved. 

Recommended purchase of 39 surveillance cameras at a cost of $5,500. This was approved.

Recommended accepting the offer on property 11-13-02 with a payment of $9,000. This was approved.

Trustee Rick Renfro reported that the POA ended May with $2,127,326 in liquid assets. Administration, 19th Hole, Pro Shop and POA Maintenance were all better than its budget including payroll. The total Association operating income for the month of April was $346,465 and was better than the budget by $32,035. Our total operating expense was $449,429 and was $29,825 better than the budget. The net year to date income is $146,210 better than the budget. Overall financial performance for the month of May and the year to date is very good.

o Recommendation for additional expenses for the continued pool renovation work in the amount of $35,000. This additional cost is to cover the following items; Dirt and labor to spread, Relocate existing sitting area canopy to cover the new pool equipment, Enclose pool equipment area, Enlarge the concrete pad for additional sitting area on the south side of the pool, Reinstall existing fence and add new sections as necessary, Purchase and install sails and post to cover all or part of the new sitting area. This was approved.

Monthly

Trustee Rick Renfro reported the POA ended March with $2,264,924 cash on hand. He reported that the Administrative Office was under budget. The Pro Shop and 19th Hole exceeded their budget. The total Association net income in March was $28,050 better than the budget. Rick also stated that the overall financial performance for the month of March and the year-to-date performance are very good.

Approved the addition pool renovation expenses to build a 24’ X 24’ concrete pad with a cool seal topping to match the pool area. The total cost is $6,000. The Civic Association has graciously donated $3,000 to help cover the cost and the POA will pay the remaining $3,000.

o Approved the purchase of 18 new hole signs for the golf course for $7,200. Over $6,000 in sponsorship monies has been promised to pay for the hole signs.

Annual

WS POA BUDGET 2025

Trustee Rick Renfro reported the POA ended February with $2,447,772 cash on hand. He reported that the Access Control and Administrative Office were under budget. Due to the weather, the Pro Shop and 19th Hole exceeded their budget. The total Association net income in February was $4,807 worse than the budget. Rick also stated that the net year to date income is $55,036 better than the budget.

Approved the removal of the analog telephone line at Access Control.

o Approved a change order for the pool renovation work in the amount of $20,000. It was found that parts of the existing pool did not have the required amount of concrete.

o Approved re-instituting Small Claims Court debt collection action for those property owners who owe significant amounts.

o Approved the write-off of $7,267,495 in uncollected debt for the years 2021 and prior as required by the four-year statute of limitation.

Trustee Rick Renfro reported the POA ended January with $2,507,483 cash on hand. He reported that the 19th Hole Bar and Grill, the Pro Shop, Access Control, Administrative Office, Golf Course Maintenance, and WS Maintenance all outperformed their budgets. The total Association net income in January was $62,205 better than the budget and operating expenses were $38,745 under budget. Rick also reported that our annual insurance expense was over budget by $11,697 and the POA is currently working to ensure we are receiving the best rates possible and reviewing coverage on an item-by-item basis. He also advised that although January started out well, we are spending an extraordinary amount of money in the first quarter with the pool and bath house renovation and the bunker and driving range improvements. Rick reminded everyone that these monies are available due to several years of savings for these events and the ability, in the last couple of years, for the POA Administration to implement some cost saving measures.

• Recommendation to invest a portion of our cash-on-hand in a high yield Certificate of Deposit for six months was approved.

Trustee Rick Renfro was reported the POA ended 2024 with $2,154,244 cash on hand. He further reported that 310 property owners prepaid their 2025 assessments during November and December. Rick reported that the 19th Hole Bar and Grill and the Pro Shop contributed $154,337 above their 2024 budget. Access Control, Administrative Office, Golf Course Maintenance, and WS Maintenance all outperformed their budgets. The total Association net income for 2024 was $38,348 better than the budget.

Budget Committee Report. Trustee Rick Renfro reported the POA ended October 2024 with $1,363,375 in liquid assets. He further reported the total POA net income for the month was $3,773 over the budget and is $284,384 over budget for the year to date through the end of October. All operational business areas exceeded their income budgets for the month. Total payroll expenses were under budget for the month of October. The total Association operating income for the month of October was less than the budget by $19,800 and is $38,660 better than the budget year to date. Total Association operating expense for the month of October was under the budget by $16,027 and is 383,044 over the year-to-date budget.

Trustee Rick Renfro was absent, and President Jo Matthew reported the POA ended September 2024 with $1,732,967 in liquid assets. She further reported the total POA net income for the month was $78,720 better than the budget and is $278,794 over budget for the year to date through the end of September. All operational business areas exceeded their income budgets for the month. Total payroll expenses were under budget for the month of September. The total Association operating income for the month of September was less than the budget by $11,764 and is $61,107 better than the budget year to date. Total Association operating expense for the month of September was over the budget by $222,317 due to the cost of the garbage trucks.

POA purchased two new compacting garbage trucks – this decision has been over three years in the making and is why the decision was made a few years back to move to hinged trash cans. In the spring of 2023, Operations Manager Clayton Creel presented a cost analysis to the BOT about the rising double-digit costs of household debris pick up. Private company compactors and disposal of debris is an ever-rising expense. Trustee Renfro did another cost analysis and Internal Financial Manager Henshaw verified the analysis that indicates a $30,000 a year savings in private company costs combined with labor savings for a total projected savings of $40-$50,000 a year. The life expectancy of the trucks is 15-20 years so savings should increase each year. With the commencement of use of these trucks, household debris pickup will change to once a week and cardboard pickup will be picked up separately twice a month. 

Budget Committee Report. Trustee Rick Renfro reported the POA ended August 2024 with $1,783,635 in liquid assets. He further reported the total POA net income for the month was $33,408 better than the budget and is $81,881 over budget for the year to date through the end of August. All operational business areas exceeded their income budgets for the month. Total payroll expenses were under budget for the month of August. The total Association operating income for the month of August was over the budget by $42,464 and is $72,038 better than the budget year to date through August. Total Association operating expense for the month of August was over the budget by $9,056. The Association is currently $153,919 over the year-to-date expense budget due in part to the 2023 road expense of $154,360 that was paid in January.

The Westwood Shores POA provides weekly household garbage service to property owners.

This service is expensive and provided for in the annual POA Budget; cost containment efforts are made on this, as in other areas of the budget. Bagged trash left out is subject to being torn apart and strewn all over the street by animals. To pick up trash in this condition increases time and effort (cost) to provide this service. Trash scattered in the street is also unsanitary and unsightly.

• All household (weekly) garbage must be bagged and placed in a hinged-lid garbage can at the end of the driveway.
• Property owners should obtain/use a hinged-lid garbage can large enough to hold their household garbage; if two garbage cans are needed, two garbage cans should be obtained/used.
• All garbage cans are to be returned from the driveway to the house at the end of the day by the homeowner.

Boxes/cartons (cardboard) will be picked up once a month. These are to be broken down and bound together prior to pick up for ease of pick up and storage in the maintenance yard. Cardboard drop-off will also be available on the same dates and times as the vegetative debris drop-off.

The Westwood Shores POA provides “heavy haul” drop off available at the Maintenance facility to property owners twice a month on a pre-defined schedule.  However, bulky/heavy items place an undue expense on this service.  To offset the cost of this service to the community, property owners shall be charged individually per item for drop off or pickup of bulky/heavy items.

• Bulky/heavy items include any appliance (refrigerator of any size, microwave oven, washer, dryer, range, under counter ice machine, trash compactor, water heater, 50” or larger TV, and dishwasher) outdoor grill, fire pit, mattress, box spring, recliner, sofa, love seat, side chair, table, dresser, night stand, head board, lawn mower and large outdoor furniture/patio sets.
• To drop off one of these items at the Maintenance facility, property owners will incur a $20 per item charge.  The charge shall be paid at the time of the drop off.  All payments will be by credit or debit card as no checks or cash shall be accepted.
• If the property owner is unable to make the drop off themselves, a home pick up may be scheduled through the POA office for a fee of $40 for the first item and $20 per item for up to two other items for a maximum of three items per home pick up.  The fee will be payable at the time of scheduling.  All home pick up items must be brought to the street for pick up.
• The two-yearly or semi-annual heavy haul pickups throughout the community following Garage Sale weekend shall continue.  However, bulky/heavy items must still be scheduled through the POA Office and the charge shall be reduced to $20 per bulky/heavy item during these two community pickup times only.

Tires, paint, batteries, any lawn, pool, or other chemicals are not allowed in household or heavy haul trash.

Now therefore be it resolved that signage is allowed on individual property only under the following criteria. All other signage is prohibited.

Section 9.01 Vacant Lots

Section 9.02 Home for Sale

Section 9.03 Builder Signs

Section 9.04 Home Security Signs

Section 9.05 Open House

Section 9.06 School Organization

Section 9.07 Political Signs

Section 9.08 Other Signs