A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 21, 2007 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Dave Ellis, Patrick Sammon, Don McClelland, Sue Dean Smith, Lance Gordon, Cliff Johnson and Linda Moore. Also in attendance, representing Planned Community Management, Inc. (PCMI), were Sundown Cooper and Dolores Sue.
A quorum being established, the meeting was called to order at 5:34 p.m.
HOMEOWNER CONCERNS
There were three (3) residents present. They were concerned about vehicles being parked on subdivision streets, Calveryman being a prime example. They explained that by so many cars parking in the street it is creating a safety hazard for children walking or riding bicycles, pedestrians and in some cases the mail man has been unable to deliver the mail as the mailboxes were blocked. The Board explained the streets in Williamsburg Settlement belong to the County but if they provide the Board with addresses of those who are parking consistently on the street the Board will instruct PCMI to send letters to those residents asking they be a good neighbor and think about the safety issues involved. The residents thanked the Board for their help.
It was brought to the attention of the Board that the trees along Colonial Parkway need to be trimmed as many have limbs that are hanging on the ground. The board explained that neither the land nor the trees belong to Williamsburg Settlement; however, the tree issue was on the agenda for the meeting and would be discussed later.
New Developments in the area were discussed. The Board explained a new subdivision is going to built between Williamsburg Settlement and the Church. There will also be an adult community residence built.
The Board thanked the residents for attending the meeting
MINUTES
The Board reviewed the minutes of the July 17, 2007 meeting. A motion to accept the minutes as written was made, seconded and unanimously approved.
CONSTABLE REPORT
The constable coordinator presented the constable report.
FINANCIAL /DELINQUENCY SUMMARY
Dave Ellis, the treasurer, reviewed the financial statement as of July 31, 2007 with the directors. The money in the bank totaled $432,186.41. This includes checking and money market accounts and is the money to cover both operating expenses and the necessary reserve to fund maintenance and replacement of the Association’s capital assets. Mr. Ellis presented a reserve study but as yet it is preliminary as the association is still awaiting appraisal information from the Insurance Company.
He also presented the projected cash flow for the remainder of the year and made a motion that in accordance with the auditor’s recommendations $50K of the $231K that previous Boards had borrowed from the Reserve account be repaid when the CD of this amount matures in September. Once this is done he recommended that two $50K CDs be taken out, one in each of the Operating and Reserve accounts. The term of both of these CDs should be 12 months and they should be purchased at the beginning of October. A motion to accept these recommendations was made, seconded and carried with a majority vote.
As of June 30, 2007, delinquencies totaled $8,569.71.
OLD BUSINESS
Homeowner Directory – Dave Ellis explained the progress made in collecting data for the next update of the Residents’ Directory. Sue Dean will contact and organize potential volunteers to staff the effort to acquire the directory information from residents who have not availed themselves of the opportunity to provide the details they want published on-line via the web site.
Tennis Lesson Person – The Board will be meeting with the association attorney later in the week to discuss this issue.
Landscape Contract - Mr. Gordon is continuing to work with the landscaping company in preparing two (2) separate proposals.
Tennis Court Improvement - Mr. Gordon reported he has shopped for the benches for the court to obtain the best price. He will purchase Tidy Baskets (ball holders) soon.
NEW BUSINESS
Correspondence from resident on trees – The Board reviewed a letter from a resident expressing concern about the trees along Colonial Parkway. After due discussion a motion was made, seconded and unanimously approved that Mr. Gordon will contact Harris County and several landscape companies, if Harris County will not trim the trees, Mr. Gordon will obtain proposals and present these to the Board.
Pool Information and Request from Pool Company – The Board unanimously agreed to table discussion until the Board reviews the pool and equipment.
NEXT MEETING
The next meeting will be held September 18, 2007 at 5:30 p.m. This will be the annual budget meeting therefore the meeting will be held at PCMI offices.
With no further business to come before the Board the meeting was adjourned at 7:00 p.m.
