A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 19, 2008 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449..
ATTENDANCE
Directors in attendance were Dave Ellis, Linda Moore, Brian Boggs and Don McClelland. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:35 p.m. by Don McClelland, Vice-President.
HOMEOWNER CONCERNS
There was one homeowner present.
MINUTES
The Board reviewed the minutes of the July 15, 2008 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
CONSTABLE REPORT
Officer Thurman and Deputy Sloan attended the meeting. The Board expressed the view that Deputy Sloan is doing an excellent job. However, it has been brought to its attention that the deputies are short staffed by fifteen (15). Officer Thurman clarified that the number is correct but this is the total for all departments, not fifteen deputies short.
The Board stated that its main concern is to ensure that the residents are receiving proper services for their money.
The Board has seen an increase in graffiti, vandalism and there appears to be fewer traffic stops.
Officer Thurman stated he will investigate the issues and respond back to the Constable liaison, Linda Moore.
He confirmed that Deputy Stovall will be leaving the contract but there is an officer in place to fill that position.
At this time the Board thanked the Constable’s representatives for attending to respond to its concerns, following which they left the meeting.
The resident present stated he had come to the meeting to say he appreciates the e-mails. However, he too had concerns about the vandalism.
OLD BUSINESS
Car Park Car Stops – Brain Boggs stated that he has not had the opportunity to review the issue of the car park car stops. It was therefore tabled until the October meeting.
Pool Furniture repairs/Diving Board Repair/Drain – Brian Boggs is continuing to research these items which were also tabled until the October meeting.
Tennis Court Resurfacing Proposal - The Board reviewed one proposal for the tennis court resurfacing. There was a discussion about the best plan for the tennis court area. The Board unanimously agreed that with such a large investment it would be a good idea to send a questionnaire to the residents giving them an insight into the large cost involved and to seek their views as to any possible alternatives they might want the Board to consider.
Plan for Tennis Court Access Path - Brian Boggs stated that it would be better to delay a decision on repair of the tennis court and playground access path until a decision is reached on the tennis court renovation. This position was accepted.
Possible Re-Keying of the Clubhouse/Tennis Court – Due to two instances of unauthorized access to the clubhouse and pool area over the last few months the Board reviewed the costs involved with re-keying the various locks that would need to be changed to prevent such a reoccurrence. After due discussion a motion was made, seconded and unanimously agreed not to spend the funds for re-keying at this time but to monitor the situation and proceed with the expense only if further incidents justify such expenditure.
NEW BUSINESS
Financial inputs for 2009 budget – The Board discussed various expenses for 2009 and Dave Ellis asked the Board to think about expenditures with specific emphasis on the high-cost contracts and get them to him prior to the September 16, 2008 budget meeting.
New Resident Welcoming Report – Margaret Heichel was unable to attend
Communication from Pool Company – The Board reviewed communication from the association pool company about a new law. At the present time no action is required.
Communication from Homeowner – An owner had requested the Board investigate the possibility of WCA, our trash company, making a hazardous waste pick up. The Board unanimously decided not to pursue this. Firstly, WCA probably do not have the facilities to handle this type of waste, and even if they did it would be outside the scope of our contract resulting in a charge for a service that is provided free by the County. The Board understands that the county does have hazardous waste pick ups at various locations and dates. The dates and locations are published on their web page. Dave Ellis will investigate this and convey the information to the residents.
Communication from Homeowner – An owner who has contacts with a company that could power wash and stain the perimeter fence asked if the Board would consider a proposal on this issue. Whereas the cost would be a big factor, the Board agreed to let him know that they would accept a proposal which would then be considered when the projected 2009 fence repair cost is being established during the September budget meeting.
Resignation of a Board Member - Margaret Heichel resigned form the Board effective immediately. The Board expressed regret that Margaret could not continue, but unanimously accepted her resignation. The Board will actively solicit a homeowner to fill this position.
FIANANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of July 31, 2008. The money in the bank totaled $482,884.92. This includes checking, money market accounts and CD’s and is the money to cover both operating expenses and the necessary reserve to fund maintenance and replacement of the Association’s capital assets.
As of July 31, 2008 delinquencies totaled $15,653.02.
At this time the Board adjourned to executive session to discuss delinquencies and deed restrictions.
With no further business to come before the Board, the meeting was adjourned at 7:20 p.m.
