A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 21, 2012 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Walter Smith, Floyd Ball, Don McClelland, Martin Spears and Dave Ellis. Also, in attendance were Officer Paul Wilburn and Dolores Sue representing Planned Community Management, Inc. (PCMI).
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The Board reviewed the minutes of the July 17, 2012 meeting. A motion to accept the minutes as written was made by Walter Smith, seconded by Don McClelland and unanimously approved.
HOMEOWNER CONCERNS
There were no homeowners present.
PATROL SERVICE REPORT
Martin Spears presented the patrol service report. It was a quiet month. At this time the Board thanked Officer Wilburn for attending and he left the meeting.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials. As of July 31, 2012 the money in the bank totaled $567,200.62. This includes checking, savings 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.
Dave Ellis made a motion to close the existing account at Capitol One and to transfer the proceeds to a new Capitol One Clear Interest Business Checking Account which is currently paying a higher interest rate. The motion was seconded by Walter Smith and unanimously approved.
Dave Ellis reported the reserve CD had matured and has been renewed for another eighteen (18) month term at a rate of 0.89%.
Delinquency for the month ending July 31, 2012 totaled $19, 293.65 - a reduction of $10,180.72 from the June total.
OLD BUSINESS
Pump Room Door Replacement - Martin Spears reported the pump room door has now been painted.
OLD BUSINESS
Landscape/ Perimeter Fence Issues - Larry Crain could not attend the meeting; however Floyd Ball reported that a request has been sent out to solicit volunteers for the perimeter fence repairs. There is a possible repair date set for September 15, 2012. It was noted that it would be nice if some of the owners who live along the perimeter fence that is being repaired would also volunteer.
A motion to allow Larry Crain to purchase up to $1,000.00 of fence materials for these repairs was made by Walter Smith, seconded by Don McClelland and unanimously approved. It was noted that any materials not used will be returned for a refund.
Floyd Ball also reported that on one cul-de-sac where plants died some new plants have been installed, but there is a need for additional plants and some trimming of trees at other cul-de-sacs. A motion to allow Larry Crain to spend up to $1,000.00 on these improvements was made by Dave Ellis, seconded by Walter Smith and unanimously approved. The Board expressed the hope that residents living close to these cul-de-sacs will contribute to the Association efforts by watering these plants as needed.
Mosquito Spraying - Currently our subdivision is being sprayed for mosquitoes on Tuesday and Saturday nights and this was scheduled to revert on September 1 to the regular Tuesday night spraying only. The Board discussed the need for continuing the Saturday night spraying through the end of September. A motion to continue with the twice per week spraying through the end of September was made by Walter Smith, seconded by Martin Spears and passed with one opposing vote.
NEW BUSINESS
Swim Team Sponsorship - For a number of years the Association has supported the Swim Team by contributing a sponsoring donation. A motion to sponsor the team again this year at the same $125.00 level was made by Dave Ellis, seconded by Walter Smith and unanimously approved. It was noted that this year the team has presented the Association with a check for $749.00 as compensation for use of our facilities by non-resident swimmers.
Mowing Frequency along Colonial Parkway - The Board discussed the possible need to increase the mowing frequency of the property along Colonial Parkway which is owned by the Association. The Board unanimously agreed to authorize Larry Crain, the landscaping chairperson, to work with the landscaping contractor to review the mowing schedule and to increase the frequency if he feels this to be necessary to maintain this property at an acceptable standard.
Repair of Clubhouse Chairs - Dave Ellis reported that there are fifty four (54) clubhouse chairs that need new caps installing on the legs. These are needed to limit damage to the carpet. Dave made a motion that new caps be ordered for a price not to exceed $100.00. Martin Spears seconded the motion which was unanimously approved.
Defective Pool Light Replacement - Dave Ellis presented a proposal from Houston Recreation Management, the current pool management company, to replace a defective pool light and fixture at a price of $375.00. A motion to approve this proposal was made by Dave Ellis, seconded by Martin Spears and unanimously approved.
Directory Update Issues - From time to time the issue of whether to post some form of the Maintenance Association directory on the web site has been discussed. This could be in addition to or a replacement of the current hard copy which is distributed to every residence. For privacy reason the past decision has always been negative. But as there is now far more information in the public domain maybe the time has come to give residents the convenience of having this information readily accessible on-line and maintained up to date with the latest information supplied and approved by the residents who are listed. It was unanimously agreed that in no event would information on children be included in an on-line version. As it is budget time the Board also discussed, if the directory hard copy will be reissued, whether this should be in 2013 or whether the next update should be left until 2014 consistent with the last three (3) year update.
The decisions reached by the Board were as follows:
1.
An on-line version of the directory will be added to the web site in 2013.
2.Children’s names and birthdates will not be included.
3.As was done the last time the directory was updated, the PCMI mail out of the 2013 maintenance fee invoice sent to each owner will include a customized sheet showing the resident’s current directory entry, if any, with a request that the resident make and return any updates. But this time, in addition, the resident will be informed that the information will be included in an on-line directory unless they elect not to have their entry listed.
4.During 2013, the monthly updates to the February 2011 hard copy edition will continue to be emailed to all residents who have registered their emails on the Association web site so that during 2013 residents can continue to maintain their hard copy as well as being able to access on-line the information approved by each resident. This will still be both an alphabetical listing and a listing by street address.
5.Towards the end of 2013 a decision will be made as to whether the on-line version of the directory has gained sufficient acceptance that the hard copy can be discontinued. If this is the case, the emails of the monthly updates to the hard copy will cease and from that point on the on-line directory will be the only one maintained. If not, the hard copy directory will be published in 2014.
Monthly Landscape Contract Billing - In order to simplify the review and approval of the monthly invoices submitted by the landscape company, the decision to have the company identify the monthly contracted amount, and a separate identification of approved “landscaping extras” was unanimously approved.
Budget Meeting - The next Board meeting will be September 18, 2013. This meeting is the 2013 budget meeting and will be held at the offices of Planned Community Management, 15995 N. Barkers Landing, Suite 162, Houston, Tx. 77079 at 5:30 p.m. Homeowners are welcome to attend.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:50 p.m. the Board adjourned to executive session to discuss Delinquencies and Deed Restriction matters
DECISIONS MADE DURING EXECUTIVE SESSION
Delinquency - The Board unanimously agreed that residents with accounts which are on payment plans who do not make their monthly payments will be turned over to the Association attorney. One additional account (not currently on a payment plan) will be sent to the Association attorney for collection.
Deed Restrictions - There were one hundred forty three (143) violations noted in the month of August. The Board unanimously agreed to turn one account over to the Association attorney for legal action.
With no further business the meeting was adjourned at 7:15 p.m. The next meeting will be the 2013 Budget meeting on September 18, 2012.
