A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 18, 2015 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Michael Wood, Gail Owen, Dave Ellis and Martin Spears. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI) and Officer Felchak.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The minutes of the July 21, 2015 Board Meeting were reviewed. A motion to accept the minutes as written was made by Michael Wood, seconded by Dave Ellis and unanimously approved.
HOMEOWNER CONCERNS
There was one homeowners present. There were no concerns expressed.
PATROL SERVICE REPORT
The Board reviewed the patrol service report. There were no major issues or concerns reported.
FINANCIAL REVIEW
Dave Ellis presented the financials. As of July 31, 2015 the money in the bank totaled $773,548.83. This amount 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. This total also includes $4,529.57 in prepaid assessments. Delinquency for the month ending July 31, 2015 was $19,295.33.
OLD BUSINESS
Community Events - Michael Wood reported that the Turkey Run Car Show will be held at the clubhouse November 14, 2015 from 9:00 a.m. to 3:00 p.m.
Michael reported that the National Night Out committee now has 35 volunteers and everything is progressing nicely. The Board thinks it is a great idea to invite Ron Hickman (the new Sherriff) and Steve Radack (the County Commissioner) so a letter will be sent to both asking them to RSVP to the Association.
Doggie Stations - At this time there was no interest in the Board purchasing Doggie Stations. This discussion was tabled.
Cladding on Canopy Posts - The wooden posts supporting the pavilion and clubhouse canopies are currently clad with treated Pine boards. Some of these boards are splitting at the bottom and need to be replaced. Earlier this year an RFQ to replace just the lower portion of these posts was submitted for bids. Only one bid was received and the Board decided that it would be better aesthetically to replace the complete boards and to delay the work until after the pool had closed for the season. Now that we have arrived at this point, a motion that Dave Ellis revise the RFP and seek new quotes was made by Michael Wood, seconded by Gail Owens and unanimously approved. As there is a desire that this work be completed prior to the October 6 National Night Out celebration, the Board agreed that when bids are received that Dave should seek unanimous Board approval via email rather than to await the next Board meeting.
Pool Furniture - Dave Ellis presented an inventory of pool furniture. Seating availability currently consists of 27 chairs and 29 chaise lounges providing seating for 56 persons around the pool. Additional seating is available on the two bench tables under the canopy. Table space is provided by 5 large round tables with 8 operable umbrellas and two small round side tables. Although the furniture is aging it is currently serviceable and does not need to be replaced yet.
To assess the adequacy of our current inventory a review was conducted of the hour-by-hour pool attendance figures during the 11:00 a.m. to 8:00 p.m. regular open hours from when the pool opened on May2 through August 9, the latest date for which figures are available. This shows that the maximum number in the pool at any time was 36 and the maximum number sitting around the pool was 21. The maximum total number in the pool area during any hour was 39. Based on these numbers it was agreed that the inventory continues to meet our current needs.
Obviously the available seating is inadequate for major events such National Night Out when it is thought that attendance might be as high as 600 this year. Michael Wood will borrow more chairs for this event and attendees who want to sit throughout the event will be invited to bring their own lawn chairs.
NEW BUSINESS
Sun Shades for Baby Pool and Pool Deck - The Board reviewed two proposals for shade structures in the pool area. There was enthusiastic support for the acquisition of a shade over the baby pool and for a number still to be decided around the pool deck. There was a lot of discussion on the need to enhance amenities in our recreation area and the view was expressed that the addition of some protection from the sun would encourage more residents to take advantage of our facilities. However, as the pool season is almost over it was agreed that a decision on the funding for this project could be deferred until the September budget meeting with a view to proceeding with this project early in 2016.
Dave Ellis reminded the Board if the baby pool shade is installed it will obstruct the view of the baby pool from the camera that is currently monitoring that area and the Board will need to consider moving that camera to a different position.
Refurbishing of Tennis Court Walkway Sun Shade - The metal support structure for the shade cover over a portion of the tennis court walkway has quite a lot of rust and needs to be primed and painting. There was one proposal available at the time of the meeting and a second one was in preparation. The issue was therefore tabled until the second proposal is received.
However, some concern was expressed that because the existing shade material is over 10 years old, when it is removed it may not be able to be replaced without damage. Furthermore, as we are considering new shades around the pool, maybe we should also consider replacing that cover at the same time and with the same material so that all of our shades would match. Dave Ellis was asked to explore this possibility and report back to the Board.
Replacement of Pool Drinking Fountain - As the bid on this project had not been received the topic was tabled until a later date.
Clubhouse Exterior Lamps - Dave Ellis reported that the lens on the security lamp located on the tennis court side of clubhouse is broken. Also, the lens on the car park side is so discolored it is letting through only a portion of the light emitted by the lamp. A motion to accept a bid from Wendt Electric to replace both lamps at a price of $380 each was made by Dave Ellis, seconded by Gail Owen and unanimously approved.
Lifeguard Steps - Four of the steps on the lifeguard stands are cracked and need to be replaced for safety reasons. Dave Ellis made a motion to accept a proposal from A-Beautiful Pools to replace these steps at a cost of $645.80 plus tax. The proposal was seconded by Martin Spears and unanimously approved.
Possible Projects for 2016 - The Board discussed projects they would like to see happen in 2016. These will be reviewed at the September budget meeting.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:55 p.m. the meeting was adjourned to executive session
Decisions Made During Executive Session
The Board reviewed all delinquencies, including those accounts that have been sent to the Association Attorney for collection. There may be at least two more accounts that will need to be sent to the attorney in August.
The Board reviewed all deed restriction matters and disposition of same.
With no further business the meeting was adjourned at 7:27 p.m.
The next meeting will be the budget meeting, September 15, 2015 starting at 5:30 p.m. at the offices of PCMI.
