A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 16, 2016 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were: Floyd Ball, Dave Ellis, Anitra Ondrush, Walter Smith, Gail Owens, and Larry Crain.
Also in attendance were Gloria C. Black and Tracie Andrade representing Planned Community Management, Inc. (PCMI), and Sherriff Officers Chad King and Wayne Felchak.
With a quorum being established, the meeting was called to order at 5:33 p.m.
MINUTES
A motion to approve the minutes of the July 19, 2016 Board Meeting was made by Dave Ellis, seconded by Walter Smith and unanimously approved.
HOMEOWNER CONCERNS
There were three (3) homeowners present at the meeting. Swim team representative Katy Hall inquired if there was an issue with the swim team lane rope that has been taken out of the pool and dumped on the floor of the storage shed. No one on the Board was aware of there being any issues with the rope and Dave Ellis took the action to investigate. Ms. Hall also reported that the swim team will be having a dive in movie night on Friday August 19.
SHERRIFF PATROL REPORT
Dave Ellis inquired about the lack of speeding citations in the current report. Officer King reported that citations and warnings are now being issued.
FINANCIAL REVIEW
Dave Ellis presented a detailed report on the July financials. As of July 31, 2016 the money in the bank totaled $590,321.12. This figure 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. The delinquency total as of July 31, 2016 was $23,455.88. This amount includes maintenance fees, accrued interest, the cost of force mows and legal fees. Mr. Ellis reported that delinquency was down significantly due to the Board suspending trash service to all delinquent accounts. Floyd Ball added that five (5) accounts were recently sent to the attorney, two (2) accounts were sent demands, and two (2) accounts defaulted in their payment plans.
OLD BUSINESS
Swim Team Request for Drilling Flag Support Holes in Pool Deck - No report was available with the absence of Martin Spears. Katy Hall will contact him and work with him on this issue.
National Night Out - Anita Andrush reported that the planning is well underway and is looking for commitment from the Board members to help her man some of the stations and events that she has planned for that evening.
Clubhouse Foundation Repair - Dave Ellis met with three (3) foundation contractors with regard to the clubhouse foundation issue. The representative from RamJack suggested nothing be done at this time; Extreme Foundation was more aggressive and suggested repairs totaling $4,000; and Olshan Foundation Repair also suggested the Association do nothing only reset the door and caulk all cracks then monitor for further movement. The Board decided that as two of the three companies did not recommend any foundation intervention at this time that no immediate action be taken other than to monitor for any further deterioration over the next few months.
NEW BUSINESS
Clubhouse Landscaping - Larry Crain met with Texas Lawn Care about the landscaping in front of the clubhouse. Mr. Crain presented a detailed proposal of the work proposed to be done for a total of $6,572.28. A Motion to accept the proposal from Texas Lawn Care was made by Walter Smith, seconded by Dave Ellis and unanimously approved.
Dave Ellis presented a proposal from LeafGuard for the installation of an improved gutter system along the front of the clubhouse to eliminate the longstanding problem of pine needles being trapped and thus requiring periodic cleaning of the gutters. A motion to accept the LeafGuard proposal for $4,163.00 was made by Larry Crain, seconded by Walter Smith and unanimously approved.
Decisions Taken by Email Vote Since the Last Meeting - Dave Ellis informed the Board he made purchases for a total of $170.10 over the month to facilitate repair of lights at two entrances, the car park and the tennis court gate. But he stated that these repairs were below the cost threshold requiring Board approval.
The Board unanimously voted by email to terminate its existing management contract with PCMI as of September 30, 2016.
Review of Service Contracts - A motion to enter into a contract with Crest Management Company beginning on October 1, 2016 to replace the service currently provided by PCMI was made by Walter Smith, seconded by Anitra Ondrush and unanimously approved.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 6:17 PM.
Delinquencies
The delinquent accounts were reviewed. As a result of the suspension of trash service a significant number of delinquent homeowners settled their accounts during July, leading Mr. Ball to comment that the Association is now back on track to collecting 99% of the 2016 maintenance fees by the end of the year. Approval was given for appropriate legal action to be taken on the remaining delinquent accounts in accordance with the Association’s Collection Policy.
Deed Restriction Violations
The report resulting from the August inspection was reviewed. No legal action will be taken until the notice period has ended.
ADJOURNMENT
The next Board meeting will be held on September 20, 2016 at 5:30 p.m. at the Williamsburg Settlement Clubhouse, 1602 Hoyt, Katy, Texas 77449. With no further business to come before the Board, the meeting was adjourned at 6:32 PM
