A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 15, 2005 at 4:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in Attendance were Alan Blair, Linda Moore, Richard Erbert, Sue Dean Smith, Dave Ellis, Stefanie Falk and Don McClelland. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI)
A quorum being established, the meeting was called to order at 4:00 p.m.
HOMEOWNER CONCERNS
There were no homeowners present.
MINUTES
The Board reviewed the January 18, 2005 minutes. A motion to accept the minutes as written was made, seconded and unanimously approved.
SECURITY REPORT
The security coordinator presented the security report for the month of January 2005. Also present was the evening deputy Rhonda Pierre. Deputy Pierre stated she has had some complaints and has written citations for unauthorized motor vehicles, principally “dirt bikes”, on subdivision streets. She and the other deputies also continue to monitor vehicles for excessive speed and failing to observe stop signs especially during nighttime hours.
FINANCIAL/DELINQUENCY
The Board reviewed the financials for the month of January 31, 2005. The money in the bank was $460,772.19. 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. Blair explained there were 149 delinquent homeowners as of January 31, 2005.
OLD BUSINESS
Tennis Court Lights – Mr. Ellis reported that the installation of the tennis courts lights is now complete. The only remaining issue is the additions of a sign to be posted at each of the two timer switches to make users aware of the fact that if the timer is allowed to expire the lights can not turn back on for approximately 10 minutes.
Damage at the tennis court – During the installation of the new lamps some damage was sustained to the surface of the Northeast tennis court. The Board is reviewing the required repaired and will vote via e-mail on its resolution.
Dormer Window Repairs – Mr. Erbert reported that the cost to repair dormer windows was $768.00. The contractor did a good job and replaced the rotted wood with the more durable Hardiplank.
Gutters at Clubhouse – Mr. Erbert reported that the gutters have been cleaned and screens have been installed at a cost of $325.00.
Board Member Procedures – Following a review of the draft of the Board Procedures document, a motion to accept the document as the basis for the ongoing conduct of the Board’s business was made, seconded and unanimously approved.
Electrical Update – Mr. Ellis reported that the parking lots lights are now operational.
Annual Meeting - One resident placed an inquiry about being on the Board but no volunteers have yet come forward.
Pool Safety Equipment – Mr. Blair reported that he has purchased some minor items for the pool.
Power Washing of Wrought Iron Fence – Mr. Blair has received a quotation of $600.00 for the power washing of just the wrought iron fence around the pool area. Before proceeding with this, come competitive bids will be solicited.
Painting of Light Poles – Following the inspection of the paint condition of the various light poles in the parking lot of the clubhouse area, it was established that a small number of them need some attention. Mr. Blair reported he had received a per pole price of $45.00 to paint the lower section of these poles from the ground to the hinged joint. There was some discussion as exactly what work would be included in light of the fact that some areas of the poles have minor corrosion and a lot of loose flaking paint that needs to be scraped off before any new painting is performed. Also all areas to be painted require application of a metal primer prior to receiving the final topcoat of paint. It would also be preferable for the paint to be brushed on rather than sprayed to avoid surplus paint from being deposited on surrounding areas and structures. After due discussion it was decided that more proposals should be solicited for this work.
New yard of the Month Sign – The Board thanked Mrs. Moore for her husband for creating and constructing the new yard of the month sign.
NEW BUSINESS
Pool Tags – The swim team has advised that they will hold their registration on Saturday, April 16, 2005 from 10:00 a.m. to 2: 00 p.m. and Sunday, April 24th from 1:00 p.m. to 4:00 p.m. The Board will arrange for pool tags to be handed out by Board members during these same time periods.
Landscaping Contract- The existing landscape contract with IMS Landscaping will expire March 15, 2005. IMS has agreed to once again forego any price increase for renewal of their contract. At this time the Board is happy with the services IMS has been providing, and therefore a motion to renew the contract with IMS Landscaping at the current rate was made, seconded and unanimously approved.
The Board immediately went to executive session to discuss deed restrictions and delinquencies.
Next Meeting Date – The next meeting will be held on March 15, 2005, 4:00 p.m.
CLOSURE
With no further business to come before the meeting, the meeting was adjourned at 6:00 p.m.
