A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 20, 2007 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449..
ATTENDANCE
Directors in attendance were Patrick Sammon, Richard Erbert, Dave Ellis, Sue Dean Smith, Lance Gordon and Linda Moore. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:40 p.m.
HOMEOWNER CONCERNS
There was one homeowner present.
Preparation for Insurance Renewal – The Board had invited the association insurance agent, Ted Allen and Associates to attend the meeting to answer various questions on the current insurance policies. The agent called and reported at the last minute that he had a convention in town and could not make the meeting. After due discussion the Board instructed PCMI to ask Mr. Mark Conner from HRH Insurance to attend next months meeting and provide him with the questions that were asked of Ted Allen and Associates.
MINUTES
The Board reviewed the minutes of the January 20, 2007 meeting. A motion to accept the minutes as written was made, seconded and unanimously approved.
CONSTABLE REPORT
The security coordinator presented the report. It was a quiet month. Constable DeMouy also attended this portion of the meeting.
FINANCIAL /DELINQUENCY SUMMARY
The Board reviewed the financial statement as of January 31, 2007. The money in the bank was $558,629.88. 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.
As of January 31, 2007 delinquencies totaled $98,442.06
The treasurer made a motion to open two (2) $100,000.00 C.D.’s each for three (3) months. This motion was unanimously approved.
OLD BUSINESS
Tennis Court Updates – The Board discussed the resurfacing of tennis courts 1 and 2. The Board agreed that Mr. Gordon will obtain three (3) proposals for tennis court resurfacing and present them to the Board.
He reported that the windscreen has now been reattached. The Board discussed power washing of courts 3 and 4. Mr. Gordon reported there is no algae on the courts at this time, but the power washing recently done by volunteers had left the surface patchy. He will therefore proceed to have the complete surface power washed as was agreed by the Board at the October 17 meeting. The Board discussed the need for four (4) new ball holders. Mr. Gordon will obtain prices for these holders. He reported that benches are not in season but as soon as Home Depot receives some he will purchase two(2) of them for the tennis courts.
Mr. Gordon explained the collection of the court usage fee for tennis coaching activities will be semi-annual with the first payment covering the period beginning Jan 1, 2007. Mr. Gordon will obtain the check as soon as possible.
December Fence Inspection – Mr. Gordon has been unable to inspect the perimeter fence but will perform this task as soon as possible and present his report at the next meeting.
NEW BUSINESS
2006 Audit Draft – The Board had various questions on the audit. The Board will put their questions in writing and provide it to the auditor.
Correspondence – The Board reviewed correspondence from a resident pertaining to various issues. Mr. Ellis will communicate with the resident.
Direct Energy – Direct Energy prepared a contract between themselves and the Association. This contract has nothing to do with the current rates or current contract. This would have provided anyone switching to Direct Energy with a $25.00 gift card and the association would receive $35.00. After due discussion the Board did not feel comfortable in promoting electric providers to the residents, especially as there are offers available from other suppliers which are more competitive to the homeowner.
Clubhouse Rental – Linda Moore will be the new clubhouse rental person effective March 1, 2007.
At this time the Board thanked the homeowner for attending and adjourned to executive session to discuss deed restriction violations and delinquencies and instructed PCMI on all matters.
NEXT MEETING
The next meeting will be a March 20, 2007 at 5:30 p.m. at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:40 p.m.
