A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 17, 2009 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Dave Ellis, Brian Boggs, Don McClelland, Marks Molsberry, Lance Gordon, Cliff Johnson 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 5:37 p.m. by Lance Gordon, President.
MINUTES
The Board reviewed the minutes of the January 20, 2009 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
HOMEOWNER CONCERNS
There were three (3) members of the swim team present at the meeting. They reviewed the new league that Williamsburg Settlement will be joining this year. At the present time it is unclear if any swim meets will be held at Williamsburg Settlement pool due to possible insurance issues.
The Board reminded that swim team practice must be over by 10:30 a.m. in order to allow time for the pool staff to get the pool ready for general admission.
The Board reviewed a request from a resident pursuant to a driveway issue. This driveway was installed by the original builder on an easement. The Board unanimously agreed that the association does not have the authority to approve anything located on an easement but will not take action against the resident in such a situation.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report. The Board would like more attention on speeding vehicles in the neighborhood. Linda Moore will speak to the deputies about the need for improved enforcement of speeding vehicles.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of January 31, 2009. The money in the bank totaled $683,293.92. This includes checking, money market 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 explained that checks cannot be written against the reserve fund therefore the money for the tennis court resurfacing project must first be paid from the operating account with subsequent reimbursement from the reserve fund. This being the case, sufficient cash must be retained in the operating account to cover this transaction.
Although the Board had previously approved purchasing new CDs for the operating account, as the current CD rates are now below that on the money market account it was decided to delay such purchases until investment in new CDs becomes advantageous. The situation will be monitored on a weekly basis. Financial charts attached charts - Exhibit “C”
As of January 31, 2009 delinquencies totaled $125,136.98
OLD BUSINESS
Tennis Court Renovations – Lance Gordon reported the tennis court renovation project is progressing nicely. However, the concrete pouring will be delayed until the ground dries sufficiently from today’s rain (February 17) to support the weight of the large trucks.
Path Repair Status – Mark Molsberry reported he has met with one contractor and received a proposal with two options. One would raise the path to preserve the tree roots and the other would retain the present path elevation by shaving the tree roots. The cost for replacing three (3) slabs (360 square feet) would be $3,550.00. To not cut the tree roots but elevate the path would be $4,781.00. Mark Molsberry stated he will obtain two (2) more proposals to present to the Board.
Car Park Car Stops – PCMI has obtained one quote for the car park car stops. However, after discussion the Board tabled this issue.
Recreation Center Parking Area Drain Repair – The Board discussed the need for the repair of concrete around the two drains on the car park. It was decided that Mark Molsberry will obtain a quote for the repair.
New Tables for pool Areas – Lance Gordon reported he has purchased two (2) new tables for the pool area.
Tax Exempt Discussion – Dave Ellis has been communicating with the association CPA, Mr. Kenneth Johse about obtaining a tax exempt status for the association. The Board discussed this at length. One of the major problems is that in order to obtain the exemption the deed restrictions would have to be amended requiring the approval of two-thirds (2/3rd’s) of the homeowners. It was decided the Board will research the advantage and disadvantage of obtaining the exemption and place on the agenda for the March meeting.
Welcome Committee – The Board reviewed the welcome package that is given to new homeowners. They are comfortable with the information included.
Annual Meeting and Pool Notice – The Board reviewed the annual meeting notice, proxy and pool memo. The Board approved the notices to be mailed March 18, 2009.
New Drain by the Diving Board – Lance Gordon reported he feels the price from the current pool contractor is extremely high, therefore, he will obtain another price and present it to the Board.
NEW BUSINESS
Tennis Court Benches – Dave Ellis reported the benches located at the tennis court need to be replaced or stained. The Board tabled this issue and decided to discuss after the tennis court renovation is complete.
Graffiti Protection – The Board discussed the frequency that the entry monument signs are being vandalized with graffiti. Dave Ellis presented the cost for implementing a graffiti shield system. Prices are attached as Exhibit “D”.
Tennis Court Wind Screen – Lance Gordon explained the wind screens on the old courts need to be replaced. He obtained a price from the contractor, Courts N Stuff, presently doing the tennis court renovations. The price is $1,296.00. A motion to accept the proposal was made, seconded and unanimously approved.
Galvanized Fence Screen at Tennis Court – Lance Gordon reported that the galvanized tennis court fence/screen has been in place for approximately thirty (30) years and is now badly corroded. Courts N Stuff would replace this for a cost of $2,863.00. A motion to accept this proposal was made, seconded and unanimously approved.
Tennis Court Resurfacing – Lance Gordon reported the front west court needs to be resurfaced as well. The additional cost to include resurfacing the front, west court would be approximately $7,246.00. A motion to accept this proposal was made, seconded and unanimously approved.
Swing Bracket – Dave Ellis reported that a new bracket is required on one of the playground swings which has been temporarily removed. Lance Gordon will purchase a new bracket.
The Board discussed deed restriction violations.
With no further business to come before the Board, the meeting was adjourned at 7:42 p.m.
