A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 19, 2013 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Walter Smith, Cyndy Thompson, Floyd Ball, Dave Ellis, Martin Spears and Don McClelland. Also, in attendance were Officer Chad King, and Dolores Sue representing Planned Community Management, Inc. (PCMI).
With a quorum being established, the meeting was called to order at 5:32 p.m.
MINUTES
The Board reviewed the minutes of the January 19, 2013. A motion to accept the minutes as written was made by Walter Smith, seconded by Cyndy Thompson and unanimously approved.
HOMEOWNER CONCERNS
There were five (5) homeowners present.
One resident attended to express some discontent as to the way her account has been handled. As this is a confidential issue the Board offered, and she accepted, an unscheduled private hearing after the conclusion of the open forum.
PATROL SERVICE REPORT
Martin Spears presented the patrol service report. Overall it was a very quiet month. Martin mentioned that residents are often calling Board Members to report incidents rather than calling the Sheriff’s department or 911 as they should. Most such issues need to be handled as soon as they occur and if this does not happen the opportunity to take whatever corrective action necessary is lost. An email will be sent to residents pointing out the importance of timely communication of any reportable incident.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials. As of January 31, 2013, the money in the bank totaled $771,628.13. This 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.
Delinquency for the month ending January 31, 2013 totaled $130,858.84.
OLD BUSINESS
Perimeter Fence - Floyd Ball explained that in 2013 the perimeter fence project is going to be handled somewhat differently in that most of the damaged pickets that could be secured to sound posts and cross rails have now been replaced. Further picket replacement will be limited to those which are actually missing or broken, saving the money that would otherwise be spent on marginal pickets so that complete sections which also have marginal posts can be replaced sooner.
In March, 2013 the committee will inspect the entire perimeter fence for missing and broken fence pickets.
NEW BUSINESS
Unwanted Posted signs on light posts, traffic and street signs - Some residents are continuing to post notices such as those for lost or found animals on light posts, traffic and street signs. Floyd Ball reminded the meeting that such postings are illegal in addition to being unsightly and detracting from the appeal of our subdivision. If a resident really feels the need for a notice on the streets it should be mounted on a standalone frame and removed as soon as possible after the issue has been resolved. The preferred approach is to post such notices on our web site Guest Book.
Floyd Ball suggested that perhaps the Association could have volunteers to go through the subdivision and remove all notices posted illegally on light posts, traffic and street signs.
A motion was made by Walter Smith that a communication be sent out to residents encouraging anyone who observes such illegally posted notices to remove them. The motion was seconded by Martin Spears and unanimously approved.
Annual Meeting Notice - The Board approved the annual meeting notice and proxy/directed ballot. At this time the Board asked if there were any volunteers to run for the Board. There was one resident, Gail Owens who would like her name on the ballot.
As there was only one candidate for the two positions, Martin Spears agreed to conditionally rescind his resignation and stand for re-election pending the emergence of another candidate. This action by Martin will give us two candidates for the two open positions.
The Board unanimously approved the mailing as presented with the candidate’s names added on the announcement and proxy/directed ballot.
Pool Notice - The Board reviewed the pool memo that will be mailed with the annual meeting notice and the proxy/directed ballot. The Board unanimously approved the pool memo and instructed PCMI to mail this together with the annual meeting documents on or about March 15, 2013.
Bench at Tennis Courts - Floyd Ball informed the meeting that a number of the tennis court benches are deteriorating and that he has found an aluminum bench at a cost of $150.00 plus tax. As this bench has no wood in its construction it should last a lot longer than those we have at present. A motion was made by Cyndy Thompson to purchase four (4) of these benches for the tennis courts at a cost of $150.00 each plus tax. The motion was seconded by Dave Ellis and unanimously passed.
Street Light Posts - Martin Spears explained he has reported to Centerpoint that several street lights are out on Calveryman and they remain unrepaired. Martin will provide PCMI with the addresses and pole numbers and PCMI will work with Centerpoint to make sure the lights are repaired as soon as possible.
Contracts - The Board will discuss the trash contract and the insurance renewal at the March meeting.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:10 p.m. the Board adjourned to executive session for the resident hearing and to discuss delinquencies and deed restriction matters.
DECISIONS MADE DURING EXECUTIVE SESSION
Homeowner Hearing - The Board instructed PCMI to contact the Association attorney and have him review with the resident the entire payment and billing history on the account and the balance due.
Delinquency - No new accounts will be turned over to the Association attorney for collection this month.
The Board requested that PCMI send out demand letters in mid-March to all residents who owe $200.00 or more and are not currently on a payment plan or already at the attorney's office for collection. If these accounts are not paid within the time frame specified in the demand letter or other arrangements made with PCMI they will be sent to the Association attorney for collection. The Board reserves all rights as described in the Collection Plan to send demand letters to additional accounts and to send them on to the attorney for collection as needed. The Board regrets the need for these actions. Payment plans are still available by contacting PCMI and the Board hopes residents will take advantage of those plans by February 28, 2013 to avoid demand letters and legal action, both of which add additional expense to the Association and the resident.
Deed Restrictions - There were One Hundred Ninety one (191) violations noted in the month of February. The Board instructed PCMI to turn one violation over to the Association attorney for legal action if the violations still exist in the March inspection. The Board unanimously agreed to continue to send reminders to residents for violations.
With no further business the meeting was adjourned at 7:10 p.m. The next meeting will be March 19, 2013.
