A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 17, 2015 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Gail Owen, Walter Smith, Michael Wood, Martin Spears and Dave Ellis. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI) and Officer Wilburn.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The minutes of the January 20, 2015 Board meeting were reviewed. A motion to accept the minutes as written was made by Walter Smith, seconded Gail Owen and unanimously approved.
HOMEOWNER CONCERNS
There were no homeowners present.
PATROL SERVICE REPORT
The Board reviewed the patrol service report.
FINANCIAL REVIEW
Dave Ellis presented the financials. As of January 31, 2015 the money in the bank totaled $896,629.00. 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, 2015 was $147,466.00 however, as of February 6 the delinquency was down to $112,804.23.
OLD BUSINESS
Pool Fence Replacement - Dave Ellis reported that the materials have been placed on order by Texas Fence Company and delivery usually occurs between four to six weeks. Installation will be scheduled when the material is received and will probably occur early in April.
Call for Candidates - The annual meeting will be held April 21, 2015. Anyone who wishes to have their name on the official ballot should have their information to Planned Community Management by March 17, 2015 before the end of the regular board meeting.
Distribution of pool tags will be held on Saturday March 21 from10:00 am to 2:00 pm, and on Sunday March 29 from 1:00 pm to 4:00 pm. The Board will discuss the staffing for these two days at the March Board Meeting. This year the swim team registration will be done on-line so instead of the usual registration coinciding with pool tag distribution, it will staff a “Help with Registration” session on March 29 only.
Signs for Pool Tag Distribution - The Board reviewed a quote for 10 signs to advertise the pool tag distribution days. As the price of these signs would be $607.94 the Board unanimously decided against the purchase and will seek an alternate solution.
Community Activities - Michael Wood reported that the first meeting of the Community Activities Task Force was held on February 10 and was attended by 15 residents. At the meeting the residents were assigned to teams, each of which made recommendations as to candidate activities for this year. It appears that the first activity will be a Splash Day which will probably be held on Memorial Day, May 25. The swim team will provide the food and there will be a parade. There were several other great activities recommended and a follow-up meeting will be held at which a coordinator will be assigned for each of these events.
The Board discussed the possibility of holding another safety class covering First Aid, CPR and instructions on the use of an AED (defibrillator). One source of this training would offer it at $50.00 per person based on a minimum head count of ten. The Board will continue to research alternatives to determine if another source could offer the same content at a lower price.
Petition for Reducing Speed limit in Subdivision to 25 miles per hour - At the present time the Board has decided not to take action on this as it is unsure how much resident support there would be for such a change. If a committee of residents is prepared to pursue this and bring a petition with the required signatures of property owners to the Board, the Board will present it to the County.
NEW BUSINESS
Contracts Renewal - The PCMI contract is due for renewal June, 2015. The Board has reviewed the existing contract in detail and requested a number of changes to the legal conditions, which after a period of negotiation PCMI management agreed to accept. The new contract will run for 3 years and will include a 3 percent price increase, the first since 2007. A motion to accept the contract as presented was made by Dave Ellis seconded by Walter Smith and unanimously approved.
Insurance will come up for renewal in June, 2015. Discussion on this was deferred until a future meeting when renewal pricing is available.
Clubhouse Repair - Dave Ellis reported that four contractors had been invited to submit proposals for some minor clubhouse repairs, but for various reasons none were able to respond at this time. As the repairs are not critical the Board unanimously decided to table this issue until after swim season.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:11 p.m. the meeting was adjourned to executive session.
Decision Made During Executive Session:
Deed Restriction Violations - The Board reviewed all deed restriction violations. It was unanimously agreed to turn four accounts to the Association attorney for legal action
Delinquencies - Action is being taken regarding accounts with delinquencies in the subdivision as required.
ADJOURNMENT
With no further business the meeting was adjourned at 6:35 p.m. The next meeting will be March 17, 2015 starting at 5:30 p.m. at the clubhouse, 1602 Hoyt.
