A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 18, 2005 at 4:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in Attendance were Dave Ellis, Alan Blair, Richard Erbert, Stefanie Falk, Linda Moore, Sue Dean Smith 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 4:06 p.m.
HOMEOWNER CONCERNS
There was one homeowner present. This homeowner wanted to discuss a personal issue with the Board of Directors. The Board thanked her for coming.
MINUTES
The Board reviewed the November 16, 2004 minutes. A motion was made, seconded and unanimously approved to accept the minutes as written.
SECURITY REPORT
The security coordinator presented the security report. Also the security coordinator introduced the new evening deputy Rhonda Pierre. Deputy Pierre stated she has had some complaints about someone driving a dirt bike and that people are not stopping at stop signs.
FINANCIAL/DELINQUENCY
The Board reviewed the financials for the month of December 31, 2004. The total delinquency was $20,395. 70 and the money in the bank was $313,819.48. 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 that the total income for the year was $476,330.03. Of that money, $176,283.00 represents homeowners who paid their 2005 fees in November and December 2004. Factoring in the $145,314.00 portion of the 2004 fees that were paid in November and December 2003 gives an actual 2004 income of $445,361. The total expenses for 2004 were $439,544.00. Had the Association been on an accrual basis, the profit would have been $5,817.00. This compares with a projected loss of $21,319.00.
This substantial performance improvement is a result of the Board’s cost cutting efforts throughout the year and the aggressive efforts at collecting on past due accounts. Major savings were realized by the selection of a new company to provide our trash collection service and by limiting costs increase by other suppliers. The Board will continue to exercise careful control over costs, one element of which will be a reduction in electricity consumption due to the installation of the more efficient tennis court lights.
OLD BUSINESS
Pressure Washing Fence - The Board reviewed a proposal to pressure wash the wooden fence and entrance signs. At this time the Board made a unanimous decision not to spend the money and discussed that the last time the entry signs were cleaned a Board Member did it and therefore it did not cost the Association any money.
Tennis Court Lights – Mr. Ellis reported that the installation of the new lighting system is now in process and is scheduled for completion prior to the end of the week. Because the new lights require a period of time to re-ignite once power is interrupted, the existing 2-hour fixed timers will be replaced with variable timers via which the players can manually select how long the lights remain on. A sign giving operating instructions will be posted by each switch.
Dormer Window Repairs - Mr. Erbert presented a proposal from Ameri Home Services for performing the clubhouse dormer window repairs of $750.00 plus tax. When the repairs start the company will find out if there are more repairs needed than you can currently see, with that in mind the company guaranteed the price not to exceed $850.00 plus tax. A motion was made, seconded and unanimously agreed to accept the proposal.
Mr. Ellis feels that the gutters on the clubhouse need screens to protect them from having the pine needles stacking up in them and causing a problem. Mr. Erbert will ask Ameri Home what they would charge to install the screens and the Board will review the cost by e-mail and or phone and the Board President will advise PCMI of the approval or denial.
Newsletter Article – The Board reviewed an article to be published in the newsletter and web page advising residents how to avoid certain deed restriction violations.
Electrical Update – Mr. Ellis gave an update to the Board on some electrical problems in the clubhouse area. There is a dead short in the underground wiring supplying the parking lot lights, which are now temporarily out of service. Advantage Electric has provided a quotation to re-supply these lights from the circuit that feeds the lights on the clubhouse chimney. These lights would then be controlled by the timer clock that controls the outside clubhouse lights. The total price would e $1,295.00 plus tax. A motion was made, seconded and unanimously agreed to accept this proposal.
Painting of the Light Poles – Mr. Ellis reported that the committee had reviewed the poles and determined that it was not critical to paint all the poles immediately, but some do need attention. The Board unanimously agreed to check into the price for the required work.
NEW BUSINESS
Annual Meeting – The Board discussed the annual meeting and the fact that the terms of a number of experienced Board Members will expire in 2005. Mr. Ellis was asked to prepare a notice for publication on the web site and in the newsletter soliciting candidates for members to fill the Board positions that will be vacated. A nomination Committee consisting of Stefanie Falk, Richard Erbert and chaired by Sue Dean Smith was appointed to review expressions of interest from the potential candidates.
By-Laws – To mitigate the heavy loss of experience due to the coincident expiry of Board member terms, the Board reviewed Section 2 of Article Four of the By-Laws. This addresses the procedure for electing a replacement for a Board Member who leaves prior to the expiration of his or her term. After due discussion the Board unanimously agreed to amend the By-Laws to read: “A Vacancy in any office may be filled by appointment by the Board. This officer appointed to such vacancy shall serve for the remainder of the term of the officer replaced.” Further, Article One Name and Location, the location of Williamsburg Settlement will be the 1602 Hoyt, Katy, TX. 77449. PCMI was instruction to contact the Association Attorney to have the Amendments Drawn up.
Pool Safety Equipment – The Board reviewed items that Miller Aquatics, the new swim company for 2005, believes are required to bring the community pool into compliance with the new Texas Department of Health rules that became effective on January 1, 2005. As the extent to which our pool is out of compliance with these new regulations may be subject to some interpretation, before authorizing this expenditure the Board unanimously agreed that Mr. Blair first contact and independent contractor to get a second unbiased opinion.
Yard of the Month/ Christmas Decorations – The Board unanimously confirmed Linda Moore as the Yard of the Month Chairperson.
Yard of the Month Prize Money – The Board discussed the $50.00 that is currently being given to each recipient of the Yard-of-the -Month award. The Board unanimously agreed that the honor of being designated the Yard-of-the-Month is sufficient for most residents and therefore will discontinue the monetary reward so that this money can be more productively used to defray other operating expenses.
It was further unanimously agreed to no longer award monetarily for the Christmas Decorations.
It was further unanimously agreed to award the January Yard-Of the-Month recipients with the $50.00 since this motion did not pass until after their yard was chosen.
New yard of the Month Sign – The Board thanked The Moore’s for the beautiful new yard of the Month sign.
2004 Audit Proposal – The Board reviewed and discussed the audit proposal from the current Certified Public Accountant Kenneth Johse. The price is not to exceed $1,400.00 for the audit. A motion was made, seconded and unanimously agreed to accept the proposal from Mr. Johse.
Direct Energy – Two alternative proposals from Direct Energy, our current electricity provider, for service continuation following the expiration of our current contract were reviewed. These proposals were for 12 months or 24 months respectively. Mr. Ellis reported that since May 2004 we have saved $2,724.00 which would translate to an annual savings of $3,330. The new proposals have a higher KWH rate, but when factored against the increased Reliant rates approved by the PUC in December, the projected annual saving would be comparable. After due discussion a motion was made, seconded and unanimously agreed to accept the 24 month contract with Direct Energy and thus lock in the savings for two years.
2005 Mosquito Spraying – The Board reviewed the mosquito spraying contract for 2005. The price is the same as last year. After due discussion a motion was made seconded and unanimously agreed to accept the 2005 mosquito spraying contract with Cypress Creek Pest Control.
Next Meeting Date – The next meeting will be held on February 15, 2005, 4:00 p.m.
At this time the meeting adjourned to executive session to discuss deed restrictions and delinquencies.
CLOSURE
With no further business to come before the meeting, the meeting was adjourned at 7:00 p.m.
