A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 16, 2007 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Dave Ellis, Don McClelland, Patrick Sammon, Richard Erbert, Sue Dean Smith 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 5:30 p.m.
HOMEOWNER CONCERNS
There were no homeowners present.
MINUTES
The Board reviewed the minutes of the November 21, 2006 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 December 31, 2006. The money in the bank was $367,731.21. 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 December 31, 2006 delinquencies totaled $10,890.83.
The treasurer made a motion to move $100,000.00 out of the operating account and purchase two (2) thirty (30) day C.D.’s, $50,000.00 each. At the present time the thirty (30) day interest rate is very close to that of the longer period C.D.’s. The motion was seconded and unanimously agreed.
PCMI was instructed to make sure that only the minimum required to keep the lockbox without charges should be left at Sterling bank.
OLD BUSINESS
Tennis Court Updates – Mr. Gordon was unable to make the meeting therefore all the tennis court issues were tabled until February 20, 2007 meeting.
December Fence Inspection – Due to Mr. Gordon being unable to attend this issue was tabled until February 20, 2007 meeting.
NEW BUSINESS
Trash Collection Renewal – Mr. Ellis reported that during a discussion with our trash collection company, Waste Management Corporation (WCA), they presented some estimated cost saving options for the Board’s consideration for the contract renewal on July 1, 2007. Although significant savings could be realized by discontinuing recycling and changing from back door to curbside pick up, the Board decided that these two services are perceived by most residents to be a valuable differentiator for our subdivision. Accordingly the decision was made not to make any changes in these two aspects of our trash collection service. However, another option that was presented was to change our trash pick days to Wednesday (trash and recycling) and Saturday trash only. Provided that the estimated cost savings are realized when WCA submits a firm bid for the contract renewal, a motion was made, seconded and unanimously agreed that upon renewal the trash days be changed from Monday and Thursday to Wednesday and Saturday.
Preparation for Insurance Renewal – The Board unanimously agreed to ask the current agent, Ted Allen and Associates to attend the February 20, 2007 meeting to discuss and explain all coverage’s with the Board in preparation for the insurance contract renewal at the end of June.
2006 Reserve Fund – After reviewing the expenditures for the year it was decided not to transfer money into the reserve fund this year.
Stains on Entrance Signs – Ms. Moore explained that as she was taking the seasonal garland down from the monuments she noticed there were black stains on them. Mr. Ellis and Mrs. Smith had cleaned one of the signs and they agreed when the weather permits they will clean the remaining three (3) entrance monuments.
Clubhouse Rentals - Mr. Blair has submitted his resignation from the clubhouse rentals effective March 1, 2007. Ms. Moore expressed tentative interest in taking over this role and will give the Board an answer within the next week after reviewing the duties. If she declines, the Board will have to find another volunteer for the clubhouse rental.
Restrooms at Clubhouse – Mr. Blair had commented that the restrooms are often not very clean outside of the swimming season and often lack the necessary paper products. It was suggested that the Board purchase the required supplies and the person who cleans the clubhouse might adding cleaning the restrooms to her duties during the non swimming season. During the swim season this duty is performed by the lifeguards as part of the pool contract.
Clubhouse Rental Fees - Mr. Blair had also suggested the rental rate for the clubhouse be increased. After reviewing the current rates, a motion was made, seconded and unanimously agreed that rental rates be increased to the following:
BIG ROOM RENTAL FEE:
Up to 49 people - $50
50-100 people - $75
Plus a refundable security deposit:
No alcohol served - $100
Alcohol served or the attendance of 20 or more under the age of 21- $200*
SMALL ROOM RENTAL FEE:
Up to 20 people - $30
Plus a refundable security deposit of $50
*Note that when alcohol is served or the event is attended by 20 or more people under the age of 21, a security guard must also be on duty. The charge for the security guard, which is paid directly to the officer, is the responsibility of the resident requesting the rental.
All deposits refundable upon passing the exit inspection.
At this time the Board went into executive session to discuss Deed Restriction Violations and Delinquency and instructed PCMI on all legal matters and review correspondence from a homeowner.
NEXT MEETING
The next meeting will be a February 20, 2007at 5:30 p.m. at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:30 p.m.
