A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 15, 2008 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Sue Dean Smith, Patrick Sammon, Dave Ellis 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 residents present.
MINUTES
The Board reviewed the minutes of the November 20, 2007 meeting. There was a motion to accept the minutes as written. This motion was seconded and unanimously approved. In the secretary’s absence, President Sue Dean Smith signed the minutes.
CONSTABLE REPORT REVIEW
Deputy Hottman attended this portion of the meeting. Linda Moore presented the constable report. Deputy Hottman explained that this month the report shows more suspicious vehicles than in the past. These include cars that were not recognized or were out of state. Previous reports had not included such observations. Further, he explained that the burglary of the vehicle noted on the report actually happened at a restaurant outside the subdivision but the owner reported it after returning home. The Board thanked the officer for coming to the meeting.
FINANCIAL /DELINQUENCY SUMMARY
Dave Ellis, the treasurer, reviewed the financial statement as of December 31, 2007 with the directors Present. The money in the bank totaled $459,765.49 which 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. Delinquencies totaled $3,799.87 as of December 31, 2007.
Dave Ellis made a motion that the association transfer $20,000.00 from the Operating to the Reserve accounts. This will add to the $32,455 cash in that account raising it to $52,455.00, and with $50,000 of this cash purchase an additional twelve (12) month CD.
In addition to the three (3) month $100,000 CD being purchased for the Operating account that was approved at the November 20 meeting, he also recommended that an additional twelve (12) month $50,000 CD be purchased as soon as the funds in this account become adequate to cover both this and the budgeted expenses for the remainder of January and all of February, 2008. Forecasted income for January is over $190,000.00 which should make it possible for these transactions to be done before January 29, 2008 meeting of the Federal Reserve meeting, at which they are expected to make a significant reduction in the interest rate. This motion in its entirety was seconded and unanimously approved.
OLD BUSINESS
Homeowner Directory – Sue Dean Smith is working on obtaining the required directory information for the balance of the homes that have not yet been visited. She also reported that the association has received one (1) check for an ad in the directory and is pursuing a few other possible businesses that may want to be listed. She will continue to pursue these which are pacing publication of the updated directory.
Architectural Guideline Review – Dave Ellis explained that he has delayed submitting the revised Architectural Guidelines document to the association lawyer to provide opportunity for further input from Don McClelland, the past Architectural Review Chairperson. As Don was unable to attend the meeting, Patrick Sammon, the current chairperson, will meet with him and present any further changes at next month’s meeting.
Landscape Contract - The Board agreed the contract is in place and thus does not need further discussion.
Folding Door to Old Coke Machine Alcove – Sue Dean Smith reported she has contacted a construction contractor and will be obtaining a price for the shutter doors to cover the alcove.
Tennis Court Issues - This item was postponed as the tennis court chairperson was unable to attend the meeting.
Perimeter Fence Inspection Update - This item was postponed as the volunteer was unable to attend.
NEW BUSINESS
2007 Audit –The Board reviewed the bid from Kenneth Johse, certified public accountant, for the 2007 audit. The cost of $1,400.00 was the same as 2006. This proposal was unanimously approved.
Mosquito Spraying Contract – The Board reviewed the mosquito spraying contract for 2008. The price has increased to $60.00 per application. A motion was made, seconded and unanimously approved to accept the contract.
Old Wood Tables in Clubhouse - The Board discussed the old wood tables in the clubhouse. Some are broken and becoming dangerous. It was unanimously agreed to dispose of 8 wooden tables. It was also decided to replace them with 9 new six foot (6’) tables made of more durable and lighter weight material.
NEXT MEETING
The next meeting will be held February 19, 2008 at 5:30 p.m.
With no further business to come before the Board the meeting was adjourned at 7:00 p.m.
