A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 20, 2009 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Dave Ellis, Marks Molsberry, Brian Boggs, Don McClelland Linda Moore and Lance Gordon. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:35 p.m. by Lance Gordon, President.
MINUTES
The Board reviewed the minutes of the November 18, 2008 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report
Also in attendance for this portion of the meeting was Deputy Sloan.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of December 31, 2008. The money in the bank totaled $510,097.90. This 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. After review of the 2008 year-end figures, the Board gave unanimous approval for Dave Ellis, the treasurer, to transfer $20,000.00 from the Operating account into the Reserve account; to purchase two (2) new CD ‘s for $100,000, one for three (3) months and one six (6) months for the Operating Account and two (2) new CD’s for $50,000, one for three (3) months and one for six (6) months for the Reserve account.
As of December 31, 2008 delinquencies totaled $10,817.98.
HOMEOWNER CONCERNS
There was one (1) homeowner present.
TENNIS COURT CONTRACTORS
Courts N Stuff – Mr. Robin Melton – presented his proposal to the Board of Directors. His bid for the resurfacing of the two NE courts (those furthest from the road) was $74,680.00 including tax. This is for a post tension overlay, the process for which Mr. Melton described to the Board of Directors. He stated that his bid includes a warranty of five (5) years against cracks. One of the older post tension overlays he performed was completed in 1992 and he explained to the Board where that tennis court was located so they could go and examine the courts if they chose to do so. He stated that the project would take sixty (60) days but in a worst case it could extend to ninety (90) days in the event of adverse weather. The Board thanked him for attending the meeting.
C.L. Sports – Craig Littlefield - presented his proposal for the same work. His bid was $83,476.00 plus tax which would bring the total to $90,362.77. His warranty was only for one (1) year. The Board thanked him for attending the meeting,
The Board discussed both bids. A motion was made, seconded and unanimously approved that provided the Courts N Stuff contract details reflect the verbal statements made at the meeting, the Association will select Courts N Stuff to perform this work for a price of $74,680.00.
OLD BUSINESS
Car Park Car Stops – Lance Gordon explained he has not been available to purchase and install the car stops. PCMI was instructed to contact an outside contractor to obtain a price for this work which includes installing three (3) new car stops and the securing of others that are currently loose and twist when bumped by parking vehicles.
Pool Furniture Repairs – Dave Ellis reported the pool furniture has all been repaired.
Repairs to Walkway – The Board unanimously decided that Mark Molsberry will obtain options on the repair of the walkway between clubhouse and tennis court. The main concern is that this repair be performed in a way that limits any damage to the trees that have caused the existing slabs to move.
Pool Deck Drain by Diving Board – Lance Gordon will work with pool contractor on this issue.
NEW BUSINESS
Tax Exempt Discussion – Due to time restraints this item was tabled until the February meeting.
Welcome Committee – Some of the Board members had not been able to review the entire package, so this item was tabled until the February meeting.
Pool Contract - The 2009 contract renewal included the option of having either three (3) or two (2) life guards on duty at the pool. The Board discussed whether the extra cost of the third guard was justified based on the number of swimmers that use the pool during most of the season. After due discussion the Board decided to select the option of having two (2) guards, but with the exception of Memorial Day when past experience suggest that the number of swimmers justifies a third lifeguard. After a review of some minor changes in the body of the contract, which Lance Gordon will discuss and resolve with the owner of Lone Star, the Board unanimously approved accepting the 2009 pool contract renewal at a price of $33,584.76. The contract will be signed following resolution of the minor outstanding issues.
Annual Meeting/ Pool Memo – This item will be discussed and finalized at the February meeting.
2008 Audit – The Board reviewed the proposal for the 2008 independent audit to be performed by Kenneth Johse, CPA. The price was $1,400 and $300.00 to file the taxes. This is the same price as last year. A motion was made, seconded and unanimously approved to accept the proposal.
Mosquito Spraying – The Board reviewed the mosquito spraying contract for 2009. The price increased from $60.00 per trip to $63.00 per trip. The Board unanimously agreed to accept the contract for spraying one (1) time per week.
At this time the Board thanked the resident for attending the meeting and adjourned into executive session.
The Board discussed deed restrictions and correspondence from a resident.
With no further business to come before the Board, the meeting was adjourned at 8:15p.m..
