A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 19, 2010 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Linda Moore, Brian Boggs, Mark Molsberry, Don McClelland 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 5:36 p.m.
MINUTES
The Board reviewed the minutes of the November 17, 2009 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
HOMEOWNER CONCERNS
There was one homeowner present.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report as of November 2009. The constable's report presented to Linda for December combined both Williamsburg Settlement and Williamsburg Colony and no addresses therefore no accurate way of determining with accuracy a report for Williamsburg Settlement. She has contacted the constable’s office to ascertain a report with addresses so that next month she may give an accurate report.
FINANCIAL AND DELINQUENCY SUMMARY
PCMI presented the financials as of December 31, 2009. The money in the bank totaled $461,256.69. 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.
As of December 31, 2009 delinquencies totaled $25,872.20.
OLD BUSINESS
Pool Contract – The Board reviewed the 2010 pool contract. The contract price is $34,279.52. There will be additional charges when the association requires three (3) guards instead of the two(2) guards. This is normally required for a holiday when there are more swimmers.
Pool Notice Board – Lance Gordon reported he had not had time to review the language on a number of signs posted at other HOA pools that PCMI had provided as samples. This issue was therefore tabled.
Graffiti Shield – Mark Molsberry reported he had purchased the graffiti shield and will be applying it to the entry signs as soon as possible. It was also reported there is graffiti on the perimeter fence along Colonial Parkway. Linda Moore will obtain the addresses of the homes so the association can contact them and request the association be allowed to use their water to pressure wash the fence.
Playground Equipment Upgrade - The chairperson was unable to attend the meeting therefore this item was tabled.
Transfer to Reserve – The Treasurer Dave Ellis was unable to attend; therefore this issue was tabled until his return.
Documentation Retention - Dave Ellis was unable to attend the meeting therefore this issue was tabled.
NEW BUSINESS
Traffic Light on Mason Road at Earl of Dunmore – A resident had requested a light be installed at Mason Road and Earl of Dunmore. The Board tabled this issue until the February meeting.
Cypress Creek Pest Control Mosquito Spraying – The Board reviewed the new contract for Cypress Creek Pest Control. The cost will be $65.00 per trip plus tax. A motion was made, seconded and unanimously agreed to accept the contract.
Resignation and Replacement of Board Member – Due to the illness of one of the Board Members this issue was tabled. There was no resignation received at the current time.
At this time the Board thanked the homeowner for attending the meeting and adjourned to executive session to hold a hearing and discuss deed restriction violations.
The hearing was held with a resident. The resident asked for a forty-five (45) day extension. The Board thanked them for coming. The Board unanimously agreed they would allow for the forty-five (45) day extension with the stipulation that an architectural application will be presented within thirty (30) days and upon approval work will begin immediately within the original forty (45) day period. PCMI was instructed to contact the association attorney and have the reply sent to this owner.
At this time the Board reviewed and architectural denial appeal from a resident. After reviewing the appeal, the Board unanimously denied the application. PCMI was instructed to send the denial to the resident.
A resident had sent in a request for a structure and had written the Board to ask that it be allowed to remain in place. The board unanimously denied the request. PCMI was instructed to send this resident a letter stating the structure must be removed.
Deed Restrictions were discussed at this time.
With no further business to come before the Board, the meeting was adjourned at 7:10 p.m. The next meeting will be February 16, 2010 at 5:30 p.m. at the community clubhouse.
