A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 15, 2013 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Larry Crain, Floyd Ball, Dave Ellis, and Don McClelland. Also, in attendance were Officer Paul Wilburn and Dolores Sue representing Planned Community Management, Inc. (PCMI).
With a quorum being established, the meeting was called to order at 5:35 p.m.
MINUTES
The Board reviewed the minutes of the November 20, 2013 meeting. A motion to accept the minutes as written was made by Dave Ellis, seconded by Larry Crain and unanimously approved.
HOMEOWNER CONCERNS
There were three (3) homeowners present.
One resident thanked the Board of Directors for all their hard work and stated that it was a pleasure to live in the community. He also thanked the Board for allowing him to use the clubhouse to give a “Medicare Made Simple” seminar last Fall.
This resident, noting a later agenda item on the possible restriction of alcohol consumption in and around the tennis courts, mentioned that a lot of trash such as water bottles, old tennis balls and items of that nature are being discarded on the tennis courts in addition to beer cans. He also addressed the consumption of beer in our parking area. The Board agreed that we do have a number of residents who don’t remove their trash after playing on either the tennis or basketball courts, and that drinking beer in and around our recreation area is not conducive to the family-friendly atmosphere that we should be promoting.
Another resident supported these observations and said that he had noticed that the lid is missing from the trash can adjacent to the playground. He volunteered to donate a lid, for which the Board thanked him.
PATROL SERVICE REPORT
Officer Wilburn presented the patrol service report. At this time the Board thanked Officer Wilburn for attending and he left the meeting.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials. As of December 31, 2012, the money in the bank totaled $624,952.92. This includes checking, savings 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.
Dave Ellis made a motion to transfer $100,000.00 of the money in the operating account from New First Bank into our Capital One account where it will earn more interest until it is required later in the year. The motion was seconded by Larry Crain and unanimously approved.
Delinquency for the month ending December 31, 2012 totaled $10,300.77.
OLD BUSINESS
Perimeter Fence - Floyd Ball stated that the Perimeter Fence Committee worked on November 30, 2012 but canceled the December 1, 2012 work day as many of the volunteers had conflicting schedules. He presented a report of the fence work completed during 2012. With the help of some great volunteers, good progress was made in extending the life of the fence, hopefully allowing time for sufficient funds to be accumulated to replace major sections when this becomes necessary. During the year the volunteers did a complete replacement of missing and broken pickets around the entire perimeter fence line. Floyd mentioned that there are six (6) Residents who never signed easement agreements, one has only a point on the fence line, and one located on Colonial Parkway was offset with a fence owned by the Association and four (4) own their section of the perimeter fence. Floyd restated that our fence procedure allows for residents to enter into an agreement with the Board to repair the portion of the perimeter fence that borders on their property with the Association supplying the material when requested and approved. He reported that three residents (including him) have replaced the fence located on their property at their own expense thus essentially making a significant donation to the Association fence fund.
The Board thanked Larry Crain for chairing the perimeter fence committee and expressed its appreciation for all his hard work and dedication.
Floyd Ball made a motion to make a minor change to the perimeter fence specification to allow the use of either non-corrosive nails or the woodscrews as now specified. This change, which brings the specification into line with current practice, was seconded by Dave Ellis and unanimously approved.
Sheriff Contract - Pursuant to the approval of the new Sherriff Patrol Contract at the Board meeting held in November, the new contract was signed at the January 15, 2013 meeting.
Dishwasher Installation - The Board thanked Larry Crain for purchasing and installing the new dishwasher in the clubhouse.
NEW BUSINESS
Tennis Court Common Area Rules – Restriction on Alcohol - Dave Ellis made a motion to prohibit alcohol consumption on all common areas in and around the clubhouse recreation facilities, with the exception of parties held in the clubhouse building which are governed by existing rules requiring two law enforcement officers to be in attendance when alcohol is being served. Don McClelland seconded the motion which was unanimously passed.
The Board discussed the complaints heard earlier in the meeting about trash other than alcohol containers being left on the tennis courts and playground. The Board unanimously agreed to place another article in the newsletter and on the web site asking residents to please remove all trash prior to leaving the common areas.
Tennis Court Lights - One of the tennis league sponsors had reported to Board Members that the lighting on one of the tennis courts has deteriorated. Dave Ellis and Floyd Ball will perform some lamp replacement and any required ballast repairs in the near future.
Mosquito Fogging - The Board reviewed proposals for the 2013 mosquito fogging from both the current contractor, Cypress Creek Pest Control, and an alternative pest control company. As the price difference was only $2.00 per trip, Dave Ellis made a motion that the Association renew the contract with Cypress Creek for 2013 at a cost of $67.00 plus tax per trip. The motion was seconded by Don McClelland and unanimously approved. Fogging will begin April 1, 2013 and end October 30, 2013.
Directory Update - Dave Ellis reported that the on-line directory went live today, January 15, 2013. In response to the request that was included with the 2013 invoices sent to all residents, thirty five (35) paper updates and twenty one (21) on-line updates were received. These changes have been incorporated into both the on-line version and the database from which the next hard-copy will be printed in 2014 if the Board decides that a reprint is justified. During 2013 Dave will continue to email monthly updates to the February 2011 printed version to allow residents to keep their copies current.
Light at Gatwick Entry - Dave Ellis reported the light at the Gatwick entrance has failed and the part that would be required to repair it is now obsolete. He presented a proposal from Westpoint Electric to provide a replacement fitting for a cost of $421.00 plus tax. A motion to accept the proposal from Westpoint was made by Dave Ellis, seconded by Don McClelland and unanimously approved.
Larry Crain informed the Board that the entrance light at the Bruton Park entrance is out also. A motion was made, by Dave Ellis, seconded by Don McClelland and unanimously approved that if the light needs replacing to allow Westpoint to replace it at a price not to exceed the $421.00 price of the Gatwick replacement.
Clubhouse Broken Windows - Dave Ellis reported there were two (2) broken panes of glass in the clubhouse. He has replaced the one on the ground floor; however, to replace the one in the upstairs dormer window would require him climbing on the roof. He has obtained a price from The Glass Store, the company from which he purchased the glass, to install it for a price of $115.00. He made a motion to accept this bid and have the company perform the installation. Larry Crain seconded the motion which was unanimously approved.
Swim Team - Dave Ellis reported that he has received an e-mail from the swim team requesting that the swim team registration and pool tag distribution dates be March 23, 2013 and April 7, 2013. A motion to accept these dates was made by Dave Ellis, seconded by Larry and unanimously approved.
ADJOURNMENT TO EXECUTIVE SESSION
At 7:00 p.m. the Board adjourned to executive session to discuss delinquencies and deed restriction matters.
DECISIONS MADE DURING EXECUTIVE SESSION
Delinquency - No new accounts will be turned over to the Association attorney for collection this month. As of this date four Hundred Nineteen (419) residents have paid in full for 2013. The Board will send an email to residents who have registered their emails with the Association reminding them that payment is due and encouraging them to pay in full or request a payment plan so as not to become delinquent and have to be assessed legal fees.
Deed Restrictions - There were one hundred thirty (130) violations noted in the month of January. The Board unanimously agreed to continue to send reminders to one resident for minor violations, also there was a request to store a car for six to eight (6 to 8) months. The Board instructed PCMI to inform residents per the governing documents this will not be allowed.
With no further business the meeting was adjourned at 7:15 p.m. The next meeting will be February 19, 2013.
