A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, July 20, 2004 at 4:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in Attendance were Dave Ellis, Alan Blair, Sue Dean Smith, Stefanie Falk, Richard Erbert, Don McClelland, and Jacque Harris. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI).
A quorum being established, the meeting was called to order at 4:10 p.m.
There were no homeowners present.
HEARING
The resident who requested a hearing about an architectural issue was unable to attend the meeting. The Board held the hearing and instructed PCMI on how to handle the issue.
The Board reviewed the June 15, 2004 minutes. A motion was made, seconded and unanimously approved to accept the minutes as written.
SECURITY REPORT
The security coordinator, Jacque Harris, presented the constables' Security report.
This being Jacque Harris' last meeting it was unanimously agreed that Stefanie Falk will take over the duty of liaison with the constables.
Mrs. Harris reported that she had received a response from Precinct 3, Steve Raddack's office in regard to installing a three-way stop sign at Bucktrout and Christopher Wren. The County advised this intersection did not meet the necessary criteria to have stop signs installed and that stop signs are not installed to slow speeders down. It was agreed that after school starts the Association will again request installation of a stop sign at this intersection.
FINANCIAL AND DELINQUENCIES
The Board reviewed the financials for the month of June, 2004. The total delinquency was $26,074.91 and the money in the bank was $330,322.57. This includes checking and money market accounts and is the money to cover both operating expenses for the year 2004 and the necessary reserve to fund maintenance and replacement of the Associations' capital assets.
OLD BUSINESS
Pool Renovations - Mr. Blair reported that the company is waiting on the result from the laboratory on the Deco Seal to see if there was a defect in the material.
Electrical Rebate Update - PCMI stated that the Comptrollers Office has been in contact with them and they mailed a check but made the check payable to the wrong subdivision so the comptroller's office stated they will investigate why and have a new check to us in the next fifteen (15) days.
Tree Trimming on Colonial Parkway - It was agreed that Mr. Erbert will contact two companies and obtain a price for trimming the trees on Colonial Parkway.
Reserve Study Update - The Board had two meetings to update the reserve study. The findings were that the Association needs to start funding the reserve account. Mr. Ellis stated that a strategy of how to fund the reserve fund should be discussed. It is important to fund the reserve and to keep costs down. This will be reviewed at the budget meeting.
Clubhouse Drainage - The Board approved the contract for Superior Lawn Care to add the additional drainage at the clubhouse. Due to the rains last month, the contractor is running behind schedule. This work should be done in the next five (5) weeks.
Officers Responsibilities - The Board reviewed the officers' positions and duties as well as committee chairs. With Mrs. Harris leaving her positions as constable liaison, flag and landscape person, it was decided that Stefanie Falk will be the constable liaison, Sue Dean Smith will be the flag and landscape person.
Advantage Electric - Mr. Blair reported that he has spoken to Advantage Electric and they have agreed to enter into a cost plus contract with the association. Mr. Blair will handle the contract.
NEW BUSINESS
Keys - Mr. Ellis had prepared a spreadsheet for the keys of the Association. He is continuing to verify who has what keys and will report back to the Board. It was decided that the four locks on the breaker boxes at the entrances to the subdivision will be changed and Mr. Ellis will hold the extra keys.
Doors to Pump Room - Mr. Blair reported that he has obtained one quote which includes turning the area where the coke machine was previously located into a closet. The price came in at $1,550.00 if the old doors can be used.
EXECUTIVE SESSION
Deed Restrictions - The Board reviewed the deed restrictions violation list and instructed PCMI on same.
Detailed Delinquency Report - The Board reviewed the delinquency report provided by PCMI. The Board also provided PCMI a listing of owners to have trash collection suspended due to outstanding maintenance fee balances.
CLOSURE
With no further business to come before the meeting, the meeting was adjourned at 7:30 p.m.
