A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, July 19, 2005 at 4:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449..
ATTENDANCE
Directors in Attendance were Alan Blair, Sue Dean Smith, Dave Ellis, Linda Moore, Richard Erbert, Don McClelland and Lance Gordon. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI)
A quorum being established, the meeting was called to order at 4:00 p.m.
HEARING
The first item on the agenda was a hearing with a homeowner. As the homeowner was not present the Board continued with the agenda items.
HOMEOWNER CONCERNS
There were no homeowners present.
MINUTES
The Board reviewed the minutes of the June 21, 2005 and June 29, 2005 meeting. A motion to accept the minutes as written was made, seconded and unanimously approved.
CONSTABLE REPORT
The security coordinator presented the report.
FINANCIAL/DELINQUENCY
The Board reviewed the financials for the month of June, 2005. The money in the bank was $362,893.01. This includes checking and money market accounts and is the money to cover both operating expenses and the necessary reserve to fund maintenance and replacement of the Association’s capital assets.
Delinquency - Delinquency as of June 30, 2005 was $26,727.74.
OLD BUSINESS
Key Audit update – Mr. Ellis explained that most holders of keys have signed the audit forms. Those who have not yet returned them will be contacted and ask to do so.
Reserve Study Update – Mr. Ellis presented an updated reserve report to the Board of Directors. After due discussion this was unanimously approved.
HEARING
At this time the homeowner appeared for her hearing. This homeowner explained to the Board that she was trying to maintain the property and thoroughly explained their situation. The Board thanked this resident for coming and explained that someone would get back in touch with her.
Pool Mechanical Update - Mr. Blair reported that Miller Aquatics has replaced the Vacuum Release Device but it is continuing to trip. The technician believes that the reason is due to air getting into the system. His view is that a worn impeller is causing this and recommends that it be replaced at a cost $1,200.00 plus tax. The Board unanimously decided to table this issue until a representative or the Vac alert system can visit the property and confirm this diagnosis.
Progress Report on Clubhouse Repairs - The new stairs have been installed to the attic. Also the painting of the light poles that was approved has now been completed. While this painting was in progress, it was noticed that one of the poles requires a repair. In addition, some concrete repair work is required to two areas of the car park. Mr. Ellis took two proposals and McKenna Construction came in at the lowest price for both projects at a total cost of $735.00 plus tax. A motion was made, seconded and unanimously agreed to accept this bid and place a contract for this work with McKenna Construction.
Perimeter Fence Inspection – Mr. Gordon was going to perform the perimeter fence inspection the evening of the meeting, July 19, 2005.
Architectural Application - The Board discussed the process for PCMI forwarding the applications to the Architectural Committee. It was agreed that PCMI will continue the present practice of screening the applications and responding to the applicant requesting further information in cases where the required content has not been supplied. If the applicant does not respond within the required time, PCMI will deny the application and send a copy of this denial letter to the Architectural Chairperson for information.
Further, Mr. McClelland, the current Architectural Chairperson, distributed copies of the the current ARC application form to the Board soliciting any suggestions as to how it could be improved to reduce the instances in which homeowners overlook information that should be provided with their application.
NEW BUSINESS
Check Signing Procedures – Mr. Erbert has investigated various ways to minimize the delays in having invoices paid on a timely basis and eliminating the time incurred by having checks sent to him for signature via the mail. He had spoke to PCMI and suggested that we give them approval to sign checks for standard contract items that occur every month. These would include Constable, Landscaping, Pool Contract and all utilities. The Board unanimously resolved the following:
RESOLVED, that the managing agent, Planned Community Management, Inc. has the authority to sign all utility payments, landscape contract, constable services, pool contract.
RESOLVED, Planned Community Management, Inc. check will be signed by the Board President and Treasurer.
Management Contract – The board discussed the renewal of the management contract. Recognizing that PCMI has not increased in five years it was unanimously agreed and approved to increase the monthly rate from $2250.00 per month to $2350.00 per month.
Miscellaneous Repairs – Mr. Blair stated he has found an individual who can paint the inside of the clubhouse and do some miscellaneous repairs. He would like the authority to spend up to $700.00 for this work. A motion was made, seconded and unanimously approved that Mr. Blair will contract with the individual to do painting and miscellaneous repairs for a price not to exceed $700.00.
Executive session – At this time the Board discussed disposition of deed restriction violations, delinquencies and the instruction on the hearing.
With no further business to come before the Board, the meeting was adjourned at 6:30 p.m.
