A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, July 19, 2016 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were: Floyd Ball, Dave Ellis, Martin Spears, Anitra Ondrush, and Walter Smith.
Also in attendance were Gloria C. Black and Tracie Andrade representing Planned Community Management, Inc. (PCMI), and Sherriff Officer Chad King.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
A motion to approve the minutes of the June 21, 2016 Board Meeting was made by Walter Smith, seconded by Mark Spears and unanimously approved.
HOMEOWNER CONCERNS
There were two homeowners and two guests present representing the Morton Ranch Young Life organization. As their issue of concern was an Old Business agenda item discussion was deferred until that portion of the meeting.
SHERRIFF PATROL REPORT
Martin Spears reported that overall the subdivision is doing well but did report there were complaints on the use of fireworks over the 4th of July weekend, especially late at night.
FINANCIAL REVIEW
Dave Ellis presented a detailed report on the June financials. As of June 30, 2016 the money in the bank totaled $599,256.51. This figure 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. The delinquency total as of June 30, 2016 was $38,738.06. This amount includes maintenance fees, accrued interest, the cost of force mows and legal fees.
OLD BUSINESS
Swim Team Request for Drilling Flag Support Holes in Pool Deck - Martin Spears did not have an update to report so the issue was tabled until the August board meeting.
Request for Reduced Rate for a Block Booking of Clubhouse Rooms - Mr. and Mrs. Martin who reside at 22427 Wetherburn approached the Board about renting the clubhouse for a non-profit organization they are involved with called Young Life. The organization is for Morton Ranch High School youth that meets 13 Mondays in the Fall and 13 Mondays in the Spring. The group currently consists of 30 youths but is expected to grow and the Martin’s can no longer comfortably accommodate the group in their home. After some discussion the Board unanimously agreed to offer the group a 20% discount reducing the big room rental fee to $40 per Monday based on each 13 week block booking. The contract will be with the Martin Family and the issue will be revisited as the group continues to grow. Young Life was asked to provide documentation of its non-profit status.
Other Old Business to come Before the Board
Dave Ellis sought the Board’s opinion as to whether proposals should be solicited prior to the September budget meeting for the repair of the clubhouse foundation problem discussed last month. After some discussion Walter Smith made a motion that Dave and any other directors available meet with contractors to define the scope of work required and request proposals for the necessary repairs. The motion was seconded by Martin Spears and unanimously approved. It was agreed that whatever repairs are required will be funded from the Reserve account.
NEW BUSINESS
Decisions Taken by Email Vote Since the Last Meeting - The Board approved a proposal from Texas Lawn Care to install an additional 20 cubic yards of Kiddie Cushion mulch at the playground for a price of $1,544.40. This work was completed during the second week of July.
Status Report on New Trash Service - Floyd reported a rough ending to the contract with WCA. During its last visit to the community on June 30th it picked up (some of) its green recycle bins but also picked up and destroyed some of the privately owned bins of several residents throughout the community. WCA is replacing the bins that were reported as having being taken, but some residents who had purchased larger bins are upset at receiving 48 gallon sized replacements. Ms. Black will send an email to those who have contacted her to query their satisfaction with the new bins that have been delivered. The Board will not release the final payment to WCA until all reported issues are resolved.
National Night Out - National Night Out will be held October 4, 2016. Anitra Ondrush reported that she has made contact with Simon Van Dyke who is with the Emergency Management Services at station 48. He will coordinate Fire, Police and Emergency Management Services attendance at the event. Ms. Black will register the community with Harris County Sherriff’s office which may possibly provide the community with a banner advertising the event.
Refurbishing of Pool Furniture - Dave Ellis presented a bid from Patio Accents for the re-strapping of the pool chaise lounges for a price of $2,189.90. Martin Spears made a motion that this bid be accepted. The motion was seconded by Anitra Ondrush and was unanimously approved. This refurbishing will be done following the October 4 National Night Out.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 6:37 P.M.
Delinquencies
There are approximately 20 accounts ready to be sent to the attorney. The Board has received a good response by suspending trash service to those with delinquent accounts. The accounts of all residents who have not either paid in full or entered into payment plans will soon be sent to the attorney for collection.
Deed Restriction Violations
Ms. Black confirmed that as of next month the inspections will be conducted as per the previous schedule and copies of the report will be included with the monthly Managers’ Report and emailed to the Board members.
ADJOURNMENT
The next Board meeting will be held on August 16, 2016 at 5:30 p.m. at the Williamsburg Settlement Clubhouse, 1602 Hoyt, Katy, Texas 77449. With no further business to come before the Board, the meeting was adjourned at 6:56 P.M.
