A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, June 15, 2004 at 4:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
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ATTENDANCE
Directors in Attendance were Sue Dean Smith, Alan Blair, Stefanie Falk, Richard Erbert, Don McClelland, and Dave Ellis. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI).
A quorum being established, the meeting was called to order at 4:05 p.m.
There were two homeowners present.
HOMEOWNER CONCERNS
The two residents present were concerned about various issues at the pool including, cleanliness in bathrooms, trash not being picked up, urinal not flushing properly, nail holes in sheet rock from where old partitions were located, hand dryer in women's restroom not working, lifeguards closing pool and not communicating to residents the reason, and the need to update or replace tables, chairs and umbrellas. They also felt it would be nice if lifeguards would set the furniture out prior to opening to make it more appealing and convenient.
The Board agreed to schedule a meeting at the pool and review all needed items.
MINUTES
The Board reviewed the May 18, 2004 minutes. A motion was made, seconded and unanimously agreed to accept the minutes as written.
SECURITY REPORT
The security coordinator was out of town but she had given the security report prior to her leaving.
FINANCIAL AND DELINQUENCIES
The Board reviewed the financials for the month of May, 2004. The total delinquency was $25,072.26 and the money in the bank was $377,342.08. 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 pool will be closed July 6, 7, 8 and possibly the 9th for the replacement of the deco seal. There was a defect in the material and it will be replaced.
Sheetrock Repairs - Mr. Blair reported the contract has been let and work will begin in the near future.
Electrical Rebate - Update PCMI stated that the Comptrollers Office has been in contact with them and they are waiting for information from Center Point in order to process the request.
Reserve Study Update - There was an additional meeting of the Board to continue working on the reserve study. Mr. Ellis is going to update his spread sheets.
Clubhouse Drainage - The Board reviewed proposals for adding drainage at the recreational center. After due discussion it was decided to accept the proposal from Superior Lawn Care for a total cost of $2,255.00 plus tax.
2004 Audit - The Board discussed the 2004 draft audit. After due discussion a motion was made and seconded, with a vote of 4 to 1 the vote carried to accept the audit.
NEW BUSINESS
Tree Trimming on Colonial Parkway - The Board discussed the need for trimming the trees near the perimeter fence. It was decided that the Board will review the costs and deferred any further discussion.
Garage Doors to Match Homes - It was brought to the attention of a Board Member that garage doors should match the color of the home. It was decided to make notes of all garage doors that do not match on the next inspection.
Minutes and Posting - The Board discussed the posting of minutes prior to the entire Board reviewing and approving them. It was decided with a vote of 4 to 1 that the minutes will be reviewed and approved prior to posting.
Board Expenditures - The board discussed that any Board Member could spend up to $250.00 without prior approval of the other Board Members in cases of emergency.
Advantage Electric - The Board unanimously agreed to contact Advantage Electric and propose a cost plus arrangement with the association for electrical repair/maintenance within the community. It was noted that Advantage Electric knows the association electrical work and has given good quality service at good prices.
EXECUTIVE SESSION
Attorney Action Items - The Board reviewed the status report from the association attorney and instructed PCMI on same.
Detailed Delinquency Report - The Board reviewed the delinquency report provided by PCMI.
Deed Restrictions - The Board reviewed the deed restrictions violation list and instructed PCMI on same.
With no further business to come before the meeting, the meeting was adjourned at 7:30 p.m.
