A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, June 20, 2006, 2006 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Patrick Sammon, Sue Dean Smith, Don McClelland, Dave Ellis, Lance Gordon and Linda Moore. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue. One Director, Richard Erbert was absent.
A quorum being established, the meeting was called to order at 5:40 p.m.
ELECTION OF OFFICERS AND RESPONSIBILITIES
The Board unanimously agreed Sue Dean Smith will serve as President, Dave Ellis will serve as Vice President, Don McClelland will serve as Secretary, and Richard Erbert will serve as Treasurer.
Don McClelland will chair the Architectural committee and Patrick Sammon will assist Don. Dave Ellis will continue to administer the web site, newsletter, taking care of keys, and electrical issues. Linda Moore will continue to handle the deed restrictions, and be the constable liaison and take care of yard of the month. Lance Gordon will be in charge of landscaping, clubhouse, pool and tennis court maintenance and the perimeter fence. On a temporary basis clubhouse rentals will be handled by Sue Dean Smith. (Note: subsequent to the meeting this responsibility was transferred back to Alan Blair).
DEED RESTRICTIONS
The Board reviewed the deed restriction violation list and disposition of same.
DELINQUENCIES
The Board reviewed each delinquent account and instructed PCMI on disposition of same.
HOMEOWNER CONCERNS
There were no homeowners present.
WASTE CORPORATION OF TEXAS
Matthew May of Waste Corporation of Texas attended the meeting. The waste contract ends June 30, 2007, but every June 30, 2006 per the contract they have the ability to increase the price for that year based on the current CPI for this type of service. Mr. May explained that with gas prices and landfill dumps getting more expensive they are forced to raise the rate by the maximum five percent (5%) allowed by the contract and in addition are petitioning for an additional point four percent (0.4%) to bring the increase to the five-point-four percent (5.4%) reflected in the controlling CPI. The contract does allow for such additional increases. The Board thanked him for attending the meeting.
The Board discussed the requested increase. After due discussion a motion was made, seconded and unanimously agreed to accept the increase making the monthly rate change from $16.05 to $16.92 per household to take effect on the July billing.
Mr. May did prepare the Board that next year rates will be raised due to the gas prices and land fill expense.
MINUTES
The Board reviewed the minutes of the March 21, 2006 and May 17, 2006 meetings. A motion to accept the minutes as amended was made, seconded and unanimously approved.
FINANCIAL/DELINQUENCY
The Board reviewed the financials for the month of May 31, 2006.
Delinquency as of May 31, 2006 was $25,977.09.
OLD BUSINESS
Insurance -The Board reviewed the new coverage for 2007.
Driveway Repairs - The deed restriction committee reported there are driveways in need of repair. The Board agreed that the committee should make a list of these driveways and present the list at the next Board Meeting.
Tennis Lessons - Due to time restraints this item was tabled.
Landscape Entrance - Lance Gordon reported the planting the landscape company did at no charge has been completed.
Fence Inspection - Mr. Gordon has just completed the inspection of the fence. There is a problem with residents allowing vines and tree limbs to grow over and through the association fence. Mr. Gordon will obtain the addresses and instruct PCMI to send letters to these residents.
Storage Shed Repair as reported in Annual Meeting - Due to time restraints this issue was deferred to a later date.
NEW BUSINESS
Basketball Court Lights - Dave Ellis has obtained a quote to have the basketball court lights repaired. The quote was $3,425.00. At this time because of budget constraints the Board decided to not have the lights repaired.
Improvement on Cul-de-sacs - Due to time restraints this issue will be discussed at next month’s meeting.
Annual Key Audit - Dave Ellis stated he does not need to do a key audit this year as he knows the location of each key.
Landscape Contract - The Board reviewed the new landscape contract with IMS Landscape Services. They increased the contract by three percent (3%) in lieu of the fuel surcharge that we have been paying in recent months. Their last increase was in 2003. After due discussion a motion was made, seconded and unanimously agreed to accept the contract for a cost of $28,103.90 per year based on 42 trips per year and 18 acreage mowing a year.
CONSTABLE REPORT
The security coordinator presented the report.
NEXT MEETING
The next meeting will be July 18, 2006 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 8:00pm.
