A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Wednesday, June 18, 2008 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Don McClelland, Dave Ellis, Margaret Heichel, Brian Boggs, Lance Gordon and Cliff Johnson. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:35 p.m. by Lance Gordon, President.
MINUTES
The Board reviewed the minutes of the May 20, 2008 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
CONSTABLE REPORT
The security liaison was unable to make the meeting but had made copies of the current report for the Board to review.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of May 31, 2 008. The money in the bank totaled $558,008.16.This includes checking, money market 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.
Mr. Ellis recommended the $50,000.00 CD that expires in July, 2008 be rolled into a new CD. A motion was made, seconded and unanimously agreed to open a new CD with the $50,000.00.
As of May 31, 2008 delinquencies totaled $32,412.05.
HOMEOWNER CONCERNS
There were two homeowners present.
One homeowner inquired if there are specific rules regarding responsibility for fences that separate adjacent properties. He was told that no such rules exist, and homeowners usually come to an agreement between themselves as to how the cost will be shared. He also inquired about installing a carport.
Another homeowner explained that he spends a lot of time at the pool and has noticed that it is being used by more residents this year. This being the case, the present pool furniture is barely adequate. He would appreciate having the broken chair straps repaired and would like to see more table and chairs added. The board agreed to discuss this issue later on in the meeting.
OLD BUSINESS
Tennis Court Resurfacing - Mr. Gordon stated that he will have proposals for review prior to the September budget meeting.
Pool Issues - Mr. Gordon informed the Board that he has purchased a mop, cleaning buckets and some other supplies for the lifeguards to clean the restrooms.
Also, he reported the diving board needs some repair work and it will be completed by next week.
Pool pump room Exhaust Fan - Mr. Ellis reported the exhaust fan in the pool pump room is not functioning because it needs a new thermostat. He will purchase one and install it.
Car Stops at the Recreation Center – The Board discussed the car stops that need repair. Mr. Boggs and Mr. Gordon will be making those repairs during July.
Pool Tag Report – Mr. Ellis reported that fifty five (55) owners who missed the registration days for pool tags have contacted him. After due discussion a motion was made, seconded and unanimously agreed for the pool season 2009 anyone requesting tags after the registration days WILL be charged $10.00, no exceptions. It is hoped that this will act as an incentive for residents to collect their tags at one of the two sessions specifically set up for this purpose.
Plant Bed Improvements At Recreation Center – The Board reviewed a proposal from the current landscape contractor to install thirteen (13) – 3 gallon dwarf yaupons to complete the plant bed near the clubhouse at a cost of $462.23. A motion was made, seconded and unanimously approved to accept he proposal. PCMI was instructed to contact IMS and make sure they understand this must be done on a Monday when the pool is closed.
THANK YOU – The Board expressed a big thank you to Mark Mulberry for taking his own time and paint to paint the entrance signs at Colonial Parkway. The Board appreciates the help.
NEW BUSINESS
Grass Maintenance Along Mason Creek Side of Fence - Mr. Gordon reported that the land has now been mowed by the County.
CUL-DE-SAC – Mr. Boggs requested the landscaper raise the mowers at the landscaping on the end of the cul-de-sacs.
Trash Renewal - The Board discussed that effective July 1, per the contract, the price will increase by the amount of the Garbage industry CPI. This is expected to be a little less than the 5% maximum allowed by the contract.
Tennis Court Lock - Mr. Ellis reported that the lock has been broken at the tennis courts twice in the past three (3) days. On both occasions mulch was found to be in the lock.
The Board discussed the possibility of needing a surveillance camera so that the perpetrators can be identified and prosecuted.
Pool Furniture – The Board unanimously agreed to purchase two new plastic benches with tables attached. These will be located under the cabana allowing the tables that are now in that location, and which can hold the shade umbrellas, to be relocated to the pool deck. Mr. Gordon will purchase them as soon as possible.
At this time the Board adjourned to executive session to discuss delinquencies and deed restrictions.
With no further business to come before the Board, the meeting was adjourned at 7:40 p.m.
