A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, June 15, 2010 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Linda Moore, Martin Spears, Walter Smith, Floyd Ball, Dave Ellis, Lance Gordon and Don McClelland. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:36 p.m
MINUTES
The Board reviewed the minutes of the May 18, 2010 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
HOMEOWNER CONCERNS
There were four (4) homeowners present. Residents were concerned about the variety of signs that residents are displaying in their yards in violation of our deed restrictions. Examples are prayer signs, God Bless America signs, Pirate Flags, a tree made out of bottles and the like. The issue of prayer and other religious signs has been discussed recently by the Board as was the issue of temporary political signs during the MUD elections. All Federal, State and Local Laws supersede deed restrictions so there are freedom of speech issues involved here. The Board agreed to ask PCMI to contact the Association attorney and get a legal opinion.
Residents also asked if individual homeowners had to obtain approval for the landscapers that they are using to perform their lawn maintenance. The Board explained that there is no such restriction and every homeowner can use the landscaper of their choice. The concern of the residents is that some of the landscaping companies are leaving bags at the curb or driveway for days rather than picking them up or placing them out of view as is required by the deed restrictions. The Board agreed to place another article in the newsletter reminding residents that it is their responsibility to ensure that yard waste is only put at the curb on the morning on which it will be picked up by the trash company. There is already an article to this effect on the Notices page of our web site.
The residents also asked if the Board could be more pro-active in improving the appearance of our subdivision on issues such as rules for signs discussed above and maybe establishing rules as to what days garage sales would be allowed to avoid the daily proliferation of garage sale signs that we have at the moment.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report as of May 31, 2010
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of May 31, 2010. The money in the bank totaled $563,430.48. 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. Dave Ellis reported that CD interest on our accounts with ICON bank had caused the total on deposit to temporarily exceed the $250,000.00 Federal Insurance limit. He had thus visited the bank removed the excess funds in the form of check which was presented to PCMI to place in Association’s reserve account at Southwest Securities.
As of April 31, 2010 delinquencies totaled $ 44, 876.23
OLD BUSINESS
Playground Equipment Upgrade - The new subcommittee reported they had met Sunday, June 13, 2010. They are in the processing of revalidating quotes and hope to have a report and recommendation by the July meeting.
Pool Notice Board - Martin Spears reported he has obtained two quotes on the sign for pool rules. One that includes UV protection on the words which will protect them from fading came in at $306.90 and one which does not include this protection came in at $370.94. On this second bid the UV protection could be added for an additional $75.00. There was some discussion of the revised wording required. The main issue is the revision of the minimum age at which a child can attend the pool unaccompanied by an adult. This will change from ten (10) years old to eleven (11) years old with a demonstrated ability to swim a length of the pool. Some other wording changes will also be made. Lance Gordon will forward to Martin the wording on similar signs at other pools that have been given to him by PCMI. Martin will then draft the revised wording and agree it with Lance. The Board unanimously approved Martin purchasing a new sign for a cost not to exceed $310.00.
Alternative Security Patrol - The committee is schedule to meet on June 28, 2010 to discuss various ideas. They will also be discussing forming a neighborhood watch committee.
Record Retention Update - This committee has not met as of the date of this meeting. They are going to schedule a day in July when PCMI is on the property for inspections if possible.
Report on Earl of Dunmore Traffic Light Application - It was reported that Commissioner Steve Raddack’s office was contacted directly following the May 18, 2010 meeting concerning installing a traffic light at Mason and Earl of Dunmore. The Assistant Manager of Engineering stated that Academy had already requested a traffic light by the road they come out of after work and therefore a study was on-going. The Assistant Manager was contacted again Friday, June 11, 2010. At that time there was no answer in regards to the traffic light installation. PCMI will continue to progress this issue.
Community Events - Martin Spears reported various ideas have been discussed but nothing definite to report at this time.
Signs for Board Meetings - Floyd Ball presented proposals for signs to announce the Board Meetings in the hope that displaying such signs at the subdivision entrances and at the clubhouse will encourage more residents to attend. Prices received ranged from $186.74 to $324.75. A motion was made, seconded and passed to obtain the signs for $186.74.
NEW BUSINESS
Possible Use of Clubhouse for MUD Board Meetings - The Board discussed allowing both MUDs#61 and 62 to use the clubhouse for their Board Meetings at no cost if the MUDs wished to do so. This would make it easier for residents to attend and participate in these meetings. A motion was made, seconded and unanimously approved to offer the clubhouse to both MUDs. The clubhouse schedule will be checked and dates available will be given to both MUDs for their consideration.
Response to Call for Volunteers and Discussion of Volunteer Opportunities - There was a gratifying response to the call for volunteers with seventeen (17) residents offering their services for various community issues. The Board reviewed the names of residents who have volunteered and hopes to be able to utilize them all in due course. Every Board member has the list and will call them to serve when needed.
Dead Tree Removal/ Tree Trimming in Common Areas - The Board discussed the need to remove a dead tree and some trees need trimming. Martin Spears will obtain quotes to present at the July meeting.
Insurance Statement of Values - The Board unanimously agreed to the Statement of Values presented by Willis Insurance. This schedule defines the value of the Association’s coverage on the various capital assets and is the basis for the renewed insurance policy approved at the May meeting.
Various Items needing repair/replacement at common area - Martin Spears will prepare a list and obtain quotes for various items that need repair. The list will be reviewed at the July meeting and decisions made as to which items can be handled this year, the balance to be considered at the September meeting for possible inclusion in the 2011 budget,
Letter from Concerned Resident - The Board reviewed an unsigned letter and photographs of a car in the street that the tag has expired. The Board and the Constable are aware of this issue and will be addressing it in the near future.
ADJOURNMENT TO EXECUTIVE SESSION
At this time the Board thanked the residents for attending and adjourned to executive session to discus deed restriction violations and collections.
Delinquencies
The Board reviewed the delinquency report. PCMI was instructed to send to the Association attorney a list of everyone who owes for 2010 and is not on a payment plan.
Deed Restriction Violations
Deed Restrictions were discussed at this time and the disposition of same. There were one hundred twenty three (123) violations noted on the June inspection report.
With no further business to come before the Board, the meeting was adjourned at 8:22 pm. The next meeting will be July 20, 2010 at 5:30 p.m. at the community clubhouse.
