A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, June 19, 2012 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Walter Smith, Floyd Ball, Dave Ellis, Larry Crain and Don McClelland. Also in attendance were Officer Felchak and Dolores Sue representing Planned Community Management, Inc. (PCMI).
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The Board reviewed the minutes of the May 15, 2012 meeting. A motion to accept the minutes as written was made by Walter Smith, seconded by Dave Ellis and unanimously approved.
HOMEOWNER CONCERNS
There were three (3) homeowners present.
A resident asked if the church group mentioned in previous minutes was going to use the clubhouse. He stated that the original documents by which the Developer passed the clubhouse over to the Association precluded such use if the facility was used by non-residents. The Board explained that the church group’s use would be sponsored by a church member who is a resident. However, the church never contacted the Association to finalize any usage so at this point it is not an issue.
This resident also stated he was concerned that the lawns of some of the homes on Earl of Dunmore as well as others are not being maintained to community standards.
He also stated that the entrance at Earl of Dunmore between the restaurant and fence needs to be maintained. The Board explained that the property on the South side which has long grass belongs to MUD# 61 and not to the Association. The resident stated that he intends to address this issue at the next MUD# 61 board meeting. Floyd Ball will contact the County to enquire as to whether they would mow their easement along the edge of this entrance road as they do along Colonial Parkway.
PATROL SERVICE REPORT
Officer Felchak attended the meeting and addressed questions about the May report as Martin Spears was unable to attend the meeting. One homeowner asked for an explanation of the “traffic initiative” category. Officer Felchak was not clear as to exactly what is included so the Board will ask Martin Spears for a proper definition.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials. As of May 31, 2012 the money in the bank totaled $643,651.73. This 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.
Delinquency for the month ending May 31, 2012 totaled $34,698.12. The Board is aggressively pursuing all delinquent accounts which increases legal fees which are reflected in this total delinquency figure.
OLD BUSINESS
Pump Room Door Replacement - Martin Spears was unable to attend the meeting. However, Floyd Ball reported that the door will be painted in the near future.
Landscape/ Perimeter Fence Issues - The perimeter fence committee presented a report recommending that the Board inform residents that routine maintenance of the perimeter fence is suspended until Fall unless emergency repairs are needed.
The volunteer fence workers have completed the inspections of about 12,000 feet of the perimeter fence and some repair of over 10, 000 feet since this project began. There is still about 2,000 feet needing repair along Mason Creek and 1,400 feet to be inspected on the West side adjacent to the senior apartments and the Roots of Learning pre-school, some of which may need repair.
The following was approved:
1)
Ask for Volunteers again in the Fall (late September or early October).
2)Ask both those who have already been so good to help this past year and also ask for more volunteers from those able-bodied men living along the fence adjacent to Mason Creek and the West side along the Williams Pipeline R-O-W.
3)Again, ask those living by the fence to remove the vegetation (vines, trees, etc.) which are damaging the Association fence.
4)Apply herbicide as needed to kill vegetation damaging the fence where such vegetation has not been removed by the residents.
These points will be conveyed to the homeowners emphasizing the importance of removing the damaging vegetation and informing them of the Board’s intention to protect the integrity of the fence by applying insecticide on any that remain.
NEW BUSINESS
Clubhouse Parking - Enforcement - The Board has been made aware that occasionally there is a problem with people parking in the “no parking” zone of the street located in front of the clubhouse. This was particularly bad on the practice swim meet day and sometimes violations are occurring during practices. A resident stated that sometimes it does make it difficult to egress from his driveway and it is dangerous to children who sometimes run out between vehicles. A Board Member has spoken to the swim team officials and asked them to remind the swim team parents not to park in the no parking zone of the street.
Revisions to Architectural Guidelines - The Board discussed the fact that some residents have stained their fences even though this is not permitted by the Architectural Review Guidelines. There was agreement that maybe this restriction could be revised provided that safeguards are incorporated to ensure that staining meets acceptable standards. The Board unanimously agreed to accept such a recommended with the actual wording to be agreed between Walter
Smith, the Architectural Review Committee Chairperson, and Dave Ellis who will update the document.
Pool Water Clarity - Dave Ellis reported the pool water clarity has been a problem this year. It has been determined there is a water circulation issue caused by some missing and broken jets which, while not causing the problem, increases the time for corrective action to become effective. Dave Ellis presented a proposal from the Houston Recreation Management company to replace 3 missing returns and replace 4 additional return eyeballs at a cost of $406.58. A motion to accept the proposal was made by Dave Ellis, seconded by Larry Crain and unanimously approved.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:22 p.m. the Board adjourned to executive session to discuss Delinquencies, Deed restriction and an Architectural matter. The Board thanked the residents for coming to the open session
ADJOURNMENT OF EXECUTIVE SESSION
At this time the Board reconvened to open session to inform residents of decisions made during executive session. There were no homeowners present.
DECISIONS MADE DURING EXECUTIVE SESSION
Architectural Application - The Board approved a resident’s request to paint the brick on their home a dark gray color.
Association Attorney - Floyd Ball explained that there has been an issue with the new attorney firm in regard to communication and costs. Therefore he recommended sending all new accounts to Messock and Walton until issues with the new attorney can be resolved to the Board’s satisfaction. The Board unanimously agreed
Delinquency - There were three (3) accounts that have defaulted on their payment plan agreements. One of the accounts had to be sent a new Texas Property Code 209 letter and it was unanimously agreed to turn the two (2) accounts to the Association attorney and the third account when the Texas Property Code 209 letter expires. It was also agreed to write off a bad debt of $2,846.26 on one account balance where the home has been foreclosed on by the bank. The bank has now been invoiced for the amount it owes since the foreclosure.
Deed Restrictions – There were one hundred eighty six (186) violations noted in the month of June. The Board unanimously agreed to send two (2) accounts to the Association attorney for deed restrictions violations which have not been corrected. There was also some discussion of the need to be more aggressive in sending “Force Mow” letters to residents who disregard the earlier letters asking them to mow and edge their front yards.
With no further business the meeting was adjourned at 7:15 p.m. The next meeting will be held on July 17, 2012
