A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, June 16, 2015 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449
ATTENDANCE
Board Members present were Walter Smith, Gail Owen, Floyd Ball, Michael Wood and Dave Ellis. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI) and Officer Felchak.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The minutes of the May 19, 2015 Board Meeting were reviewed. A motion to accept the minutes as written was made by Walter Smith, seconded by Dave Ellis and unanimously approved.
HOMEOWNER CONCERNS
There was one homeowner, Loretta Evans, present. She expressed appreciation for the support received from Municipal Operations & Consulting (Mud 61 & 62 Water Operations) which donated $150.00 for flags for the Memorial Day party. The Board agreed that this was extremely generous and a thank you card will be sent on behalf of the subdivision.
PATROL SERVICE REPORT
The Board reviewed the patrol service report. There were no major issues or concerns reported.
FINANCIAL REVIEW
Dave Ellis presented the financials. As of May 31, 2015 the money in the bank totaled $855,285.00. 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, 2015 was $27,462.57; however as of June 12, 2015 it had gone down to $26,397.39.
OLD BUSINESS
Community Activities - Floyd Ball reported that the Parade and Splash Day was well received and expressed appreciation to the Swim Team and especially Dean and Kim Hicks. He also expressed appreciation of the veterans who attended the parade that preceded it. He went on to report that a very few people did a large amount of work. The question for maintaining a viable community events program is whether the subdivision can get enough volunteers to make these events successful. Those homeowners who did volunteer, Anitra Ondrush, Greg Mahannah, Sara Glover and Loretta and Bill Evans are greatly appreciated. The Swim Team lead by Dean Hicks provided the food concessions and really made the Splash day activities a huge success. The Sheriff’s department was also very helpful in leading the parade and managing traffic at the subdivision entrances.
Michael Wood stated that the community events program should probably focus on the three major events each year: National Night Out, The Veterans’ Appreciation Parade and Splash Day. He went on to say that the National Night Out requires the most planning and to be a success there will need to be 25 volunteers so that the work can be shared and not unduly burden any one individual.
In addition to these major events, if someone has a passion for additional functions these will generally be welcomed, but need to be planned, funded and executed by those sponsoring them.
At this time Walter Smith explained he cannot contribute effort to the National Night Out but would love to donate $300.00 to the community for this event. The Board thanked him for his generosity.
School SPARK Park - On June 9, the Association sponsored a community presentation at the clubhouse. This was given by Dr. Mitzner, the Winborn Elementary Principal and Mark Tiedt, who is responsible for KISD Operations and Maintenance. The purpose of the presentation was to inform our residents that the school has been selected as a recipient of a SPARK park on the school grounds, provided that sufficient local funding can be obtained to supplement funding that will be provided from special grants from other sources. At the meeting there were many questions raised and views expressed by the attendees. Dr Mitzner and Mr. Tiedt addressed these questions and invited residents to volunteer to sit on the committee that will be charged with implementing this program. The Association will host a follow-up meeting on August 11, 2015. All residents are invited to attend.
Perimeter Fence - The perimeter fence inspection will be scheduled in the near future.
NEW BUSINESS
2015 Audit - Dave Ellis made a motion to accept the 2014 audit that has been prepared by Elaine Coombs, CPA. The motion was seconded by Walter Smith and unanimously approved.
Insurance Renewal - Dave Ellis presented a chart with the renewal figures from Willis Insurance. The cost is up by $286.00 from last year. A motion to accept the renewed insurance for the period June 2015 to June 2016 was made by Dave Ellis, seconded by Walter Smith and unanimously approved.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:15 p.m. the meeting was adjourned to executive session
Decisions Made During Executive Session
The Board reviewed all delinquencies, including those accounts that have been sent to the Association Attorney for collection. There may be a couple more accounts that will need to be sent this month.
The Board reviewed all deed restriction matters and disposition of same.
ADJOURNMENT
With no further business the meeting was adjourned at 6:30 p.m.
The next meeting will be the July 21, 2015 starting at 5:30 p.m. at the clubhouse, 1602 Hoyt Lane.
