A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 15, 2005 at 4:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in Attendance were Sue Dean Smith, Linda Moore, Dave Ellis, Alan Blair, Richard Erbert and Stefanie Falk. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI).
A quorum being established, the meeting was called to order at 4:00 p.m.
HOMEOWNER CONCERNS
A resident wanted to voice his concern about the letters he received for storing trash cans in view.
Residents from the four Ladies Tennis Leagues were also in attendance. They wanted to discuss various issues regarding the tennis courts. The issues raised included the need for power washing the courts to make them less slippery when wet, for repairs to parts of the surface, for a replacement net on the backcourt and the lack of benches. They suggested that a fee be charged for the tennis leagues to offset the cost of maintenance and repairs. Further, they wanted to express their concern that they post their names when they are using the courts but one resident is not posting and it has caused a problem. This failure is causing them scheduling problems. They would also like the landscapers during their regular visits to come inside the tennis court and blow the leaves and pollen. The Board agreed to look into the issues raised and thanked the members for volunteering to contribute to the upkeep of our tennis courts which are an asset to the community.
MINUTES
The Board reviewed the February 15, 2005 minutes. A motion to accept the minutes as written was made, seconded and unanimously approved.
SECURITY REPORT
The security coordinator explained that the constable's report had not been received as of yet this month. This was a timing issue and she will submit it as soon as possible for posting on the web site and newsletter.
It was reported the gate at the trash area by the clubhouse had been broken. This incident was reported to the constable.
FINANCIAL/DELINQUENCY
The Board reviewed the financials for the month of February 28, 2005. The money in the bank was $452,959.54. This includes checking and money market accounts and is the money to cover both operating expenses and the necessary reserve to fund maintenance and replacement of the Association’s capital assets. It was explained that the final demand letters have been sent to delinquent homeowners.
OLD BUSINESS
Tennis Court Lights – Mr. Ellis reported that the Association received a proposal for $968.00 for the repairs of the tennis courts which were inadvertently damaged by the electrical company installing the new lights. The electrical company has agreed to pay one-half of the cost. The Board would like more proposals. Mr. Erbert will obtain one proposal and PCMI was instructed to obtain another.
Annual Meeting – The Board reviewed the draft notice of the annual meeting. A motion to accept the notice as presented was made, seconded and unanimously approved.
By-Law Amendment Update – PCMI reported the Association attorney has received the signed amendment from the Board and it has been delivered to the county for filing and should be filed and received within a week.
Pool Upgrade – The Board held an emergency meeting on March 7, 2005 to discuss the mandated improvements to bring the Association pool into compliance with the new state laws. At that meeting a revised proposal from Miller Aquatics, our pool company, was reviewed and the bid was accepted for a cost of $3,892.46.
Washing the Wrought Iron Fence at Pool – Mr. Erbert presented a proposal from Amerihome Services to pressure wash the entire wrought iron fence around the recreational facilities for $385.00 and a proposal to prime and paint it for $1,285.00. A motion to accept both proposals provided that the paint they are using is of good quality was made seconded and unanimously approved.
Painting of Light Poles at Recreation Center – Mr. Erbert will obtain a quote for painting of the light poles around the recreational center from Amerihome Services. Again the Board requested that Mr. Erbert ensure that the paint being proposed will be of acceptable quality.
Replace Broken Gate at Recreation Center - The Board discussed the need to repair the gate but also acknowledged that the wooden portion of the fence around the trash area also needs replacing. Mr. Erbert will obtain a quote from Amerihome Services for both these items.
NEW BUSINESS
Pool Hours Memo – The Board reviewed the draft of the pool hour memo. A motion was made to accept the pool memo with the change that the exact date school starts will be put in the memo instead of the general statement “(or when school begins)”. This motion was seconded and unanimously approved. This memo will be mailed with the annual meeting notice.
Swim Team Lifeguards - In order to bring the Association into compliance with the new Texas Department of Health regulations, to provide legal protection of the Association and for the safety of our children, the Board discussed the need for having lifeguards at all swim team practices and swim meets. The new regulations require that these lifeguards must be certified in CPR, First-Aid and have lifeguard certification. A motion was made to inform the swim team that for practices and meets there must now be at least two (2) lifeguards who are certified in First-Aid, CPR and have lifeguard certification. The motion was seconded and passed by a vote of 4 in favor and 1 against.
The Board then thanked the residents for attending and immediately retired to executive session to discuss deed restrictions violations and delinquencies.
Next Meeting Date – The next meeting will be the Annual Meeting to e held April 19, 2005 at 7:00 p.m.
CLOSURE
With no further business to come before the meeting, the meeting was adjourned at 6:15 p.m.
