A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 20, 2007 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Patrick Sammon, Richard Erbert, Dave Ellis, Lance Gordon, Don McClelland, Sue Dean Smith, and Linda Moore. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:40 p.m.
HOMEOWNER ATTENDANCE
There was one homeowner present. The homeowner present was Mr. Kaestner, representing the swim team. He explained that signs will continue to be posted the night before a swim meet so that residents are aware of the activity. Everyone looks forward to a great swim season.
MINUTES
The Board reviewed the minutes of the February 20, 2007 meeting. A motion to accept the minutes as written was made, seconded and unanimously approved.
Preparation for Insurance Renewal – The Board had invited Mark Conner from HRH Insurance to attend the meeting to discuss various insurance questions. He was unable to attend but volunteered to come to the May board meeting. The board agreed to have him attend the May Board Meeting.
CONSTABLE REPORT
The security coordinator presented the report. Constable DeMouy also attended this portion of the meeting.
FINANCIAL /DELINQUENCY SUMMARY
The Board reviewed the financial statement as of February 28, 2007. The money in the bank was $553,860.48. 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.
As of February 28, 2007 delinquencies totaled $71,442.49
The treasurer requested PCMI to move all but $3,000.00 out of Sterling every week.
OLD BUSINESS
Tennis Court Updates – Mr. Gordon reported that the power washing has not be done due to the weather and spring break but will be done in the near future. He found benches that are quality benches that have a ten (10) year warranty on them and run $150.00 each plus tax. A motion was made, seconded and passed to obtain two benches for the tennis court at a cost of $150.00 each plus tax and delivery. He is obtaining prices for the ball holders. Also, he is currently working on obtaining proposals for the resurfacing of the two (2) older courts.
Restroom Cleaning - Mrs. Moore purchased toilet paper and paper towels for the restroom. It was discussed that the ladies restroom really needs to be painted.
Perimeter Fence Inspection – Mr. Gordon inspected the perimeter fence, he repaired all pickets that he could and he will purchase more pickets to complete the repairs. He reported that some resident’s plants, trees, and pets are causing damage to the association fence. It was agreed he will obtain the addresses and PCMI was instructed to send letters to those residents advising them of the problem.
2006 Audit Draft – Mr. Ellis reported that he had furnished questions to the auditor and they had been answered. Mr. Ellis is satisfied with the audit. He did recommend removing the fixed assets as they have been completely depreciated at this time. A motion was made, seconded and unanimously agreed to accept the 2006 audit with changes.
NEW BUSINESS
Changing of Clubhouse Rental Person - Mrs. Moore has taken on the responsibility of performing the clubhouse rental.
Annual Meeting Notice - The Board reviewed the annual meeting notice draft. Two positions are expiring. There is one (1) incumbent seeking reelection, Mrs. Linda Moore. A motion was made, seconded and unanimously agreed to have the annual meeting notice be mailed.
Pool Tag Memo – The Board reviewed the pool tag memo to be mailed with the annual meeting notice. A motion was made, seconded and unanimously agreed to have the memo mailed with the annual meeting notice. Pool Tag distribution will be done April 14 and April 22, 2007.
Mosquito Spraying – The Board reviewed the new mosquito contract. The amount continued to be the same as last year $54.00 per visit. A motion was made, seconded and unanimously agreed to accept the contract.
At this time the Board thanked the homeowner for attending and adjourned to executive session to discuss deed restriction violations and delinquencies and instructed PCMI on all matters.
NEXT MEETING
The next meeting will be the annual meeting April 17, 2007 at 7:00 p.m. at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 8:00 p.m.
