A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 18, 2008 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Patrick Sammon, Dave Ellis, Linda Moore, Don McClelland, Sue Dean Smith and Lance Gordon. 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 CONCERNS
There were no homeowners Present
MINUTES
The Board reviewed the minutes of the February 19, 2008 meeting. There was a motion made, seconded and unanimously agreed to accept the minutes as written.
CONSTABLE REPORT REVIEW
Linda Moore presented the constable report. Deputy Sloan attended this portion of the meeting.
FINANCIAL /DELINQUENCY SUMMARY
Dave Ellis, the treasurer, reviewed the financial statement as of February 29, 2008 with the directors. The money in the bank totaled $629,941.35 which 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.
As of February 29, 2008, the delinquency total was $64,590.35, but as of March 12, it was down to $62,030.35.
OLD BUSINESS
Directories - Dave Ellis stated that the new directories have now been printed and are ready for distribution. The total cost for printing the directories was $963.43. With the revenue from the advertisements the net costs of the project was just $338.43. It was noted that one advertiser paid $75.00 too much for his ad, so PCMI was instructed to give a refund of this amount to that vendor. To distribute the directories, Sue Dean will subdivide the subdivision into sections and assign the responsibility for directory distribution within each section to a Board member. The directories will be distributed during the week beginning Monday, March 24.
Tennis Court Issues - Lance Gordon reported that he has reattached the wind screens. He observed that there is one roller available for use at the court. He did not purchase it, but it is in good condition. He will obtain proposals for the major tennis courts repair/replacement and present them at the May meeting.
Door to Alcove where Old Coke Machine was Located and Chemical Room wall repair - Dave Ellis reported that both of these projects have been satisfactorily completed.
Pool Information - This issue was tabled until Lance Gordon can review the items and meet with the pool company. The Board also discussed if it was necessary to have three (3) guards at the pool during weekends. Lance Gordon will be meeting with pool contractor and will discuss this with them.
Pool Tags will be distributed on March 29, 2008 and April 13, 2008. Dave Ellis and Sue Dean Smith volunteered to staff both of these sessions.
Annual Meeting Notice - The annual meeting notice has been mailed out to homeowners.
NEW BUSINESS
New Board Member Candidate and Annual Meeting discussion - The Board discussed the annual meeting and upcoming election.
Homeowner Question - A Board member had been contacted by a resident complaining about the location of a new fence. The Board discussed the issue and unanimously agreed that if a fence is on a resident’s property and is in compliance with the association guidelines, there is no action the Board can take.
At this time the Board went into executive session to discuss delinquencies and deed restriction violations.
The next meeting will be the Annual General Meeting of members to be held at the Clubhouse on April 15 with registration beginning at 6:30 pm.
With no further business to come before the Board, the meeting was adjourned at 7:00 p.m.
