A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 17, 2009 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Dave Ellis, Brian Boggs, Linda Moore, Cliff Johnson, Lance Gordon and Don McClelland. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:33 p.m. by Lance Gordon, President.
Courts N Stuff – Mr. Robin Melton presented the Board will possible alternative color selections for the courts. He also reported the mesh fence should be re-installed by April 1, 2009. The Board thanked him for coming.
MINUTES
The Board reviewed the minutes of the February 17, 2009 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
HOMEOWNER CONCERNS
There were no homeowners present.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of February 28, 2009. The money in the bank totaled $616,593.26. This 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. Dave Ellis reported he has spoken to another bank on their CD rates but at this time all CD rates are low in interest therefore no action would be taken immediately. He will revisit the situation when the next CD in the Reserve account matures in June, 2009. Dave Ellis also mentioned there is small error on the budget figures. He is working with PCMI to correct the problem.
As of February 28, 2009 delinquencies totaled $99,929.89.
OLD BUSINESS
Tennis Court Renovations – Lance Gordon reported the concrete on the East courts has been laid and the balance of the work will be completed within the next couple of weeks. Work on the West courts is scheduled to begin the first week in April.
Path Repair Status – Dave Ellis presented proposals for repairs to the walking path to the tennis courts and playground. Two options were considered. One would raise and level the existing concrete slabs, the other would replace three 8’ by 15’ sections and remove tree roots that caused the problem. After discussion it was agreed that replacing the three concrete slabs was the better solution and a motion was made, seconded and unanimously approved to accept the proposal for this work from Harritex at a price of $2,784.39. PCMI reminded the Board to obtain a certificate of insurance from this company naming the association as the insured.
Car Parking Concrete Repairs – Dave Ellis presented three proposals for replacing some of the damaged concrete around the drains and along the center line between them. The Board reviewed the proposals and adjourned to the parking lot to review repairs needed. Upon return the Board tentatively approved the Harritex proposal at $5,773 for the concrete repair with the understanding that Dave Ellis will obtain a further quote from Harritex to extend the proposed repair area to form a 9’ by 75’ section across the center of the car park. He will communicate with the other directors on the cost increase
Car Parking Stops in Driveway – Dave Ellis presented three proposals for repairing the parking stops. One stop is missing, one is cracked, and eleven need securing. If the cracked one is also replaced then ten will need securing. A motion was made, seconded and unanimously approved to have Jr. D. Construction provide two new car stops and secure the remaining ten at a price of $360.00.
Striping the Parking Lot - Dave Ellis presented a proposal from Jr. D Construction to re-stripe the parking lot at a cost of $750.00. A motion was made, seconded and unanimously approved to accept the Re-striping proposal. This work will not be initiated until the other car park repairs have been completed.
New Drain by the Diving Board – The Board reviewed a proposal from Sweetwater Pools to break out and install a 9”x 9” drain and sump, install 40-45 feet of 4” drain pipe and re-pour concrete around the drain with a brush finish. This proposal came in at $925.00. A motion was made, seconded and unanimously approved to accept the proposal.
Pool Drain Cover Replacement – Lance Gordon reported this work, which was necessary to bring the pool into compliance with the new Federal regulations, has now been completed.
Graffiti Shield – Lance Gordon reported he has purchased two cans of a solution to remove graffiti. It was reported there is now graffiti on the entrance sign at Gatwick. He will test the solution on the graffiti.
Dave Ellis presented the cost for a graffiti shield process. The Board tabled this issue until the May meeting.
Tax Exempt Discussion –Dave Ellis presented information he had received about obtaining a further tax exemption for the association. In order to obtain the exemption the Articles of Incorporation would have to be amended requiring approval of two-thirds of the residents. He also prepared a draft of a letter that could be mailed to residents advising them of a special meeting regarding amending the Articles of Incorporation and application for the tax exemption. After due discussion it was decided that Lance Gordon will briefly touch on this subject at the homeowners annual meeting in April to see what the residents present think of the idea.
NEW BUSINESS
Tennis Court Colors - After due discussion it was agreed that the surface colors of the courts will remain green with a red surround as at present.
2008 Audit Draft – Dave Ellis presented the 2008 audit draft to the Board. A motion was made, seconded and unanimously approved to accept the draft and have the final audit published.
Tree Trimming At Tennis Court and Walkway – The Board discussed that trees needed to be trimmed at the tennis court and walkway area. It was decided Lance Gordon will obtain proposals for the May Board Meeting.
At this time the Board adjourned to executive session to discuss delinquencies and deed restriction violations.
With no further business to come before the Board, the meeting was adjourned at 8:15 p.m.
