A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 16, 2010 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449..
ATTENDANCE
Directors in attendance were Linda Moore, Dave Ellis, Brian Boggs, Lance Gordon, Mark Molsberry 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 5:31 p.m.
Best Trash Company
Matthew May, previously with WCA presented a proposal to the Board of Directors. The Board thanked him for attending the meeting.
Resignation of Board Member
At this time Brian Boggs turned in his resignation from the Board of Directors. The Board accepted his resignation and thanked him for his contribution to the association.
Filling Vacancy on Board
Previously Floyd Ball had shown an interest in serving on the Board and has attended Board Meetings. A motion was made, seconded and unanimously agreed to ask Floyd Ball to serve the remaining term of Brain Boggs which will expire in 2011.
MINUTES
The Board reviewed the minutes of the January 19, 2010 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
HOMEOWNER CONCERNS
There were four (4) homeowners present.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report as of January, 2010.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of February 28, 2010. The money in the bank totaled $621,954.53. 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. Although there is sufficient cash in the Operating account to consider the purchase of one or more CDs, due to the extremely low interest rates available the Board elected not to pursue this.
As of February 28, 2010 delinquencies totaled $104,486.85.
WCA
At this time Curtis Lacy and Kevin Atkinson from WCA presented their proposed new contract. They also presented a new proposal for larger recycle bins. The Board felt the price was too expensive for the new bins. Mr. Lacy stated he will review the cost and investigate if the price for larger containers can be reduced.
OLD BUSINESS
Playground Equipment Upgrade - The chairperson was unable to attend the meeting. The Board discussed whether or not to pursue the playground equipment upgrade in light of the current difficult economic climate. However, the consensus was that the existing equipment is near to the end of its operational life and does not reflect well on the quality of our subdivision and could have a detrimental influence on prospective purchasers, especially those with young families. The funds for an upgrade would come from the Reserve account and would not affect current operational expenditures. The Board therefore decided that the subcommittee investigating the upgrade continue its investigation with the objective of being able to make a firm recommendation to the Board at the May 2010 meeting.
Pool Notice Board – This item was tabled.
NEW BUSINESS
Annual Meeting Notice - The Board reviewed the annual meeting notice. There were two (2) homeowners present who asked to be put on the official ballot for the annual meeting. They were Martin Spears and Dawn Steph. The annual meeting notice was approved as written with the additional names added for election. This makes four (4) names on the ballot for the election of two (2) directors.
Pool Memorandum - The Board reviewed the preliminary pool memorandum to be mailed with the annual meeting notice. The Board agreed to hand out pool tags April 10 and April 18.
Pool Inventory List - The Board reviewed the inventory list from Lone Star Pools. It was decided that Lance Gordon will review all items that Lone Star states are needed and inform Lone Star of which are approved.
Audit Draft - The Board reviewed the 2009 audit draft. Dave Ellis was comfortable with the audit with the exception the of the reserve study information which had not been updated with the 2009 figures. He has forwarded the updated reserve study to the auditor.
Trash Contract - Dave Ellis presented a cost comparison of the trash contract renewal offers. Two bids have been received, one from Best Trash, and the other from WCA our current provider. WCA has reviewed its price and due primarily to reduced fuel cost is able to offer a renewed contract at a reduced price from what we are currently paying. WCA is also offering an alternative recycling program using larger 48 gallon wheeled containers which they believe is a preferred way to go, and the ease of handling would increase the number of residents who are currently using the recycling service. However, the additional cost for this option as currently offered is prohibitive. Unless WCA can come up with a more attractive price for this option, Dave recommends that we continue with our present service, and take advantage of the lower cost, which can be used to offset higher costs in other areas. The Board was in agreement with this analysis and will make a final decision at the May meeting.
HOMEOWNER CONCERNS
A homeowner present asked if there was a neighborhood watch program. The Board explained they had asked for people interested to contact them and they had two (2) volunteers. The volunteers were requested to come to a Board Meeting and no one attended.
This resident also wanted the Board to know he is running for the Municipal Utility District #61 (MUD) Board. And he was inquiring if the MUD has resolved the flooding issue.
He also stated about two (2) weeks ago his neighbor’s vehicle was broken into and wanted verification that the constable contract is still in place. The Board assured him the contract was in place and when called they should arrive quickly.
At this time the Board thanked the residents present for attending the meeting and adjourned the open forum to discuss deed restrictions and collections.
Deed Restrictions were discussed at this time and the disposition of same.
With no further business to come before the Board, the meeting was adjourned at 8:15 pm. The next meeting will be Annual Meeting, April 20, 2010 at 7:00 p.m. at the community clubhouse.
