A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 20, 2012 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Martin Spears, Dave Ellis, Don McClelland, Cyndy Thompson and Larry Crain. Also in attendance were Dolores Sue representing Planned Community Management, Inc. (PCMI) and Officer Paul Wilburn.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The Board reviewed the minutes of the February 21, 2012 meeting. A motion to accept the minutes as written was made by Walter Smith seconded by Dave Ellis and unanimously approved.
HOMEOWNER CONCERNS
There were four (4) homeowners present.
One resident addressed the Board and presented it with a copy for review of a Power of Attorney form of which he has a large number which were signed by residents some years ago. He stated his intention to use these at the April 2012 annual meeting. He went on to say that if all proxies collected for the meeting are not notarized he intends to challenge them. He wants the Association to seek competitive bids on the Management contract currently held by PCMI. He did say that he was not implying that PCMI are not providing good service but he wants to be sure that the Association is receiving the best value for its money and if proposals are not taken he will call for the Association to pay for a special meeting to enforce this issue and to remove one or more members of the Board who do not support his request..
He then stated that he did appreciate the time and effort that the Board members devote to serving the community. However, he has difficulty with some actions that are being taken.
He then excused himself from the meeting. The Board did discuss briefly this owner’s demand. The management contract with PCMI does not expire until June and the Board will discuss the status of the contract at the appropriate time. It was also noted that PCMI has not requested a fee increase since 2007.
PATROL SERVICE REPORT
Martin Spears presented the patrol service report. It was explained the two (2) burglaries listed on the report were of garages where access was gained via side doors that had been left open. At this point Officer Wilburn was thanked for attending the meeting and subsequently left.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials. As of February 29, 2012 the money in the bank totaled $686,402.62. This includes checking, savings 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.
Delinquency for the month ending February 29, 2012 totaled $112,018.26.
OLD BUSINESS
Pump Room Door Replacement - Martin Spears reported that he submitted the invoice for the replacement of the pump room doors just prior to the start of the meeting. The doors will be purchased and installed before the next meeting.
Update Perimeter Fence Repair Project - The next perimeter fence repair day is scheduled for Saturday, March 24, 2012. One-thousand dollars ($1,000.00) for expenditure on materials was approved at the January meeting. Volunteers will meet at 8:00 a.m. at the In-and-Out store near the Earl-of Dunmore entrance off Mason Road. It was noted in addition to the already scheduled work that some top rails are still needed on the Colonial Parkway section of the fence that was repaired earlier. The Board will continue the practice of providing lunch for the residents who volunteer for the fence repair in appreciation of their support on this project.
Tree Trimming and Landscape Issues - Larry Crain reported that trees at four (4) of our entrances need to be trimmed. He obtained a quote of $600.00 for this work from Garcia Tree Trimming Company. A motion to place the tree trimming contract with Garcia Tree Trimming Company was made by Dave Ellis, seconded by Cyndy Thompson and unanimously approved.
Larry Crain reported he has spoken to several homeowners on the cul-de-sacs and explained the Association budget constraints. He will proceed with improvements on the cul-de-sacs as the budget allows.
Pool Tags Distribution Update and Assignments = The Board agreed that the April 1, 2012 registration will be performed by Dave Ellis, Cyndy Thompson and, tentatively, Martin Spears. The April 7, 2012 pool registration will be performed by Floyd Ball, Walter Smith and Don McClelland.
Finalize Annual Meeting Mail-out - At the present time the only residents who placed their names on the ballot for election are the incumbents Dave Ellis and Walter Smith. Nominations can be made at the Annual Meeting.
NEW BUSINESS
Katy Area Economic Development Council Meeting Report - Dave Ellis reported that at the invitation of Rick Lawler he had attended a meeting of the Katy Area Economic Development Council. This council has been established to organize and institute a plan for handling all emergency situations that could occur in our area. The Council working party handling this would like homeowners associations and municipal utility districts to help provide ideas for what the plan should include and how the information should be disseminated to area residents. The objective is to provide information so that residents would have prior notice of who to contact and how to handle emergency situations that may arise. They will finalize their collection of pertinent information over the next two (2) months and begin drafting the plan. The Board members thanked Dave Ellis for attending this meeting and agreed that this is worthwhile project in which the community should participate.
Clubhouse Rental - Dave Ellis informed the Board that there is a new Baptist Church being formed and they have not yet settled on a permanent place to hold church services. It is a small group and they have requested to rent the clubhouse small club room every Sunday morning until they can obtain a permanent place of worship. A motion that the church be allowed to rent the facility every Sunday on a trial period of three (3) months to make sure of the viability of the arrangement, was made by Larry Crain, seconded by Don McClelland and unanimously approved.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:55 p.m. the Board adjourned to executive session to discuss Delinquencies, Deed restriction and contract matters. The Board thanked the residents for coming to the open session.
ADJOURNMENT OF EXECUTIVE SESSION
At this time the Board reconvened to open session to inform residents of decisions made during executive session. There were no homeowners present.
DECISIONS MADE DURING EXECUTIVE SESSION
Emergency Contract Approval - The Board unanimously agreed to ratify the emergency decision made to replace the electrical supply to the lights at the Cristopher Wren entrance. The contract for this work was awarded to Westpoint Electric at a price of $2.097.00.
Delinquencies - The Board officially wrote off small amounts of interest accrued on seven (7) accounts. The Board agreed to continue to pursue delinquent accounts that are at the attorney. Further it was unanimously agreed that after the expirations date of the final demands letters all accounts owing $250.00 or more be immediately turned over to the attorney for legal action.
The Board also discussed an issue relative to a request from a delinquent home owner and provided instructions to PCMI on its decision.
Deed Restriction Violations
The Board instructed PCMI to send out three (3) demand force-mow letters to residents with unkempt lawns. On one account the Board instructed PCMI to perform a title search to attempt to find an alternate address for the owner. The Board instructed PCMI to send one more final demand in accordance with the new laws to three (3) homeowners.
With no further business the meeting was adjourned at 7:25 p.m. The next meeting will be the annual meeting of members to be held on April 17, 2012.
