A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 18, 2014 2013 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Gail Owen, Dave Ellis, Martin Spears, Michael Wood and Larry Crain. Also, in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI). Officer Rush and a new trainee Officer Liam briefly entered the meeting to introduce Officer Liam to the Board.
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 18, 2014 Board meeting. A motion to accept the minutes as written was made by Larry Crain, seconded by Michael Wood and unanimously approved.
HOMEOWNER CONCERNS
There was one homeowners present.
PATROL SERVICE REPORT
Martin Spears presented the patrol service report.
FINANCIAL REVIEW
Dave Ellis presented the financials. As of February 28, 2014, the money in the bank totaled $866,178.74. 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 28, 2014 was $93,770.33
OLD BUSINESS
Call for candidates for upcoming Annual Meeting - The only homeowners who have placed their name on the official annual meeting notice are incumbents Floyd Ball, Larry Crain and Michael Wood.
Annual Meeting Notice, Proxy/Ballot, and Pool Notice - The Board reviewed the annual meeting notice, the proxy/ballot and the pool notice. These were approved and PCMI was instructed to mail them.
Urban Wildlife Presentation - The urban wildlife presentation will be held on Tuesday May 6, 2014. There will be a presentation on how to keep rodents and wildlife away from your home followed by a question-and-answer period.
Bicycle Safety Rodeo - The date for the bicycle safety rodeo was confirmed as being Saturday May 17, 2014. It will be held from 10:00 a.m. to 2:00 p.m.
NEW BUSINESS
Perimeter Fence – Franz Road - The fence along Franz Road that was hit by a vehicle has now been repaired. The driver’s insurance company has agreed to pay for the repairs.
Debris from Ice Storm - There are still some limbs hanging dangerously and should they fall could hit someone or damage their property. Homeowners are encouraged to trim off the dead branches and cut, bundle and tie them for trash pickup.
Pool Proposal - Dave Ellis reported that there are some minor pool repairs needed prior to its opening for the season. These include the replacement of some broken jets and some signage pool tiles that need to be re-attached. Following the pre-season inspection by H-Rec, our pool company, there may be additional items. Because all repairs need to be completed prior to the opening of the pool a motion was made by Dave Ellis to have these repairs completed at a cost not to exceed $1,000.00. The motion was seconded by Martin Spears and unanimously approved. Dave Ellis will liaise with the pool company in getting this work completed.
Lot Purchased by Municipal Utility District (MUD) - The Board discussed maintenance of the Bucktrout lot that was purchased by MUD 61 to enable the installation of drainage pipes to alleviate neighborhood flooding. It is our understanding that MUD 61 has contacted a mowing service but the proposal received was very high and reportedly a landscape maintenance contract has not yet been signed. Should this lot require mowing prior to the MUD’s entering into a contract the Association will bring the issue to its attention to ensure that the lot is properly maintained. Interested parties may want to attend the MUD 61 monthly meeting held on the 4th Tuesday of each month. Agendas are posted each month.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:07 p.m. the Board adjourned to executive session to discuss deed restriction, collections and other matters.
DECISIONS MADE DURING EXECUTIVE SESSION
The Board instructed PCMI to turn over one (1) violation to the Association attorney for non-compliance.
The board reviewed a request from one resident asking that an attorney fee for a deed restriction violation be waived. The Board declined the request.
The board reviewed two (2) bankruptcy accounts and disposition of same.
Delinquency - The final demand letters for maintenance fees have been sent. Because the next meeting is the annual meeting of homeowners a motion that those owners who are not on a payment plan and not paid in full by the expiration date be sent to the Association Attorney for legal action, was made by Larry Crain, seconded by Gail Owen and unanimously approved.
Pool Registration Dates - The Board unanimously agreed that the March 29th pool registration from 10:00 a.m. to 2:00 p.m. will be staffed by Gail Owen, Dave Ellis and tentatively Floyd Ball.
The registration on Sunday April 6, 2014 will be staffed by Michael Wood and Floyd Ball.
Walt Smith may be able to help as well.
ADJOURNMENT
With no further business the meeting was adjourned at 7:02 p.m. The next meeting will be the annual meeting of members to be held on April 15, 2014 at the community clubhouse.
