A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 17, 2015 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Gail Owen, Martin Spears, Michael Wood and Dave Ellis. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI) and Officer Wilburn.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The minutes of the February 17, 2015 Board meeting were reviewed. A motion to accept the minutes as written was made by Dave Ellis, seconded Gail Owen and unanimously approved.
HOMEOWNER CONCERNS
There were no homeowners present.
PATROL SERVICE REPORT
The Board reviewed the patrol service report. There were no major issues or concerns reported.
FINANCIAL REVIEW
Dave Ellis presented the financials. As of February 28, 2015 the money in the bank totaled $917,240.67. 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, 2015 was $91,705.73.
OLD BUSINESS
Annual Meeting Note, Proxy and/Ballot and Pool Notice
The Board of Directors has received no other names for candidates except the incumbents Dave Ellis and Walter Smith. After reviewing the notices a motion to accept them was made by Dave Ellis, seconded by Gail Owen and unanimously approved. The Board instructed PCMI to mail the notice on March 18, 2015.
Pool Tag Distribution Dates
After due discussion the volunteers for pool tags distribution were:
March 21, 2015 – Dave Ellis and Floyd Ball - This registration will be from 10:00 a.m. to 2:00 p.m.
March 29, 2015 – Gail Owen, Martin Spears and Michael Wood – This registration will be from 1:00 p.m. to 4:00 p.m.
Community Activities
Michael Wood reported Splash day will be held on May 25, 2015. The event will begin with a parade around the subdivision ending at the clubhouse. He reported that he has a great volunteer group working on community events which is investigating holding a number of additional events during the year. The next meeting of the group will be held on March 24. Michael also reported that he is working closely with the Winborn Elementary school with the objective of joint participation of some community events and that the school will be holding a movie night on May 15, 2015 to which our residents are invited.
NEW BUSINESS
Clubhouse Repairs
The Board received one proposal in response to the specification that was put out for bids prior to the February 17 meeting. After due discussion regarding the aesthetics of the proposed repair and because it is not critical, a motion was made by Floyd Ball to table this issue until later when it can be thoroughly reviewed and perhaps a more extensive repair budgeted. The motion was seconded by Michael Wood and passed with one abstention.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:06 p.m. the meeting was adjourned to executive session
Decisions Made During Executive Session
There were no new accounts to be sent to the association attorney.
ADJOURNMENT
With no further business the meeting was adjourned at 6:30 p.m.
The next meeting will be the April 21, 2015 annual homeowners meeting to be held at the clubhouse, 1602 Hoyt Lane. Registration will begin at 6:30 p.m. with the meeting starting promptly at 7:00 p.m.
