A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 15, 2016 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Gail Owen, Floyd Ball, Walter Smith, Martin Spears and Dave Ellis. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI) and Sherriff Officer Wilburn.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The minutes of the February 16, 2016 Board Meeting were reviewed. A motion to accept the minutes as written was made by Walter Smith, seconded by Gail Owen and unanimously approved.
HOMEOWNER CONCERNS
There was one homeowner present.
SHERRIFF PATROL REPORT
Martin Spears reported there has been one burglary of a residence in February, 2016 but overall the subdivision is doing well with few incidents to report.
FINANCIAL REVIEW
Dave Ellis presented the financials. As of February 29, 2016 the money in the bank totaled $710,345.07. This figure 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. The delinquency for the period ending February 29, 2016 was $96,045.44. This amount includes maintenance fees, accrued interest, the cost of force mows and legal fees. He did report that the 2015 year-end unpaid maintenance fees was less than one percent.
OLD BUSINESS
Status of Project Approved at February Board Meeting:
• The flag pulleys and clips for the community flags have been replaced.
• The crepe myrtles that were fouling the flags at the subdivision entrances have been trimmed.
• The sprinklers have been repaired and are no longer spraying on the tennis courts.
• The drains that were installed at the South end of the recreational center car park have been installed and appear to have solved the drainage problem in that area.
• The tennis courts have been pressure washed.
• The No-Weapons signs have been ordered and when they arrive will be installed by Board members.
Trash Contract Renewal - The Board will send on March 16, 2016 the WCA trash contract cancellation to be effective as of July 1, 2016. However, the company will be given the opportunity to re-bid the contract. Request for Proposals will be sent to at least 3 vendors. All proposals must be received by May 1, 2016.
Candidates for Election at Annual Meeting, April 19, 2016 - There are three (3) candidates running for the two (2) open 3-year term positions. Nominations from the floor will be also accepted on the night of the meeting.
NEW BUSINESS
Resignation of Board Member - The Board unanimously accepted the resignation of Michael Wood. The Board expressed its appreciation for all his hard work and dedication.
Appointment of Board Member to Fill Unexpired Term - Resident Anitra Ondrush, who has worked closely with Michael on the organization of the National Night Out and Memorial Day Parades, has voiced an interest in filling the vacant position to continue this work. A motion to ask Anitra Ondrush if she would serve the balance of Michael’s unexpired term was made by Walter Smith seconded by Gail Owen and unanimously approved. This term will expire in 2017.
2016 Community Events:
National Night Out - The Board feels that National Night is a good event for the community. Should Anitra Ondrush accept the position on the Board, she will be invited to chair the committee for 2016.
Splash Day - The community Splash Day and Parade have been scheduled for Memorial Day as they were in 2015. It was brought to the Board’s attention that the large water park in Katy is opening Memorial Day and the question raised as to whether the community events should be delayed by a week to avoid the conflict. As the notices giving the dates for these events have already been mailed it was unanimously agreed that our Splash Day date should remain as publicized.
Incident at the Tennis Court - On March 11, 2016 at just a little past 5:30 p.m., the Association cameras observed two young unsupervised children trying unsuccessfully a number of times to climb over the tennis court gate to gain access to the court area. About twenty minutes later an older teen or parent came and did climb the fence, unlocked the gate from the inside and allowed the two younger children into the tennis courts, again unsupervised. It was further recorded that when the adult was ready to leave the courts at 7:26 p.m. he just kicked the trash can, which had been used to prop open the gate, out of the way. This irresponsible behavior is not acceptable and the Association will prosecute anyone on the property without a proper key and or damaging community property. As stated on the posted signs, the common areas do have cameras and residents should be aware that everything is being recorded.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:11 p.m. the meeting was adjourned to executive session
Decisions Made During Executive Session
The Board reviewed the status report form the Association attorney. At the time of the meeting no new accounts will be referred for legal action.
The Board discussed the deed restriction violations. At the time of the meeting no new accounts will be sent to the attorney for legal action
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With no further business the meeting was adjourned at 6:20 p.m.
The next meeting will be the Annual Meeting held on April 19, 2016 starting at 7:00 p.m. at the community clubhouse.
