A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, May 18, 2004 at 4:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in Attendance were Jacque Harris, Sue Dean Smith, Alan Blair, Stefanie Falk, Richard Erbert, Dave Ellis and Don McClelland. Also in attendance were Dolores Sue and Melissa Tucker representing Planned Community Management, Inc. (PCMI).
A quorum being established, the meeting was called to order at 4:05 p.m.
Also present was Mathew May of Texas Environmental Waste and Diana Frasier and Leslie of A-Beautiful Pools.
There was one homeowner present.
NEW TRASH CONTRACT - The Board allowed Mr. May to be first on the agenda. Two months ago the Board had reviewed proposals on new trash service. The trash proposals came in from $15.55 to $16.88 per home per month. The Board checked references on each vendor and visited at least one of the sites. After thorough discussion and review it was unanimously agreed to accept the contract with Texas Environmental Waste. They will begin the trash collection July 1, 2004. A welcome letter will go to all homeowners about one week prior to the start of the new contract. This will be a savings to the Association of about $1,000.00 per month.
A-BEAUTIFUL POOLS - Diana Frasier introduced herself and the supervisor, Leslie. She stated there had been questions regarding the use of liquid chlorine. She explained that the principal reason for the use of liquid chlorine is that it does not have fumes and is safer.
To maintain the pool PH, acid is currently poured into the pool manually to shock the pool. A-Beautiful Pools would like to install an acid pump and safety switch to make this function automatic. If we continue the use of liquid chlorine, A-Beautiful pool is willing to pay for the pump and switch.
A resident asked if there was a chemical spill to where would the liquid chlorine discharge, the sanitary system or storm drains. A-Beautiful will check on that and get back to the Board. However, the resident, who is a member of the local MUD Board, stated that there is a prohibition on discharging any liquid with a PH above 12.0 into the drainage system. This will be investigated and any necessary action taken. Mr. Blair will also make an independent check on the properties of liquid chlorine.
Diana also said that to conform to the revised State regulations, all the pumps and piping need to be labeled as to function and flow direction.
She thanked the Board for having her at the meeting and the Board thanked her for coming.
HOMEOWNER CONCERNS
A homeowner attended the meeting and recently he refinanced his home. His concern was there was a refinance fee of $50.00. He read the By-Laws article 7, section 2 giving the association the ability to charge a reasonable fee for handing a refinance or closing. But he feels that since it was PCMI that charged the fee, the By-Laws need to be amended or have the association charge the fee. The Board will research the matter and thanked him for coming.
Due to the late hour the meeting was adjourned into executive session for the hearing scheduled at 5:15 p.m.
HEARING
The Board held the hearing concerning a deed restriction violation. The board thanked the resident for coming. The Board will discuss this issue and get back to them in writing.
The floor was then reopened but there were no homeowners present
MINUTES
The Board reviewed the minutes of the March 16 and April 20, 2004. meetings. A motion was made, seconded and it was unanimously agreed to accept the minutes with the correction as follows:
Change Officer Katrin to Officer Katrib.
SECURITY REPORT
Jacque Harris, the security coordinator, presented the Constable Report for the month of April 2004.
FINANCIAL AND DELINQUENCIES
The Board reviewed the financials for the month of April, 2004. The total delinquency was $29,116.09 and the money in the bank was $411,141.74. This includes checking and money market accounts and is the money to cover both operating expenses for the year 2004 and the necessary reserve to fund maintenance and replacement of the Association capital assets.
OLD BUSINESS
Pool Renovations - Mr. Blair reported that the Deco-seal continues to be sticky and he is working with the contractor on the problem. Unfortunately, the pool will have to be closed for 72 hours after the new Deco-seal is placed to allow time for this material to cure.
Electrical Tax Rebate - It was reported that the Comptrollers Office has contacted PCMI and hopefully the rebate will be in soon.
Electrical Work - Dave Ellis reported that several electrical repairs have been made to common areas. All timers have been set properly and will henceforth be adjusted whenever there has been a significant power outage. There are three (3) tennis court lights out but at the present timer his is not effecting playing. Due to the expense involved in working on these lights, Dave Ellis will wait until more burn out before calling in the contractors to replace the burned out units. One of the fluorescent lights at the Carter's Grove entrance is out and an inspection has revealed significant corrosion. Dave Ellis has obtained a price for changing out the current, high maintenance, dual fluorescent fittings at the three entrance that still have these and replacing them with single HID unit as was done last year a the Bruton Park Entrance. This change-out will be done at each of the effected entrances when both fluorescents fail. Dave Ellis is in the process of documenting the electrical systems in the clubhouse and recreational center. Alan Blair will assist him in tracing the few remaining unidentified breakers that control various circuits within the clubhouse.
Reserve Study Update - The Board agreed to have the reserve study meeting, June 7, 2004 at 9:00 a.m. at the clubhouse.
NEW BUSINESS
IMS Landscaping - Mrs. Jacque Harris presented a proposal from IMS to install two drains at the recreational center where flooding and standing water is a problem. The total costs is $3,403.00. Mrs. Harris suggested that other proposals be obtained. She will work with two other directors and obtain two more proposals to present at the next meeting.
Election of Officers - After thorough discussion it was decided that Sue Dean Smith will continue to serve as President, Jacque Harris as Vice-President, Alan Blair, Treasurer and Don McClelland will continue to serve as Secretary. It was also decided that Richard Erbert and Alan Blair will oversee deed restrictions, Jacque Harris will continue to oversee landscape and constable patrol, Stefanie Falk will oversee pool activities and the new resident/welcome committee. Dave Ellis will continue to oversee communications and electrical repairs in the common areas, Alan Blair will continue to do the clubhouse rentals and Don McClelland will oversee the Architectural Applications.
Detailed Delinquency Report - The Board reviewed the delinquency report provided by PCMI.
Deed Restrictions - The Board reviewed the deed restrictions violation list and instructed PCMI on same.
With no further business to come before the meeting was adjourned at 7:00 p.m.
