A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, May 20, 2008 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Patrick Sammon, Dave Ellis, Linda Moore, Don McClelland and Lance Gordon. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:35 p.m. by Pat Sammon the Vice President.
MINUTES
The Board reviewed the minutes of the March 18, 2008 meeting and those of the annual meeting held on April 15, 2008. A motion to accept the minutes was made, seconded and unanimously approved.
HOMEOWNER CONCERNS
There were two homeowners present.
One homeowner explained to the Board that he lives on a cul-de-sac with a center esplanade, the bush at the center of which has gotten very big. He would like to see this replaced with a small paved area and gazebo with some grass and small plants around it. His purpose in attending the meeting was to see if the Board might be receptive to such a plan. If so, and the Board would fund the removal of the existing large bush, he would be prepared to fully fund the improvements. The Board was generally receptive, and asked him to submit drawings and descriptions of his proposal at which point it will be evaluated in detail.
Another homeowner commented that the men’s urinal is out dated and is too tall for use by some of the smaller boys who visit the pool. He also asked if the tree limbs near the driveway at the recreational center could be trimmed up a little. He also mentioned that there were ants in the pool area. The Board explained they had treated the ants recently, but will revisit the issue.
ELECTION OF OFFICERS
The Board unanimously agreed that the officers for the next 12 months will be as follows:
Lance Gordon – President
Don McClelland – Vice President
Dave Ellis – Secretary/Treasurer
Assignments of responsibilities are as follows:
Lance Gordon – Perimeter fence maintenance, tennis court maintenance, landscaping, flags and swim team liaison.
Don McClelland – Architectural Review Chairperson
Dave Ellis – Communications (Website and Newsletter), Electrical Repairs and Keys
Linda Moore – Constable Liaison, Deed Restrictions, Clubhouse Rental and Holiday Decoration Contest Chairperson
Brian Boggs – Clubhouse Maintenance and pool maintenance.
Cliff Johnson – Assist other Board members as the need arises.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of April 30, 2008. The money in the bank totaled $582,174.40. This includes checking, money market 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.
As of April 30, 2008 delinquencies totaled $43,181.19. By May 13, 2008 this had been reduced to $40,669.54.
OLD BUSINESS
TENNIS COURT RESURFACING
Lance Gordon is continuing to work on obtaining proposals and will present them at the next Board Meeting.
POOL ISSUES
Lance Gordon is working with the pool contractor on various items that may be needed at the pool. He reminded the Board of the need for a drain by the diving board to remove the standing water which allows the growth of algae. The Board agreed, and Brian Boggs took the action to investigate and prepare a proposal for presentation at the next Board meeting.
A resident requested the Board review the pool furniture in that some items could use some minor repairs.
NEW BUSINESS
WALKWAY TO TENNIS COURT
Dave Ellis presented the Board with proposals on different types of repairs that could be done to the walkway leading to the tennis courts. He also had proposals for some concrete work on a section of the sidewalk in the front of the clubhouse and on the car park. The Board went outside and reviewed the areas where the repairs are being considered. To avoid inconvenience to the residents now that recreational area activity is about to peak with school shutting down for the summer, the Board decided to table the repairs until the October, 2008 Board Meeting.
CAR PARK REPAIRS
Most of the parking stops in the car park are loose and require securing, and two or three need replacing. Brian Boggs will organize a working party of Board members to correct these problems.
CLUBHOUSE REPAIRS
Dave Ellis presented a proposal to repair rotten wood beneath one of the big room windows at the rear of the clubhouse and the side canopy, paint the shutters and cover the water stains on the ceiling the big room, all for a total cost of $375.00. The Board unanimously approved these repairs.
INSURANCE RENEWAL
Dave Ellis presented the proposal for the renewal of the insurance contract and a comparison with the current coverage and costs. The total for the renewal of all policies will be $11,859.00. After due discussion, the renewal was accepted.
COMMUNICATION FROM RESIDENTS
The Board discussed communications received from homeowners.
POOL DECK
A Board member felt the pool deck near the cabana needs to be power washed. Brian Boggs will organize a working group of Board members to get this done.
ENTRANCE SIGNS
A resident stated he would be willing to paint the letters at the entrance signs at no charge to the Association. This proposal was enthusiastically accepted.
EXTENSION TO THE DIANE WINBORNE SCHOOL CAR PARK
Dave Ellis briefed the Board on the KISD plan to extend the car park at the front of the building, and the fact that concerns have been expressed by some residents. A major issue raised is whether the removal of grass and a few trees will aggravate the flooding problem that occurs on the adjacent street during very heavy rains. Dave reported that he has had discussions with HCPID regarding the review process that takes place prior to the permit being issued and has been assured that this review should preclude the project from aggravating the flooding problem.
BOARD MEMBER RESIGNATION
At this time Patrick Sammon explained that for business reasons he is tendering his resignation effective immediately. The Board thanked him for his hard work on the Board and reluctantly accepted his resignation.
VACANCY FILL
Margaret Heichel had in the past shown an interest in filling a position on the Board. The Board unanimously agreed to elect her to fill Patrick Sammon’s unexpired term.
At this time the Board adjourned to executive session to discuss delinquencies and deed restrictions.
With no further business to come before the Board, the meeting was adjourned at 8:05 p.m.
