A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, May 17, 2011 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Linda Moore Walter Smith, Martin Spears, Floyd Ball, Dave Ellis, Don McClelland and Lance Gordon.
With a quorum being established, the meeting was called to order at 5:37 p.m.
MINUTES
The Board reviewed the minutes of the March 15, 2011 and April 19, 2011 meetings. A motion to accept the minutes was made by Floyd Ball, seconded by Walter Smith and unanimously approved.
HOMEOWNER CONCERNS
There were 4 homeowners present.
Homeowners present did not have any specific concerns.
PATROL SERVICE REPORT
At this time Dave Ellis presented the patrol report.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials. As of April 30, 2011 the money in the bank totaled $664,476.68. 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.
As of April 30, 2011, 2011 the delinquency totaled $65,677.59. The delinquency remains higher from previous years.
OLD BUSINESS
Pool Fence Repair - Lance Gordon reported he had contacted four companies and learned that only one of them performs the type of repair needed. Martin Spears reported he had contacted two companies and they have not returned his calls. A resident informed the Board of a company which performs this kind of work. The Board agreed that the recreational committee will take on the task of the repair or replacement of this fence.
Cameras and Playground Area Security - Dave Ellis gave a summary of the work that has been done to date on evaluating the installation of a security camera system. Martin Spears began the task last year by contacting several companies and selecting the one he considered to be the most promising. After working with the technical sales person for some time we received a quotation from this company. However, before we were able to place an order that company ceased their provision of installation services and the person we were dealing with moved to a new company, Advantage Security Integration (ASI). We now have a comparable quotation from that company for a price of $7,423.18.
The Board had discussed installing an Internet connection so Board members could monitor the cameras from home, but after investigating the Comcast price for this it was decided that the expenditure could not be justified.
The other issue is whether or not there is enough lighting to be able to capture events at night with adequate quality when the cameras automatically revert to infra-red operation.
After due discussion Dave Ellis made a motion to accept the ASI bid for the supply and installation of the five camera system for the recreational area at a cost of $7,423.18 and to monitor the quality of the video at night once the system is operational. At that time we can determine if and where additional lighting would be beneficial. This approach was seconded by Floyd Ball and unanimously approved.
The Board discussed the placement of the Digital Video Recorder (DVR). It was agreed that this equipment would be best located in the small closet inside the Big Room.
Perimeter Fence Issue - Lance Gordon explained he had reviewed the two complaints he had received. He will be resolving those issues within the next few weeks. He further reported that he will be purchasing one hundred pickets so that he can replace various damaged ones as required. There was a concern voiced that the Board needs to develop a long-term plan for the ongoing maintenance and incremental replacement of the perimeter fence. There was agreement that a committee will be formed in the coming weeks to address this issue.
Recreational Area Committee Report -Floyd Ball reported that the new basketball goal, post and net are installed. The stenciling has been ordered and should be in next week. He thanked Martin Spears for helping and making sure the old backboard and rim are down.
Now that the old backboard has been removed the post needs removing also. After some discussion on its disposition a motion to remove the old post and take it away was made by Walter Smith, seconded by Floyd Ball and unanimously approved.
Power Washing of Tennis Court - Martin Spears reported that the tennis court path still needs to be power-washed and the basketball court needs power-washing also prior to the application of the new court marking using the new stencils. In order to expedite these tasks a motion to allocate $1,500.00 to Martin Spears have the power washing performed professionally was made by Floyd Ball, seconded by Linda Moore and unanimously approved.
There are two tennis court windscreens that need replacing together with new center straps for the nets. Floyd Ball had obtained two quotes and also researched the price to purchase the needed items on-line. After due discussion a motion to allocate $300.00 for the purchase and installation of these items was made by Walter Smith, seconded by Linda Moore and unanimously approved.
Clubhouse Repairs - Martin Spears explained he had obtained a proposal for repairing some rotten sheetrock and painting to include restrooms, doors, metal gates and the lifeguard room for a total cost including labor and material in the order of $3,000.00. A motion to authorize this expenditure was made by Linda Moore, seconded by Floyd Ball and unanimously approved.
Signs for New Security - Lance Gordon explained that as the Sherriff’s department prohibits our display of their star on our security signs he would like to return them to the company who made them and ask it to replace the Sherriff’s star logo with a second message so that the signs can be erected at the entrances. The Board agreed that this was a good idea as long as the change could be done with a professional look and at a reasonable price.
NEW BUSINESS
Clubhouse Rental Issues - Dave Ellis reported he has taken over the duty of clubhouse/pool rental. He questioned the need for the $50 deposit for a private pool party while the lifeguards are on duty. The consensus was that this requirement should remain. He also sought and was given permission to clarify that the trigger of more than 20 persons under the age of 21 which mandates the hiring of a security guard be reworded to “between age 13 and 21” as has always been intended and practiced. It clearly should not apply when the attendees under 21 are children.
Homeowner Suggestions - Dave Ellis reported that he had received a request to have WCA, our trash company, periodically have a specific heavy trash pick-up day. Dave reported that he had discussed this with WCA, who reiterated that this is really not necessary as under our present contract it picks up heavy trash on both of our regular days anyway. The only issues are when there is a very large amount left out, in which case it may leave part of it until the next pick-up day, or when the items fall into the excluded category or those requiring a special collection. In the latter case WCA will quote the homeowner a price for pick-up. This occurs so infrequently that it does not justify a regular heavy trash pick-up day. After due discussion the Board unanimously decided that there is insufficient demand for such a service.
Dave Ellis also had a request to improve the acoustics in the large club room. After due discussion the Board unanimously agreed not to pursue this issue.
Insurance Renewal - Dave Ellis presented the insurance renewal from Willis Insurance. A motion to accept the proposal was made by Martin Spears, seconded by Linda Moore and unanimously approved. However, the Board instructed PCMI to remind Willis Insurance of their agreement to perform another appraisal on the common areas which could trigger an adjustment in the premium.
ADJOURNMENT TO EXECUTIVE SESSION
At 7:00 p.m. the Board thanked the residents for attending and adjourned to executive session to discuss Swim Team issues, appointment of officers, deed restriction violations and delinquencies.
The Board met with Swim Team to discuss various issues. The agreements reached will be documented by the Association Secretary for approval of both the WSMA and the Swim Team Presidents so that the Swim Team eligibility requirements and procedure will be unambiguous in future years.
The Board thanked the swim team for coming to the meeting.
Election of Officers and Assignment of Responsibilities
Officers
The Board unanimously agreed that the officers for the next 12 months will be as follows:
Floyd Ball – President
Lance Gordon – Vice President
Dave Ellis – Secretary/Treasurer
Assignments of responsibilities
Walter (Walt) Smith – Architectural Review Chairperson
Lance Gordon – Patrol Liaison, Perimeter Fence, Landscape
Dave Ellis – Communications (Website and Newsletter), Electrical Repairs and Keys and clubhouse rentals
Martin Spears – deed restrictions, flags, pool and clubhouse repairs
Floyd Ball – chairing recreational committee
Margaret Heichel – Welcome
Leta Whisenhunt – Yard of the Month
Resignation of Board Member - At this point Linda Moore turned in her resignation from the Board of Directors. The Board accepted her resignation and thanked her for her contribution to the Association.
Filling Vacancy on Board - The Board will place an article on the web site asking for volunteers to fill the unexpired term. Term to expire in 2013.
Deed Restriction Violations - Deed Restrictions were discussed at this time and the disposition of same. There were 102 violations noted in the May report.
MEETING ADJOURNMENT
With no further business to come before the Board, the meeting was adjourned at 7:55 p.m. The next meeting will be the June 21, 2011 at 5:30 p.m. at the community clubhouse.
