A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, November 21, 2006 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449..
ATTENDANCE
Directors in attendance were Patrick Sammon, Don McClelland, Sue Dean Smith, Dave Ellis, Linda Moore 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 5:33 p.m.
HOMEOWNER CONCERNS
There was one homeowner present
The resident present was concerned about the constable not enforcing the no-parking signs in the street at the clubhouse. He also would like to see the constables enforce items such as basketball goals in street. The constable liaison will discuss these issues with the department.
This resident also was concerned about the tennis lessons being performed at the tennis courts. The Board will investigate his concerns.
The Board thanked the resident for coming to the meeting.
MINUTES
The Board reviewed the minutes of the October 17, 2006 meeting. A motion to accept the minutes as amended was made, seconded and unanimously approved.
CONSTABLE REPORT
The security coordinator presented the report. It was a quiet month. Constable DeMouy reminded the Board that with the holiday season approaching people should be careful to keep their doors, including garage doors and vehicle doors locked.
FINANCIAL /DELINQUENCY SUMMARY
The Board reviewed the financial statement as of October 31, 2006. The money in the bank was $271,387.19. This includes checking and money market accounts and is the money to cover both operating expenses and the necessary reserve to fund maintenance and replacement of the Association’s capital assets.
Delinquencies as of October 31, 2006 totaled $14,627.63. This includes maintenance fees, interest and legal costs due the association. Anyone delinquent and not on a payment plan or protected by bankruptcy do not have trash service.
OLD BUSINESS
Tennis Court Update - Mr. Gordon has not received all proposals as of this meeting. He explained he should have them for the January meeting.
New Resident Welcome Person - Margaret Heikel has volunteered to be the welcoming person for new residents.
Driveway Class Action – The Board had received communication from a resident who felt that some of the driveways may have been improperly installed during construction and wanted the Board to undertake a class action law suit. The Board has been advised that it has no legal authority to undertake such an action on behalf of individual homeowners. If some of the effected homeowners want to pursue such a course of action, then they would need to organize themselves into a working group to find their builders, some of which are probably not in business anymore, and to obtain the necessary legal counsel on a way forward.
NEW BUSINESS
Reporting of Monthly Financial Status – The Board had a request to publish the financials. In reviewing the minutes, they realized that the financials were discussed but inadvertently the specific amounts had not been published. They will make that correction to the minutes starting this month.
2007 Constable Patrol – The constable liaison presented the new 2007 contract for the constable patrol. The Board unanimously agreed to sign the contract, the total cost for which is $52,887.00 for one deputy. In addition the association will share one constable with Williamsburg Colony as has been done in past years.
2007 Pool Contract – The Board reviewed the swimming pool contract for 2007. The Board unanimously agreed to accept the contract for a price of $34,394.73.
2006 Audit – The Board reviewed the proposal for the 2006 audit. The price is the same $1,400.00 as last year and for tax preparation is $300.00. It was unanimously agreed to accept the contract.
Graffiti on Entry Sign – There is some graffiti on the entrance sign of Christopher Wren. Mr. Ellis and Ms. Smith will attempt to clean it off.
Clubhouse Garbage disposal – It has been brought to the Board’s attention the clubhouse needs a new garbage disposal. Mr. Gordon will purchase a new one and install it.
Communication – PCMI explained to the Board they had received a phone call from a resident upset that a special letter was not sent to provide advance notice of the $25 increase in maintenance fees for 2007. This resident had also erroneously stated the fees have gone up every year. The Board reiterated the notice was put on the front page of the November newsletter, which is delivered to every resident, and was posted on our web site on September 28. This method of communication is a far more cost effective method of communication with our residents. Also the Board reiterated that the fees have remained the same for 2004, 2005 and 2006.
At this time the Board went into executive session to discuss Deed Restriction Violations and Delinquency and instructed PCMI on all legal matters.
NEXT MEETING
The next meeting will be on January 16, 2007 at 5:30 p.m. at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:30 p.m.
