A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, November 18, 20081, 2008 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Dave Ellis, Linda Moore, Lance Gordon, Marks Molsberry and Don McClelland. Also in attendance, representing Planned Community Management, Inc. (PCMI), was Dolores Sue.
A quorum being established, the meeting was called to order at 5:30 p.m. by Lance Gordon, President.
MINUTES
The Board reviewed the minutes of the October 21, 2008 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report. Further, she presented the 2009 contact. The new contract amount is $4,785.00 per month for one deputy and Williamsburg Colony will be reimbursed for one-half of a deputy at $2,392.50 monthly. This enables both associations to share three contract deputies continuing our 3 shift coverage. A motion to accept the new contract was made seconded and unanimously approved.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of October 31, 2008. The money in the bank totaled $417,406.22. 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. The Board gave unanimous approval for Dave Ellis, the treasurer, to purchase a new 6 month CD for $100,000 as soon as sufficient 2009 maintenance funds are paid into the Operating account.
As of September 30, 2008 delinquencies totaled $12,616.84.
HOMEOWNER CONCERNS
There were three (3) homeowners present.
A homeowner had a situation with the trash company. He had 6 bags of pine needles at the back door and the company only picked up 2 of them. Further, he believes it is a detriment to the Association and a violation of Article 12 of the Deed Restrictions that homeowners have lawn companies do their yard and leave the clippings at the curb for days; a situation which the Board agreed is unacceptable. The Board pointed out that the trash company is only obliged to pick up garden refuse that is placed at the curb on the morning of the pickup. As it appears that some homeowners are unfamiliar with the provisions of our trash pickup service, an article will be written for the newsletter and web site on this topic.
The next point was that this homeowner felt that brick perimeter fencing is better and during the hurricane the brick fences stayed in place. There was no disagreement on this point; just a lack of the required capital.
Third item was that he wanted to see more flowers and shrubs at the entrance. The Board mentioned that it has added rose bushes this year. The homeowner suggested asking homeowners whose lawns look good for their suggestions on what to plant and how to improve the entrances. The Board stated they will take this under advisement but pointed out that improvements in this area have to be balanced against increased costs.
Another homeowner explained he was new to the neighborhood and is very impressed with the subdivision. He also stated he is happy with the fees.
He explained that he does play tennis three times per month and feels the courts are in acceptable condition. The Board stated its belief that it is necessary to proceed with the resurfacing of the two original courts for the safety of the residents playing on them and to minimize any potential liability to the Association that might arise in the event of any injury that might be sustained. The homeowner did point out that the gate needs to be adjusted to close better. The Board took the action to adjust the gate closer.
This homeowner asked if he could purchase and replace the basketball net at the Association basketball court. The Board explained that this would be fine.
There was a general question about a shared fence and who has responsibility for its repair. The Board stated that there is no set cost sharing requirement and it is up to the effected homeowners to come to an amicable arrangement on this issue.
OLD BUSINESS
Car Park Car Stops – Lance Gordon will purchase the needed stops and make arrangements to install them.
Pool Furniture Repairs – The Board discussed pool furniture. Board members have reviewed each chair and chaise lounge and obtained proposals for their repair. After due discussion the Board felt it would be better to re strap every chair and chaise lounge for a cost of $2,907.60 plus tax. A motion to ask Patio Accents to re strap all pool furniture was made, seconded and unanimously approved.
The Board also discussed that there are some broken umbrellas. A motion was made, seconded and unanimously approved to ask Patio Accents if it can also repair these, and if the cost to do so is reasonable, then to include the repair of all broken umbrellas as part of the repair contract.
Tennis Court Resurfacing Proposal – Dave Ellis presented some alternative bids for the resurfacing of the two older tennis courts. He brought in a sample of a new material being offered by one contractor. After discussion it was decided to table the tennis court issue until at least one Board member has had the opportunity to play on the new, less expensive, surface. However, a motion that the tennis court resurfacing should proceed at a price in the approximate range of $69,000.00 to $85,000.00 (depending on the surfacing used) was made, seconded and unanimously approved. Lance Gordon will present bids at the January meeting so that a contractor can be selected to perform this work.
Pathway repair to tennis court – This issue was tabled until it is determined which contractor will be used for the tennis courts as the path could be repaired at the same time.
Hurricane Ike Damage - The perimeter fence is now complete and final payment should be received from the insurance company in the near future.
NEW BUSINESS
There was no new business to come before the Board.
At this time with no homeowners present the Board discussed all delinquencies and deed restriction matters.
With no further business to come before the Board, the meeting was adjourned at 7:25p.m.
