A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, November 17, 2009 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449,.
ATTENDANCE
Directors in attendance were Linda Moore, Dave Ellis, Brian Boggs, 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 5:30 p.m.
MINUTES
The Board reviewed the minutes of the October 20, 2009 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
HOMEOWNER CONCERNS
There was one homeowner present.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report. Report attached as Exhibit “C”.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of October 31, 2009. The money in the bank totaled $349,449.74. 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. Dave Ellis reported the Association has purchased a new $50,000 CD for a period of six months as was approved at the October meeting. Financial charts attached as Exhibit “C”.
As of October 31, 2009 delinquencies totaled $26,018.99.
OLD BUSINESS
Graffiti Shield – Mark Molsberry was unable to attend the meeting therefore this item was tabled.
Playground Equipment Upgrade - The chairperson was unable to attend the meeting therefore this item was tabled.
Pool Notice Board – Lance Gordon reported he had not had time to review the language on a number of signs posted at other HOA pools that PCMI had provided as samples. This issue was therefore tabled.
NEW BUSINESS
2010 Constable Contract – The Board reviewed the 2010 contract. There was a large increase. The total contract cost for one deputy for 2010 will be $61,488. To provide 24 hour coverage our current arrangement is that the Association shares the cost of three deputies with Williamsburg Colony. Thus the cost to the Association of providing this service in 2010 will be $92,232.
Furthermore, the Board has been informed that in order to fully recover the cost of providing this service the Commissioner’s Court has approved a phased implementation of increases over the next twelve years that will increase the rates charged to HOAs by 3% above the actual contract patrol officer cost increase over the prior year. In light of this the Board unanimously approved acceptance of the contract for 2010 but with the understanding that the Association will be searching for alternatives for providing subdivision security for 2011 and beyond. This discussion will begin in February, 2010.
Landscape Contract – The Board reviewed the new contract with IMS landscaping. The total price of the contract is $25,590.76. A motion was made, seconded and unanimously approved to accept the contract with IMS Landscape Services.
Street Light Providers – Dave Ellis reported that he had invited nine electricity suppliers to offer bids for the supply of electricity to our subdivision street lights in an effort to obtain a lower price that we are currently paying Reliant for this service. Of the four companies that responded, the best offer was from Glacial Energy which offers a month by month variable rate contract. Even though the rate will likely be higher in the summer months, as it is with Reliant, Glacial Energy’s price history over the last year indicates that the Association can expect to realize a significant saving. A motion was made, seconded and unanimously approved to transfer the street light service from Reliant to Glacial Energy effective on the next billing cycle.
At this time the Board thanked the homeowner for attending the meeting and adjourned to executive session to discuss delinquencies and deed restriction matters.
With no further business to come before the Board, the meeting was adjourned at 6:51 p.m. The next meeting will be January 19, 2010 at 5:30 p.m. at the community clubhouse.
