A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, November 20, 2012 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Walter Smith, Cyndy Thompson, Don McClelland, Dave Ellis and Larry Crain. Also, in attendance were Officer Paul Wilburn and Dolores Sue representing Planned Community Management, Inc. (PCMI).
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The Board reviewed the minutes of the October 16, 2012 meeting. A motion to accept the minutes as written was made by Walter Smith, seconded by Cyndy Thompson and unanimously approved.
HOMEOWNER CONCERNS
There was one homeowner present.
PATROL SERVICE REPORT
Officer Wilburn presented the patrol service report. Again, it was a quiet month. However, he reported there are on-going problems with loose dogs. At least one resident was bitten. He requested an article be placed on the web site and newsletter to inform residents there is a leash law and violators are subject to being ticketed and fined. Further he reported someone owns a Pit Bull which has been seen near the school. If the officer catches this dog the owner will receive a citation. At this time the Board thanked Officer Wilburn for attending and he left the meeting.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials. As of October 31, 2012, the money in the bank totaled $469,007.59. 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.
Dave Ellis made a motion to transfer $36,000.00 into the reserve account at year end to be allocated to the fence replacement fund in addition to the $21,000.00 capital reserve allocation. Both these amounts were included in the 2012 budget. The motion was seconded by Walter Smith and unanimously approved.
Delinquency for the month ending October 31, 2012 totaled $14,135.65.
OLD BUSINESS
Perimeter Fence - Floyd Ball reported that the next perimeter fence work days have been scheduled for November 30, 2012 and December 1, 2012. The primary focus for these days will be Mason Road and Colonial Parkway. This will conclude the perimeter fence repair work for 2012.
Playground Mulch - Floyd Ball informed the Board that the additional Kiddie Cushion mulch approved last month has now been installed on the playground. To prevent future rutting out of the mulch beneath the swings he proposed that two mats be purchased for a total of $156.96. A motion to purchase these mats was made by Walt Smith, seconded by Dave Ellis and unanimously approved.
Clubhouse Dishwasher Replacement - Larry Crain reported that Lowes is now offering free installation and therefore the Association will be replacing the dishwasher soon.
Insurance Program - The Board discussed the PCMI master insurance program through Brady, Chapman and Holland and the information given to the Board from their current insurance agent, Mark Conner of Willis Insurance. The Board continues to have the dilemma that the Association has a great deal of confidence in our current provider, Willis Insurance. As stated in the last meeting in recent years this company has supported without question our claims both for Ike damage and for a complete replacement of both roofs at our clubhouse plus has provided an appraisal of our assets at no charge to the Association. In addition annual price increases have been reasonable. With this background the Board unanimously agreed not to change insurance companies at this time. This decision will be revisited a month prior to the expiration date of the current policy.
NEW BUSINESS
Municipal Utility Districts (MUD) Numbers 61 and 62 - Floyd Ball reported that based on information from last month's MUD Board 61 meeting there is a developer who has approached both MUD Districts about developing a track of land South of Colonial Parkway near Ravello and Westside Parkway for a 352 until apartment complex. This complex would not be just for seniors but a regular apartment complex.
2012 Audit - The Board reviewed the audit proposal from Kenneth Johse, CPA, to review and prepare the 2012 audit for a cost not to exceed $1,500.00 and to prepare the 2012 tax return for $300.00. Dave Ellis mentioned that the audit proposal did increase by $100.00 over last year; however, this would be the first increase since 1998. Dave Ellis made a motion to accept the 2012 audit and tax preparation proposal. This was seconded by Walter Smith and unanimously approved.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:00 p.m. the Board adjourned to executive session to hold a hearing, discuss delinquencies and deed restriction matters.
DECISIONS MADE DURING EXECUTIVE SESSION
The Board held a hearing with a homeowner concerning maintenance fees. A payment agreement will be instated with this resident by a vote of 6 in favor and one against. PCMI was instructed to contact the Association attorney office with instructions.
Delinquency - No new accounts will be turned over to the Association attorney for collection this month.
Deed Restrictions - There were one hundred seventy two (172) violations noted in the month of November. The Board unanimously agreed to send one (1) violation account to the Association attorney if the violation is not cured by December 15, 2012.
With no further business the meeting was adjourned at 6:55 p.m. The next meeting will be January 15, 2013
