A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, October 18, 2005 at 4:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in Attendance were Alan Blair, Dave Ellis, Sue Dean Smith, Don McClelland, Richard Erbert, Lance Gordon and Linda Moore. Also in attendance were Dolores Sue and Candace Wiggins representing Planned Community Management, Inc. (PCMI)
A quorum being established, the meeting was called to order at 4:00 p.m.
EXECUTIVE SESSION
The Board reviewed each deed restriction violation and disposition of same. They also reviewed each delinquent account and all matters at the Association attorney. It was unanimously determined that anyone who has defaulted on a payment plan will have the trash service suspended.
OPEN SESSION
HOMEOWNER CONCERNS
There was one resident in attendance, Mr. Peter Kaestner, the Swim Team Representative. He expressed the swim team Board’s desire to work with the Board of Directors of the Association. It was suggested that perhaps for the New Year a sign should be posted explaining that the pool would be closed the next day for the swim meets. The Board thanked him for attending the meeting and look forward to a great positive swim season in 2006.
MINUTES
The Board reviewed the minutes of the September 20, 2005. Meeting. A motion to accept the minutes as written was made, seconded and unanimously approved.
CONSTABLE REPORT
The security coordinator presented the report. Mrs. Moore introduced Deputy Demouy, the new deputy for the subdivision.
FINANCIAL/DELINQUENCY
The Board reviewed the financials for the month of September 30, 2005. The money in the bank was $269,453.64. 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.
Delinquency - Delinquency as of September 30, 2005 was $16,569.79
NEW BUSINESS
Sales Tax Rules – Mr. Ellis presented a report on what should be the correct application of sales tax for the various services purchased by the Association.
Hurricane Procedures – Mr. Ellis explained that during the threat of Hurricane Rita that use of the special winch to lower the tennis court lamps was unsuccessful as once a lamp pole is lowered the winch cannot be removed and moved to the next pole. The solution seems to be to temporarily attach a rope to each pole in place of the winch and to lower each one manually. It was unanimously agreed that Mr. Gordon will purchase some rope for him and Mr. Ellis to try it. If it works, he will then purchase enough rope for all the poles so that in case of a hurricane all equipment needed to lower the lamp poles will be on hand.
Maintenance Fee letter – The Board discussed the option of inserting a cover letter with the 2006 assessment notice. PCMI will e-mail the 2005 letter to each Board Member and they will get with Sue Dean and she will instruct PCMI on whether an insert will be placed in the notice or not.
Center Tennis Court Nets – The Board reviewed a bid from CL Sports for two new center nets. Mr. Ellis pointed out as a result of discussions with CL Sports it will now break out the labor and materials so that 7.25 % tax will be charged on just the materials instead of 8.25% on the lump sum price as been the case on past contracts. Mr. Gordon stated he felt that the courts did not need two new nets. He will review and instruct PCMI as to whether one or two nets are needed. A motion was made, seconded and unanimously agreed to accept the proposal for one or two depending on Mr. Gordon’s report.
OLD BUSINESS
Pool Issues – Mr. Blair reported that the pool maintenance is not of a good quality and he is communicating this to the pool company. It was unanimously agreed to instruct PCMI to take proposals for the 2006 swim season. Opening weekends in May, open full time when school lets out and closed when school begins and open weekends until Labor Day.
Next Meeting – The Next meeting will be November 15, 2005 at 4:00 p.m. at the community clubhouse
With no further business to come before the Board, the meeting was adjourned at 5:40 p.m.
