A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, September 20, 2011 at 5:30 p.m. at the offices of Planned Community Management, Inc.
ATTENDANCE
Directors in attendance were Martin Spears, Dave Ellis, Walter Smith, Floyd Ball, Cyndy Thompson, Larry Crain and Don McClelland. Also representing Planned Community Management, Inc (PCMI) was Dolores Sue.
A quorum being established, the meeting was called to order at 5:38 p.m.
MINUTES
The minutes of the August 16, 2011 meeting were reviewed and upon a motion made, seconded and approved, it was unanimously agreed to accept the minutes as written.
SHERIFF REPORT
Martin Spears presented the Sheriff report.
DOCUMENTS FOR NEW LAWS
The Board reviewed the documents that need to be completed to bring the Association into compliance with the new laws passed by the Texas Legislature. Some of these documents are at the Association attorney for review. A motion was made by Larry Crain, seconded by Walter Smith and unanimously approved that the documents be approved subject to any changes recommended by the Association attorney, and then filed with Harris County as required by the new laws.
ELECTRICITY PROVIDER
Dave Ellis presented proposals for a new electricity provider. Prices from seven (7) providers were presented. After due discussion a motion to sign a three (3) year contract with Brilliant Energy was made by Walter Smith, seconded by Larry Crain and unanimously approved.
TREE REMOVAL AND PRUNING
Larry Crain presented three (3) proposals for work required to clear trees and foliage around the outside of our perimeter fence and the trimming of some trees in the recreational area and removal of two that did not survive the drought. After due discussion a motion was made by Dave Ellis, seconded by Martin Spears and unanimously approved to accept the proposal from Garcia Tree Service
REPAIRS AT POOL
Martin Spears informed the Board that he has received two (2) proposals for the replastering of both pools, updating the drain, replacing some tiles; installing water line depth markers and replacing expansion joints around the pool and between the concrete sections of the pool deck. He will secure another proposal for this work and asked that a subcommittee be appointed to review all the bids and to present their recommendations at the October 18 meeting. It was agreed that the members of this subcommittee will be Martin Spears, Larry Crain and Dave Ellis.
POOL SHADES
The Board discussed the proposal they had received for installing shades over the baby pool, play structure and on the east side of the pool. After due discussion it was decided this issue will be tabled for the present and revisited next year after the pool repairs have been completed
TENNIS COURTS
The board discussed that the canopy poles at the tennis courts are beginning to rust and will in due course require some attention.
PROPOSALS
Larry Crain’s discussed his contention that when contracts for our various services come up for renewal we should seek bids as opposed to necessarily limiting ourselves to renewal with the incumbent vendor. Furthermore we should try to seek significant price reductions by requesting three (3) year rather than single year contracts so that we can use such savings to accelerating the perimeter fence renewal schedule.
2012 BUDGET
The Board reviewed the preliminary budget. After due discussion and changes the Board unanimously agreed to adopt the 2012 budget.
2012 RATE
A motion to hold the 2012 annual maintenance rate at its current value of $700.00 was made, seconded and unanimously approved. The Board instructed PCMI to mail invoices November 1, 2010. Dave Ellis will prepare an insert to be mailed with the notices.
ADJOURNMENT
There being no further business to come before the Board, the meeting was adjourned at 8:00p.m.
The next meeting was scheduled for October 18, 2011 at 5:30 p.m. at the clubhouse, 1602 Hoyt.
