A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 17, 2010 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Linda Moore, Dave Ellis, Walt Smith, Floyd Ball, Martin Spears, 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 July 20, 2010 meeting. A motion to accept the minutes was made, seconded and unanimously approved.
HOMEOWNER CONCERNS
There were seven (7) residents present.
One of the residents stated he has lived all over the world and loves living in Williamsburg Settlement. He believes the Board is doing a wonderful job and feels this is a good group of Board Members. His concern was that with the economic downturn more and more people will be leasing their homes and may not understand that when their trash collection stops it is due to the non-resident owners failing to pay their maintenance assessment. He believed that a letter should go to the people occupying the house so that they understand the reason for the cessation of the trash service. It was explained that all matters pertaining to finance can only be addresses to the owner of record. (Later in the meeting the Board agreed that when trash service is stopped to a leased property then PCMI will also send a letter to the residents informing them that the trash is no longer being collected and that they should discuss the reason with the owner).
The resident’s next concern was that he has received a letter from PCMI on the required repair to a shared fence, and asked about the sharing of repair cost with his neighbor. He was informed that his neighbor will also have received a similar letter and the two residents should get together to decide how to proceed. However, it was explained that although most neighbors share the cost of repairing or replacing a shared fence, there is no legal requirement for them to do so.
He also stated that he had a sewer problem which turned out to be the result of residents putting grease, baby wipes and similar material into the sewer. The Municipal Utility District took care of the problem and is in the process of preparing a notice to residents asking them to refrain from this practice. If the MUD so desires, this notice will be distributed to the 490+ WSMA resident email list.
Another resident reported that the graffiti on Durfey that was in red was cleaned up immediately but the graffiti in blue is still there. PCMI was asked to contact Harris County in the morning and investigate why it has not been cleaned up and to request that this be done as soon as possible.
A resident and Board Member of the Municipal District was present. He stated they are going to prepare a letter to the vendor that is storing tires at Mason and Earl of Dunmore. He requested the homeowners Association also prepare a letter. He will obtain the address and forward it to the Association.
CONSTABLE REPORT
Linda Moore, constable liaison, presented the constable report as of July 31, 2010. She explained the report is about one-half of what is normally presented; she will contact the Constable department as it appears only a portion of the report was received.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of July 31, 2010. The money in the bank totaled $477,138.62. 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. There is a CD in the Reserve account maturing on August 20, 2010. He recommended moving the money to our existing savings account as the interest is better than that on CDs at this time. The Board unanimously agreed to move the $50,000.00 plus the accrued interest from the expiring CD to the savings account
As of July 31, 2010 delinquencies totaled $37,953.81
OLD BUSINESS
Pool Notice Board - Martin Spears reported the sign has been ordered and should be ready August 20, 2010.
Playground Update Committee Report - Lance Gordon stated the committee has not met. However, they only need to meet and finalize the equipment that is recommended and to present their recommendations to the Board of Directors.
Rules for Signs in the Subdivision - The Board discussed signs being placed in yards such as school spirit signs, prayer and security signs. After due discussion a motion was made, seconded and unanimously agreed to amend the Architectural Guidelines to include the type, number, size and the placements of signs. A committee consisting of Walt Smith, Linda Moore and Dave Ellis will draft the amendment to present to the Board of Directors at the October, 2010 meeting.
Loose Cats - In accordance with a request from last month’s meeting a notice was placed on the web sight about loose cats and the article did state that the Board might engage in a trapper to remove the loose cats at the end of September. After thorough discussion, it was decided that Martin Spears will look into finding someone to remove the cats and as an alternative to engage a company to catch them, spay or neuter them and bring them back into the subdivision as recommended by a number of organizations. He will report his findings to the Board Members.
Alternative Security Committee Report - Martin Spears reported the committee has engaged in conversations with four (4) companies. They are looking into prices for installing security cameras on the entrances and recreational area. The other option they are looking into is perhaps using off-duty officers.
List of Maintenance Items Requiring Consideration - Martin Spears is looking into proposal for re-plastering the pool. It will be available for the Board to review at the September budget meeting.
Yard of the Month - It was reported to the Board that three (3) residents had declined accepting the August yard of the month award. However, the fourth person did accept the honor.
NEW BUSINESS
Reserve Study - Dave Ellis explained that he updates the reserve study about this time each year and as reported at the last few Annual General Meetings the reserve remains under funded even without including the clubhouse and perimeter fence. As the fence will probably need to be replaced within just a few years the Board needs a strategy for funding its eventual replacement. This will be further discussed at the September budget meeting.
Directory Update - The last directory was updated in April 2008. Dave Ellis maintains a data base and PCMI updates the new owners each month. The Board agreed that the directory now needs to be updated. To finalize the entries for a resident a customized sheet will be generated from the data base and included with the assessment notices asking residents to confirm, or if there are changes required, to update their information. It was also decided the price to charge advertisers. It was agreed that the full back over will be $250.00 and all other ads will be $75.00 each.
Request for Reduced Rental on Clubhouse - The Board had received a request that a home school wanted to have the clubhouse one day per week during the school year at a reduced rate. After due discussion a motion was made seconded and passed with one no vote that if fifty percent (50%) of the people attending are Williamsburg Settlement residents the fee will be reduced to a cost of $35.00 per usage based on a commitment for a given number of weeks..
CPR Classes - A resident has offered to organize a CPR training class in the clubhouse. It was agreed that the HOA’s contribution to this would be limited to the rent-free use of the clubhouse. Martin Spears will obtain more information on what options might be available for such classes and will communicate with Dave Ellis who can then publicize the event.
New Way of Streamlining Payables - Dave Ellis explained there is a new way of processing accounts payable. It is called “Strong Room” and allows invoices to be viewed by the Board and approved online. A motion was made seconded and approved to accept the new system.
ADJOURNMENT TO EXECUTIVE SESSION
At this time the Board thanked the residents for attending and adjourned to executive session to discus deed restriction violations and collections.
Delinquencies - The Board reviewed the accounts that are currently at the attorney. There were five (5) accounts with which the Association will proceed with liens and filing of law suits for non payment. There were eight (8) accounts that owe for one year and are not on payment plans. Those accounts will have liens filed on the property.
Deed Restriction Violations - Deed Restrictions were discussed at this time and the disposition of same. There were one hundred twenty-one (121) violations noted on the August inspection report.
ADJOURNMENT
With no further business to come before the Board, the meeting was adjourned at 7:50 p.m. The next meeting will be September 21, 2010 at 5:30 p.m. at the offices of Planned Community Management.
