A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 15, 2011 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Walter Smith, Dave Ellis, Don McClelland, Linda Moore, Lance Gordon and Martin Spears.
With a quorum being established, the meeting was called to order at 5:31 p.m.
MINUTES
The Board reviewed the meeting minutes of the January 18, 2011. A motion to accept the minutes was made by Floyd Ball, seconded by Walter Smith and unanimously approved.
HOMEOWNER CONCERNS
There were 9 homeowners present.
A homeowner explained he is trying to sell his home and asked the Board to review their own properties for violations. He wanted to express his dissatisfaction with Pray for America and God Bless America signs.
Leta Whisenhunt explained she was reviewing possibilities for yard of the month. However, due to the freeze a lot of yards were damaged. The Board unanimously agreed to skip March yard of the Month award and give residents’ time to get their property back into shape.
Leta Whisenhunt also explained that the swim team would like to hold their registration on April 3rd and 9th and a swim team party April 26, 2011. Linda Moore, clubhouse liaison, will review the calendar to make sure that the clubhouse is available on those dates.
Leta Whisenhunt also asked if the swim team board could have one more key. The Board stated they will look into the matter.
The swim team Board also requested sponsorship for the T- shirts and would need the money by April 7, 2011. Leta Whisenhunt will get the information to the Board so that a check may be written.
Another resident stated that he received a letter for a minor infraction and felt that some Board Members have worse violations. This resident also explained that he was offended after posting an article in favor of the new security arrangement on the web site Guest Book and received a response from a resident which he regarded as a personal attack.
Another resident stated he had received a letter for having trash in view although it had only been out for a very brief time. This resident whose home is on the perimeter fence also stated he has expressed the desire for the fence to be repaired for some considerable time. Lance Gordon noted the address and stated that he will make arrangements to have it repaired in the immediate future. The resident asked if there are any plans to have a new perimeter fence installed. It was explained that due to the large cost involved, the approach being taken with the perimeter fence is to repair or replace sections on an as required basis.
A resident thanked the Board for all they do in the neighborhood.
There was one resident who explained that on a recycling day in December she saw the trash company throw the recycling items in to the trash truck.
PATROL SERVICE REPORT
At this time the security coordinator Sergeant Wilburn was introduced. The patrol service report was presented by Linda Moore.
A resident stated she was very happy with the new security.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials as of January 31, 2011. The money in the bank totaled $679,642.87. 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.
To increase the interest income for 2011, Dave Ellis has researched more banks in which to place the Association Operating Fund money until it is required later in the year. Of the banks surveyed, the Ally on-line bank is currently offering the highest rate. Floyd Ball made a motion that, provided PCMI can handle the on-line banking function, a portion of the Operating funds should be moved into a new savings account at that Bank. Dave Ellis seconded the motion which was unanimously approved.
As of January 31, 2011 the delinquency totaled $155,388.37. This is up from previous years. Dave Ellis did point out again that the Association continues to take aggressive legal steps to collect the delinquent funds.
OLD BUSINESS
Record Retention - Floyd Ball presented the amended record retention policy. The policy amendment provides for the permanent retention of the 1993 and 1994 files for the perimeter fence and the Architectural Applications from 1993 onwards and their disposition. Walter Smith made a motion to accept the amendment to the retention policy as presented. Dave Ellis seconded the motion which was unanimously approved.
Floyd Ball also reported that the purged documents have been shredded and all current records are now boxed and in the clubhouse attic in accordance with the retention policy.
Playground/ Recreational Upgrade - Floyd Ball explained the playground has been installed as planned. It appears it is being used and several very favorable comments have been received.
Floyd Ball stated the basketball court also needs attention. The backboard and rim needs to be refurbished or replaced and it would be better if the goal was repositioned to avoid the basketballs from going into the playground area. He has obtained a bid for removing the old goal and installing a new basketball goal for a cost of $1,540.00.
Floyd Ball also reported that some of the tennis court windscreens need to be replaced. He would like the Playground Equipment subcommittee to stay in place and its scope widened to form a Recreational Area subcommittee which could follow up on these additional issues. At the present time Linda Moore stated that she could not continue to serve on this committee. It was decided that the committee will be Floyd Ball, Dave Ellis and Martin Spears.
Cameras and Playground Area Security - Martin Spears stated that he has discussed the use of cameras with Sergeant Wilburn, who does not feel that they are sufficient to catch criminals. However, Martin believes that cameras at the entrance and around the recreational area would help in this regard and in any event would act as a deterrent against crime and vandalism. The Board agreed that they would like to have separate numbers covering both the installation and operating cost of cameras at the entrances and around the recreation area. Martin will endeavor to have the numbers available for the next meeting.
Signs for New Security - A motion that PCMI should obtain signs for our entrances and recreation area advertising the fact that our subdivision is now patrolled by both marked and unmarked cars was made by Linda Moore, seconded by Floyd Ball and unanimously approved. PCMI will try and obtain a price break for a larger number of signs.
Directory Update - Dave Ellis reported that the total price for printing the directories is $991.57. This cost is only $26.00 more than what we paid three (3) years ago. This was the lower of two bids that he had taken for this project. The directories have not yet been received due to weather related production delays but are expected within the next few days.
Newsletter Content Issue - Dave Ellis had reported at last month’s meeting that Krenek Printing contacted him and explained that their newsletter advertising revenue is down, and asked if we could remove the Request For Home Improvement form and instructions from the newsletter. He has contacted Krenek again explaining the importance of this form and the issue has been referred to the manager. As he has heard nothing more on the subject he believes that we can continue to include the form.
NEW BUSINESS
Pool Registration Dates - The Board will check availability on the clubhouse for April 3 and April 9 for pool tag registration. Volunteers for those dates will be Dave Ellis and Walter Smith.
Pool Fence Repair - Floyd Ball reported that there was an incident in which a child got underneath the fence at the area between the playground and the pool. For a temporary fix, Floyd has installed approximately one hundred fifty feet (150’) of metal mesh to protect small children from getting underneath the fence where the bottoms of the iron rails have rusted through. Floyd suggested moving forward with purchasing and welding of metal strips along the bottom of the fence to form a more permanent repair. Lance Gordon stated he will determine the exact amount of material required for the repair and will present the information at the March meeting and then have the welding performed.
Annual Meeting - There are three (3) positions expiring this year. Don McClelland and Floyd Ball will seek reelection. At the time of the meeting Lance Gordon had not made his decision.
2010 Audit Draft - Dave Ellis reported he has been in contact with Kenneth Johse, the auditor and requested two changes on the draft 2010 Audit Report. The dates for the latest reserve study need to be updated from 2006 to 2010, and the way in which money transferred to the Replacement should be re-categorized. To accomplish the latter Dave made a motion that “All monies transferred between the operating fund and the replacement fund be categorized as a reduction of debt and that this should be applied retroactively to payments made in previous years”. With these changes, Dave made a motion to accept the 2010 Audit Report. This was also seconded by Floyd Ball and unanimously approved.
Power Washing Near Tennis Court - The area near the tennis court is need of power washing. The Board will be asking for volunteers to help with the cleanup.
Clubhouse Gutters and Building - The gutters at the clubhouse need to be cleaned and green stains removed from siding. Martin Spears will be contacting volunteers for this work.
Clubhouse Remodeling - Martin Spears will obtain proposals for the remodeling work that is needed at the clubhouse and present it to the Board at the March Board of Directors meeting.
ADJOURNMENT TO EXECUTIVE SESSION
At 7:12 p.m. the Board thanked the residents for attending and adjourned to executive session to discuss deed restriction violations and delinquencies.
Deed Restriction Violations
Deed Restrictions were discussed at this time and the disposition of same. There were 126 violations noted in the February report.
Attorney Status Report
The Board reviewed the attorney status report and disposition of same.
MEETING ADJOURNMENT
With no further business to come before the Board, the meeting was adjourned at 7:32 p.m. The next meeting will be March 15, 2011 at 5:30 p.m. at the community clubhouse.
