A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 17, 2012 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Dave Ellis, Walter Smith, Larry Crain, Don McClelland and Martin Spears. Also in attendance were Dolores Sue representing Planned Community Management, Inc. (PCMI) and Officer Paul Wilburn.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The Board reviewed the minutes of the November 15, 2011 meeting. A motion to accept the minutes as written was made by Walter Smith seconded by Dave Ellis and unanimously approved.
HOMEOWNER CONCERNS
There were three (3) homeowner present for the Customer Concerns portion of the meeting. A resident asked if when the pool was re-plastered was it brought into American Disability Act (ADA) compliance. The Board confirmed that it was. She also asked if the swim team league could measure the depth of the pool again as the league guidelines have changed allowing the depth to be measured 18 inches from the edge of the pool rather than 6 inches as it was with the former guidelines. The team wants to check to see if the depth is sufficient to allow a return to holding home swim meets. The Board said they would be happy to meet with the league representatives and have them measure the depth.
A resident was concerned about a small fire that occurred in December. The sheriff and fire departments were called but neither of the entities filed a report. The Board explained to the resident that it does not know why the report was not filed; however, the homeowner has advised Officer Paul Wilburn (who made a follow up investigation of the fire) that the incident won’t be repeated. The resident asked if such fires are legal in a residential subdivision. Officer Wilburn explained that in Harris County fires are permitted provided that they are contained and there is no fire ban in place.
This resident also reported hearing a noise a few nights ago that resembled gun fire but did not see anything. One of the Board members also heard it and thought it may have been aerosol cans exploding. No one could shed further light on this occurrence.
A resident who is a leading member of one of the women’s tennis leagues that use our courts asked if she could present an estimate to the Board to purchase replacement sponges for our sponge rollers. The Board confirmed that this would be fine and will review the proposal at a subsequent meeting. The resident also asked for permission to put a small locked cabinet in the ladies restroom to store various consumables which they bring during the tennis playing seasons. The Board agreed, provided that the box is stored in the vanity cupboards and hence out of sight. The tennis leagues would also like to have a better trash can, one that can be emptied without the need to touch the lid.
PATROL SERVICE REPORT
Martin Spears presented the patrol service report. He remains very pleased with the patrol service. At this point Officer Wilburn was thanked for attending the meeting and subsequently left.
FINANCIAL AND DELINQUENCY SUMMARY
Dave Ellis presented the financials. As of December 31, 2011 the money in the bank totaled $507,939.46. 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.
Delinquency for the month ending December 31, 2011 totaled $28,848.22. The year ended with a five percent (5%) delinquency rate.
OLD BUSINESS
Clubhouse Renovations Report - Larry Crain and Martin Spears reported that the restroom renovations have been completed and that they are well pleased with the result. The improvements include new vanities with granite counter tops, new tiles and new light fixtures. The trim throughout the whole building has also been re-painted. The only remaining work is some clean-up of the floors and the sealing of the granite counters and tile grout which Martin will take care of. He suggested that floor mats might be placed at entry to restrooms so that people can clean their feet prior to entering. Floyd Ball thanked the committee for their hard work.
Pool and Baby Pool Repair/Re-plastering Update - Dave Ellis gave a final report on the pool re-plastering. The only residual problem was a leak in the baby pool but that has now been repaired so all work has been completed.
Next Perimeter Fence Repair Day - Larry Crain reported that the next perimeter fence repair day has been set for February 18, 2012. Larry requested an expenditure of up to $1,000.00 for the materials. A motion to allow $1,000.00 expenditure for the February 18, 2012 fence repair day was made by Walt Smith seconded by Dave Ellis and unanimously approved.
The community of Berkley Park has requested that as repairs are done to the perimeter fence all exterior gates on their side be removed. Floyd Ball asked the Board if when they are repairing that section of fence would the Board be agreeable to him sending a letter to those residents explaining the situation and seeking their permission to remove these gates? The Board unanimously agreed.
NEW BUSINESS
Agreement between Williamsburg Settlement and the Ladies Tennis Leagues - The Board reviewed the drafted agreement with the tennis leagues whereby at the beginning of the annual season in August 2012 non-resident league members would be required to pay an annual fee for the use of WSMA facilities. The agreement also establishes rules for the leagues’ use of these facilities. It has been learned that there is one league which no longer has a resident on the team. The Board reviewed and discussed this issue. The drafted agreement was unanimously approved for all leagues which do have a resident team member. The team which no longer has a resident member will be contacted and informed that they must rectify this situation to continue to use our courts. The Board tabled this issue until the February Board meeting at which the status of this league will be finally determined.
Report on December 28, 2011 Electrical Problem and Resulting Fire - Dave Ellis reported that on the evening of December 28 one of the power lines feeding the clubhouse transformers broke and fell to the ground. This caused the tennis court fence to be momentarily electrified which resulted in some damage to our electrical distribution panel beneath the transformers and some of the windscreens to be burned. All damage has now been repaired and Dave Ellis has met with the appraiser and submitted a claim which would reimburse the Association for the cost of the repairs. CenterPoint is coordinating with Dave Ellis on making a more permanent repair on the morning of Thursday, January 19, 2012.
Wading Pool Motor - Dave Ellis reported that the bearing on the baby pool motor has failed and the motor needs to be replaced. The cost to replace the motor, gaskets and seals is $461.74. A motion to have the current pool contractor replace the motor was made by Walt Smith, seconded by Martin Spears and unanimously approved.
Texas Lawn Care - Larry Crain presented an estimate from Texas Lawn Care to perform some needed replacements of leaking rotors and pop-up sprinklers heads for a cost of $460.10. A motion to have these repairs performed was made by Walt Smith, seconded by Martin Spears and unanimously approved.
ADJOURNMENT TO EXECUTIVE SESSION
At 7:10 p.m. the Board adjourned to executive session to discuss delinquencies, deed restriction and contract matters. The Board thanked the residents for coming to the open session.
ADJOURNMENT OF EXECUTIVE SESSION
At this time the Board reconvened to open session to inform residents of decisions made during executive session. There were no homeowners present.
DECISIONS MADE DURING EXECUTIVE SESSION
Delinquencies - At the current time everyone who is delinquent has been asked to enter into a payment plan or is at the Association attorney.
Deed Restriction Violations - The Board instructed PCMI to turn over two residences for violations upon their February inspection. The Board instructed PCMI to close one violation that is currently at the attorney.
Homeowner Communication - The Board reviewed correspondence from a homeowner concerning complaints about neighbors. The issues surrounding the complaint were discussed and instructions given to PCMI on how to proceed.
Increase Patrol Hours - Martin Spears requested increasing the patrol service by four (4) hours per week. After due discussion a motion was made by Martin Spears to increase the patrol service by four (4) hours per week. It was seconded by Walt Smith and carried with four (4) in favor, one (1) against and one (1) abstention.
With no further business the meeting was adjourned at 7:55 p.m. The next meeting will be February 21, 2012.
