A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, May 15, 2007 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Directors in attendance were Don McClelland, Dave Ellis, Sue Dean Smith, Patrick Sammon 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 5:33 p.m.
HOMEOWNER ATTENDANCE
There were no homeowners present.
HRH INSURANCE
Mr. Mark Conner of HRH insurance attended the meeting to answer various questions about insurance. The Board asked him to provide them with a proposal for service. They thanked him for attending the meeting.
MINUTES
The Board reviewed the minutes of the April 17, 2007 meeting. A motion to accept the minutes as written was made, seconded and unanimously approved.
CONSTABLE REPORT
The security coordinator was unable to attend the meeting but gave the report to Sue Dean Smith. Therefore Sue Dean Smith presented the report.
ELECTION OF OFFICERS AND ASSIGNEMENT OF DUTIES
The Board unanimously agreed the offices will be as follows:
Sue Dean Smith – President
Patrick Sammon – Vice President
Don McClelland – Secretary
Dave Ellis – Treasurer
Assignments of responsibilities are as follows:
Linda Moore – Constable liaison, deed restriction chairperson and clubhouse rental
Patrick Sammon – Architectural Review Committee Chairperson
Lance Gordon – Clubhouse, tennis court and perimeter fence maintenance
Cliff Johnson – Backup support to Lance Gordon
Dave Ellis – Communications and electrical repairs
SIGNING OF UNAMIOUS WRITTEN CONSENT FOR BUSINESS TRANSACTED SINCE THE MARCH, 2007 MEETING
Board Members present signed the consent forms. Sue Dean Smith will deliver them to the two members who were unable to attend the meeting.
FINANCIAL /DELINQUENCY SUMMARY
The Board reviewed the financial statement as of April 30, 2007. The money in the bank totaled $535,315.28. 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. The Board unanimously agreed to renew a $50,000.00 three (3) month C.D that had just matured in the Operating account.
As of April 30, 2007, delinquencies totaled $22,014.66.
OLD BUSINESS
Tennis Court Updates – Mr. Gordon reported that the proposals that were obtained in October, 2006 for power washing the tennis courts are no longer valid. One of the proposals went from $800.00 to $1,800.00. He reported that this is their busy season and as the courts are safe to play on; this project will be reconsidered during the winter months.
Tennis Instructor Insurance - The Board will review the tennis instructor’s insurance policy for appropriate coverage when it is renewed next month.
NEW BUSINESS
Renewal of Trash Contract – The new contract renewal with Waste Corporation of America was reviewed by the Board. The general feeling was that Waste Corporation’s performance over the last three years has been exemplary. However, the new rate they proposed was $19.90 per home per month is a 17.6% increase over the existing contract. Even with this increase it is still more competitive than what would be obtained from other providers, many of which are no longer prepared to offer back door pick -up. The Board had previously considered reducing or changing services to reduce the costs but in light of the opposition expressed by a number of residents it was decided that the existing services are valued by the majority and thus should be continued. In light of these considerations, it was unanimously agreed to accept the contract.
Insurance Renewal – The Board instructed PCMI to obtain a quote from HRH Insurance. The current agent has not provided responsive service to the association.
Playground Fall Surface - The Board reviewed the playground and then reviewed two proposals for fall surfaces. The proposals came in very differently. After due discussion a majority vote of the Board agreed there needs to be a new fall surface. It was agreed that Dave Ellis will call the contractors and meet with them to normalize their proposals. Because there was no need to wait after reviewing the proposal it was agreed that after meeting with the contractors, he will choose the contractor who offers the best quality for the best rate.
Pool – Mr. Gordon has received two complaints about guards at the pool area, one for profanity and one for smoking. It was unanimously decided he will contact the pool company and report these incidents.
Fence Height – The Board had been asked about the policy for consistency of fence heights. The Board reiterated that the fence height should be e six feet (6’) but with a rot board installed this can increase to a maximum height of six feet six inches (6’ 6”)
Delinquencies – The Board reviewed each delinquent account and instructed PCMI on the disposition of same. All residents who are not on a current payment plan and owe for 2007 have had their garbage collection service turned off.
NEXT MEETING
The next meeting will be June 19, 2007 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 8:34 p.m.
