A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 15, 2017 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
Board Members present were: Katy Hall, Dave Ellis, Jim Calvert, Chris Cox, Ed Shipley, Chase Wier and Lisa Zirot.
Also in attendance was Cindy Bojé representing Crest Management, and Sheriff Deputy Paul Wilburn.
With a quorum being established, the meeting was called to order at 5:30 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the July 18, 2017 Board of Directors Meeting were presented and a motion was made by Katy Hall, seconded by Chris Cox and unanimously carried to accept the minutes as presented.
There was (1) homeowner present at the meeting.
The homeowner present did not have any specific concern, he wanted to sit in on the meeting and discuss the cul-de-sac maintenance agenda item later in the meeting.
SHERIFF PATROL REPORT
Deputy Wilburn and Security Liaison, Chris Cox, reported that other than the clubhouse break-in discussed later there were no unusual problems during July and our community continues to enjoy a very low crime rate. A copy of the monthly sheriff report was included in the meeting packets.
Dave Ellis presented a detailed report on the July 31, 2017 financials. As of July 31, 2017, the money in the bank totaled $562,831.58. This figure 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. The delinquency total as of July 31, 2017 was $20,563.12.
Cul-de-Sac Islands and Maintenance -
Dave proposed that this upgrade first be applied at Royal Arms Court subject to the endorsement of a resident who requested that some action be taken on this particular island and subject to receiving a commitment from nearby residents to periodically water the new plants. If this upgrade is considered a success, then to subsequently apply the same approach to the other two islands.
Dave made a motion that the Board approve the funding for all three based on the above scenario but the motion was not seconded as the Board wanted to see the result of the first island before making the commitment on the others.
After discussion, a motion to initially approve $1,270 for upgrading just the Royal Arms Court island as a test case for the approach was made by Katy Hall and seconded by Chase Wier. The motion unanimously carried.
In addition to these three cul-de-sac islands, of which there are a total of 18, a number of others are also in need of attention. The ones that are in good condition are those where nearby residents have taken an active role in their care. In order to promote such activity more widely Katy Hall will initiate an activity to determine if there is sufficient interest within the community to start a Landscaping Committee.
Ratifications of items voted on by the Board outside of a board meeting:
Replacement of Table Umbrellas: - Approval was given for the purchase of six table umbrellas from Texacraft to replace those that were stolen during the July 22nd clubhouse break-in.
A motion was made, seconded, and unanimously carried to ratify the items voted on by the Board outside of a Board meeting.
Report on July 22nd Break-In - Dave Ellis reported that the clubhouse and pool area were broken into early on the morning of July 22, 2017. The cameras were able to capture footage of the incident which included destroying the lock on the pool area gate and smashing in the clubhouse double doors. The footage was given to the Sheriff’s department, but as the culprits covered their faces with masks they could not be identified. Items stolen were the oxygen tank and mask, six pool table umbrellas and one lifeguard umbrella.
A claim has been made to the insurance company for a total amount of $2,656.22.
In response to a suggestion from Paul Wilburn in an effort to deter any future burglaries Dave Ellis presented a proposal From Donald Electric for the installation of two motion activated lamp sets and the replacement of the two clubhouse canopy lights with low power LEDs which could more economically remain illuminated throughout the night. The price for this package would be $995. The Board felt that this was too much to pay so the proposal was rejected in favor of Lisa Zirot and Chris Cox developing an alternative proposal for solar powered motion activated lights which they will present to the Board at a future meeting.
Baby Pool Filter Replacement - Dave Ellis informed the Board that A-Beautiful Pools has provided a proposal to replace the baby pool sand filter. Dave stated the filter is old and the base is badly cracked and needs to be replaced before an incident occurs.
After a brief discussion, a motion to approve the A-Beautiful Pools proposal to replace the sand filter in the baby pool for a price of $1,238.66 was made by Dave Ellis, seconded by Jim Calvert and unanimously carried.
National Night Out Planning - Lisa Zirot updated the Board on her progress in planning for this year’s National Night Out. Lisa stated that she has reached out to the area schools to provide music by the school bands and to the fire and police departments. Lisa stated that no one has yet committed to the event. Lisa presented a National Night Out pamphlet to the Board showcasing items such as children ID kits and activity books that can be purchased for handing out to the attendees. Katy Hall asked Lisa to draft a budget for the Board’s review and approval at its September meeting. Floyd Ball suggested that Lisa get on the MUD 61 and MUD 62 board meeting agendas to request a donation for funds or even coloring books. Floyd mentioned that Lisa may offer the MUD Board a table set-up with information regarding the MUD. Jim Calvert mentioned that Lisa should reach out to Mike Woods for assistance as he can be a wealth of information and assistance to the event. The event will take place on Tuesday, October 3, 2017 between the hours of 6:00 P.M. and 8:00 P.M.
2016 Audit Approval -
2018 A-Beautiful Pool Contract Renewal - Dave Ellis stated that the pool contract renewal was emailed to the Board for review and consideration. Dave explained that there was a modest 1% increase in the guard rate, however the 2018 KISD calendar gives 8 more days that the pool will be open requiring a further increase in price. Dave mentioned that A-Beautiful has been doing a great job maintaining the pool and the Board agreed.
A motion was made by Dave Ellis to accept and approve the 2018 A-Beautiful pool contract renewal at a price of $40,185. After a brief discussion this was seconded by Chase Wier and unanimously carried.
Idea for Table and Benches at the Joshua Kendall Cul-de-Sac - Floyd Ball was present to address the concrete table and benches located in the Joshua Kendall cul-de-sac. It was discussed that if the Board could not find the owner who placed the table and benches there the HOA might consider relocating them to a green space around the clubhouse and pool area. A second option would be to leave table and benches where they are and power wash and level the area.
After discussion, the topic was tabled until Katy Hall can make an effort to locate the original owners.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 6:58 P.M.
Resident Hearing – The homeowner was unable to make the date and time for their hearing. The Board is proposing a new date of either Monday, August 21st or Tuesday, August 22nd at 6:00 P.M. The Board stated if the homeowner is unable to make either of those two dates the homeowner will need to wait until the September Board meeting. Cindy Bojé stated she would relay the message to the homeowner.
Delinquencies - The Board discussed delinquencies. It was noted that eight homeowners remain on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After review, the Board gave approval to send three accounts to the Association attorney and to send two final demand letters.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. Following review of one account the Board authorized that one “last ditch” letter be sent prior to initiating legal action.
The next meeting will be the annual budget meting to be held on September 19, 2017 at the Crest Office.
With no further business to come before the Board, the meeting was adjourned at 7:35 P.M.