A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 21, 2018 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were: Chris Cox, Dave Ellis, Jim Calvert, Ed Shipley, CO Holt, Chase Wier, and Bill Petry.
Also, in attendance was Cindy Bojé representing Crest Management, along with Sheriff Deputy Arthur Hager.
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 17, 2018 Board Meeting were presented and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
There were two homeowners present at the meeting but neither had any concerns. They attended to present the Welcoming Committee report and to observe and offer suggestions in the discussion of National Night Out planning.
SHERIFF PATROL REPORT
Deputy Hager and CO Holt, our security liaison, reported that 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.
WELCOMING COMMITTEE REPORT
Committee Chairman, Michael Wood was one of the homeowners present and reported that the response to the committee has been positive with a total of nine new homeowners. A copy of the new resident report was included in the meeting packets.
FINANCIAL REVIEW
Dave Ellis presented a detailed report on the July 31, 2018 financials. As of this date, the money in the bank totaled $672,886.42. This figure includes checking, money market accounts and CD’s which are the funds required 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, 2018 was $14,889.14.
OLD BUSINESS
Community Events:
National Night Out – The date for the 2018 National Night Out is October 2nd. Chris Cox discussed signage options from Fast Signs. After a discussion, a motion to approve the proposal from Fast Signs totaling $279.82 was made, seconded, and carried. Chris discussed options for a photobooth from InstaPix and Star Photobooth. After a brief discussion, a motion to approve the proposal from InstaPix for $300 for two hours was made, seconded, and carried. Chris stated that he will meet with the MUD 61 Board to request a donation towards the National Night Out event. It was stated that Chris has obtained various donations from surrounding businesses for prizes. CO Holt requested that Chris send him the number of volunteers needed. Chris mentioned that fellow Williamsburg Settlement homeowner, John Cordes, and his band would be willing to provide a proposal for musical entertainment for the evening. Further information will be released at a later date.
Pool Equipment Repairs and Additions- Dave Ellis stated that the flow meters and a new baby pool motor have been installed. Chris Cox reviewed the Fast Signs proposal for the emergency phone sign. After a brief discussion, a motion to approve the proposal for $33.74 was made, seconded, and carried.
Cul-de-sac Islands Report - Dave Ellis discussed the cul-de-sac islands progress with the Board. He reported that the tree trimming has been completed but the date of the MUD 61’s installation of water to the first 4 islands has slipped from July to early September. The delay was primarily a result of a failure of the contractor’s equipment. This has now been addressed and the re-piping work has been resumed.
NEW BUSINESS
Decisions taken by email vote since the last meeting
a. Tennis Court Power Washing for $1500 completed by J. Nicholas Construction.
b. Clubhouse Area Tree Trimming for $550 will be completed by JJ Garcia Tree Services on August 29.
A motion was made, seconded, and unanimously carried to ratify the items voted on by the Board outside of a Board meeting.
2019 Pool Contract Issues - Dave Ellis discussed the pool contract renewal with the Board. After a brief discussion of water quality test reports confirming the lack of metals in our source water a motion was made, seconded, and carried to decline the routine metal control treatment proposed by A-Beautiful. In doing so, this would save the Association $70 per month from the proposed renewal contract price. As with this reduction the price to renew the A-Beautiful contract would be within just $200 of the current contract, a motion to approve the renewal contract for two years, locking in the annual cost of $39,125, was made, seconded and carried.
Pool Filter Sand Replacement -
2019 Budget Questions -
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:48 P.M.
Delinquencies – Five accounts remain on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After reviewing it, the Board approved referring three accounts to the attorney for enforcement action.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. After reviewing it, Jim stated that no further action need be taken at this time.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The next meeting will be the annual budget meeting at the Crest office. This will be held on September 18, 2018.
With no further business to come before the Board, the meeting was adjourned at 7:08 P.M
