A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 20, 2019 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
Board Members present were Dave Ellis, Jim Calvert, Ed Shipley, CO Holt, Bill Petry, Chris Cox, and Larry Barrow.
Also, in attendance was Cindy Bojé representing Crest Management, along with Sheriff Deputy Chad King.
With a quorum being established the meeting was called to order at 5:30 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes of the July 16, 2019 Board Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
There were six homeowners present. Topics that were discussed included security and extended pool hours.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Chad King presented the July security report. The community continues to enjoy an enviably low crime rate. A copy of the monthly sheriff report was included in the meeting packets.
WELCOMING COMMITTEE REPORT
Welcoming Committee Chairman, Larry Barrow, reported that there have been five new homeowners since the last meeting, three of which were home when visited. A copy of the activity report was included in the meeting packets.
Dave Ellis presented a report of the July 31, 2019 financials. As of this date, the money in the bank totaled $741,995.07. 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, 2019 was $12,043.38.
Report on Perimeter Fence Completion and status of Communications with Grand Parkway Apartments on Cost Sharing - CO Holt reported that he has completed his inspection of the fence and noted the homes which have some vines and trees that need to be trimmed or removed. Notices have been sent to the owners of these homes informing them of the issues noted. CO also reported that our letters to the CEO and CFO of the Grand Parkway Apartments have not been answered thus we have to assume that they will not be contributing to the replacement cost of the fence between our properties.
Status of Pool Area Repairs - Dave Ellis reported that the loose pool tiles have been repaired. He also reported that as the pump room leaks became much worse it was no longer feasible to delay their repair until after the end of the pool season as was approved at the July meeting. The repair was therefore brought forward and has been completed successfully, fortunately with no damage to the filter shells.
Community Events - Chris Cox stated that National Night Out will take place on October 1, 2019 from 6:00 p.m. - 8:00 p.m. The next community garage sale will also be held in October. More information will be provided at a later date.
2020 Budget Issues - Dave Ellis discussed some major uncertainties that will have an impact on the 2020 budget, which needs to be approved at the September meeting, and the affect these could have on next year’s assessment. The major one is whether or not the MUD’s initiative to assume responsibility for security becomes a reality. It now seems unlikely that a decision will be made and approved in time for its effect to be incorporated into the 2020 budget. The second issue is what the reserve study being prepared by Association Reserves will recommend regarding the annual contribution to the Capital Reserve account to cover the ongoing depreciation of our infrastructure. The industry standard contribution varies between 15 to 40% compared with the 10% that we are currently including. The third issue is how much should be budgeted for the Operating Reserve to fund improvement projects over the next few years. A list of candidate projects and rough cost estimates was presented which totaled close to $100,000 which if to be completed over a 5 year period would require an annual contribution of $20,000. At the September meeting the Board will need to consider how much of this can reasonably be included in the 2020 budget and this will depend on what decisions are made on the MUD security initiative.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:21 P.M.
Homeowner Hearing - A hearing was held regarding a deed restriction violation request for the homeowner of account #2530106003 to remove an unapproved exterior modification. The homeowner and his wife were in attendance and following their presentation were told that they would be informed of the Board’s decision through Crest Management
The Board later reviewed and discussed the homeowner’s reasoning for the modification and made its decision on the matter.
Delinquencies - Three accounts remain on the trash suspension list.
Deed Restriction Enforcement - Jim Calvert reviewed the Enforcement Action Report. The Board discussed one account that needed to be turned over to the Association attorney. After a brief discussion, a motion was made, seconded, and carried to send account 2530103025 to the attorney for enforcement action.
Attorney Action Report - Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month.
The next meeting will be held on September 17, 2019 at Crest Management’s office.
With no further business to come before the Board, the meeting was adjourned at 7:30 P.M