A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 20, 2018 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, Ed Shipley, and Lisa Zirot. Chris Cox and Chase Wier were absent.
Also, in attendance was Cindy Bojé representing Crest Management, along with Sheriff Deputy Wayne Felchak.
With a quorum being established, the meeting was called to order at 5:31 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the January 23, 2018 Board of Directors Meeting were presented and a motion to accept the minutes without change was made by Ed Shipley, seconded by Katy Hall and unanimously carried.
There was one homeowner present at the meeting, but no concerns were expressed.
SHERIFF PATROL REPORT
In Chris’s absence, Katy Hall reported that there were no unusual problems during February and our community continues to enjoy a very low crime rate. It was however mentioned that the number of car burglaries was higher than normal. A copy of the monthly sheriff report was included in the meeting packets.
Dave Ellis presented a detailed report on the January 31, 2018 financials. As of this date, the money in the bank totaled $821,361.92. This figure includes checking, money market accounts and CD’s and 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 January 31, 2018 was $141,250.24.
Dave motioned to transfer $100,000.00 to the Icon Operating ICS Account where it will earn more interest until needed for operating expenditures. The motion was seconded by Lisa Zirot and unanimously carried.
Record Retention – Dave Ellis summarized his meeting with Crest Management regarding the Crest documentation storage procedure and the service that it provides for the Records Storage and Maintenance fee that is included in our contract. This fee began being assessed in January of this our third year with Crest. This year it will be $15 per month and it will increase at a rate of $5 per month in subsequent years with a cap of $60 per month. As the retention of future Association records will now be managed by Crest our existing Records Retention policy needs revision. Dave has made the necessary changes and as our attorney will need to file this with the County, Dave has also taken the opportunity to make needed minor revisions to some of our other governing documents so that the attorney can process all the revised documents at the same time. These revisions had been emailed to the Board members for prior review and later approval at this meeting.
Dave also confirmed that in accordance with the Board’s emailed decision to be ratified later in the meeting, all Association historical files that were stored in the clubhouse have now been transported to Crest.
Ratifications of items voted on by the Board outside of a board meeting
a.Relocation of Archive Documents to Crest SafeSite Storage facility.
A motion was made, seconded, and unanimously carried to ratify the item voted on by the Board outside of a Board meeting.
Review of Clubhouse Rental Policy - The Board discussed the Clubhouse Rental Policy of allowing the rental of Association facilities only for non-profit activities. After a discussion, the Board agreed that this current policy should remain as is and the clubhouse rentals will continue to be limited to resident, non-profit use.
Approval of Minor Revisions to Some Governing Documents - Dave Ellis discussed the proposed updates to the policies for Record Retention, Clubhouse Rental, Tennis Court Use, and Tennis Leagues and Swim Team use by non-resident members.
A motion was made, seconded, and unanimously approved to accept the updates to these documents and have them submitted to the Association attorney for filing.
Call for Candidates for Upcoming Annual Meeting - Dave Ellis stated that the notice will be posted on the website and emailed to the residents seeking volunteers who would be interested in running for open Board positions at the annual meeting. The deadline for residents to submit their names will be Friday March 2 allowing ballots to be mailed to the residents on Monday, March 5th.
Review of Annual Meeting Notice and Proxy/Ballot - The Board reviewed the notice and proxy for the annual meeting. After review, the notice was approved, but the appointed name on the proxy will be changed from Dave Ellis to Katy Hall due to Dave being a candidate for re-election.
2018 Community Events - Lisa Zirot requested, and the Board approved, payment of the $35 National Night Out (NNO) membership fee. Lisa mentioned that since the Association purchased last year’s NNO supplies through the official website, the NNO organization will reimburse the Association $25. Cindy Bojé stated that she will make arrangements for the membership payment and will discuss reimbursement of the credit.
Lisa requested the Board’s input on whether we should continue this year with the Memorial Day/Splash Day event. The turnout to these events was low last year and the lack of volunteers to handle these events makes it tough for only a handful of helpers. This discussion was tabled for the next meeting.
Holy Covenant church is requesting that the Association send out an email to the community requesting donations for eggs and supplies needed for their Easter event. The Board agreed that they would be able to accommodate this request.
Katy Hall informed the Board that there was a request to hold a car show in the clubhouse parking lot and the only clubhouse access they would need would be to the bathrooms. The tentative date would be April 7th or 14th. After a brief discussion the Board approved this event and Katy will confirm the date and coordinate with Dave Ellis regarding clubhouse rentals.
Exterior Modification Report Request - It was requested that Crest Management include in the monthly Board packets a report of that month’s EMR activities for the Board’s review and reference. Cindy stated that she would be able to accommodate this request.
ADJOURNMENT TO EXECUTIVE SESSION - With no further business to come before the Board, the meeting was adjourned into executive session at 6:35 P.M.
Delinquencies - The Board discussed delinquencies. It was noted that 122 residents received reminder notices to pay their annual assessment. Final Notice (Demand) Letters will be mailed on March 5th to residents with account balances in excess of $100.
Attorney Action Report – There was no action needed to be taken this month.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After reviewing, it was agreed that Katy Hall will draft a letter to homeowner 2530105019 regarding the various violations and stipulations to curing them.
The next meeting will be held on March 20, 2018 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:01 P.M