A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 19, 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, Chris Cox, and Bill Petry.
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 15, 2019 Board Meeting were presented and a motion was made, seconded, and unanimously carried to accept the minutes without change.
There was one homeowner present. The homeowner did not have any concerns but stayed to observe the meeting.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Wayne Felchak reported that there were no unusual problems during January 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, Floyd Ball, was absent but Jim Calvert, who is assisting Floyd with this welcoming function, reported that there are four new homeowners on the 2019 list and two visits were successfully completed this month. A copy of the activity report was included in the meeting packets.
Dave Ellis presented a detailed report on the January 31, 2019 financials. As of this date, the money in the bank totaled $889,862.50. 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 January 31, 2018 was $135,794.36.
Dave stated that at the end of February, in accordance with the Collection Policy, final demand notices will be sent to all homeowners with delinquent accounts. The $50 charge for these letters will be added to the homeowner’s accounts.
Decisions taken by email vote since the last meeting:
a. Approval of 22623 Prince George St. Perimeter Fence Replacement in the amount of $3,548.
A motion was made, seconded, and unanimously carried to ratify the item voted on by the Board outside of a Board meeting.
Pest Control (Cypress Creek) 2019 Contract Approval - A copy of the contract renewal was included in the meeting packets. Dave informed the Board that Cypress Creek agreed to this renewal at a decreased price from 2018. After a brief discussion, a motion was made, seconded and unanimously carried to approve the contract renewal at $62.80 per quarterly visit.
Community Events - Chris Cox reviewed the forthcoming spring events. These will be the spring garage sale; an Easter egg hunt in conjunction with Holy Covenant church; a Car Show; and the Veteran’s Parade and Splash Day on May 25th. Chris will publish more information on these events as they draw nearer
MUD 62 Water Rate - Dave Ellis reported that at its January meeting MUD 62 approved changing the billing for water used by the sprinklers at the Gatwick entrance from its commercial to its residential rate. The new reduced pricing will take effect on the next billing cycle.
Perimeter Fence Repair Report - CO Holt reported that the replacement of the portion of the perimeter fence bordering 22623 Prince George that had blown down has now been completed. As this fence is now shared with the Grand Parkway apartments CO is attempting to have its management share in the replacement cost and also to agree to share the cost of replacing the balance of the fence that it now shares with our subdivision. As local management has been unresponsive to this point CO will attempt to escalate the issue to its corporate management.
As the remaining fence is as vulnerable to being blown down as the section just replaced, CO recommends that once we learn the Grand Parkway apartment’s intentions regarding cost sharing that we proceed to complete the replacement of the remaining sections before the price escalates further. The remaining length for which we have easements and are thus obligated to maintain is a little over 390 linear feet.
The Board revisited a request from homeowner 2530318024 made in February 2017 during the previous fence work in this area to enter into a Perimeter Fence Easement Agreement with the Association. If granted, this would increase the Association’s responsibility to include this homeowner’s section of fence to the replacement total. After much consideration, the Board made the decision not to grant this easement.
CO will report on the results of his discussions with the Grand Parkway apartment’s management at the March meeting following which a decision will be made on completing the fence replacement project.
2018 Audit and Tax Return Letter of Engagement Approval - A copy of the contract renewal was included in the meeting packets. Dave stated the cost for preparation of the tax return and audit remained the same as last year. After a brief discussion, a motion was made, seconded and unanimously carried to approve the contract renewal at $1,900.
Review of Annual Meeting Notice, Proxy/Ballot and Pool Memo - Copies of these documents were included in the meeting packets. The annual meeting notice, proxy/ballot, and pool memo were approved and will be mailed on March 4th.
Pool Tag Administrative Fee Resolution - The Williamsburg Settlement Maintenance Association, Board of Directors has adopted the following resolution per section 204.010 (9) of the Texas Property Code:
"Residents in good standing who miss the opportunity to pick up their pool tags during any of the pool registration days at which pool tags are issued without charge may order them on-line via the Crest website. Tags will be mailed, and a $10 handling fee will apply, payable to Williamsburg Settlement Maintenance Association, by credit card or PayPal. Tags can also be picked up from the Crest Office located at 17171 Park Row, Suite 310, in which case the fee will be $20, payable to Crest Management.
New residents who take up residence after the last registration day can complete a Late Pool Tag Application form available for download from the WSMA website and send or email it to Crest Management Company. When approved, the tags will be mailed to the resident's address at no charge. Again, if the resident wants to avoid the mailing delay, they may pick them up from the Crest office, but if they do this the $20 administrative fee will apply."
A motion was made, seconded, and unanimously carried to approve the resolution which was then notorized and will be filed with the County.
Some Big Room Issues - Dave brought to the Board’s attention a few relatively minor maintenance repairs required to the clubhouse’s big room. Jim Calvert volunteered to take the lead on obtaining proposals for the necessary repairs.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 7:12 P.M.
Delinquencies – Three accounts remain on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After review, the Board requested that Crest obtain an update from homeowner 2530103014 on the status of when repairs will be completed. Upon receipt the Board will at the March meeting decide on the next action to be taken.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month. One account was cured.
The next meeting will be held on March 19, 2019 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:19 P.M