A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 23, 2021 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
Board Members present were Dave Ellis, Jim Calvert, CO Holt, Bill Petry, Michael Wood, and James Kelley.
Also, in attendance was Cindy Bojé representing Crest Management.
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 January 19, 2021 Board Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
Three homeowners were present to address their concerns regarding rental homes and deed restriction violations.
Welcoming of New Residents – Michael Wood reported that there were five new homeowners in February. A copy of the report was provided in the Board packets. Michael stated that home visits have been delayed due to the winter storm but will now be resumed.
Dave Ellis presented a report of the January 31, 2021 financials. As of this date, the money in the bank totaled $1,022,328.76. 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, 2021 was $150,019.14.
Decisions taken by email vote since the last meeting:
a)Upgrade of Small Room and Hall Lighting in the amount of $1,577 b)Approval of Pool Deck Joint Repairs in the amount of $1,250
A motion was made, seconded, and unanimously carried to ratify the above items voted on by the Board outside of a Board meeting.
Brick Landscaping Border at Bruton Park – Bill Petry reported that he is continuing to work on obtaining bids for the project. Once he obtains three bids, he will present them to the Board for review and consideration.
Big Room Acoustics – Michael Wood reported that he met with an acoustics engineer with whom he has worked in the past as well as consulting with some local companies. The engineer recommends installing 4x8 panels on the walls to eliminate the echoing. Michael stated that once he has more information regarding cost and placement, he will distribute the information to the Board for review.
Annual Meeting, Pool Tag Distribution and Pool Opening Discussion – The Board agreed that the annual meeting will continue to be held in person, at the clubhouse, on April 20th, socially distanced. After a brief discussion, the Board agreed that Crest Management will continue to handle the pool tag distribution process via its website as last year. The Board stated that the opening of the pool will be based on COVID guidelines and the recommendations from the pool management company
Post Freeze Clubhouse Repairs – There was water damage to the kitchen ceiling and carpet. A claim has been filed with the Association insurance company. The adjuster will need to schedule a date to assess the damage. In the meantime, the Board has been instructed to save all materials and receipts for repair and replacement. The Board stated that all the carpet in the big room will be replaced.
Pool Deck Joint Repairs – The pool joint repair by Magic Masters has been delayed due to the cold weather but will be completed within the next few weeks.
2021 Community Events – Michael Wood stated he would like to explore the following events depending on COVID restrictions and guidelines: Splash Day, Veterans Parade, National Night Out, and a Car show. It was agreed that no events should be held while the Harris County threat Level remains above 3.
Review of Committees and Director Responsibilities – Michael Wood stated that Larry Barrow and Deni McKay will be removed from the Welcoming Committee.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 6:28 P.M.
Delinquencies – Three accounts remain on the trash suspension list.
Consideration of Delinquency Settlement Offer – A copy of the settlement offer was provided in the Board packets. After a discussion, the Board denied the offer and requested that the full payment owed to the Association be collected.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. There was no action to be taken this month.
The Board requested that Crest Management send certified letters to accounts 2530102028 and 2530110014 citing Article 9.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month.
Legal Representation Conflict Issue – A copy of the legal discussion was provided in the Board packets. After review, the Board agreed to inquire on the authority of the Association to send in-house communication to the homeowner. If allowed and the homeowner does not rectify the violation the Association will engage with a separate attorney to manage the matter.
After review, the Board approved to send final demands and authorizations for lawsuit for accounts 2530105025 and 2530213015.
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on March 16, 2021.
With no further business to come before the Board, the meeting was adjourned at 6:56 P.M.