A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, July 16, 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 June 18, 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 Crest Management’s new website, the homeless encampment and security.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Chad King presented the June 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. A copy of the activity report was included in the meeting packets.
Dave Ellis presented a report of the June 30, 2019 financials. As of this date, the money in the bank totaled $780,453.63. 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 June 30, 2019 was $14,197.30.
Report on Perimeter Fence Completion and status of Communications with Grand Parkway Apartments on Cost Sharing - CO Holt reported that he still had some fence areas to inspect, but from what has been inspected to this point, he noted that there are some vines and trees that need to be trimmed or removed. Notices will be sent to the owners of these homes informing them of the issues noted. CO also reported that he has not heard back from the Grand Parkway Apartments management regarding their sharing of the replacement cost of the fence between our properties.
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.
Pump Room Leaks - Dave Ellis reported that there are slow leaks where the pipes connect to two of the main pool filters. With the repair, A-Beautiful Pools has advised that there is a possibility that the fix could jeopardize the integrity of the filter shell(s), replacement of which could cost $2,500 each.
After a discussion, a motion was made, seconded, and carried to approve the leak repair in the amount of $497.21 with the stipulation that should the repair cause one or both filter shells to fail the Board has approved that expense
Dave stated that by agreement with A-Beautiful, the repair would not be made before the end of the season.
Security - Robert Kincaid, MUD 62 Board President, was present and discussed the potential collaboration between WSMA, MUD 61 and 62 regarding the provision of security patrols. He made the point that MUD 62 would only support this if it can be demonstrated that the arrangement would improve subdivision security. The plans for this are still at an early stage and no further details are available at this moment.
2020 Budget Issues - Dave Ellis discussed with the Board potential expenditures and projects for 2020 and presented a list of candidate projects that the Board might want to consider. After some discussion it was agreed that the best approach would be to expand the list to cover possible projects that might be considered over a number of years so that these could be prioritized and a decision made as to which should be implemented in 2020.
Reserve Study - One of the costs that has to be included in our annual budget in September is the funding of the reserve that is needed to fund the Association’s capital assets as they reach the point at which they have to be replaced. Dave pointed out that for many years he has been doing the calculations himself, and the last time the Association had a professional study performed was a few years prior to him joining the Board in 2003! So perhaps it would be a good time to have an outside company conduct a reserve study to refine the numbers he is currently using. Dave presented a proposal from Association Reserves to conduct such a study. After a discussion of the importance of having a reserve study completed, a motion was made, seconded, and carried to approve the reserve study proposal in the amount of $2,800.
Tile Repair - Dave Ellis presented a proposal from A-Beautiful to repair loose tiles in the pool. After a brief discussion, a motion was made, seconded, and carried to approve the proposal in the amount of $250.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:30 P.M.
Delinquencies – Four accounts remain on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report. The Board discussed two accounts that need to be turned over to the Association attorney. After a brief discussion, a motion was made, seconded, and carried to send the following two accounts to the attorney for enforcement action: 2530315015 and 2530207019.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. The Board approved for the Association attorney to move forward with the next steps for enforcement.
The next meeting will be held on August 20, 2019 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:15 P.M