A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, July 31, 2020 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 and Chris Cox.
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 June 16, 2020 Board Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
Six homeowners were present to observe the meeting. There were comments regarding the renting of rooms in a home, security, and deed restriction violations.
SHERIFF PATROL REPORT
CO Holt, our security liaison, presented the June security report. A copy of the monthly sheriff report was included in the meeting packets. CO informed those present that the reports from the HCSO contract with MUD 61 and MUD 62 are now provided to the HOA so that the incident statistics can be published to the residents.
Dave Ellis presented a report of the June 30, 2020 financials. As of this date, the money in the bank totaled $857,446.77. 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, 2020 was $17,473.91.
Decisions taken by email vote since the last meeting -
a)Approval of Playground Mulch Replacement in the amount of $4,362.50.
A motion was made, seconded, and unanimously carried to ratify the above item voted on by the Board outside of a Board meeting.
Annual Meeting - Dave Ellis reported that the current proxy count for the annual meeting is 72. The Board discussed whether the annual meeting should be held in-person or virtually. After a discussion, a vote of five to one was motioned to approve meeting in-person. Consideration will be given as to how this can be done while remaining in conformance with the State’s COVID-19 pandemic regulations. Cindy will revise the annual meeting notice and proxy form for the Board’s review prior to mailing to the residents.
Big Room Acoustics – CO Holt informed the Board that he had been in contact with two companies which provide acoustic reduction panels and is now working closely with one of them to develop a recommendation for the Board’s review. There was some discussion of the different panel configurations available and where they might be fitted in the room for maximum effectiveness. CO will update the Board as more information becomes available.
Possible Big Room Lighting Improvement Alternatives – Two proposals were provided to the Board in their Board packets. After review and a brief discussion, a motion was made, seconded, and unanimously carried to approve Donald Electric’s proposal in the amount of $1,475. The proposal includes removing the 8 current globe fixtures, replacing them with 14 LED ceiling mounted fixtures and fitting the existing spotlights with LED light bulbs.
Perimeter Fence Inspections – Dave Ellis mentioned that there are some instances where the vegetation in homeowners’ yards around the perimeter of our subdivision is causing damage to the Association’s fence. He recommended that to protect our investment regular fence inspections be resumed and in cases where damage is observed that Crest be asked to send letters to the homeowners requesting that they take action to remove the damaging vegetation. Bill Petry, who has just taken over responsibility for the perimeter fence, will resume the periodic fence inspections.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:53 P.M.
Delinquencies – Three accounts remain on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. There was no new action to be taken this month.
The Board discussed account 2530211007 and the maintenance needed at this home. The Board stated it would inform Crest Management of when to send the 10-day letter which is a required precursor to the Association being able to perform a force mow and/or other corrective maintenance on a home. The cost for the maintenance would be billed back to the homeowner’s account.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. After review, the Board approved Jim’s recommendation to move forward with the next legal step.
There were no homeowners present to hear a summary of the executive session. The next meeting will be the rescheduled annual meeting of members to be held on August 18, 2020.
With no further business to come before the Board, the meeting was adjourned at 7:30 P.M
NEXT WSMA BOARD MEETING
The next meeting of the WSMA Board of Directors will be the annual budget meeting and will be held at the Crest offices located at 17171 Park Row, Suite 310. The meeting will begin at 5:30 PM on Tuesday September 15, 2020.