A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, June 16, 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 May 19, 2020 Board Meeting and the May 26, 2020 Workshop Meeting were presented and a motion was made, seconded, and unanimously carried to accept the minutes without change.
Four 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 May security report. A copy of the monthly sheriff report was included in the meeting packets. CO informed those present that as the HOA sponsored security patrols terminated on May 31 future security reports will be from the HCSO contract deputies and will be provided to the HOA by MUD 61 for publication to the residents.
Dave Ellis presented a report of the May 31, 2020 financials. As of this date, the money in the bank totaled $913,128.23. 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 May 31, 2020 was $21,600.26.
Decisions taken by email vote since the last meeting -
a)Approval of June 9, 2020 Pool Opening and use of HOA Waiver. b)Approval of replacement of Clubhouse Big Room HVAC System in the amount of $10,140.
A motion was made, seconded, and unanimously carried to ratify the above items voted on by the Board outside of a Board meeting.
Report on Pool Opening – Dave Ellis reported that the opening of the pool has proceeded smoothly with attendance figures similar to those of previous years. On average, the pool is seeing daily maximum attendances of 20-45 residents. A-Beautiful Pools provides weekly reports of pool attendance each hour as well as a list of all residents who have signed the waiver. Chris Cox stated that A-Beautiful Pools appears to be doing a good job managing the pool and the lifeguards’ performance so far has been exemplary.
KGI Wireless Variance Videoconference Hearing for 5G Antenna Pole on Colonial
Parkway - The Board discussed the email message they received regarding the variance hearing being held at 9:30 am on June 23, 2020. It was stated that residents who oppose the installation may register their desire to present comments at the videoconference hearing by sending an email to [email protected] before 5:00 pm on June 22.
Proposed Approach to Handling the Welcoming of New Residents – Dave Ellis introduced new volunteer, Kristin Gillogly. Kristin stated she would gladly volunteer and will recruit additional committee members to assist. Resident Deni McKay has already volunteered to join the welcoming committee. Dave Ellis will be the Board liaison and Jim Calvert who has been involved in supporting this activity in the past will be available to share his knowledge with the committee. The Committee will begin making contact with residents when it is considered safe to do so with July 1, 2020 as a target date.
Scheduling of Annual Meeting – The Board discussed the need to hold the annual meeting. After a brief discussion, the annual meeting was scheduled for August 18, 2020 provided there is no major deterioration in the Coronavirus situation.
Resignation of the officer position of President, by Ed Shipley – Ed Shipley resigned as the Board President to allow for a smooth transition of current Vice President CO Holt to the position of President in advance of the annual meeting. Ed will remain on the in the role of Vice President until the annual meeting at which he will resign from the Board.
Clubhouse Acoustics – CO Holt stated he had researched some companies in the area and will begin to solicit proposals for the Board to review.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:45 P.M.
Delinquencies – Four 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.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no new action to be taken this month.
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on July 21, 2020.