A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 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, Bill Petry and Chris Cox for the last part of the meeting.
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 5:31 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the February 19, 2019 Board Meeting were presented and a motion was made, seconded, and unanimously carried to accept the minutes without change.
There were three homeowners present. Two of the homeowners did not have any concerns but stayed to observe the meeting. One homeowner, Katy Hall, was there representing the swim team and addressed the Board with a request that the league with which they swim be allowed to use our pool during July while its current venue is being repaired following damage from hurricane Harvey. The Board stated it would discuss the request during executive session. The homeowners later participated in discussions on community events and security issues.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Chad King reported that there were no unusual problems during February 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 three new homeowners have been added to the 2019 list since the last meeting 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 February 28, 2019 financials. As of this date, the money in the bank totaled $919,911.44. 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 February 28, 2019 was $56,523.95.
Pool Tag Distribution Report - Dave Ellis reported that at the first distribution date, 751 pool tags were distributed to 144 residents. The second of the two distribution dates will be Sunday, March 24, 2019 from 1:00 p.m. to 4:00 p.m.
Report on 22623 Prince George Fence Completion - CO Holt reported that the 152 foot fence replacement has been completed. He informed the Board that the Grand Parkway Apartments’ management has not been responsive to the Board’s correspondence regarding their contribution to this fence replacement. CO recommended that the Board send a letter to the corporate office. Dave volunteered to draft a letter for the Board’s review.
Big Room Repairs - Jim Calvert stated he has reached out to three contractors and is currently setting up meetings to review the items needing repair inside the clubhouse.
Community Events - Jim Calvert, on behalf of Chris Cox, reviewed the forthcoming spring events. These will be a Car Show planned for March 30th; an Easter egg hunt in conjunction with Holy Covenant church planned for April 13th; the spring garage sale scheduled for April 27th and the Veteran’s Parade and Splash Day on May 25th. Chris will provide more information on these events as they draw nearer.
Perimeter Fence Repair Report - CO Holt provided a copy in the meeting packet of the proposal from JJ Garcia for completion of the remaining fence replacement. It was noted that the price increased by over 12%. It was requested that CO obtain two additional proposals for comparison. CO requested that a decision be tabled until the two additional proposals are obtained for the Board’s review.
April Annual Meeting Discussion - Dave Ellis had nothing new to report on the annual meeting preparation. At the first pool distribution, 93 proxies were turned in.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:29 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, Jim stated that one account will continue to be monitored through May for progress on clearing the cited violations. For account 2530319018, the Board authorized that if the violation for the inoperable vehicle still exists at the next inspection the account to be turned over to the Association attorney for enforcement.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month. Two violations have been cured.
The Board discussed account 2530213015. With no knowledge of the homeowner, the Board has approved the Association attorney to move forward with legal attempts to locate the homeowner so that the legal enforcement process can be continued.
Swim Team Request for Additional Pool Use - The Board reviewed the swim team’s request for use of the pool for additional league training during the month of July due to the unavailability the pool at its regular venue. The daily schedule would remain the same as the normal swim team practices, starting at 7:00 a.m. and ending by 10:45 a.m. before the pool opens for the residents.
After a brief discussion, the Board approved the use of the pool for an additional fee of $100 per week. The swim team will be responsible to keep A-Beautiful aware of this as an extension to their communication with it regarding other Swim Team activities.
The next meeting will be held on April 16, 2019 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 6:50 P.M