A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, May 15, 2018 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
Board Members present were: Chris Cox, Dave Ellis, Jim Calvert, Ed Shipley, CO Holt. Chase Wier was absent.
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 5:32 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the April 17, 2018 Annual Meeting were presented and a motion to accept the minutes without change was made by CO Holt, seconded by Ed Shipley and unanimously carried.
There were three homeowners present at the meeting, but only one had a concern. The homeowner discussed her concerns with the chlorine levels in the swimming pool. The homeowner reported that she believes the levels are too high and request that the Board request the pool management company to check them. After a discussion, Dave Ellis stated that the levels are regularly checked every hour during the hours that the pool is open for general admission, however, Dave will follow-up with A-Beautiful and report back to the homeowner. The homeowner also requested that the Board send a reminder to residents via social media regarding our valet (garage area pick-up) trash service, as many homeowners are not aware of this service and the sight of trash cans along the street is unappealing. The Board stated that official communication is pushed through the Association’s website and email blasts but will consider the homeowner’s comment. Katy Hall was present representing the swim team but did not have any comments.
SHERIFF PATROL REPORT
Deputy King and CO Holt, our security liaison, reported that there were no unusual problems during May and our community continues to enjoy a very low crime rate. A copy of the monthly sheriff report was included in the meeting packets.
Dave Ellis presented a detailed report on the April 30, 2018 financials. As of this date, the money in the bank totaled $839,904.14. This figure includes checking, money market accounts and CD’s and 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 April 30, 2018 was $25,429.88.
a.Memorial Day/Splash Day – The event will be held on May 26, 2018 from 11am-3pm. The Board discussed tasks and responsibilities for each board member. Cindy Bojé was requested to secure the jump and waterslide combo with CN Moonwalks and the pizza order with Little Caesars. A motion was made, seconded, and unanimously carried to approve the rental of the jump and waterslide combo for $190.00. CO Holt stated that he would reach out to a fellow homeowner for Young Life volunteers to monitor the jump and waterslide. Chris Cox presented a proposal from Fast Signs to purchase Splash Day signage. After review, a motion was made, seconded, and unanimously carried to approve purchasing two yard signs with stakes for the amount of $79.77. b.Veterans Parade – This topic was tabled until a later date as the event will not be held until November. c.Garage Sale – Chris Cox reviewed the garage sale survey submitted by homeowners. Overall, the garage sale was received as a successful event. A few points mentioned were to give more notice for future garage sales, and to have them bi-annually. The Board discussed that the next garage sale will be held in late October.
d.National Night Out – This was tabled until a later date as the event will not be held until October.
Director Vacancy - Following Lisa Zirot’s resignation from serving on the Board of Directors, CO Holt stated that he may have a homeowner who is interested in being considered for the vacancy. CO requested that Cindy send him the candidate bio form for the candidate to complete and send to the Board for review.
Welcoming Committee - Michael and Jo Wood were present at the meeting to discuss their ideas for the welcoming of new residents, a role which for many years has been performed by Margaret Heichel and for which the Board was very grateful. Michael and Jo presented a sample Welcome Kit to the Board that would include various Katy publications, pertinent resident information from the Association, a popcorn snack and coupons from surrounding restaurants. The contents of the welcome kit could be customized per the Board’s preference. After a discussion of the proposal the Board thanked Michael and Jo for their enthusiastic approach to this task. A motion was made, seconded, and unanimously carried to appoint Michael and Jo Wood as the new Welcoming Committee.
Needed Tennis Court Items - Dave Ellis presented to the Board a proposed list of tennis court items that need replacing. These include two windscreens, one tidy basket and one tidy basket and tray combo for a total cost of $211.46 plus shipping. Dave motioned that the Board approve the purchase of the items, Jim Calvert seconded, and the motion was unanimously carried.
Insurance Renewal - Dave Ellis reported that the Association insurance renewal with Higginbotham is set to renew June 1, 2018. Dave presented a comparison with the current rates with shows an increase of just 1.3%. The increase reflects the higher valuation of our assets over last year. Dave Ellis motioned that the Board approved the 2018 renewal, Chris Cox seconded, and the motion was unanimously carried.
Adult Swimming - Dave Ellis shared with the Board a homeowner’s concern regarding the removal of adult swimming. Dave stated that he would provide the homeowner with information from A-Beautiful regarding Safety Breaks regulations.
Cul-de-sac Islands - This is an ongoing discussion and the Board agreed to create a sub-committee of Board members to review the statuses of each cul-de-sac island and to make recommendations. The committee will consist of Dave Ellis, CO Holt, and Jim Calvert. After a brief discussion, it was agreed that tree trimming is needed at the Joshua Kendall cul-de-sac. Dave stated he would obtain the bid.
Clubhouse Carpet Cleaning - Dave Ellis requested to have the clubhouse carpet and tile cleaned. Dave Ellis presented his carpet and tile cleaning bid comparison to the Board. After a brief discussion, Dave motioned for the Board to approve Sear’s proposal in the amount of $383.10, Chris Cox seconded, and the motion was unanimously carried.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 7:21 P.M.
Delinquencies - The Board discussed delinquencies. It was noted that 14 homeowners remain on the trash suspension list. Dave motioned that the Board approve turning over 9 accounts, each with outstanding balances in excess of $200, to the Association Attorney for collection. The motion was seconded by Jim Calvert, and unanimously carried.
Dave Ellis requested that Cindy send him the most recent legal status report.
Attorney Action Report – There was no action needed to be taken this month.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After reviewing, Jim motioned that the Board approve account number 2530213015 to be sent to the attorney for enforcement; CO Holt seconded, and unanimously carried.
The next meeting will be held on June 19, 2018 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:33 P.M