A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, May 21, 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 April 16, 2019 Annual 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 thanked the Board for having the additional security within the community when an incident occurred and complemented one of our off duty deputies for quickly intervening and preventing a serious escalation.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Chad King presented the April security report, and in spite of a couple of incidents that occurred our community continues to enjoy an enviably low crime rate. It was mentioned that homeowners should continue to report to the Sheriff’s office any concerns they have regarding encampment activity around our subdivision. A copy of the monthly sheriff report was included in the meeting packets.
WELCOMING COMMITTEE REPORT
Welcoming Committee Chairman, Larry Barrow, reported that five new homeowners have been added to the 2019 list since the last meeting and three visits were successfully completed this month. A copy of the activity report was included in the meeting packets.
Dave Ellis presented a report of the April 30, 2019 financials. As of this date, the money in the bank totaled $884,679.76. 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 April 30, 2019 was $20,673.71.
Decisions taken by email vote since the last meeting:
a.Approval of 2019/2020 Insurance Renewal
A motion was made, seconded, and unanimously carried to ratify the item voted on by the Board outside of a Board meeting.
Report on Perimeter Fence Completion and status of Communications with Grand Parkway Apartments on Cost Sharing - CO Holt reported that he had sent two invoices to the Grand Parkway Apartments regional manager, Shawn Sterman. It was reported that Mr. Sterman said that he would forward the invoices to their corporate office but could not make a guarantees that it will be responsive in sharing the cost of the recently completed fence. The Board agreed that in the absence of a response a letter should be sent to the corporate office informing the senior officers of the situation and seeking their assistance in obtaining payment.
Big Room Repairs - Jim Calvert stated that the big room repairs have been completed. Future projects that could be considered might include replacing the window pelmets, changing the electrical outlets and switches and covers to white and maybe upgrading the clubhouse lighting to include higher wattage LEDs.
Community Events - Chris Cox stated that everything is in place for the Veteran’s Parade and Splash Day which will be held on Saturday, May 25th, beginning at 10:00 A.M.
Approval of Perimeter Fence Inspection Regimen - CO Holt discussed implementing a perimeter fence inspection beginning in June. Any action needed from a homeowner will be relayed via a violation letter sent from Crest Management.
A-Beautiful Proposal to Replace Aquasol Controller - Dave Ellis stated that A-Beautiful had submitted a proposal to replace the aging and now malfunctioning Aquasol controller in the pump room. This is the unit which controls the flow of liquid chlorine and acid to our pool to maintain the correct chemical balance. Due to its age, A-Beautiful recommended replacing it with a new CAT 2000 controller. After a brief discussion, a motion was made, seconded, and unanimously carried to approve the proposal in the amount of $1,947.99.
Tennis Court Lights Repair - Dave Ellis reported that he and CO Holt attempted to make repairs to one of the tennis court lights, but found the wiring to be badly deteriorated and all the wiring on that lamp pole needs to be replaced. Donald Electric submitted a proposal in the amount of $330.00 plus the cost of any additional work that might be found necessary during the job. After a brief discussion, a motion was made, seconded, and unanimously approved to accept Donald Electric’s proposal.
Additional Mowing Outside Perimeter Fence - Bill Petry discussed the mowing of that part of the east facing side of the perimeter fence north of Earl of Dunmore that is owned by the Tajian Family Partnership. He stated that he had spoken to the owner who indicated that he is unwilling cut the grass on that property, but gives the Association permission to clear and mow a six foot wide strip adjacent to the fence as is required for inspection and maintenance. Bill obtained a proposal from Texas Lawn Care for $500 for the initial clean-up and $25 for each monthly mow. After a brief discussion, a motion was made, seconded, and unanimously carried to approve both items.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:25 P.M.
Delinquencies – Eight accounts remain on the trash suspension list.
The Board discussed three 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 three accounts to the attorney for collections: 2530317003, 2530110039, 2530318025.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report. There was no action to be taken this month.
Architectural Review Committee - Ed Shipley resigned as ARC Chairman and Jim Calvert will take over this role.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month. One violation had been cured.
The next meeting will be held on June 18, 2019 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 6:39 P.M