A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, May 18, 2021 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
Board Members present were Dave Ellis, Jim Calvert, CO Holt, Bill Petry, and James Kelley.
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 April 20, 2021 Annual Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
Six homeowners were present, some to observe the meeting, one inquired on the rules regarding street parking, and one had a complaint regarding the street racing along Franz and inside of the community.
Welcoming of New Residents – Dave Ellis reported that there was one new homeowner in May and Welcoming Committee Coordinator, Krystin Gillogly, described the plan for moving ahead to clear the backlog with the help of a number of residents who had stepped up to help in this process. A copy of the report was provided in the Board packets.
Dave Ellis presented a report of the April 30, 2021 financials. As of this date, the money in the bank totaled $1,020,620.80. 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, 2021 was $44,178.02.
Dave Ellis sought the Board’s approval to move the Association invested funds from BancorpSouth to CIT Bank and invest this money in a series of CDARs to increase the interest income. After a brief discussion, a motion was made, seconded and unanimously carried to approve the transfer of funds and the recommended investment strategy.
The following motions were made and approved by email vote since the last Board meeting:
a)Approval of Removal of Multiple Dead Trees in the amount of $4,700. b)Approval of New Signs at Entrances in the amount of $376
Big Room Renovation Status and Contract Approvals – Dave Ellis stated that an inspection that was performed revealed a mold problem. This required the removal of additional sheetrock and the application of mold abatement and containment products. Additional delays are resulting from long delivery times for the items needed to complete the project and contractor scheduling issues. CO Holt stated that the new appliances purchased from Home Depot are scheduled for delivery within the next few days. The best estimated project completion date at this time is the middle of June.
Jim Calvert presented the clubhouse carpet proposal from Manchester Carpet. After a discussion, a motion was made, seconded, and unanimously carried to approve Option 2 with the conditions that Manchester honors the proposal estimate in the amount of $6,685.71.
Approval of Policy for Cost Sharing of Recreation Area Shared Fences – A copy of the policy was provided in the Board packet. After a discussion, a motion was made, seconded, and unanimously carried to approve the policy.
Approval of Policy Prohibiting Short-Term Home Leases – A copy of the policy was provided in the Board packet. After a discussion, a motion was made, seconded, and unanimously carried to approve the policy.
1.Insurance – A copy of the insurance renewal comparison was provided in the Board packets. After review, a motion was made, seconded, and unanimously carried to approve the 2021 insurance renewals. 2.Trash/Recycling Collection – A copy of the renewal proposal was provided in the Board packets. The Board discussed the options and rates. After a discussion, a motion was made, seconded, and carried 4 to 1, to approve the 5-year contract with the fixed monthly rate of $21.95 per household.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:49 P.M.
Delinquencies – Thirteen accounts remain on the trash suspension list.
A list of 9 delinquent accounts was provided in the Board packets. The Board reviewed the accounts, and a motion was made, seconded, and unanimously carried to approve sending accounts 2530206015, 2530315015, 2530316004, 2530316025, 2530104016, 2530212055, 2530317033, 2530211013, 2530319004 to the Association Attorney for collections.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. There was no action to be taken this month.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month.
Architectural Review Committee Report – Jim Calvert discussed a roof color variance request for account 2530209020. After a discussion, the Board will propose two options to the homeowner to consider. Jim Calvert will direct Crest Management on the decision of the Board.
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on June 15, 2021.
With no further business to come before the Board, the meeting was adjourned at 7:19 P.M