A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, October 17, 2017 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
Board Members present were: Katy Hall, Dave Ellis, Jim Calvert, Chris Cox, Ed Shipley, Chase Wier and Lisa Zirot.
Also in attendance was Cindy Bojé representing Crest Management, and Sheriff Deputy Paul Wilburn.
With a quorum being established, the meeting was called to order at 5:30 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the September 19, 2017 Board of Directors Meeting were presented and a motion to accept the minutes without change was made by Dave Ellis, seconded by Lisa Zirot and unanimously carried.
There were (3) homeowners present at the meeting.
One homeowner wanted to thank the Board for its work and efforts in support of the Women’s Tennis League. She also mentioned some of the poorly maintained yards on her street. The Board responded that it is aware of the homes in question and that action has been initiated to get these yards maintained. Lastly, the homeowner voiced her concerns with Texas Pride picking up our trash and recycling earlier than was the case in the past. Her concerns are regarding early morning noise and congestion on our streets during the period when children are on their way to school. The Board replied that, per the contract, the contractor can start collecting at 7:00 A.M. Although pick up used to be later, following Hurricane Harvey the pickups have been earlier due to congestion at the landfills and recycling drop-off sites. When activity at these sites declines hopefully Texas Pride can revert to a later pick-up time in our neighborhood.
One homeowner present did not have any specific concern, she wanted to sit in on the meeting and discuss the Book Club agenda item later in the meeting.
One homeowner present wanted to introduce himself as a new homeowner to the community.
SHERIFF PATROL REPORT
Deputy Wilburn and Chris Cox, our security liaison reported that there were no unusual problems during September 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 September 30, 2017 financials. As of this date, the money in the bank totaled $521,536.84. 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 September 30, 2017 was $15,423.31.
National Night Out Report - Lisa Zirot reported that National Night Out was a success and that thanks to a generous contribution from MUD 61expenditures were under budget. A few suggestions were given for next year’s event which included: acquiring two bounce houses, one for big and one for small kids; bringing back the photo booth and having at least one meeting with volunteers prior to the event so that everyone is on the same page.
Lisa Zirot requested that the Board approve the expenditure of $110 for 11 gift cards to be given to the participants of the coloring contest as a way to encourage future participation in such activities. A motion to approve this expenditure was made by Dave Ellis, seconded by Katy Hall and unanimously carried.
Possible Further Cul-de-Sac Islands and Enhancements -
As there are a number of open issues concerning the cul-de-sac islands Dave Ellis made a motion that Chris Cox be given responsibility for their ongoing management and any continuation of the enhancement program. This motion was seconded and unanimously carried. In light of this appointment Dave made a further motion to table a decision on some future enhancements currently under consideration until Chris can provide a report and recommendations at the November meeting. This will give him time to research the issues and receive feedback from nearby residents on their level of commitment to providing the required watering for any new vegetation that may be planted. This motion was seconded and unanimously carried.
Barraud Court Cul-de-sac Island Signage Request - Dave Ellis discussed a homeowner’s concern of damage being done to the Barraud Court cul-de-sac island by some children and his request that a small sign be installed to discourage such activity. After discussion, a motion was made by Dave Ellis, seconded by Katy Hall, and unanimously carried that in his new role Chris Cox communicate with the homeowner and make a recommendation to the Board as to action that should be taken.
Car Park Re-Stripping - The Board reviewed the proposals from Property Services and Tuttle Construction to power wash the parking lot, re-stripe the parking spaces and paint two handicap logos. After a brief discussion, a motion to approve the Tuttle Construction proposal to perform this work for $1,488.29 was made by Katy Hall, seconded by Chase Wier and unanimously carried. Before placing the contract Cindy Bojé was asked to ensure that the Tuttle proposal does indeed include the two handicap logos as that language was missing from its proposal.
Ratifications of items voted on by the Board outside of a board meeting
There were no items to ratify this month.
Required Pool Repairs - Dave Ellis explained that there are three pool repairs that need to be addressed. These are the replacement of a broken wall anchor which is a major problem for the Swim Team; the replacement of the two main pool drain covers which have reached the end of their operational lives and the replacement of the two Stenner motors which are part of the chlorine and acid feed system. Dave presented a spreadsheet listing the available options for addressing these pool repairs and the cost of each. After review and discussion a motion was made by Chase Wier, seconded by Chris Cox, and unanimously carried to move forward with Option B. This includes the replacement of the pool drain covers with those having a 7-year life, replacement of the broken wall anchor, and replacement of the Stenner motors. The total cost for these repairs including the estimated water cost will be $2,685,50. Katy Hall abstained from voting due to her affiliations with the Swim Team.
Neighborhood Book Club Clubhouse Use Request - The homeowner present petitioned the Board for a reduced rate for a group booking of the clubhouse small room to accommodate a series of regular book club meetings. After discussion, the Board offered the use of this room on this basis for a discounted rate of $20 per night.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 7:13 P.M.
Reimbursement Due to Contractor Damage - Dave Ellis requested that a homeowner be reimbursed $275 for irrigation repairs that they paid to repair damage caused by an HOA contractor who has so far failed to cove this cost. The reimbursement would be made on the condition that the money would be refunded to the HOA if the contractor eventually reimbursed the homeowner. After a brief discussion a motion to approve the reimbursement was made by Dave Ellis, seconded by Katy Hall, and unanimously carried.
Delinquencies - The Board discussed delinquencies. It was noted that six homeowners remain on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After review the Board gave approval to send two final demand letters.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action needed to be taken this month.
The next meeting will be held on November 21, 2017 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:27 P.M.