A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, October 20, 2020 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, Michael Wood, James Kelley, and Chris Cox.
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 September 22, 2020 Board Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
Three homeowners were present to observe the meeting. There were comments regarding neighbor noise and common area landscape maintenance.
SHERIFF PATROL REPORT
James Kelley, our security liaison, stated that he was unable to obtain a September report from the MUD. James hopes to meet with the MUD 61 board to request that the monthly statistics be provided to the Association on a timely and regular basis so that they can be continue to be made available to the residents as has been done in the past.
Welcoming of New Residents – Michael Wood reported that the committee has been amazing and that it is actively greeting new residents working off the backlog that built up during the COVID-19 crisis.
Security – James Kelley reiterated that he will be attending the next MUD 61 meeting to have a meet and greet with its board and requesting its cooperation in providing timely reports for the Association. It was also reported that the committee was working on a way to obtain resident feedback on whether or not there would be a favorable reception to the installation of license plate reading cameras as a tool to assist the patrols in reducing crime within the subdivision.
Communications – Chris Cox reported that he has been researching Internet options for the clubhouse, but it was still in the early phases. Chris also stated that he has created a generic WSMA email address and it is currently in testing.
Dave Ellis presented a report of the September 30, 2020 financials. As of this date, the money in the bank totaled $759,662.43. 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 September 30, 2020 was $15,977.30.
Decisions taken by email vote since the last meeting
a)Approval of Tree Trimming at Entrances submitted by JJ Garcia Tree Services in the amount of $2,200. b)Approval of Tree Trimming around Clubhouse submitted by JJ Garcia Tree Services in the amount of $2,300.
A motion was made, seconded, and unanimously carried to ratify the above items voted on by the Board outside of a Board meeting.
Big Room Lighting Project Status – Chris Cox stated he will update the Board as more information becomes available after his with meeting Donald Electric this week
Christmas Light Installation – Jim Calvert reported that the clubhouse lights have been installed. The remaining project will be completed the first week in November.
Approval of A-Beautiful 2021/2022 Pool Management Pricing – A copy of Dave Ellis’s email and price sheet was provided in the Board packets. After review and a brief discussion, a motion was made, seconded and carried to approve the A-Beautiful Pools management prices for 2021 and 2022 and the subsequent signing of a 2-year contract when it is received later in the year.
Review of Pool Re-plastering Bids – A copy of the bid comparison was provided in the Board packets. After a discussion and review of the bids presented by the four contractors, a motion was made, seconded and carried to award the pool re-plastering contract to Pools By Dallas. The Board then reviewed and discussed the options presented by Pools By Dallas and approved acceptance of additions to provide Leak Detection in the amount of $1,250 and Replacement of Pool Lights with LEDs in the amount of $10,157 for a total project cost of $47,157.
Consideration of Increasing Liability Insurance Umbrella Limit – A copy of the email from Mark Conner with Higginbotham was provided in the Board packets. After a brief discussion, a motion was made, seconded, and carried to increase the umbrella limit from $1 million to $10 million for the annual cost of $3,263.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:53 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, the Board requested to have a second final demand letter sent to account 2530210057.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month.
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on November 17, 2020.
With no further business to come before the Board, the meeting was adjourned at 7:25 P.M