A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, September 18, 2018 at 5:30 P.M. at the Crest Management office, 17171 Park Row, Suite 310, Houston, Texas 77084.
Board Members present were: Dave Ellis, Jim Calvert, Ed Shipley, CO Holt, Chase Wier, and Bill Petry. Chris Cox was absent.
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 for the August 21, 2018 Board Meeting were presented and a motion was made, seconded, and unanimously carried to accept the minutes without change.
There were no homeowners present at the meeting.
SHERIFF PATROL REPORT
CO Holt, our security liaison, reported that there were no unusual problems during August and our community continues to enjoy a very low crime rate. A copy of the monthly sheriff report was included in the meeting packets.
WELCOMING COMMITTEE REPORT
Committee Chairman, Michael Wood was absent but sent a report via email stating that there was no new activity to report this month.
Decisions taken by email vote since the last meeting
a. Approval of Crest Management Contract Renewal
b. Approval of TLC Landscaping Contract Renewal
A motion was made, seconded, and unanimously carried to ratify the items voted on by the Board outside of a Board meeting. Dave Ellis signed the contracts due to Chris Cox being absent.
National Night Out Planning – Due to Chris’s absence, Jim Calvert updated the Board on the National Night Out planning. He provided a detailed list and brought samples of the many donations which have been received from various companies and which will be handed out as prizes. He also listed the vendors and activities booked for the October 2nd event. Activities will include two bounce houses, a band, the Diane Winborne Choir, a photo booth and a Tiger Rock Taekwondo demo. A firetruck and ambulance will also put in an appearance.
Budget Planning for 2019 – Dave Ellis reviewed the proposed 2019 budget with the Board. He explained that to prepare the draft he had sought input from the Board members who have responsibility for each area of our expenditures and from Crest personnel for the administrative costs. He also presented the 2019 update to the Reserve Study, the funding of the items included in the study also being an integral part of the budget.
After review and discussion, the 2019 reserve study and budget were approved. The 2019 assessment rate will remain the same at $730. Statements will be mailed November 12, 2018.
Additional Mosquito Fogging – Dave Ellis discussed the heightened infestation of mosquitoes. He discussed with the Board increasing the once per week fogging to twice a week until the contract ends in the first week of November. Dave stated that he had spoken with Excalibur, the company that provides our fogging service, and they stated they could add another visit for the current contracted price of $66 per additional visit. There will be 6 additional visits for a total of $396.
A motion was made, seconded, and unanimously carried to approve Excalibur to begin fogging twice a week until the end of the current contract for an additional cost of $396.
Tree Trimming – Dave, CO Holt and Bill Petry discussed with the Board the need to trim some of the trees on the property that we own between the perimeter fence and Colonial Parkway, and vegetation that is damaging the fence primarily along the two western edges of our subdivision. Dave, CO and Bill will be meeting with Juan Garcia and with Juan Fuentes to review the areas and obtain proposals for Board approval, this work to be completed in 2018.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:32 P.M.
Delinquencies – Five accounts remain on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After reviewing it, there was no action to be taken at this time.
The Board discussed the process for enforcement regarding recreational vehicles and trailers. The Board discussed not sending a courtesy letter upon the first sighting of a recreation vehicle/trailer, but to note the sighting on the homeowner’s file. Should the recreational vehicle or trailer still be there the following month, a letter will be sent. After a discussion, a motion was made, seconded and carried with 4 approval votes and 2 opposed votes to move forward with the above process.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. After reviewing it Jim stated that no further action need be taken at this time.
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on October 16, 2018 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:15 P.M