A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 17, 2021, at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
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 from the July 20, 2021, Board meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
Seven homeowners were present, mainly to observe the meeting. The homeowners had various questions regarding deed restrictions, security, and street parking.
COMMITTEE REPORTS
Welcoming of New Residents – Dave Ellis reported that four new residents had been added to the welcoming list since the July meeting and good progress is being made to clear the backlog. A copy of the report was provided in the Board packets.
FINANCIAL REVIEW
Dave Ellis presented a report of the July 31, 2021, financials. As of this date, the money in the bank totaled $873,624.67. This figure includes checking and Account Registry CDs (CDAR)s which together constitute 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 July 31, 2021, was $36,584.27.
OLD BUSINESS
Big Room Renovation Status – Dave Ellis stated that the clubhouse repairs and projects had been completed and that the clubhouse was now available for rentals by homeowners. Dave Ellis did mention that the last outstanding items were to get an estimate to replace the clubhouse double doors and storage carts for the clubhouse chairs.
Status of Issues Arising from 2021 Texas Legislative Session – At last month’s meeting the Board discussed various topics but focused mainly on the practicality of forming a separate Architectural Control Committee (ACC) in response to the new law that states as of September 1 the Board is no longer authorized to perform this function. The alternative is to outsource this function to a third party, which in this instance would be Crest Management. After a discussion, the Board unanimously approved appointing Crest Management to perform the ACC function by reviewing the Exterior Modification Requests (EMRs) at $75 per request. CO Holt signed the addendum adding this function to the Crest Management Administrative Contract. In addition, the Association attorney drafted the policy package for the Association which included: Swimming Pool Enclosure Policy, Security Measures Policy, ACC Denial Letter and Appeal Hearing Policy, Religious Display Policy, Deed Restriction Violation Hearing Policy, and Large Contract Bid Solicitation Policy. After a brief discussion, a motion was made, seconded, and unanimously approved to record these policies as additions to the Association’s governing documents.
Preliminary 2022 Budget Planning – Dave Ellis discussed the projected projects for 2022 which would need to be included in the 2022 budget. Such projects would include adding Internet service to the clubhouse and additional security cameras around the recreation area. Dave Ellis and CO Holt stated they would be working on obtaining pricing from various carriers and contractors to provide for the budget meeting in September.
The Board discussed renovation projects at the tennis courts and after a discussion, has decided to table the discussion.
NEW BUSINESS
Board Staffing Issue – CO Holt stated that the current Board was down by two volunteers. Additionally, Jim Calvert will be resigning from the Board after the September meeting leaving another Board position vacant. Two homeowners present, Niki Dillon and Shelley Morales expressed their interest and stated they would contact Cindy Bojé for additional information.
2022 Pool Contract Price Increase – A copy of Dave Ellis’s email from A-Beautiful Pools was provided in the Board packets for discussion. The Board reviewed it and stated that there will be further discussion at the budget meeting in September.
Approval of 2020 Audit Report – A copy of the draft audit report was provided in the Board packets. After review, a motion was made, seconded and unanimously carried to approve the report as presented.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:20 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 review, a motion was made, seconded, and unanimously carried to approve sending accounts 2530101025, 2530213019, 2530319010, and 2530101034 to the Association attorney for enforcement.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month. The Board stated that the Attorney has its approval to move forward with deed restriction maintenance efforts.
Architectural Review Committee – A copy of Jim Calvert’s email was provided in the Board packets regarding account 2530212016’s request to paint the exterior of their home. After a discussion, the Board denied the request.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on September 21, 2021.
With no further business to come before the Board, the meeting was adjourned at 7:20 P.M
