A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, February 18, 2020 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Dave Ellis, Jim Calvert, Ed Shipley, CO Holt, Larry Barrow, Chris Cox and Bill Petry.
Also, in attendance was Cindy Bojé representing Crest Management and Sheriff Deputy Chad King.
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 January 21, 2020 Board Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
Four homeowners were present to observe the meeting. There was one comment from a homeowner stating the MUD provided security presence was low.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Chad King presented the January security report. The community continues to enjoy an enviably low crime rate. A copy of the monthly sheriff report was included in the meeting packets.
A representative from the Harris County Sheriff’s Office was supposed to have attended the meeting to be introduced to the Board and the homeowners, but was not present. CO stated he would follow up with the MUD to inform them of the Association’s disappointment for the HCSO absence, as well as not being provided patrol statistics.
CO Stated that he is no longer looking into installing license plate reading cameras at this time. Before any action is taken on this more research would have to be done and the Association has many other areas in which the unbudgeted funds that would be required for these could be better utilized.
WELCOMING COMMITTEE REPORT
Welcoming Committee Chairman, Larry Barrow, reported that there was one new homeowner since the last meeting. A copy of the activity report was included in the meeting packets.
FINANCIAL REVIEW
Dave Ellis presented a report of the January 31, 2020 financials. As of this date, the money in the bank totaled $983,012.72. 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 January 31, 2020 was $126,555.66.
OLD BUSINESS
Decisions taken by email vote since the last meeting -
a)
Approval of Tennis Court Power Washing Contract in the amount of $1,750.00
A motion was made, seconded, and unanimously carried to ratify the above items voted on by the Board outside of a Board meeting.
Community Events Update – Chris Cox stated that he has registered the Association for National Night Out and is working to develop the schedule for this year’s community events.
NEW BUSINESS
Approval of Clubhouse Window Replacement Contract – Jim Calvert stated that he obtained a proposal from Window World, the most economical supplier, to replace all the clubhouse windows. After a discussion, a motion was made, seconded, and unanimously carried to approve the proposal in the amount of $ 6,228.00.
Approval of Board Resolution on Approval of Foreclosure and Enforcement Actions – The Board discussed the resolution, and after a discussion, voted to not sign the resolution as the Board stated any action for enforcement or foreclosure will be completed at an open meeting and direction will be given to the managing agent, accordingly.
Swim Team Request for Permission to Install a Trophy Display Case at Clubhouse – Bernie Hall, representing the Swim Team, was present to address the Board and requested permission to install a trophy display case along the hallway leading to the pool. After review and discussion, the Board requested some design changes and approved the request.
2019 Audit and Tax Return Letter of Engagement Approval - A copy of the contract renewal with CPA Elaine Combs was included in the meeting packets. Dave stated the cost for preparation of the tax return and audit remained the same as last year. After a brief discussion, a motion was made, seconded and unanimously carried to approve the contract renewal at $1,900.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 6:30 P.M.
Delinquencies – One account remains on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After discussion, the Board approved sending accounts 2530102009, 2530206015, 2530313055 and 2530210060 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.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on March 17, 2020 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:06 P.M
