A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 23, 2018 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were: Katy Hall, Dave Ellis, Jim Calvert, Chris Cox, Ed Shipley, and Chase Wier. Lisa Zirot was absent.
Also, in attendance was Cindy Bojé representing Crest Management, along Sheriff Deputies Paul Wilburn, Chad King, and Wayne Felchak.
With a quorum being established, the meeting was called to order at 5:31 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the November 21, 2017 Board of Directors Meeting were presented and a motion to accept the minutes without change was made by Dave Ellis, seconded by Chris Cox and unanimously carried.
HOMEOWNER CONCERNS
There were several homeowners present at the meeting.
The main topic of discussion was security. The homeowners present complimented Sheriff Deputy Paul Wilburn and his team. Their sentiments included how appreciative the homeowners were of the service being provided by these Harris County Sheriff’s deputies and the visibility they maintain within the community. A number of the homeowners expressed the view that the service and safety that is currently being provided by the Sheriff’s deputies is far more favorable than what was provided in previous years when the security contract was with the Constables office.
Floyd Ball complimented the Board on their success in the collection of Association maintenance fees which resulted in a low delinquency level at the end of 2017.
SHERIFF PATROL REPORT
Deputy Wilburn and Chris Cox, our security liaison, reported that there were no unusual problems during December and our community continues to enjoy a very low crime rate. A copy of the monthly sheriff report was included in the meeting packets.
FINANCIAL REVIEW
Dave Ellis presented a detailed report on the December 31, 2017 financials. As of this date, the money in the bank totaled $561,994.46. 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 December 31, 2017 was $10,934.72.
OLD BUSINESS
Status of Approved Projects
a.
Architectural Guidelines Document Update – Dave Ellis stated that after the guidelines were updated, the Board sent them to the Association attorney to be recorded with the County. This process should be completed within the next few days.
b.Baby Pool Leak Fix – Dave Ellis reported that American Leak Detection has completed the repair to the baby pool by replacing the skimmer that was coming loose from the pool wall.
Cul-de-Sac Islands Report - Chris Cox had nothing to report at this time.
NEW BUSINESS
Ratifications of items voted on by the Board outside of a board meeting
a.Approval for American Leak Detection to repair a leak in the baby pool which had been reported by A-Beautiful Pools. The approved cost of this repair was $1,850.00.
A motion was made, seconded, and unanimously carried to ratify the item voted on by the Board outside of a Board meeting.
Security Contract Renewal - A motion was made, seconded and unanimously carried to renew the 2018 security contract with the Sheriff’s deputies.
Board Communications - Chris Cox discussed with the Board his suggestion to formalize Board communications to the community via a Board Communications Committee. The Committee would essentially be responsible for approving all official HOA communications with the community via email, social media, or mailings.
After a discussion, this was tabled.
2018 Community Events - This was tabled until the February meeting due to Lisa Zirot being absent.
Record Retention - This subject will be pursued further under Old Business at the February meeting.
Pool Tag Distribution - Dave Ellis suggested that the two dates for the 2018 pool tag distribution should be Saturday, March 17 from 10 A.M.- 2 P.M., and Sunday, March 25 from 1 P.M.-4 P.M.
A motion was made, seconded, and unanimously carried to approve these pool tag distribution dates and times.
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 - The Board discussed delinquencies. It was noted that three homeowners remain on the trash suspension list. Katy Hall stated that three accounts which are with the Association attorney have entered into payment agreements. This leaves two accounts with the attorney’s office which have not signed agreements at this time.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After reviewing, Jim requested that two violations be placed on hold until the February inspection.
Attorney Action Report – There was no action needed to be taken this month.
ADJOURNMENT
The next meeting will be held on February 20, 2018 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:12 P.M
