A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 19, 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, 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 November 17, 2020 Board Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
One homeowner was present to observe the meeting. The homeowner thanked the Board for keeping the common areas well maintained by the landscape contractor.
COMMITTEE REPORTS
Welcoming of New Residents – Michael Wood reported that there was one new homeowner in January. A copy of the report was provided in the Board packets.
FINANCIAL REVIEW
Dave Ellis presented a report of the December 31, 2020 financials. As of this date, the money in the bank totaled $831,782.34. This figure includes checking, money market accounts and CDs 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 December 31, 2020 was $18,845.87.
OLD BUSINESS
Decisions taken by email vote since the last meeting:
a)
Assignment of Perimeter Fence Responsibility to James Kelley from Bill Petry
A motion was made, seconded, and unanimously carried to ratify the above item voted on by the Board outside of a Board meeting.
Discussion of Email Vote Then Re-Vote on Disbanding the Communications Committee – After a brief discussion, a motion was made, seconded, and carried to disband the Communications Committee until further notice. Chris Cox had previously tendered his resignation from the Board as of the end of the January meeting.
Brick Landscaping Border at Bruton Park – Bill Petry reported that he is working to obtain bids for the project. Once he obtains three bids he will present them to the Board for review and consideration.
Big Room Acoustics – CO Holt stated now that the new clubhouse lights are installed he will resume obtaining bids from various contractors to install sound absorbing panels on the ceilings and walls of the clubhouse. Michael Wood stated he would reach out to a colleague for assistance.
NEW BUSINESS
A-Beautiful Pool 2021-2022 Contract Approval – A copy of the contract was provided in the Board packets. After a brief review, a motion was made, seconded, and carried to approve the contract.
Excalibur Contract Renewal – A copy of the contract was provided in the Board packets. After a brief review and discussion, a motion was made to approve and to prepay the contract to take advantage of the 5% discount. The motion was, seconded, and carried.
Pool Deck Joint Repairs – Dave Ellis mentioned that Jim Calvert had reported that some of the pool expansion joints need to be redone. Dave stated that he is in the process of obtaining bids and once received he will share them with the Board for its review.
Main Pool Pump Replacement – Dave Ellis informed the Board that the main pool pump and motor need to be replaced. He recommended that the Board consider approving the A-Beautiful Pools proposal for this since this is a maintenance item usually handled by the pool management company maintenance staff and Pools by Dallas failed to submit a requested competitive bid. The A-Beautiful Pools price is competitive based on the type of pump being proposed and the small labor charge for its installation. After review, a motion was made, seconded, and carried to approve the A-Beautiful Pools proposal in the amount of $5,905.00.
Fence Inspection Report – Bill Petry stated he drove the perimeter fencing and saw that only two boards needed to be replaced.
MUD 61 Security Reports – CO Holt stated after many attempts to obtain monthly security reports within the timeframe required to meet publication deadlines it has been unsuccessful. A motion was made, seconded and approved that the HOA no longer publish in the newsletter nor post on its website monthly security activity summaries and that homeowners who have questions on security should contact the MUD 61 Security Coordinator for the information.
2020 CPA Engagement Letter – Dave Ellis informed the Board that the cost to perform the 2020 tax return and audit with Elaine Combs remained the same from 2019. A motion was made, seconded, and carried to approve Elaine Comb’s engagement letter in the amount of $1,900.00.
New Lighting at Pool Entry and Corridors – Jim Calvert suggested that now that new LED lighting has been installed in the big room that pricing be obtaining for extending this to the remainder of the clubhouse. The Board agreed and looks forward to reviewing pricing.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:38 P.M.
Delinquencies – Three accounts remain on the trash suspension list.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. There was no action to be taken this month.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month. Upon the Board’s request, Cindy will follow up with Holt and Young to determine the next course of action for the open deed restriction violations.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on February 16, 2021.
With no further business to come before the Board, the meeting was adjourned at 6:48 P.M
