A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, January 18, 2022, at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Niki Dillon, Dave Ellis, Lance Gordon, Shelley Morales, and Bill Petry.
Also, in attendance was Cindy B. 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 November 16, 2021, Board meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
There were nine homeowners in attendance at this month’s meeting. Discussion was divided between the possibility of forming a homeowner volunteer ARC Committee, and some residents who would like to paint the exterior brickwork of their homes, which the Board does not allow. One homeowner suggested that the ARC Guidelines be revised to keep up with the changing times and aesthetics of the exterior of a home. After a discussion, the Board stated they would review the process of forming an ARC Committee and set up meetings with homeowners to discuss their exterior masonry.
COMMITTEE REPORTS
Welcoming of New Residents – Dave Ellis reported that since the report presented at the November meeting, six new residents have been added to the welcoming list four of which have received a visit. A copy of the report was provided in the Board packets.
FINANCIAL REVIEW
Dave Ellis presented a report of the December 31, 2021, financials. As of this date, the money in the bank totaled $924,852.71. 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 December 31, 2021, was $26,058.83.
OLD BUSINESS
A.
Decisions approved by email vote since the last meeting
a.Approval of Bucktrout Fence Repair in the amount of $2,900
NEW BUSINESS
Excalibur Contract Renewal – A copy of the contract renewal was provided in the Board packets. It was suggested that as was done last year, the Association should take advantage of the 5% discount provided by paying the contract in full for the 32 trips. After a review, a motion was made, seconded, and unanimously carried to approve the contract renewal and to pay the invoice in full.
Replacement of pool and tennis canopies and pool furniture update – Dave Ellis will proceed with the procurement of these items on a schedule consistent with the requirements of the 2022 pool season.
2022 Projects – A copy of a list of candidate projects was provided to the Board. Due to time constraints at the meeting a detailed discussion of this topic was deferred and will be handled at a later date.
Fence Inspection Report – Bill Petry stated after inspection of the fence line, he is proposing that JJ Garcia Tree Service trim the overhanging trees along the fence line behind the Exxon station at the Colonial Parkway and Mason Road intersection. After a discussion, a motion was made, seconded, and unanimously carried to approve the tree trimming in the amount of $600.
Businesses Being Conducted by Residents – Bill Petry reported that the Board has been made aware of several attempts of residents seeking to start a business from their home. The types of business mentioned could cause additional foot and vehicular traffic, which is strictly prohibited per the governing documents. Violators will be sent correspondence, accordingly.
Girl Scout Troop Meetings – Dave Ellis introduced homeowner, Heather Colkos, who requested the use a meeting space for bi-monthly one-hour Girl Scout meetings. The Board discussed and approved the use of the small room at no cost and the usual deposit of $50. Additional conditions would be communicated directly.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:49 P.M.
Delinquencies – Five accounts remain on the trash suspension list.
Deed Restriction Enforcement – Cindy B. reviewed the Enforcement Action Report with the Board. After a review, a motion was made, seconded, and unanimously carried to send accounts 2530101018, 2530110014, 2530212030, 2530212016, and 2530211007 to the Association attorney for enforcement.
Attorney Action Report – Cindy B. reviewed the Attorney Action Report with the Board. There was no action to be taken this month.
Architectural Review Committee – A copy of the Exterior Modification Report was provided in the Board packets.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session therefore, the next meeting will be held on February 15, 2022.
With no further business to come before the Board, the meeting was adjourned at 7:54 P.M
