A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, July 20, 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 June 15, 2021 Board meeting and the July 8, 2021 hearing were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
Three homeowners were present, mainly to observe the meeting. The homeowners had various questions regarding deed restrictions, security, and perimeter fencing.
COMMITTEE REPORTS
Welcoming of New Residents – Dave Ellis reported that five new residents had been added to the welcoming list since the June 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 June 30, 2021, financials. As of this date, the money in the bank totaled $912,958.12. 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 June 30, 2021, was $38,453.46.
OLD BUSINESS
The following motions were made and approved since the last Board meeting:
a)
Appointment of CO Holt, James Kelley, and Bill Petry to the ACC
b)Approval of Donald Electric to Install New Bruton Park LED Fixture in the amount of $790.00
c)Approval of Texas Lawn Care for South Car Park Fence Area Drainage in the amount of $3,380.00
d)Approval of Texas Lawn Care for the Entrance Landscaping improvements in the amount of $9,388.50
e)Approval of Clubhouse Chairs Replacement in the amount of $1,797.83
f)Approval of Donald Electric to Install Pump and Chemical Room Fans in the amount of $1,617.53
g)Approval of Texas Lawn Care to Install Bull Rock Around the Tree in the Car Park to Improve Drainage in the amount of $1,585.00
Big Room Renovation Status – Dave Ellis stated that the installation of the acoustic panels has been completed. The kitchen upgrade is proceeding, howbeit a little slower than expected. The cabinets have been installed and the appliances will be installed within the next few days. The task pacing completion is the granite countertop which it is hoped will be installed by the end of the month.
NEW BUSINESS
Issues Arising from 2021 Texas Legislative Session – 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. The Board did state, however, that they might be interested in additional inspections during the month to include inspections for EMR compliance. (Subsequent to the meeting Cindy Bojé informed the Board that the cost of one additional inspection each month would add $600 to the current monthly management fee).
Increase in Board Members’ Emergency Expenditure Authorization – CO Holt stated that the current Board member emergency expenditure allowance without Board approval is $250. He stated that as costs have increased over the years this amount is no longer sufficient and recommended that it be increased to $500. The motion was unanimously approved.
Preliminary 2022 Budget Planning – Dave Ellis stated that the budget meeting will be held on September 21, 2021, at the Crest Management office. As there will be a number of new projects to be included in the 2022 budget CO Holt suggested that the responsibility for providing estimates of the cost of each be assumed by various Board members. Dave will provide a list of the projects and solicit volunteers for each.
Texas Strong Proposal for Re-Piping Clubhouse Water Lines – A copy of the proposal was provided in the Board packets. CO Holt requested that this topic be tabled.
Community Events – The Board discussed community events. After the discussion, the Board decided that due to the ongoing COVID situation coupled with the Board being two members short it would be best to table community events until the situation improves and the Board is fully equipped to handle the many different roles and tasks.
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 – Seven 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. The Board stated that the Attorney has its approval to move forward with deed restriction maintenance efforts.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on August 17, 2021.
With no further business to come before the Board, the meeting was adjourned at 7:19 P.M
