A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, June 20, 2017 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 Lisa Zirot.
Also in attendance was Cindy Bojé representing Crest Management, and Sheriff Deputy Paul Wilburn.
With a quorum being established, the meeting was called to order at 5:31p.m.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the May 16, 2017 Board of Directors Meeting were presented and a motion was made by Chris Cox, seconded by Dave Ellis and unanimously carried to accept the minutes as presented.
HOMEOWNER CONCERNS
There were two (2) homeowners present at the meeting.
A homeowner discussed with the Board the growing problem of stray and feral cats within the community. After a lengthy discussion it was requested that Crest Management send a letter to a homeowner requesting that they comply with the Harris County Animal Control regulations and confine their cats to their residence.
One homeowner expressed concern that the proposed diving board rules might cause the lifeguards to curtail his therapeutic treading of water in the deep end of the pool. He was advised that if the lifeguard on duty believed that his activity was compromising safety that this homeowner request that the diving board be closed for a period as is permitted in the rules.
SHERIFF PATROL REPORT
Deputy Wilburn reported that there were no unusual problems during May 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 May 31, 2017 financials. As of May 31, 2017, the money in the bank totaled $646,105.28. This figure includes checking, savings accounts and CD’s and is the money 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 May 31, 2017 was $27,175.18.
Dave spoke briefly about the planned movement of funds that are currently at the Alliance bank into Insured Cash Sweep money market accounts at the Icon bank where we now have other funds invested in some CDs. Dave stated that if Mutual of Omaha is able to provide a similar insured service while meeting the interest rate being offered by Icon then there would be logistical and cost saving advantages in using the Mutual of Omaha service instead. A motion giving Dave Ellis and Katy Hall the authority to make this decision when the Mutual of Omaha offer has been received and evaluated was proposed, seconded and unanimously carried.
OLD BUSINESS
Splash Day and Parade Report - Jim Calvert reported that the Splash Day and Parade was a success and everyone had a wonderful time. Residents were able to wave at Veterans passing by during the parade and then enjoy free pizza by the pool. The Board thanked Cindy for her effort in securing the pizza from Texas Pride and the water from Texas lawn Care, contributions which were greatly appreciated as was the donation of the flags from the MOC.
Lisa Zirot discussed ways of getting increased resident participation in the organizing of future community events and would like to get feedback from residents on their level of support for these functions. After some discussion she agreed to prepare and post a questionnaire or survey on social media seeking resident input. A motion to obtain feedback from homeowners regarding community events via this method was made by Lisa Zirot, seconded by Katy Hall and unanimously carried.
NEW BUSINESS
Ratifications of items voted on by the Board outside of a board meeting:
a)
Movement of funds to Icon Insured Cash Sweep Service – tabled until further information from Mutual of Omaha is received as discussed earlier.
b)Granting an extension for a homeowner to correct deed restriction violations
A motion was made, seconded, and unanimously carried to ratify the items voted on by the Board outside of a Board meeting.
Crest Portal Board Decision Assistant (BDA) Decision - Katy Hall requested input from Ed Shipley in his role as the ARC Chairman on the merits of using the BDA instead of email for review of the Exterior Modification Requests. After discussion, Ed stated his preference to continue using email for this process and hence not to move forward with the BDA at this point.
Revised Swim Team Contract - Katy Hall reviewed the proposed revised swim team contract with the Board. After discussion, a motion was made by Chis Cox, seconded by Lisa Zirot, and carried to accept the revised swim team contract as presented.
Katy Hall recused herself from any vote regarding the swim team.
Proposed Diving Board Rules - Dave Ellis presented to the Board the wording for the proposed diving board rules sign. As a result of the review by residents two revisions were made to the original language and added to rule numbers 3 and 5 respectively. After revision, these read:
3. Flotation aides, goggles, fins, and other devices are prohibited on the diving board.
5. Only one person on the board at a time. Those waiting must keep clear of the ladder.
A motion was made by Lisa Zirot to approve the purchase and installation of a sign that will include this revised wording. The motion was seconded by Chris Cox and unanimously carried. Dave will purchase this sign from Fast Signs at a price of $78.32 and install it on the fence close to the diving board.
Electricity Contract Renewal - The Direct Energy renewal contract was provided in the Board members packets. A review of alternative suppliers showed that the price offered by Direct Energy was the lowest available hence the recommendation was made to renew the existing contract for a 60 month term to lock is this very competitive rate. Accordingly a motion to review the contract with Direct Energy for five years was made, seconded and unanimously carried.
Loose Dogs - Chris Cox discussed the issue of loose dogs around the community. Deputy Wilburn stated that if someone is bitten by a dog the incident should be reported to the Sheriff’s office. Further, loose dogs should be reported to Harris County Animal Control as they are in violation of the Harris County Leash Law. Homeowners should keep pets confined to their home or on a leash at all times when they are outside.
Pool Party Rules During Open Pool Hours - Dave Ellis presented A-Beautiful Pool’s request that for safety reasons the Board amend the open pool party rules to state that if parties include over 20 swimming guests the resident hosting the party shall pay for one additional lifeguard so that there will be 3 on duty, and parties over 40 and up to a maximum of 60 swimming guests the resident hosting the party shall pay for two additional guards so that the pool will be protected by 4 lifeguards.
A motion to accept these two additions to the pool party rules was made by Dave Ellis seconded by Lisa Zirot and unanimously carried.
A motion was made by Lisa Zirot, seconded by Katy Hall, and unanimously carried to table A-Beautiful’s contract addendum request that over 50 people in the pool area will warrant an additional guard.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 7:33 P.M.
Delinquencies - The Board discussed delinquencies. It was noted that ten homeowners remain on the trash suspension list.
Deed Restriction Enforcement - The Board reviewed the Enforcement Action Report and unanimously agreed to accept Jim Calvert’s recommendation for enforcement to send one final demand letter, and four accounts to the attorney. One account which is currently with the attorney will be placed on hold until December 31st.
ADJOURNMENT
The next meeting will be held on July 18, 2017 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 8:05 p.m.
