A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, June 15, 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 of the May 18, 2021 Board Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
Two homeowners were present, one to observe the meeting and one inquired about his exterior modification request for a variance which had been denied. The Board informed the homeowner that as this is a confidential issue he needed to submit a written request to meet with the Board to discuss this in private.
COMMITTEE REPORTS
Welcoming of New Residents – Dave Ellis reported that there were five new homeowners in June. A copy of the report was provided in the Board packets.
FINANCIAL REVIEW
Dave Ellis presented a report of the May 31, 2021 financials. As of this date, the money in the bank totaled $964,890.48. 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 May 31, 2021 was $38,092.87.
OLD BUSINESS
The following motions were made and approved since the last Board meeting:
a)
Approval of Car Park South Fence Replacement in the amount of $2,678.50
b)Approval of Removal of Multiple Dead Trees in the amount of $1750.00
c)Approval of Lifeguard Stand Foot Board Repair in the amount of $707.40
Big Room Renovation Status – Dave Ellis stated that the appliances have been delivered and all the sheetrock has been installed and it and the trim will be primed and painted, the lights installed and the cabinets assembled by the end of the week. The cabinets will be installed next week. It was agreed that the existing pantry doors should be retained rather than replaced. CO Holt requested that Spears Renovations provide samples of the granite to be used for the countertops so the color committee can make its selection for the Board to review.
NEW BUSINESS
Perimeter Fence Inspection Report – James Kelley reported that he had conducted an inspection of the perimeter fence and hadn’t found any structural issues requiring repair at this time. However, he did note that in several places homeowners’ shrubbery and landscaping was in contact with the fence and if not trimmed back will cause future damage and deterioration. The meeting was reminded that the easement agreement signed by the property owners when the responsibility for maintenance of the fence was transferred to the Association expressly prohibits the owner from causing damage to it. As this fence is the Associations most expensive asset the Board expressed concern that it be properly protected including periodic trimming of foliage hanging over it and sending notices to the residents who live along the perimeter reminding them of their responsibility to keep the Association maintained fence free from anything growing in the 5 foot Association easement which could cause damage.
Landscaping Proposals – Bill Petry reviewed the proposal from JMAS Texas Lawn Care that was in the Board packets. This proposal was submitted in April to address the damage resulting from the January freeze. After a review, Bill Petry suggested that the Board revisit the proposal with Texas Lawn Care to remove the bottlebrush, rose bushes, Japanese boxwood, and agapanthus and replace it with ground cover. Once Bill Petry obtains the revised bid, he will share it with the Board for approval. CO Holt requested that he and Bill Petry inspect the entrances to review what is there now with a view to ensuring uniformity.
Plumbing Inspection – CO Holt discussed with the Board that he would like to have a plumber inspect the clubhouse plumbing to ensure all of the pipes and connections are sound. CO Holt stated that it would be preventative maintenance and could save the Association in the long run by preventing a future incident such as what was experienced during the January freeze.
Drainage Between the Car Parking Lot and Homeowners’ Fence – Jim Calvert stated that the green space between the two areas does not drain well and suggested that a proposal be sought to install drains that will alleviate the standing water and let it flow to the street. Bill Petry agreed to request a proposal from our contractors.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:30 P.M.
Delinquencies – Ten 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.
Architectural Review Committee Report – Jim Calvert stated the homeowner at account 2530209020 was provided a letter from the Board regarding the roof color variance request, however if the homeowner wishes to meet with the Board, than a hearing request must be submitted.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on July 20, 2021.
With no further business to come before the Board, the meeting was adjourned at 6:52 P.M
