A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, March 21, 2017 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were: Floyd Ball, Dave Ellis, Jim Calvert, Katy Hall and Anitra Ondrush.
Also in attendance was Cindy Nghiem representing Crest Management, and Sheriff Officer Wilburn.
With a quorum being established, the meeting was called to order at 5:30p.m.
HOMEOWNER CONCERNS
There were three (3) homeowners present at the meeting, but no concerns were brought to the Board’s attention.
One resident stated that he was happy that the construction at the Colonial Parkway entrance was almost complete!
SHERIFF PATROL REPORT
Officer Wilburn reported that there were no unusual problems during February and our community continues to enjoy a very low crime rate.
FINANCIAL REVIEW
Dave Ellis presented a detailed report on the February 28, 2017 financials. As of February 28, 2017, the money in the bank totaled $716,538.21. This figure includes checking, savings accounts and CDs 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 February 28, 2017 was $88,322.98.
Dave mentioned that the Association should be receiving payments from both the Grand Parkway Apartments and the Roots of Learning as their respective shares of the sections of the perimeter fence that have been replaced this year. These payments are to be credited back to the Fence Reserve.
OLD BUSINESS
Clubhouse Safety Improvements - Dave Ellis reported the safety items that have been completed resulting from the inspection of the clubhouse. He stated that he had installed smoke detectors in the kitchen and hallway and modified the door from the big room to the pool area so that it can also serve as an emergency exit. In addition he recently replaced the kitchen outlets with GCFIs.
Small Room HVAC System - Dave Ellis also reported that the small room HVAC has been replaced as was approved at the February meeting.
Candidates for Election at April Annual Meeting - Floyd stated there were three candidates on the ballot for the election. Nominations can still be made from the floor of the meeting.
Additional Pool Tag Distribution - Floyd Ball reported that the initial pool tag distribution was well attended and will be followed by the second scheduled distribution on Sunday March 26.
NEW BUSINESS
Community Events - Anitra Ondrush gave an update regarding the community Easter event. The event will include photos with the Easter bunny, an Easter egg hunt, and various games. The event will take place at Spark Park on Saturday, April 8th, at 9:00 A.M.
Restoration work required at Colonial Parkway entrances - Dave Ellis informed the Board of the electrical lighting issues and damaged sprinklers resulting from the ongoing construction work at our two Colonial Parkway entrances. The Association will not make any repairs to the sprinklers until the construction is complete to prevent additional damage and costs.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 6:10 P.M.
Decisions Made During Executive Session
Resident’s request for his perimeter fence to be included in the fence replacement program - The Board discussed the homeowner’s request for his perimeter fence to be included in the fence replacement program. A motion that The Board was not prepared to take on additional easements at the time was made by Katy Hall, seconded by Anitra Ondrush and unanimously carried.
Resident’s request to write-off small balances on two accounts – The Board discussed the request and a motion that the Board decline the request for waiver of fees was made by Katy Hall, seconded by Anitra Ondrush, and unanimously carried.
Delinquencies - The Board discussed delinquencies. A motion to send delinquent accounts to the Association attorney for collection after the 30 day notice period in the Demand Letter has ended, was made by Dave Ellis, seconded by Katy Hall and unanimously carried. These accounts are also subject to suspension of trash and recycle services.
Deed Restriction Enforcement - The Board unanimously agreed to turn three (3) accounts over to the Association attorney for legal enforcement action.
The Board reviewed and discussed the complaints received regarding spotlights shining into a neighboring house. The Board unanimously agreed that a Demand Letter would be sent to the offending homeowner.
The Board discussed fences which exceed the approval granted in the Exterior Modification Request (EMR) letter. The Board and Crest will follow up on these violations.
ADJOURNMENT
The next meeting will be the Association Annual meeting to be held on April 18, 2017 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:00 p.m.
