A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, May 16, 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 Officer King.
With a quorum being established, the meeting was called to order at 5:30p.m.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the April 18, 2017 Annual Homeowners Meeting and subsequent Board of Directors Meeting were presented and a motion was made by Lisa Zirot, seconded by Chris Cox and unanimously carried to accept the minutes as presented.
HOMEOWNER CONCERNS
There were five (5) homeowners present at the meeting. One homeowner inquired on what could be done regarding solicitors. Officer King stated that soliciting is not against the law, however, if a homeowner requests that the solicitors leave and they do not, the police can be called as the solicitor will be trespassing. It was mentioned that the HOA could send letters to solicitors to request that they stop soliciting at the community if they have been exhibiting aggressive behavior.
Another inquiry included whether the HOA was going to remove some of the trees along Colonial Parkway to accommodate the Timewise driveway. The Board responded that this area belongs to the County and not the HOA so the HOA has no jurisdiction on this issue.
A homeowner inquired as to how deed violations are handled within the community. Jim Calvert informed the homeowner that community inspections are performed once a month, however, any issue can be reported to Crest’s office and it will be placed on the list for the following month’s inspection.
Lastly, the homeowner inquired whether the MUD 61’s plans for a park are still going forward. Floyd Ball, who was present as a homeowner but not as a MUD representative, informed the meeting that the MUD Board has made an offer on the property at the SE corner of Earl of Dunmore and Mason, and if anyone wanted an update they could attend the May 23 meeting of the MUD 61 Board.
SHERIFF PATROL REPORT
Officer King reported that there were no unusual problems during April 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 April 30, 2017 financials. As of April 30, 2017, the money in the bank totaled $690,352.16. 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 April 30, 2017 was $39,442.83.
Dave mentioned that the Association has now received payment from both the Grand Parkway Apartments and the Roots of Learning school as their respective portions of the cost of the shared sections of the perimeter fence that has been replaced this year. This payment was credited back to the Fence Reserve.
OLD BUSINESS
Welcoming of New Board Members - Katy Hall took the time to welcome new Board members, Chris Cox, Ed Shipley, and Lisa Zirot to their first official Board meeting.
Report on Crest Portal Training - Katy Hall and Chris Cox reported on their experience at the Board Portal Training offered by Crest Management at Crest’s office. Katy provided meeting handouts for the entire Board. Chris urged Board members to attend the Crest training classes and seminars as they are very informative and helpful tools for the Board.
NEW BUSINESS
Board Member Resignation - Katy Hall informed the meeting that Martin Spears has resigned from the Board. By unanimous consent, Martin’s role of security liaison was assigned to Chris Cox. Cindy Bojé informed the Board that the remaining directors could now appoint another member to serve the balance of Martin’s term.
Email Ratifications - The Board ratified decisions taken by email vote since the last Board Meeting. The decisions included replacement of the Carters Grove meter and panel post at $400.00 and replacement of the Carters Grove and Christopher Wren Sprinkler Systems at $4,200.00.
Community Events - Katy Hall requested an update from Lisa Zirot regarding Splash Day and the Veterans Parade planning. Due to budget constraints Lisa Zirot expressed the view that perhaps we should forego these events this year. However the majority of the Board felt that the residents value these events and voted that further work be done to organize them within the existing budget soliciting donations to cover any shortfall . After discussion, Cindy Bojé volunteered to coordinate Splash Day. Lisa will be responsible for coordinating the parade and publishing the promotional flyers. Cindy stated she will email the Board with the specifics for Splash Day.
Looking ahead, a motion was made by Jim Calvert, seconded by Lisa Zirot, and unanimously carried to move forward with planning National Night Out.
Required Future Pool Repairs - Dave Ellis informed the Board of a needed pool repair to replace a broken anchor for one of the lane ropes. Dave stated that the pool management company has provided a quotation of $750 for this repair excluding the cost of the water, most of which would need to be drained and the pool refilled. A motion was made by Dave Ellis, seconded by Katy Hall, and unanimously carried to defer the repair until after the swim season at which point competitive bids would be solicited.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 6:47 P.M.
Decisions Made During Executive Session
Delinquencies - The Board discussed delinquencies. A motion was made by Dave Ellis, seconded by Katy Hall, and unanimously carried to resume trash service for three homeowners who have paid their assessment, but have remaining interest fees on their account. These remaining account balances will be carried over to next year and added to each homeowner’s 2018 assessment and letters will be sent to these homeowners making them aware of this decision.
In accordance with the decision taken at the March 21 Board meeting the remaining delinquent account on which the mandated 30 day period following the homeowner’s receipt of a final demand letter has now expired will be sent to the Association attorney for collection. A motion was made by Lisa Zirot and seconded by Jim Calvert to continue with trash suspension on these accounts until balances are paid or payment plans are in place. Three directors voted for this motion and three voted against it. So the current status in which trash pick-up is suspended on these delinquent accounts will remain in force pending a future Board decision.
Deed Restriction Enforcement - The Board reviewed the Enforcement Action Report and unanimously agreed to accept Jim Calvert’s recommendation for enforcement.
ADJOURNMENT
The next meeting will be the Association Annual meeting to be held on June 20, 2017 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:30 p.m.
