A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, November 15, 2016 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were: Gail Owens, Floyd Ball, Katy Hall, Larry Crain, Martin Sears, Dave Ellis and Anitra Ondrush.
Also in attendance was Dolores Sue representing Crest Management, and Sheriff Officer Rush.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
A motion to approve the minutes of the October 18, 2016 Board Meeting was made by Larry Crain, seconded by Anitra Ondrush and unanimously approved.
HOMEOWNER CONCERNS
There was one (1) homeowner present at the meeting. This resident was concerned about a resident running a business directly out of the home which is a violation of the deed restrictions. He was asked to provide to Dolores Sue the address to which he was referring so that she may investigate. Further, he was concerned about vehicles being parked on the street facing in the wrong direction. Officer Rush confirmed that vehicles parked in this way are subject to being ticketed. The resident was invited to point out specific instances to Martin Spears, liaison to the sheriff patrol.
SHERIFF PATROL REPORT
Martin Spears reported it has been a quiet month. He reported on the attempted burglary from a few months ago that there has been an arrest in another location but it has not yet been confirmed that those arrested were also responsible for this incident. He had no further details on the issue. Regarding some recent speeding complaints discussed on social media it was reported that at least three (3) tickets were written on November 14. There was a reminder that if residents see speeding vehicles the appropriate action is to immediately report them to the sheriff’s department as the policing of traffic violations is the department’s responsibility. Martin will discuss these reported concerns with the sheriff’s office.
FINANCIAL REVIEW
Dave Ellis presented a detailed report on the October financials. As of October 31, 2016 the money in the bank totaled $439,366.12. 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 October 31, 2016 was $17,336.98. This amount includes maintenance fees, accrued interest, the cost of force mows and legal fees.
OLD BUSINESS
Status of PCMI Transition to Crest - The transition seems to be going smoothly. There is still some action required to rationalize differences between the wsmaonline.org website and the Crest site. These differences include the forms on the Crest homeowners’ portal. These issues are minor and will be worked through to obtain a workable solution. There was a question about how many homeowners have registered on the portal so far. Crest will obtain that information and report back to the Board.
Perimeter Fence - Floyd Ball has contacted the commercial businesses that share the perimeter fence with Williamsburg Settlement. At this time they have not responded. Floyd Ball made a motion that our Fence specifications be reviewed for the two areas where we share a boundary with these commercial businesses. The motion was seconded by Dave Ellis and with a vote of four (4) to two (2) this motion was approved.
NEW BUSINESS
Decisions Taken by Email Vote since the Last Meeting - There were no decisions made between Board Meetings.
2017 Invoices - 2017 Assessments were mailed on November 14, 2016.
Any New Business to Come Before the Board:
Tennis Courts – Dave Ellis reported there is mildew in the tennis court area. He has received a proposal from All Clean Power Washing for power washing the (red) perimeter and central area of the two tennis courts closest to the road as well as some bad spots on the green playing surfaces for a cost of $700.00. A motion to accept this proposal was made by Floyd Ball, seconded by Larry Crain and unanimously approved.
Walkway – In addition to the court areas, the (partly covered) walkway between the old and new courts is also badly stained. Dave Ellis obtained a proposal to power wash this area for $190.00. A motion to accept this proposal was made by Floyd Ball, seconded by Larry Crain and unanimously approved.
Border Stones Along Front of Clubhouse - Dave Ellis also reported that the white stones bordering the landscaping that have only been recently installed along the front of the clubhouse already have some green areas on them. This power washing company will spray these stones and those on the south side of the building to slow down future algae growth as well as power washing the front path for an additional $190.00. A motion to also accept this proposal was made by Floyd Ball, seconded by Larry Crain and unanimously approved.
Backflow Prevention Testing – the Association has received a directive from MUD 61 that it must submit test reports for the backflow preventers installed on the irrigation systems at the three entrances with esplanades within its area. Discussion with the engineer indicated that similar directives will be issued for the clubhouse and the entrance supplied by MUD 62. The Board accepted that this is now a requirement for continued operation of our irrigation systems and that all backflow preventers will need to be tested and in some cases replaced to bring them up to code. The Board unanimously appointed Larry Crain to have this work performed.
Winborn Elementary SPARK Park - Anitra Ondrush reported that the Grand Opening of the Winborn Elementary SPARK Park will be held at 9:30 a.m. on Thursday November 17, 2016 at 9:00 a.m.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was adjourned into executive session at 6:32 p.m.
Delinquencies
Floyd Ball reported that the suspension of trash and recycle service to homes with delinquent accounts and not paying on an approved payment plan is continuing and legal action is in progress on a number of accounts, including cases in which residents on payment plans have defaulted. The Board regrets that these actions are necessary.
Deed Restriction Violations
The Board reviewed the violation report. It was unanimously approved that one account be turned over to the to the Association attorney for items stored in driveway.
ADJOURNMENT
The next Board meeting will be held on January 17th, 2017 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 6:58 p.m.
