A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, November 20, 2018 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were: Dave Ellis, Jim Calvert, Ed Shipley, CO Holt, Chris Cox, Chase Wier, and Bill Petry.
Also, in attendance was Cindy Bojé representing Crest Management, along with Sheriff Deputy Chad King.
With a quorum being established the meeting was called to order at 5:30 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes for the October 16, 2018 Board Meeting were presented and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
There were two homeowners present, but they did not express any concerns. They were new to the community and wanted to sit in on the meeting.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Chad King reported that there were no unusual problems during September and our community continues to enjoy a very low crime rate. A copy of the monthly sheriff report was included in the meeting packets.
WELCOMING COMMITTEE REPORT
Committee Chairman, Michael Wood was absent but sent a report via email stating that there were four visits made as of November 3rd. A copy of the activity report was included in the meeting packets.
Michael and Jo Wood announced their resignation from the Welcoming Committee. Dave Ellis stated that Floyd Ball has agreed to take over as the Committee Chairman.
FINANCIAL REVIEW
Dave Ellis presented a detailed report on the October 31, 2018 financials. As of this date, the money in the bank totaled $560,255.63. 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 October 31, 2018 was $6,630.70.
OLD BUSINESS
Decisions taken by email vote since the last meeting:
a.
Approval of minor additions to the Cul-de-sac Island Landscaping in the amount of $325.50
b.Approval of Replacement for Christopher Wren Flag Lamp in the amount of $640.30
A motion was made, seconded, and unanimously carried to ratify the items voted on by the Board outside of a Board meeting.
Community Events
Chris Cox stated that due to unforeseen scheduling issues this year’s Veterans Parade had to be cancelled. Chris suggested that next year the Parade be again combined with our Splash Day event. The Christmas Holiday Yard Contest judging of the 10 finalists will be the weekend of December 15th with the winners of the 1st, 2nd, and 3rd place prizes being selected by residents as it was last year. Chris showed the Board Certificates of Appreciation for the vendors who donated either door prizes or supplies for National Night Out.
Status of Approved Projects
a.Cul-de-sac islands Improvements - Dave reported that the island work has been completed.
b.Christopher Wren Flag Lamp – Dave reported that the LED light is on order.
c.Installation of Sign Indicating Location of Pool Emergency Phone – The emergency phone signage still needs to be ordered and installed. Chris Cox stated that he will handle this.
NEW BUSINESS
Ongoing Control of Vegetation Outside Perimeter Fence
CO and Bill stated that TLC has not mowed due to the weather and an inspection will be completed in early December.
Entrance Monuments Cleaning
Jim Calvert reviewed the two proposals he received for pressure washing of the entrance monuments and the two brick pillars adjacent to each. The monuments and adjacent brick pillars will be cleaned of black/green algae and the buildup of dirt that has accumulated over the years.
After a brief discussion, a motion was made, seconded, and carried to approve the Better View Services proposal at $575.
2019 Mosquito Fogging Contract
A copy of the contract renewal was provided in the meeting packets. At no increase, a motion was made, seconded, and carried to approve the Excalibur mosquito fogging contract renewal at $66 per trip.
Board Member Resignation
Chase Wier advised the Board that effective after tonight’s meeting, he was resigning from the Board as he will be relocating. The Board wished Chase well and thanked him for his volunteerism and for serving on the Board.
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 – Four accounts remain on the trash suspension list.
Exterior Modification Report – A copy of the year-to-date report was included in the meeting packets for the Board’s reference.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. After review, the Board approved sending two accounts to the attorney for enforcement and closed two violations which had been cured.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. After review Jim stated that no further action need be taken at this time.
ADJOURNMENT
The Board will not be meeting in December. The next meeting will be held on January 15, 2019 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 7:06 P.M
